Microsoft Office 2013 Try It! Chapter 2 Manipulating Numbers with Excel

2 Whats in the Excel window? Open Excel from Windows 8 Start screen Click Excel 2013 tile or type Excel, then select from list of apps Ribbon is similar to Microsoft Word (tabs, groups, commands) Workspace is a grid of rows and columns Microsoft Office 2013 Try It! 2

2 Whats in the Excel window? Microsoft Office 2013 Try It! 3

2 Whats in the Excel window? Worksheet is a grid of columns and rows Columns labeled with letters Rows labeled with numbers Workbook Contains one or more worksheets, represented by a tab at the bottom of the window Click sheet tab to switch to a different worksheet Right-click sheet tab to rename, insert, or delete a worksheet Microsoft Office 2013 Try It! 4

2 Whats in the Excel window? Worksheet cell Rectangle formed by intersection of column and row Unique name for each cell (column letter followed by row number; e.g., B3) Active cell Cell you can currently edit or modify Marked by black outline Click any cell to make it active, or use arrow keys Microsoft Office 2013 Try It! 5

2 Whats in the Excel window? Range Series of cells Use a colon to separate first and last cells (e.g., D3:D6) Click and drag to select range of cells Microsoft Office 2013 Try It! 6

2 How do I enter labels? Label Any text entered into cell Worksheet title Description of numbers in other cells Text data (e.g., names of people or cities) Any numerical data not to be used in calculation Phone number Social Security number Street address Microsoft Office 2013 Try It! 7

2 How do I enter labels? Microsoft Office 2013 Try It! 8

2 How do I enter labels? If label is too long to fit in current cell: Label extends into cells to right, if they are empty If cells on right are not empty, part of label will be truncated To make label wrap and display in two or more lines in same cell: Select cell(s) From HOME tab, click Wrap Text button in Alignment group Microsoft Office 2013 Try It! 9

2 How do I enter labels? Edit label by clicking cell, then click in Formula bar Use arrow keys to move insertion point Use backspace and delete keys to edit text Press Enter key or Enter button on formula bar to accept change Press Cancel button to exit without keeping changes Edit label inside cell by double-clicking cell, then edit with arrows, Backspace, and Delete keys Microsoft Office 2013 Try It! 10

2 How do I enter values? Value Any numerical data to be used in calculation Cells containing values can be used in formulas to calculate results Enter unformatted numbers in the cell Type minus sign (-) before number to enter a negative value Microsoft Office 2013 Try It! 11

2 How do I enter values? Microsoft Office 2013 Try It! 12

2 How do I enter values? Edit values in the cell or in the Formula bar Excel makes assumptions about whether entered data is a value or a label To specify a number as a label: Type an apostrophe () before it Microsoft Office 2013 Try It! 13

2 How do I enter values? Ways to drag-and-fill data: Enter first two or three items to establish pattern Select those cells, point to lower-right corner of selected area When pointer changes to a black cross, drag it across or down other cells Use Fill button in Editing group on HOME tab Microsoft Office 2013 Try It! 14

2 How do I enter formulas? Formula Specifies how to add, subtract, multiply, divide, or otherwise calculate values in cells Always begins with an = equal sign Can use cell references that point to other cells Cell reference Column and row location of a cell Microsoft Office 2013 Try It! 15

2 How do I enter formulas? Most common arithmetic operators: Microsoft Office 2013 Try It! 16 - (subtraction) / (division) + (addition)% (percent) * (multiplication)^ (exponent)

2 How do I enter formulas? Ways to create a formula: Pointer method (easiest) Click cell instead of typing a cell reference Rectangle of dashes a marquee appears around the cell Type an arithmetic operator (+,-,*,/) then click next cell to be referenced Press Enter key when formula is complete Type formula directly into a call (easy to make a mistake) Microsoft Office 2013 Try It! 17

2 How do I enter formulas? Edit a formula in the cell or in the Formula bar (same as labels and values) Microsoft Office 2013 Try It! 18

2 How do I enter formulas? Microsoft Office 2013 Try It! 19

2 How do I create complex formulas? Use the usual arithmetic operators, parentheses, and values and cell references to build complex statistical, financial, and mathematical formulas Use parentheses to specify the order that operations in a formula are executed Without parentheses, Excel calculates results using standard mathematical order of operations: multiplication and division, then addition and subtraction Microsoft Office 2013 Try It! 20

2 How do I create complex formulas? Microsoft Office 2013 Try It! 21

2 How do I create complex formulas? Formulas can include values, cell references, or both Beware: Copying or moving formulas can lead to unexpected results Microsoft Office 2013 Try It! 22

2 How do I use functions? Functions are predefined formulas Financial functions payments and net present value Mathematical and trigonometric function absolute value and arctangent Statistical functions average and normal distribution Microsoft Office 2013 Try It! 23

2 How do I use functions? Circular reference Formula that references the cell in which the formula resides Can produce erroneous results; should be avoided Avoid common errors by verifying that formulas and functions reference the correct cells and data Microsoft Office 2013 Try It! 24

2 How do I use functions? Use Insert Function button to select a function More than 250 functions Statistical category (SUM, AVERAGE, MINIMUM, MAXIMUM) PMT function calculates payments for a loan (difficult to use) Formulas can include multiple functions Use SUM button to quickly create a function to calculate the total of a column or row of cells Microsoft Office 2013 Try It! 25

2 How do I use functions? Microsoft Office 2013 Try It! 26

2 How do I use functions? Argument Consists of values or cell references used to calculate the result of the function For example: AVERAGE function requires an argument consisting of a series of numbers or cells Result is the average of the values Microsoft Office 2013 Try It! 27

2 How do I use functions? To select a range of cells for use as arguments: Click and drag to select the range Some functions use more than one argument, which may be required or optional For example, PMT function has three required arguments and two optional arguments Microsoft Office 2013 Try It! 28

2 How do I use functions? For help with arguments for a function: Click Help on this function link When using a new function, check results with calculator Microsoft Office 2013 Try It! 29

2 How do I use functions? Microsoft Office 2013 Try It! 30

2 What happens when I copy and move cells? To copy and move cell contents: Use Cut, Copy, and Paste buttons in Clipboard group on HOME tab Label data is copied/moved without changing Formulas are modified to work in the new location Relative reference Cell reference that changes when a formula is copied/moved Default Microsoft Office 2013 Try It! 31

2 What happens when I copy and move cells? Microsoft Office 2013 Try It! 32

2 What happens when I copy and move cells? To move data in cells: Select, then Cut and Paste To copy/move data in a range of cells: Click cell in upper-left corner of new location before pasting data Microsoft Office 2013 Try It! 33

2 What happens when I copy and move cells? To maintain working formulas: Be careful when pasting/moving/copying cell contents Do not paste a value into a cell where a formula belongs Microsoft Office 2013 Try It! 34

2 When should I use absolute references? Absolute reference Does not change Will always refer to the same cell, even after formula is copied or moved Microsoft Office 2013 Try It! 35

2 When should I use absolute references? Microsoft Office 2013 Try It! 36

2 When should I use absolute references? To create an absolute reference: Insert $ dollar sign before column reference and another dollar sign before row reference Absolute cell reference is protected by the $ sign and will not be modified or adjusted Microsoft Office 2013 Try It! 37

2 When should I use absolute references? To change a cell reference to an absolute reference: Press the F4 key To create mixed references: Combine references so that only one of the column or row references is absolute Microsoft Office 2013 Try It! 38

2 Can I access data from other worksheets? Workbooks Allow grouping of related worksheets together in one file Allow easy navigation and access to data from one worksheet to another Default workbook contains three worksheets (Sheet1, Sheet2, Sheet3) Click tabs to navigate through worksheets Microsoft Office 2013 Try It! 39

2 Can I access data from other worksheets? Right-click a worksheet tab and select from shortcut menu to: Rename worksheets Change tab color Change order of worksheets Insert a new worksheet Delete an existing worksheet Microsoft Office 2013 Try It! 40

2 Can I access data from other worksheets? Microsoft Office 2013 Try It! 41

2 Can I access data from other worksheets? Ways to reference data from other worksheets: Include tab name before row letter and column number Navigate to worksheet and click desired cell while entering a formula or function Microsoft Office 2013 Try It! 42

2 How do I add borders and background colors? Borders and background colors Define areas of a worksheet Draw attention to important information To add borders and background colors: Use Borders button and Format Cells dialog box Practical Microsoft Office 2013 43

2 How do I add borders and background colors? To add borders around outside and inside edges of selected cells: Click both Outline and Inside border buttons in Presets section To add and remove border lines, select border option buttons: Practical Microsoft Office 2013 44

2 How do I add borders and background colors? Practical Microsoft Office 2013 45

2 How do I add borders and background colors? Line options allow selection of decorative line styles or addition of color Click Fill tab to add a colored background to selected cells Practical Microsoft Office 2013 46

2 How do I add borders and background colors? To add borders: Use Borders button in Font group on HOME tab to quickly add simple borders For more complex borders, use option for More borders Use Format Cells dialog box to specify border formats Practical Microsoft Office 2013 47

2 How do I format worksheet data? Use buttons in Font group on HOME tab to select font attributes for any data in worksheet cells Click and drag to select a range of cells Multiple font attributes can be applied to any cell Font attributes can be applied to entire contents of a cell (typical) or selected text inside cell Practical Microsoft Office 2013 48

2 How do I format worksheet data? Practical Microsoft Office 2013 49

2 How do I format worksheet data? Ways to access more formatting options: Click Format in Cells group, then click Format Cells Use Format Cells Dialog Box Launcher in Font group Practical Microsoft Office 2013 50

2 How do I apply number formats? Apply number formats (currency, percent, commas, and decimals) to cells that contain values Most commonly used number formats are available as buttons in Number group on HOME tab Format Cells dialog box provides special number formatting options that improve readability To apply number formats to more than one cell, select a range of cells first Practical Microsoft Office 2013 51

2 How do I apply number formats? Practical Microsoft Office 2013 52

2 How do I apply number formats? Number format buttonsDescription Accounting Number Format Displays cell contents in local currency Percent StyleDisplays cell contents as a percentage Comma StyleAdds comma to values displayed in cell Decrease DecimalDisplays one fewer digit after decimal point Increase DecimalDisplays one more digit after decimal point Practical Microsoft Office 2013 53

2 How do I adjust column and row size? If a value is too long to fit in a cell, Excel displays a series of # characters To see the number, increase column width Changing width of one cell changes width of entire column Practical Microsoft Office 2013 54

2 How do I adjust column and row size? Practical Microsoft Office 2013 55

2 How do I adjust column and row size? To manually adjust column width: Position cursor over vertical line between column headings until pointer changes to shape Press and hold left mouse button while dragging to adjust width of column Excel automatically adjusts height and width of selected cells when AutoFit command is used (see Format button on HOME tab) Practical Microsoft Office 2013 56

2 How do I center and align cell contents? By default, labels are left-aligned; values and formulas are right-aligned Result is that label at top of column is not aligned with numbers in column To right-align label heading for a column of numbers: Select the cell, then click Align Right button in Alignment group on HOME tab Practical Microsoft Office 2013 57

2 How do I center and align cell contents? To align a range of cells: Select the range, then the desired alignment button To select all cells in a column: Click column header at top of column To select all cells in a row: Click row header on left side of row To center a label across columns: Select the range, then click Merge & Center button in Alignment group on HOME tab Practical Microsoft Office 2013 58

2 How do I center and align cell contents? To merge a range of cells in a column: Select the range Click Merge & Center button in Alignment group on HOME tab To unmerge cells or merge without centering: Use down-arrow button next to Merge & Center button Practical Microsoft Office 2013 59

2 How do I center and align cell contents? Practical Microsoft Office 2013 60

2 How do I delete and insert rows and columns? Practical Microsoft Office 2013 61

2 How do I delete and insert rows and columns? To delete more than one row: Drag to select rows Click down-arrow button next to Delete in Cells group, then click Delete Sheet Rows Practical Microsoft Office 2013 62

2 How do I delete and insert rows and columns? To insert a row: Select a row Click down-arrow button next to Insert in the Cells group, then click Insert Sheet Rows To insert more than one row: Drag over the desired number of rows to insert Follow same steps for inserting a row Use same procedures to insert and delete columns Practical Microsoft Office 2013 63

2 How do I delete and insert rows and columns? As rows and columns are inserted and deleted, Excel adjusts relative cell references in formulas to keep them accurate Practical Microsoft Office 2013 64

2 Can I use styles? Use predefined styles or create custom styles Predefined styles are available from PAGE LAYOUT tab and include formats for displaying currency, percentages, and numbers Styles include: Text formatting (font, size, and color) Numeric formatting (comma placement, number of decimal points, currency symbol) Practical Microsoft Office 2013 65

2 Can I use styles? To create styles for numbers or text: Click Cell Styles button in Styles group, then click New Cell Type Type style name, then use Format Cells dialog box to modify style Practical Microsoft Office 2013 66

2 Can I use styles? To copy and paste formats from one cell to another: Use Format Painter button Click cell containing formats to be copied Click Format Painter button in Clipboard group Click cell where format is to be applied Practical Microsoft Office 2013 67

2 Can I use styles? Practical Microsoft Office 2013 68

2 How do I create a chart? Pick a chart type from Charts group on INSERT tab Practical Microsoft Office 2013 69 Chart typePurpose Line chartTo show data that changes over time Pie chartTo illustrate proportion of parts to a whole Bar chart (or column chart) To show comparisons

2 How do I create a chart? If selected cells contain labels, they will be used to identify lines, columns, or pie slices on the chart Hover pointer over chart subtype buttons to display descriptions and usage recommendations Practical Microsoft Office 2013 70

2 How do I create a chart? By default, chart is inserted into current worksheet To move a chart: Click Move Chart button on DESIGN tab Move or resize a selected chart by dragging size handles Excel updates data in a chart immediately after Enter key is pressed Practical Microsoft Office 2013 71

2 How do I create a chart? Practical Microsoft Office 2013 72

2 How do I modify a chart? To modify a chart: Change chart type and adjust chart data Be sure chart is selected so that Excel displays: DESIGN and FORMAT contextual tabs Chart Elements Chart Styles Chart Filters button Practical Microsoft Office 2013 73

2 How do I modify a chart? Ways to select a different range of cells: Click Select Data button on DESIGN tab, then drag Type a range into Chart data range box To select a different chart type: Click DESIGN tab, then click Change Chart Type button Practical Microsoft Office 2013 74

2 How do I modify a chart? Practical Microsoft Office 2013 75

2 How do I modify a chart? To swap data plotted on horizontal axis with data plotted on vertical axis: Click Switch Row/Column button in Data group Most modifications begin by right-clicking the chart element you want to change Excel displays shortcut menu that contains options for modifying the chart element Practical Microsoft Office 2013 76

2 Can I add graphics to a worksheet? Use graphics to highlight important sections, add interest, or graphically illustrate spreadsheet data Use Excels drawing tools to create vector drawings Insert photographs or clip art Practical Microsoft Office 2013 77

2 Can I add graphics to a worksheet? To insert clip art: Click cell where graphic should be placed Click INSERT tab, then click Online Pictures in Illustrations group Search for clip art when Insert Pictures window appears To resize graphics: Click and drag round handles that appear on edges of selected graphic Practical Microsoft Office 2013 78

2 Can I add graphics to a worksheet? To move a graphic: Click and drag To rotate a graphic: Click, then drag green rotate handle to right or left Practical Microsoft Office 2013 79

2 Can I add graphics to a worksheet? Practical Microsoft Office 2013 80

2 Can I add graphics to a worksheet? Use Shapes tool to draw simple lines and shapes. For example, to draw an arrow: Click Insert tab, then click Shapes in Illustrations group Select from Lines group Click cell where arrow should start, then drag to draw arrow Practical Microsoft Office 2013 81

2 Can I add graphics to a worksheet? To insert SmartArt (collection of professionally designed graphics): Click SmartArt button in Illustrations group on INSERT tab Select desired shape, then click OK button Drag shape to desired location Practical Microsoft Office 2013 82

2 Can I sort data in a worksheet? Data in Excel can be sorted in: Ascending order alphabetically, A to Z Descending order reverse alphabetically, Z to A Good practice to save worksheet before sorting data Select all columns of related data before sorting data If data becomes scrambled, click Undo button Practical Microsoft Office 2013 83

2 Can I sort data in a worksheet? To sort by data in one column: Use Sort A to Z or Sort Z to A button in Sort & Filter group on DATA tab Click a cell in the column before selecting desired sort Practical Microsoft Office 2013 84

2 Can I sort data in a worksheet? To sort by several columns: Practical Microsoft Office 2013 85

2 Can I sort data in a worksheet? To perform a multilevel sort: Add additional levels by clicking Add Level button and designate columns from Then by list Set each level of the sort for either ascending or descending order Practical Microsoft Office 2013 86

2 How do I filter data? Filtering Data management feature that allows you to focus on a subset of data in a worksheet Temporarily hides rows/columns that dont match search criteria Practical Microsoft Office 2013 87

2 How do I filter data? To filter data: Select cells to be hidden Right-click selected area Click Hide To display hidden rows/columns: Select rows/columns that border hidden section Right-click Choose Unhide Practical Microsoft Office 2013 88

2 How do I filter data? To filter numbers: Select operators (Greater Than, Less Than, or Equals) from Number Filters list To filter data based on beginning or ending characters of text: Use Text Filters option Practical Microsoft Office 2013 89

2 How do I filter data? Practical Microsoft Office 2013 90

2 How do I filter data? To filter on multiple levels: Use a custom filter To arrange data in most logical order: Use filtering along with sorting To clear filter and redisplay all worksheet data: Click Clear button on DATA tab To stop filtering: Click Filter button Practical Microsoft Office 2013 91

2 How do I check spelling in a worksheet? Excel does not: Show misspelled words with wavy underlines Provide a grammar checker Spell check can begin with any cell selected If correct spelling appears in Suggestions list: Click to select, then click Change button If no suggested spellings are displayed: Click Not in Dictionary text box, type correct word, then click Change button Practical Microsoft Office 2013 92

2 How do I check spelling in a worksheet? Click Ignore Once button if the word is correct Click Ignore All button to ignore all other occurrences of word in worksheet If you use a word frequently, click Add to Dictionary button to add word to spelling dictionary Practical Microsoft Office 2013 93

2 How do I check spelling in a worksheet? Practical Microsoft Office 2013 94

2 How do I test my worksheet? Always test worksheets before relying on results Possibility of entering wrong value in cell, using wrong cell reference in formula, or making another mistake Use Save As option to rename and save extra copy of worksheet before testing Practical Microsoft Office 2013 95

2 How do I test my worksheet? Two common worksheet errors Practical Microsoft Office 2013 96

2 How do I test my worksheet? Ways to test worksheets: Enter series of consistent, easily verified values (1 or 10) into data cells Enter real-world values with known results, and compare calculated results with real-world results Enter largest and smallest values that would be expected in normal use Practical Microsoft Office 2013 97

2 How do I control the page layout for a worksheet? Page Layout view helps refine appearance of a worksheet before printing or posting as a Web page. Use it to: Adjust margins Change page orientation Select paper type Adjust layout settings Practical Microsoft Office 2013 98

2 How do I control the page layout for a worksheet? To enter Page Layout view: Click VIEW tab, then select Page Layout Worksheet displays as it will appear on printed page Some tools on the ribbon change to give additional layout options Orientation refers to relative positions of worksheet and paper Portrait Landscape Practical Microsoft Office 2013 99

2 How do I control the page layout for a worksheet? Use Print Area button to: Select specific area of a worksheet to print Clear print area setting so that entire worksheet prints Practical Microsoft Office 2013 100

2 How do I control the page layout for a worksheet? Practical Microsoft Office 2013 101

2 How do I set margins? Drag directly in margins in Page Layout view (easiest) Use Zoom control to see entire page Practical Microsoft Office 2013 102

2 How do I set margins? Practical Microsoft Office 2013 103

2 How do I set margins? Margin settings apply to all pages in a worksheet Adjust column widths while in Page Layout view Use Margins button to select preset margins Use Custom Margins (from Margins button) to: Control space allocated for headers and footers Center worksheet on the page Pages that will be printed are displayed in white; pages that will not be printed are grayed out Practical Microsoft Office 2013 104

2 How do I add headers and footers to a worksheet? Header Text that appears at the top of every page Footer Text that appears at the bottom of every page Use predefined headers and footers (contain worksheet title, current date, and page numbers), or create your own Practical Microsoft Office 2013 105

2 How do I add headers and footers to a worksheet? Use Options button settings: Different first page Different odd and even pages Scale with document Align with page margins Practical Microsoft Office 2013 106

2 How do I add headers and footers to a worksheet? Practical Microsoft Office 2013 107

2 What options do I have for printed output? Use options on the ribbon to: Customize which worksheet elements will print (e.g., gridlines, column and row headings, formulas) Specify scaling to reduce or enlarge worksheet for printing Practical Microsoft Office 2013 108

2 What options do I have for printed output? Gridlines Lines that separate one cell from another Worksheet headings Column letters and row headings Display formulas on printout when troubleshooting, or if formulas are required to show the process behind the results Practical Microsoft Office 2013 109

2 What options do I have for printed output? Practical Microsoft Office 2013 110

2 How do I set up a multipage worksheet? Large worksheets may need additional setup to print correctly Use Page Layout View to preview each page Insert a manual page break if a page ends with a row that should be grouped with data on next page To specify order of pages to be printed: Use Sheet tab on Page Setup dialog box Practical Microsoft Office 2013 111

2 How do I set up a multipage worksheet? Practical Microsoft Office 2013 112

2 How do I set up a multipage worksheet? Consider including row and column labels on every page to assist with data identification Practical Microsoft Office 2013 113

2 How do I print a worksheet? Use FILE tabs Print option to: Print a single copy of current worksheet (default) Print multiple copies Designate selected pages Use advanced print options Practical Microsoft Office 2013 114

2 How do I print a worksheet? Determine what to print before opening Print window To print only a section of worksheet: Select range of cells, then click FILE tab and select Print Change Print Entire Workbook to Print Selection Practical Microsoft Office 2013 115

2 How do I print a worksheet? To print only current worksheet: Select Print Active Sheets option in Settings To print all worksheets in current workbook: Select Print Entire Workbook option in Settings Use scaling option to shrink entire worksheet to print on one page Check print preview first; may produce tiny print Practical Microsoft Office 2013 116

2 How do I print a worksheet? If worksheet doesnt print: Verify that printer is online Make sure correct printer is specified in Print window Practical Microsoft Office 2013 117

2 How do I print a worksheet? Practical Microsoft Office 2013 118

2 What are my other output options? Use Export option on FILE tab to output worksheets as PDF files Use FILE tabs Share option to save worksheet in Excel format to SkyDrive Save worksheet as a Web page to post on Internet Practical Microsoft Office 2013 119

2 What are my other output options? Before saving a worksheet as a Web page, save it in normal Excel format Tables created in Excel offer good formatting tools Not all formatting options available in Excel can be duplicated in a Web page Preview worksheet in browser to make sure conversion is acceptable After saving worksheet in HTML format, follow Web site hosts instructions for posting it Practical Microsoft Office 2013 120

2 What are my other output options? Practical Microsoft Office 2013 121

2 What makes a good worksheet? Structure data so that longest data sets go down the screen Arrange information to read from left to right and top to bottom Provide meaningful labels Enter data accurately Enter formulas and functions carefully and test them for accuracy Dont include labels in formula ranges Practical Microsoft Office 2013 122

2 What makes a good worksheet? Avoid circular references Remember rules of mathematical precedence Use absolute and relative references appropriately Avoid using too many fonts, font sizes, and colors Format numbers for easy reading Use consistent formats for similar data Format cells so that data fits in them Add documentation as necessary Practical Microsoft Office 2013 123

Documents

Microsoft Office 2013 Try It! Chapter 2 Manipulating Numbers with Excel