Excel Tutorial 1 Getting Started with Excel

Objectives Understand the use of spreadsheets and Excel Learn the parts of the Excel window Scroll through a worksheet and navigate between worksheets Create and save a workbook file Enter, analyze, and present quantitative data Enter text, numbers, and dates into a worksheet New Perspectives on Microsoft Office 2013 7 2

Objectives Resize, insert, and remove columns and rows Select and move cell ranges Insert formulas and functions Insert, delete, move, and rename worksheets Work with editing tools Format data using patterned text and flash fill Insert and format custom borders Preview and print a workbook New Perspectives on Microsoft Office 2013 3 New Perspectives on Microsoft Office Excel 2007

Visual Overview New Perspectives on Microsoft Office 2013

The Excel Window New Perspectives on Microsoft Office 2013

Introducing Microsoft Excel 2013 Computer program used to enter, store, analyze, and present quantitative data in an organized and easily updatable manner Creates electronic versions of spreadsheets Collection of text and numbers laid out in a grid Displays values calculated from data Represents data in both text and graphical from through the use of charts New Perspectives on Microsoft Office 2013

Microsoft Excel 2013 (Continued) Allows what-if analysis Ability to change values in a spreadsheet and assess the effect they have on calculated values automatically Automates many tasks through the use of formulas including both automatic formulas and custom formulas A Quick Analysis tool allowing conversion from data to charts in two easy steps New Perspectives on Microsoft Office 2013

Microsoft Excel 2013 (Continued) Integrates data from several spreadsheets within a single workbook, and also interfaces with other workbooks when data from multiple sources is required Templates already available for budgets, calendars, forms, and reports A new Flash Fill feature allows you to have data automatically entered based on initial data you enter New Perspectives on Microsoft Office 2013

Microsoft Excel 2013 (Continued) Excel 2013 offers a Chart Recommendation feature suggesting the best chart to fit your data needs Excel also increased filtering functionality adding an interactive way to easily filter data in query tables and Excel data tables Excel 2013 adds a One Workbook, One Table feature allowing you to view multiple workbooks simultaneously New Perspectives on Microsoft Office 2013

Microsoft Excel 2013 (Continued) Excel 2013 includes additional functions in several areas including basic math, trigonometry, statistics, look-up, and text functions New chart features include additions to the chart ribbon, richer data labeling, and adds animation New Perspectives on Microsoft Office 2013

Spreadsheet Data in Excel New Perspectives on Microsoft Office 2013

Worksheet Navigation A workbook can have two kinds of sheets: Worksheet contains a grid of rows and columns into which user enters data Chart sheet provides visual representation of data Cell reference identifies column/row location New Perspectives on Microsoft Office 2013

Worksheet Navigation To navigate between worksheets Use sheet tabs To navigate within a worksheet Use mouse, keyboard, GoTo dialog box, or type cell reference in Name box New Perspectives on Microsoft Office 2013

Worksheet Navigation Keys New Perspectives on Microsoft Office 2013

Planning a Workbook Use a planning analysis sheet to define: Goal or purpose of workbook Type of data to collect Formulas needed to apply to data you collected and entered Appearance of workbook content New Perspectives on Microsoft Office 2013

Creating a New Work Book You create new workbooks from the New screen in Backstage view from the Blank workbook template On the ribbon, click the File tab to display Backstage view. Click New in the navigation bar to display the New screen Click the Blank workbook tile. New Perspectives on Microsoft Office 2013

Working with Worksheets Inserting a worksheet Name of new worksheet is based on number and names of other sheets in the workbook Deleting a worksheet Renaming a worksheet 31 characters maximum, including blank spaces Width of sheet tab adjusts to length of name New Perspectives on Microsoft Office 2013

Working with Worksheets Moving and copying a worksheet To move: Click and drag To copy: Ctrl + drag and drop Place most important worksheets at beginning of workbook (leftmost sheet tabs), less important worksheets toward end (rightmost tabs) New Perspectives on Microsoft Office 2013

Entering Text, Numbers, and Dates Text data Combination of letters, numbers, and symbols Often referred to as a text string Number data Numerical value to be used in a mathematical calculation Date and time data Commonly recognized formats for date and time values New Perspectives on Microsoft Office 2013

Entering Text New data appears in both the active cell and the formula bar Truncation AutoComplete feature To enter multiple lines of text within a cell Create a line break with Alt + Enter New Perspectives on Microsoft Office 2013

Entering Text New Perspectives on Microsoft Office 2013

Entering Numbers New Perspectives on Microsoft Office 2013

Editing Cell Content As you work, you might find entries you need to change or correct. If you want to replace all of the content in a cell, you simply select the cell and then type the new entry to overwrite the previous entry. If you need to replace only part of a cell’s content, you can work in Edit mode. New Perspectives on Microsoft Office 2013

Editing Cell Content in Edit Mode Double-click the cell to select the cell and switch to Edit mode A blinking insertion point appears within the text of cell Press the arrow keys to move the insertion point to the right of the word being edited Press the Backspace key three times to delete the word being edited Type & to enter the new text, and then press the Enter key New Perspectives on Microsoft Office 2013

Editing Worksheet Content Use Edit mode to edit cell contents Keyboard shortcuts apply only to text within selected cell Undoing and redoing an action Excel maintains a list of actions performed in a workbook during current session New Perspectives on Microsoft Office 2013

Editing Worksheet Content Number displayed as text New Perspectives on Microsoft Office 2013

Entering Numbers New Perspectives on Microsoft Office 2013

Working with Columns and Rows To make data easier to read: Modify size of columns and rows in a worksheet To modify size of columns or rows: Drag border to resize Double-click border to autofit Format the Cells group to specify New Perspectives on Microsoft Office 2013

Working with Columns and Rows Column width Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels) Note: Pixel size is based on screen resolution Row height Measured in points (1/72 of an inch) or pixels Default row height: 15 points or 20 pixels New Perspectives on Microsoft Office 2013

Working with Columns and Rows New Perspectives on Microsoft Office 2013

Working with Columns and Rows Resizing columns and rows with AutoFit New Perspectives on Microsoft Office 2013

Working with Columns and Rows Deleting and clearing a row or column Deleting removes both the data and the cells Clearing removes the data, leaving blank cells where data had been New Perspectives on Microsoft Office 2013

Wrapping Text Within a Cell Wrapping text enables text to display on two or more rows within one cell allowing more text within a narrower column. Resize the width of column as appropriate. Select the cells you wish to apply wrapping to On the Home tab, in the Alignment group, click the Wrap Text button. The Wrap Text button is toggled on, and text in the selected cells that exceeds the column width wraps to a new line. New Perspectives on Microsoft Office 2013

Working with Cells and Ranges Range reference indicates location and size of a cell range Adjacent (A1:G5) Nonadjacent (A1:A5;F1:G5) Selecting a range Work with all cells in the range as a group Moving and copying a range Drag and drop Cut and paste New Perspectives on Microsoft Office 2013

Working with Cells and Ranges Inserting and deleting a range Existing cells shift to accommodate the change New Perspectives on Microsoft Office 2013

Moving a cell or a Range of Cells Select the cell or range you want to move or copy Move the pointer over the border of the selection until the pointer changes shape To move the range, click the border and drag the selection to a new location Or to copy the range, hold down the Ctrl key and drag the selection to a new location New Perspectives on Microsoft Office 2013

Copying a Cell or Range of Cells Select the cell or range you want to move or copy On the Home tab, click the Cut or Copy button Or right-click the selection, and then click Cut or Copy on the shortcut menu Select the cell or the upper-left cell of the range where you want to paste the content Click the Paste button New Perspectives on Microsoft Office 2013

Visual Overview New Perspectives on Microsoft Office 2013

Worksheet Data New Perspectives on Microsoft Office 2013

Working with Formulas Formula An expression that returns a value Written using operators that combine different values, resulting in a single displayed value New Perspectives on Microsoft Office 2013

Working with Formulas Entering a formula Click cell where you want formula results to appear Type = and an expression that calculates a value using cell references and arithmetic operators Cell references allow you to change values used in the calculation without having to modify the formula itself Press Enter or Tab to complete the formula New Perspectives on Microsoft Office 2013

Working with Formulas Order of precedence Set of predefined rules used to determine sequence in which operators are applied in a calculation New Perspectives on Microsoft Office 2013

Working with Formulas Viewing a formula Select cell and review expression displayed in the formula bar Each cell reference is color coded in the formula and corresponding cell in the worksheet New Perspectives on Microsoft Office 2013

Working with Formulas Copying and pasting formulas Cell references adjust to reflect new location of the formula in the worksheet New Perspectives on Microsoft Office 2013

Working with Formulas Guidelines for writing effective formulas: Keep them simple Do not hide data values within formulas Break up formulas to show intermediate results New Perspectives on Microsoft Office 2013

Introducing Functions Named operation that returns a value Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10: Enter the long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 - or - Use the SUM function to accomplish the same thing: =SUM(A1:A10) New Perspectives on Microsoft Office 2013

Entering Functions with AutoSum Fast, convenient way to enter commonly used functions Includes buttons to quickly insert/generate: Sum of values in column or row (SUM) Average value in column or row (AVERAGE) Total count of numeric values in column or row (COUNT) Minimum value in column or row (MIN) Maximum value in column or row (MAX) New Perspectives on Microsoft Office 2013

Entering Functions with AutoSum New Perspectives on Microsoft Office 2013

Previewing a Workbook Changing worksheet views Normal view Page Layout view Page Break Preview New Perspectives on Microsoft Office 2013

Page Layout View New Perspectives on Microsoft Office 2013

Page Break Preview New Perspectives on Microsoft Office 2013

Previewing a Workbook Working with page orientation Portrait orientation (default) Page is taller than wide Landscape orientation Page is wider than tall New Perspectives on Microsoft Office 2013

Printing a Workbook Print tab provides options for choosing what to print and how to print Printout includes only the data in the worksheet Other elements (e.g., row/column headings, gridlines) will not print by default Good practice: Review print preview before printing to ensure that printout looks exactly as you intended and avoid unnecessary reprinting New Perspectives on Microsoft Office 2013

Printing a Workbook New Perspectives on Microsoft Office 2013

Viewing and Printing Worksheet Formulas Switch to formula view Useful when you encounter unexpected results and want to examine underlying formulas or to discuss your formulas with a colleague New Perspectives on Microsoft Office 2013

Viewing and Printing Worksheet Formulas Scaling the printout of a worksheet forces contents to fit on a single page New Perspectives on Microsoft Office 2013