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Microsoft® Excel 2013

Navigate in a workbook. 1 Edit data in a worksheet. 2 Work with columns and rows. 3 Save workbook files. 4 Print Excel files. 5 Get acquainted with Excel functions. 6 Use alignment, borders, and fill. 7 Get acquainted with an Excel chart. 8 3

 Microsoft Excel is an electronic spreadsheet  Excel can be used: 1. To monitor and track information  Example: Student Grades 2. Make mathematical computations 3. Prepare easy-to-read reports and graphs 4

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 A workbook is the file that Excel creates to store data  A worksheet is an individual page or tab in the workbook  Rows are horizontal from 1 to 1,048,576 rows  Columns are vertical from A to Z, then AA to AZ, up to XFD, or 16, 384  A cell is a rectangle formed by the intersection of a row and a column  Cell addresses identify where the cell is located on the worksheet  A1 - Column letter followed by the row number  Active cell the cell that appears outlined with a thick border

Quick Access toolbar Ribbon Name Box Horizontal scroll bar Formula bar Active cell Title bar Row headings Zoom slider and buttons Command tab Vertical scroll bar Tab scrolling buttons Status bar View switcher Worksheet tabs Column headings

 New workbooks are named Book1, Book2, and so on  The File command tab opens the Backstage view to save, print, open and share commands  The Ribbon is a set of command tabs across the top of the Excel window  Each tab has buttons, galleries or other controls related to a specific group or object

PressTo Do This Ctrl + Home Move to the beginning of the worksheet, Cell A1 Ctrl + End Move to the last used cell in the worksheet Ctrl + G or F5Open the Go To dialog box TabMove to the next cell to the right Shift + TabMove to the previous cell (left)

When you scroll in a worksheet, the active cell does NOT change Up scroll arrow Down scroll arrow Vertical scroll box Horizontal scroll box Left scroll arrow Right scroll arrow Tab splitter

The Zoom size controls how much you see on screen. You can set the size to be larger or smaller. Zoom control is located at the bottom right of the status bar Zoom Slider Zoom Out Zoom In

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 Worksheet cells contain text, numbers, or formulas  A formula calculates an arithmetic result  To determine a cell’s contents, click the cell and check the formula bar

You can open a workbook by:  Clicking the File command tab and choosing Open  Pressing Ctrl + O  Pressing Ctrl + F12  Double-clicking the file name in an Explorer or a Computer window

 When the worksheet is in Ready mode, you can key, edit, or replace the contents of a cell  Start Edit mode by double-clicking a cell  Start Edit mode by clicking the cell and pressing F2  Start Edit mode by clicking the cell and clicking in the formula bar

 To delete cell contents, click the cell and press Delete  Click the Clear button on the Home tab in the Editing group 16

 To undo an edit, click the Undo or Redo buttons on the Quick Access toolbar  Press Ctrl + Z to undo  Press Ctrl + Y or F4 to redo  Press Alt + Backspace to undo

 A series is a list of labels, numbers, dates, or times that follows a pattern  You can create a series by keying two values or labels that set an identifiable interval  A series is extended using the Fill handle  The fill handle is a tiny square at the lower right corner of a cell

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 The default Column Width is 8.43 spaces (64 pixels) wide with the default Office document theme  If a column on the right is empty, the label text wider than 8.43 spills into it  If the column on the right is NOT empty the label is cut-off; If the entry is too long to fit, the cell displays a series of number symbols (#######); In either situation, widen the column to view the data  The default Row Height is points (20 pixels) high  A point measures 1/72 inch

To change Column Width or Row Height:  Column Width and Row Height dialog boxes  Home Tab, Cells Group, Format  Drag a column/row border  A ScreenTip helps you size columns/rows when you drag a border  Autofit a column/row border  Widens the column/row to fit the longest entry or largest font 21

 A pixel is a screen dot, a single point of color on the screen  A character space is the average width of a numeric character in the default font (Calibri, 11 points) 22

 Be careful, inserted or deleted rows and columns affect the entire worksheet  If a row/column is inserted within a formula range, the formula is adjusted to include the new row/column  If a row/column within a formula range is deleted, the formula is adjusted

 Home Tab, Cells Group, Insert/Delete list arrow  Short-cut – right-click a row/column  Keys:  Ctrl + Shift + (+) to insert a row/column  Ctrl + (-) to delete a row/column  Note: You can use the keypad or the top row of the keyboard, below the function keys to insert and delete rows and columns 24

 Alt + Enter – Used to split a label onto two lines; also known as a line break  You may have to adjust the row height to see both lines 25 Alt + Enter

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 To Save a workbook, give it a descriptive file name  Try to keep file names as short as possible, although they can be up to 255 characters  You can use uppercase or lowercase letters in a file name. Windows does not distinguish between them  Do not use these characters in a file name:  \ ? : * “ |  Excel workbook file names are followed by a period and a four-letter extension, XLSX  The file extension is used to identify the type of file  The Save As Command allows you to save an existing file with a NEW file name

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 Click the File Command Tab and choose Print to open Backstage view  Press, Ctrl +P to open Backstage view for printing  The Backstage view provides a preview of the printed page; You should always preview your work in the Backstage view because  The data may not fit on one page  Check for errors  Check for a header  Save paper, ink or toner

 By default, Excel prints the active sheet  You can print ALL sheets in a workbook by:  File, Print or Ctrl + P  Choose Print Entire Workbook from the Settings Group 30

Print Entire Workbook

 You use Page Set-Up to:  Add a header or footer  Adjust margins  Change Page Orientation  Fit to one page  Add gridlines 32

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 Formulas and functions are a primary reason for using Excel  A function is a built-in formula  An Excel function has synt ax  Syntax defines the necessary parts of the formula and the order of those parts 34

 The syntax consists of the following: 1. An equal sign 2. Name of the function 3. Parentheses 4. Inside the parentheses you place arguments (separated by a colon)  An argument is what the function needs to complete its calculation, usually one or more values colon

 The SUM function adds columns or rows of values  It is used so often, there is a SUM button on the Home Command Tab and on the Formulas Command Tab  The AVERAGE function adds the values and divides by the number of values  It is widely used and is an option from the SUM button’s list arrow 36

 Use the fill handle to copy a formula or function  Point to the bottom right-hand corner when the mouse pointer changes from a block arrow to thin plus-sign (+) drag it to copy the formula or function

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 Cell alignment determines how the contents of a cell are positioned in the cell  General is the default alignment  Numbers and dates align on the right  Text aligns on the left

 Places text in the middle of a selected range of columns  Often used to center Titles across a group of columns BeforeAfter

 A border is a line around a cell or a group of cells. Borders are used to emphasize data, group data, show totals and more  Fill is the background color or pattern for a cell or group of cells. It is used for grouping and emphasis 41

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 A chart is a visual representation of the data from your worksheet  Organizations use charts to better illustrate and highlight data  A chart is made up of objects including a title and data labels which can be selected and edited  A chart style is a preset selection of colors and special effects  A chart is linked to the worksheet data, any changes you make to the data are automatically shown in the chart

 Excel opens with a blank workbook and the Ribbon  The File command tab shows information about the open workbook and provides access to Open, Print, and Save & Send commands  A new workbook opens with three worksheets. A worksheet is an individual page or tab in the workbook

 Worksheets are divided into cells, the intersections of rows and columns. The location of the cell is its address (also called its cell reference)  The active cell is outlined with a black border. It is ready to accept new data or a formula or to be edited  The Name Box shows the address of the active cell. You can also use it to change the active cell

 Replace cell data by clicking the cell and keying new data. Edit long or complicated cell data rather than rekeying them  The Undo and Redo buttons have history arrows so that you can undo or redo multiple commands at once  Use the Fill handle to fill a series of labels or to copy a formula

 Column widths and row heights can be changed, and columns and rows can be inserted or deleted  An Excel workbook has an xlsx file name extension  A function is a built-in formula. Commonly used functions such as SUM and AVERAGE can be inserted from a button on the Home tab

 Cell alignment affects how cell contents are horizontally or vertically positioned  Fill and borders can be used to differentiate and emphasize parts of the worksheet for greater readability  A chart is a graphic representation of data in a worksheet. Charts have various elements that can be edited to change the look of the chart