Table
of Contents
Introduction
Welcome to Excel 2013. Excel is a great program to
use for putting together budgets, lists for mail merges and other
tasks that involve data. Excel 2013 has some of the great features of
Excel 2010, but has expanded and improved upon some as well. In Excel
2013 you will find:
An easier to find and sleeker Backstage View
New charts and graphs that are easier to use
Make quick reports with Power View
Share files and work with other people
A
Word About Office 2013
Office 2013 revolutionized the typing experience by
upgrading several aspects of the creating process. Since Microsoft's
new Windows 8 operating system already adopted a whole new style
(called "Metro"), this version of Office does the same thing. The
startup screens and interface all look a little "flatter" and
sparse. For example, Excel used to open up straight to a blank
document, but now opens to a special start-up screen. You will also
notice that when you open a program you'll see a colored menu (for
example, Excel is green) that will give you a list of recent
documents. Lastly, since the world is looking to go "cloud-based,"
all the features of Office adopt that philosophy and make it easier
to store to the Cloud.
Excel
Spreadsheet
Quick Access Bar
A Customizable toolbar that contains a set of
commands that are independent of the tab that is currently displayed.
You may modify this toolbar by adding and/or deleting commands on the
toolbar.
To add/delete commands:
Click the arrow on the right hand side of the
bar
Select the name of the command that you want to
add or delete
Check mark indicates that the command is currently
active on the toolbar.
The Ribbon
The traditional menus and toolbars have been replaced
by the Ribbon--a device added in Office 2007 that presents commands
organized into groups. The groups on the Ribbon display the commands
that are most relevant for each of the task areas in the
applications.
Minimizing the Ribbon
The Ribbon can be minimized so that it is not visible
while you are in your spreadsheet.
Click the arrow on the right hand side of the
Quick Access Toolbar
Select Minimize the Ribbon
Quick Access Toolbar--this
is a customizable toolbar that contains a set of commands that are
independent of the tab that is currently displayed. You may modify
this toolbar by adding and/or deleting commands on the toolbar.
Ribbon Bar--the
traditional menus and toolbars have been replaced by the Ribbon--a
device added in Office 2007 that presents commands organized into a
set of tabs. The tabs on the Ribbon display the commands that are
most relevant for each of the task areas in the applications.
Sizing Buttons--these
buttons are used to manipulate the size of the spreadsheet window.
Name Box--this box
displays the active cell.
Dialog Launcher--this
appears in the lower right corner of a Group providing access to the
Group's corresponding dialog box.
Formula Bar--this bar
displays the data in the active cell.
Worksheet Tabs--these are
new ledger sheets. You can rename these sheets using up to 31
characters in the name.
Zoom Control--this option
will allow you to magnify your spreadsheet. Click and drag the slider
to the right to increase magnification and click and drag to the left
to decrease the magnification.
Status Bar--this bar
displays the current settings and commands in Excel. Also, when two
or more cells are selected, and one or more contains a value, the
status bar displays a total for the selected cells.
Worksheet
Tabs
Adding a Worksheet
Click on the Plus or the New Worksheet sheet tab
OR
Right click on a worksheet tab
Select insert
Select Worksheet
Click OK
Renaming Sheet Tabs
To rename a worksheet tab, just follow these steps:
Double-click the sheet tab or right-click the
sheet tab
Click Rename on its shortcut menu. The current
name on the sheet tab appears selected.
Replace the current name on the sheet tab by
typing the new sheet name.
Press Enter.
Excel displays the new sheet name on its tab at the
bottom of the workbook window.
Color Coding Sheet Tabs
Right click on the tab
Select Tab Color
Pick a color
Hide and Unhide Sheet Tabs
Select the Page Layout Tab
Select Cells--Format--under Visibility select
Hide Sheet OR
Click the View Tab
In the window box select Hide or Unhide
Cells
As you begin to type you will notice that your
information will appear in the formula bar as well as in the cell
itself. Once you are done typing in a cell, you have to remember to
ENTER that information
in the cell. If you do not enter your information in that particular
cell then Excel will not let you continue to the next step. Once your
information has been entered, Excel will look at that particular cell
as a label cell, any
character that Excel cannot interpret as a number, date, time, or
formula, or value cell,
any character Excel interprets as a number, date, time or formula.
Ways to enter information in a cell
Moving within the Spreadsheet
The mouse is easy to point, click and drag but it's
sometimes difficult to control. Therefore, there are several
keystrokes that can be made to accomplish the same task.
Arrow keys allow you
to move one cell in the direction of that arrow.
Ctrl key + Arrow keys
will take you to the four corners of the worksheet.
Ctrl + Home will take
you to cell A1.
Tab moves one to the
right and Shift + Tab
moves one to the left.
Ctrl + N will open up
a new workbook.
Ctrl + Page Down
takes you to the next sheet in a workbook.
Ctrl + Page Up takes
you to the previous sheet.
Ctrl + Spacebar will
highlight the entire column containing the selected cell.
Selecting Cells
Non-consecutive cells
Select the first cell
Hold down the Ctrl key
Select any additional cells
Consecutive cells
Select the first cell
Hold down the Shift key
Select the last cell
Label and Value Cells
To access the Format Cells box click on the Dialog
Launcher in the lower right-hand corner of the alignment box.
Select the Number tab to format any value cells
Select Alignment to format your value and label
cells
Select font to format the appearance of your
value or label cells
Select Border to add a border to your cells
Select Fill to shade your cells
Select Protection to lock your cells
Cut,
Copy, Paste
In Office 2013 you have the Paste with Live Preview
option. This option allows you to determine how your content will be
pasted.
Right click on the content that is to be cut or
copied
Select cut or copy
Right click the cell where the content will be
placed
Select the paste option. To preview before you
paste, hover your mouse over the available options
Note: Available paste
options change to best fit the content you are reusing.
Formulas
and Functions
Formulas
A formula is a mathematical arrangement of one or
more values, cell references, functions, and operations that produce
a numeric value. The operators for formulas include:
+ Addition
^ Exponentiation
_ Subtraction
/ Division
Functions
A function is an abbreviation of a formula. It
provides a quick way to calculate the value of a cell that would
often require a long expression. Each function begins with an equal
sign followed by the name of the function.
Note:
Calculations can only be performed on values.
To create a value cell you must always precede
the data with an equal symbol (=).
When you have a formula that contains two or
more operators Excel performs the calculations in the following
order: percent, exponentiation, multiplication and division,
addition and subtracting, concentration, comparison. To control this
order of calculation, use parentheses. Excel evaluates all items
within parentheses first, from the inside out, using the same order
as listed.
Setting up a simple Sum function (In
this example we will add the values in cells A1 through A5)
Select the cell where the answer will be placed.
In this example, that cell is A6.
Select AutoSum, which is now located on the Home
tab on the Editing section.
Select the values to add. Hit enter.
Formula
AutoComplete
Select the cell where the answer will be placed
Type the equal sign and the beginning letters of
the function
The Formula AutoComplete box will appear with
valid results
Double-click on the function
Select the values to be included in the function
Type in the end parenthesis
Hit Enter
Cell References
Cell references can be included in formulas, built-in
functions and mathematical operators. You can either type in a cell
reference or select the cell with your mouse.
Relative cell reference
such as A1, is based on the relative position of the cell that
contains the formula and the cell the reference refers to. Example
of a relative cell reference in a formula: =A1*23
Absolute cell reference
such as $A$1, always refers to a specific cell in a specific
location. Example of an absolute cell
reference in a formula: =$A$1*23
Error
Codes
|
Error
|
What it Means
|
Suggestions/Solutions
|
#Value
|
Formula contains
an argument of the wrong type.
|
Make sure the
formula or function is correct for the required operand or
argument, and that the cells referenced by the formula contain
valid values.
|
#####
|
The numeric value
entered into a cell is too wide and too long to display within the
cell. In Excel 2007 and 2010 the column
automatically resizes to fit the number. Resizing will not work if
you have already set the column manually.
|
Follow the
directions in this handout for changing the width of a column.
|
#DIV/0
|
Formula is trying
to divide by a zero value or a blank cell.
|
Check the divisor
in your formula and make sure it does not refer to a blank cell.
|
#VALUE!
|
This error occurs
when the wrong type of argument or operand is used.
|
You've probably
mixed two incompatible data types in one formula. Check the
formula.
|
#N/A
|
This code means
that "no value is available."
|
You can enter
this in a cell that temporarily has no value.
|
#NAME?
|
Formula contains
text that is neither a valid function nor a defined name.
|
Look to make sure
you didn't misspell a function name or range name.
|
#NULL!
|
Refers to
intersection of two areas that don't intersect.
|
Choose new labels
for the row or column or both.
|
#NUM!
|
This error occurs
with invalid numeric values in a formula or function.
|
This usually
means you've used a function incorrectly. Check your function.
|
#REF!
|
This error occurs
when a cell reference is not valid.
|
Did you delete a
cell or range that this formula originally referred to? Check your
formula.
|
Move
and Copy
Move and copy are two powerful features available
with a spreadsheet package. It gives the user the opportunity to copy
or move contents of a cell to another cell without having to retype
the information. The information can contain text as well as a
formula or function.
Copying Text
Select the cell(s) that you want to copy.
Place your mouse over the bottom right corner of
the cell.
Hold down the left mouse button and click and
drag until you come to you destination.
Moving Text
Right-click on the cell(s) you want to move.
Select cut.
Click on the cell you want to move the
information to, right-click and select paste.
Columns
and Rows
Hiding Columns
Select a cell within the column(s) to be hidden.
Click the Home tab, in the Cells group and click
Format.
Under the Visibility section select Hide &
Unhide--Hide Columns.
Unhide Columns
Select the columns adjacent to the hidden
columns.
Click the Home tab, in the Cells group, click
Format.
Under the Visibility section, select Hide &
Unhide--Unhide Columns.
**Apply the same procedures to hide/unhide ROWS.**
Changing the width of a column and row
Place your mouse pointer between the Column or
Row head; a cross will appear.
Take the cross and click and drag with your
mouse to the left or right depending on how wide or narrow you want
your columns or rows to be.
OR
Double click on the line in between the Column or Row
header.
Changing the width of two
or more consecutive columns or rows
Highlight the entire row or column you want to
change.
Place your mouse between any of the rows or
columns you have highlighted; a cross will appear.
Move the cursor to the right or left depending
on how wide or narrow you want your columns or rows to be.
Comments
Comments can be used to document information, explain
calculations and reminders.
Select the cell where the comment is to be
placed.
Right-click in the cell and select insert
comment; a comment box will appear.
Click inside the comment box and begin typing.
Once you are finished typing select any cell in
the spreadsheet.
Comment boxes will display one of two ways. They will
either be hidden or
displayed on the
spreadsheet. To get either option, click the comment and look to your
Ribbon and under the Comments section, click Show/Hide
Comments. You can also select either option
by right-clicking in the cell with the comment box and select Show
Comment or Hide
Comment depending on which option is
available.
|