Microsoft® Office Excel 2013:

Level 1

February 12, 2016

Presenters:
Training, Learning, & Development
Introduction and Objective
Microsoft Office Excel 2013: Level 1

2
Introduction and Objective

Excel is a powerful electronic spreadsheet used to

organize, review, update, analyze and present data. Excel is
often referred to as “number crunching” application.
Excel can be used to analyze large amounts of data, to perform
simple calculations and to track almost any kind of information.
Data can be sorted, filtered, placed into table and charted.
This training provides the basic steps to create, edit, format and
print basic worksheets and charts.

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Course Learning Objectives

> Launching and navigating the application

> Creating and formatting a Worksheet
> Sorting, filtering and formatting large data sets
> Proofing, saving and closing a workbook

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Training Modules

Module 1 - Getting Started

Module 2 – Creating and Formatting a Worksheet
Module 3 – Working with Data
Module 4 – Completing a Worksheet

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Getting Started
Microsoft Office Excel 2013: Level 1
Learning Objectives

> Explore the user interface

> Examine the Backstage View
> Customize the application
> Toolbars, context menu, screen tips, key tips and Status Bar
> Zoom and Views
> Workbook design and navigation
> Selecting cells, row, columns and the worksheet
> Using Help

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Getting Started
In this module, we examine the user interface, explore
Backstage View, explore toolbars, menus and the Status Bar.
And, we examine zoom, views, workbook design, navigation and
Help.
Becoming familiar with Excel features is key to understanding
and utilizing Excel to the fullest.

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Launching Excel

To launch Excel 2013 from

the Start menu:
> Click Start
> Select All Programs
> Select the Microsoft Office
2013 folder
> Select Excel
To launch Excel 2013 from
the Taskbar:
> Click the application icon

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 User Interface

The Ribbon

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 Exploring the Ribbon

One of the standard features is the Ribbon. The Ribbon has 8

tabs with multiple command groups on each tab. Some
command groups have dialog box launchers to display
additional commands.

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Dialog Box Launcher
Dialog box launchers are the small, downward-pointing arrows
in the lower-right corner of a command group.

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Customizing the Ribbon

To customize the Ribbon:

> Select the File tab
> Select Options
> Select Customize
Ribbon
> Create tabs, command
groups and add
commands
> Click OK

Existing tabs and command groups display along with buttons

for adding new tabs and new groups.

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Collapsing the Ribbon

The Ribbon can be collapsed for

more space.
To collapse the Ribbon:
> Click the chevron icon in the
lower-right corner of any Ribbon
tab
To display the Ribbon:
> Click on any Ribbon tab
To pin the Ribbon:
> Click on a Ribbon tab
> Click the pin icon

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Ribbon Display Options

Ribbon Display Options provides options for the user to work with
the Ribbon.

To access Ribbon Display Options:

> Click the small arrow at the top-right of the user interface
>

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Backstage View
Backstage View contains commands and options for working
with Excel files and customizing the user interface.

To access Backstage View:

> Click the File tab on the
Ribbon
To exit Backstage View:
> Click the arrow

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Backstage View - Options

Review the Excel options in Backstage view.

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Backstage View – Options - Advanced

Edit Custom Lists is an option on the Advanced screen of Excel

options.

When we sort data, we use these custom lists.

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Quick Access Toolbar

The customizable Quick Access Toolbar displays above the

Ribbon in the top-left corner of the user interface
By default, three commands display on the Quick Access
Toolbar:
> Save
> Undo
> Redo
The toolbar can be moved below the Ribbon

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 Adding Commands from Backstage View

To add commands to the

Quick Access Toolbar from
Backstage View:
> Click the File tab on the
Ribbon
> Click Options
> Click Quick Access Toolbar
> Select a category
> Select a command
Use the up and down arrows to move commands.
> Click Add
> Click OK

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 Adding Commands from the Toolbar

To add commands to the Quick

Access Toolbar from the drop-down
arrow on the toolbar.
> Click the drop-down arrow
> Select More Commands ...
More Commands ... launches the
Customize the Quick Access
Toolbar dialog box.

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 Removing Commands from the Toolbar

To remove a command
from the Quick Access
Toolbar:
> Click the File tab on the
Ribbon
> Click Options
> Click Quick Access
Toolbar
> Select the command
> Click the Remove button
> Click OK

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Positioning Below the Ribbon

To position the Quick

Access Toolbar below the
Ribbon:
> Right-click on a
command on the
toolbar
> Select Show Quick
Access Toolbar Below
the Ribbon

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 Mini Toolbar and Context Menu

The mini toolbar and the

context menu are standard
features in Excel.
The mini toolbar contains
common editing tools and
appears anytime a user right-
clicks an active cell
The context menu appears
when the user selects or right-
clicks on objects or worksheet
data, displaying commands
specific to the selected content

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 Screen Tips

Screen Tips are

messages that display
when you place your
mouse pointer over a
command.
Screen Tips provide
the user with
information regarding
the command.

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Key Tips

Key Tips are keyboard shortcuts that appear when the [ALT]
key is pressed. Key Tips appear as a single or sequence of
alphanumeric characters that allow the user to interact with
commands. When the first key is pressed, additional Key Tips
display to continue making selections.

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 Status Bar

The customizable Status

Bar displays below the
worksheet.
To add or remove
commands from the
Status Bar:
> Right-click on the
Status Bar
> Click on a selection to
toggle it on or off
> Click on the worksheet

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Zoom In and Zoom Out

The Zoom bar is used to

adjust the size of the
screen display.
To Zoom In:
> Click the plus sign
To Zoom Out:
> Click the minus sign
To manually adjust zoom,
drag the Zoom slider left or
right.

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Zoom Dialog Box

The Zoom Level percentage

opens the Zoom dialog box.
To change zoom in the Zoom
dialog box:
> Click the percentage value on
the Zoom Slider bar
> Select the zoom percentage or
create a custom zoom
> Click OK

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Views

View options display in the

Workbook Views command
group on the View tab of the
Ribbon and on the Status Bar.
The views are:
> Normal view
> Page Layout
> Page Break Preview
> Custom Views

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Normal View

Normal View is the default

view. Column and row
headings display.

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Page Break Preview

Page Break Preview

displays the page
breaks.
In Page Break Preview,
page breaks can be
manually adjusted.
To adjust page breaks:
> Drag the blue lines

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Page Layout View

Page Layout View

displays the spreadsheet
with header and footer
placeholders.

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Custom Views

Users can customize their worksheet environment and save the

customizations as a custom view to apply to future worksheets.

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The Workbook

An Excel file is called a workbook. Workbooks open with a

single worksheet. Additional worksheets can be added, thus the
name workbook.
Worksheet capacity is determined by system memory.

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The Worksheet

The worksheet is the tabular display beneath the Ribbon,

bordered by column and row headings.

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Columns, Rows and Cells
> There are 16,384 columns, labeled A through XFD
> There are 1,048,576 rows, labeled 1, 2, 3…
> A cell is the intersection of a column and a row
– The first cell is A1
– The last cell is XFD1048576

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Keyboard Navigation

To navigate using a single key:

> Press and release the key
To navigate using key combinations:
> Keys joined with a comma
– Press the first key, release the first
key, press the second key and release
the second key
> Keys joined with a plus sign
– Press and hold down the first key,
press and release the second key;
release the first key

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Single Key Navigation
The arrow keys move one The [Tab] key moves one
cell in the pointer direction. cell to the right of the current
cell.

[Page Up] and [Page Down] move The [Enter] key moves to the
one screen up or one screen down. cell below the current cell.

The [Home] key moves to the [End] turns End mode on/off.
beginning of the current row.

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Single Key Navigation (contd.)

[Delete] removes the contents

of an active cell.

[F5] key is the Go To key.

Pressing [F5] activates the Go

To dialog box. To move to a cell
reference, enter the reference
and click OK.

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Combination Key Navigation

When cells are blank, the [End] key, used in combination with a
directional arrow key, moves to the last cell in the row or column
in pointer direction.

[Ctrl] + [Page Up] and [Ctrl] + [Page Down] switch between

worksheet tabs.

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Combination Key Navigation (contd.)

[Ctrl] + [Home] moves to the beginning of a

worksheet.

[Shift] + [Tab] moves one cell to the left of the current

cell.

[Shift] + [Enter] moves one cell up from the current

cell.

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Cell Icons
The mouse pointer changes appearance when placed in different
positions in a cell.

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Ranges and Regions

> A range is a selection of cells

– A range can be contiguous, a selection of adjacent cells or a
non-contiguous, a selection of nonadjacent cells
> A region is a contiguous selection of populated cells

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Selecting Cells

What to select… How to select…

A cell Click in the center of the cell
A row Click the row heading
A column Click the column heading
All cells Click the Select All cell
Contiguous cell range Hold down the left mouse button and drag
through the cells; release the mouse
Non-contiguous cell Select the first range; hold down the [CTRL]
range key and select additional ranges

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Excel Help

To use Online Help:

> Click the Help icon in the
top-right corner of the user
interface
> Enter search criteria
> Click the Search online
Help icon

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Help – What’s New

To learn about what’s new in a

Microsoft Office application,
search Help for What’s New.
Open the topic and review the
new content.

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What’s New in Excel

When an individual is familiar with Excel, he or she can review

what’s new to quickly master the features of a new release.

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Help - Function Keys

Another very useful help topic in Excel is Function Keys.

> Initiate a search
> Type Function Keys
> Execute the Search

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Function Keys

Descriptions and examples for the functions are provided.

> Print a copy for reference

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Summary

> Explored the user interface

> Examined Backstage View
> Customized the application
> Examined the toolbars, context menu, screen tips, key tips and
Status Bar
> Examined Zoom and Views
> Examined workbook design and navigation
> Examined how to select a cell, a row, a column and a
worksheet
> Examined Help

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Creating and Formatting a
Worksheet
Microsoft Office Excel 2013: Level 1
Learning Objectives

> Data types, cell modes, finalization, edit, delete, undo and
redo
> Formatting toolbar, format painter and shortcut menu
> Column width and row height
> Clipboard, cut, copy and paste
> Comments
> Adding, copying, moving, deleting and naming a worksheet
> Autofill options
> Values, operators, relative vs. absolute referencing and
functions

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Creating a Worksheet

In this module, we create a worksheet, examine data types, cell

modes, finalization, formatting, cut, copy and paste and the
Clipboard, editing cell contents, deletion of cell, row, and column
data, Undo and Redo, Clear, comments, fill options, values,
operators and functions.

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Data Types

Let’s begin by identifying the two data types – labels and values.
All data can be identified as a label or a value. Values can be
identified as number, formula or function.
Label Value
Identify values Number Examples: 1, 7, 100,
Considered text 200

Not used to perform calculations Formula Examples:

=A1-B4
Format (font size, font face, font =C2/D4
color, bold, italics, underline,
justification, etc.) Function Examples:
=SUM(A1:C3)
=AVERAGE(A1:C3)
=AVERAGE(A1:C3)
Format (font size, font face, font
color, bold, italics, underline,
justification, etc.) 55
Modes

Cell mode displays in the lower-left corner of the Status bar.

Ready Mode Enter Mode Edit Mode

• No cursor in the • Cursor displays • [F2] places the

active cell during data cell in edit mode
entry • Clicking in the
Formula Bar
places the cell
in edit mode
• Double-clicking
on the cell
places the cell
in edit mode

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Cell Modes

Cell mode indicates the

status of the cell:
> Ready mode does not
display a cursor in the
active cell or the Formula
Bar
> Enter mode displays a
cursor when the user
starts entering data
> Edit mode opens the cell
for editing
Finalization

During data entry, data is not finalized.

When data is not finalized, the content
displays on the Formula Bar and cancel
and enter display. Cell mode displays
ENTER.
Data can be finalized many ways:
> Pressing an arrow key finalizes the entry
and moves one cell in pointer direction
> Clicking the checkmark on the Formula
Bar
> By Pressing [Enter], [Shift] + [Enter],
[Tab] or [Shift] + [Tab]

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Editing a Cell

After finalization, the content in a cell can be edited:

> Cell content can overwritten
> Edited by pressing [F2], making the corrections and pressing
[Enter] or the checkmark
> Double-click the cell, making the corrections and pressing
[Enter] or the checkmark

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Delete

To delete content:
> Select the cell or cells
> Press the [Delete] key
> Or, right-click to display the Context
Menu and select Delete

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Undo and Redo

Undo and Redo are two of the default commands on the Quick
Access Toolbar. The drop-down arrow next to each command
displays a history buffer. Previous Undo and Redo actions are
listed on the buffer and can be reversed. When Excel is closed,
the history buffers are erased.

> Undo reverses the last action

> Redo reverses the last Undo

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Formatting Tools
Multiple tools are available to apply formatting.
The Mini Toolbar
and Context Menu
To apply formatting:
> Select the cells to format
> Apply the formatting

Keyboard Shortcuts The Ribbon

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Format Painter
Format Painter paints formatting from
one cell to another cell or multiple cells.
> To use Format Painter once:
• Click on a formatted cell

• Click Format Painter

• Click on a cell to format

> To use Format Painter multiple times:

• Click on a formatted cell

• Double-click Format Painter

• Click on multiple cells to format

• Click Format Painter again to turn off

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Format Cells

The dialog box launcher in the Font group on the Home tab
displays formatting options.

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Clear
The Clear command is used to delete content and formatting.

Clear options include:

> Clear All
> Clear Formats
> Clear Contents
> Clear Comments
> Clear Hyperlinks

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Cell Alignment

Alignment icons in the Alignment

group on the Home tab position
content in a cell:
– Top
– Middle
– Bottom
– Left
– Right
Content can be indented and out
dented.
Cells can be merged and content can
be displayed across the merged cells.
Long text can be wrapped in cells.

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Column Width

Default column width is often not wide enough to display the entire
cell contents. If the adjoining cells are empty, label content displays
across the cells to the right. If content is entered in the adjoining
cells, the label content no longer fully displays. When values
exceed column width, overflow markers display.

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Changing Column Width

Column width can be adjusted by double-clicking the line that

separates columns, dragging the line or from the Format,
Column Width command.

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Row Height

Row height automatically adjusts when the font size is increased.

Row height can be adjusted by dragging the line between rows
or the Row Height command on the Format tab of the Ribbon.

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Clipboard Task Pane

The Clipboard is shared throughout

the Microsoft® Office Suite.
To display the Clipboard Task Pane
in all of the Office applications:
> Select the Home tab on the Ribbon
> Click the Clipboard dialog box
launcher
> Click Options at the bottom of the
task pane to select other Clipboard
options

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Cut, Copy and Paste

The Cut, Copy and Paste

commands display in the
Clipboard group on the Home
tab of the Ribbon.
> Cut removes content
[CTRL] + [X]
> Copy copies content
[CTRL] + [C]
> Paste copies content from
the Clipboard [CTRL] + [V]

Display the Clipboard by clicking the dialog box launcher in the

lower-right corner of the Clipboard group.

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Using Cut or Copy and Paste

To use Cut or Copy:

> Select the text
> Click the Cut or Copy command
To use Paste:
> Select the location to place the content
> Click the Paste command

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Pasting from the Clipboard Pane

To paste from the Clipboard:

> Select the target application
> Select the target location
> Display the Clipboard Task
Pane
> Select the content
> Select the drop-down next to
the selection
> Select Paste

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Paste Options

Additional paste options are available on the

drop-down on the Paste command.
Display Paste options:
> Click the drop-down arrow at the bottom of
the Paste command

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Paste Special

Paste Special displays at the bottom of the Paste options.

Paste command icons display, grouped by category. A listing
of the commands can be displayed by clicking Paste Special…
Two very useful Paste Special commands are Transpose and
Value.

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Transpose

To use Transpose:
> Select the content
> Select copy
> Select the desired
location
> Select the Paste drop-
down
> Select Transpose
> Delete the source content

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Drag and Drop (Cut, Copy and Paste)

To drag and drop (cut): To drag and drop (copy):

> Position the mouse on the > Position the mouse on the
border of the source border of the source
content content
> Hold down the mouse > Hold down the [CTRL] key
button > Hold down the mouse
> Drag the content to a new button
location > Drag the content to the
> Release the mouse button new location
> Release the mouse button
> Release the [CTRL] key

Note: Drag and drop do not place content on the Clipboard.

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Insert Rows or Columns

Columns and rows can be inserted several ways:

> Select Insert cells, rows and columns in the Cells group on the
Home tab of the Ribbon
> Right-clicking on a column or row heading and selecting
Insert

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Delete Rows or Columns

Cells, rows, columns and sheets can be deleted from the Cells
group on the Home tab of the Ribbon or the short-cut menu .

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Cell Comments
Comments can be added to a cell. A cell with a comment displays
a red comment indicator in the corner of the cell. When the
pointer is positioned on the cell, the comment appears. Comments
can be added and edited using the Comments group on the
Review tab on the Ribbon, the Context Menu or right-clicking on
the cell.

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Adding a Comment

Adding a comment by right-clicking

the cell:
> Select the cell
> Right-click
> Select Insert Comment
> Enter the comment

After a comment is added to a cell, the Insert Comment option

changes to Edit Comment and Delete Comment.
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Adding a Worksheet

To add a worksheet to a
workbook:
> Select the Home tab on the
Ribbon
> Select Insert in the Cells
group
> Select Insert Sheet

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Copying a Worksheet
To copy a worksheet:
> Select the worksheet tab
> Select the Home tab on the Ribbon
> Select Format in the Cells group
> Select Move or Copy Sheet …
> Place a checkmark in Create a copy
> Click OK

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Moving a Worksheet

To move a worksheet:
> Select the worksheet tab
> Select the Home tab on
the Ribbon
> Select Format in the Cells
group
> Select Move or Copy
Sheet …
> Click a location in the
worksheet list
> Click OK

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Move or Copy to a Different Workbook

To copy or move a worksheet to a

different workbook:
> Open the target workbook in the same
instance of Excel by browsing to it in the
Open dialog box (File tab, Open)
> Select a source worksheet or multiple
worksheets
> Select Format in the Cells group on the Home
tab
> Select Move or Copy Sheet under Organize
Sheets
> Select the destination workbook, or new book
> Click Ok

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Deleting a Worksheet

To delete a worksheet:
> Select the worksheet tab
> Select the Home tab on the Ribbon
> Select Delete in the Cells group
> Select Delete Sheet

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Naming a Worksheet

Worksheet tabs are sequentially

numbered Sheet1, Sheet2, and so
on. Name worksheets for more
meaning.
To name a worksheet:
> Select the worksheet tab
> Select the Home tab
> Select Format in the Cells group
> Select Rename Sheet
> Enter a name and press [Enter]

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Coloring Worksheet Tabs

To change the color of the

worksheet tab:
> Right-click the sheet tab
> Click Tab Color
> Select a color

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Fill Data Automatically

Excel has several ways to

fill data automatically:
> AutoComplete
> AutoFill
> Fill Handle
Fill options can be turned
on/off from Advanced
Excel Options.

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AutoComplete

When you enter content in a cell and a

cell in the same column begins with the
same characters, AutoComplete
determines that you want to enter the
same text entered previously.
If you do, finalize the entry.
If you do not, continue typing the new
content and finalize.
To delete unwanted characters, press
[Backspace] or [Delete].

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 AutoFill

AutoFill attempts to recognize a pattern and apply the pattern

when filling in additional cells. The Fill handle displays in the
bottom-right corner of a cell. The Fill Handle is a thin black plus
symbol instead of the thick white plus symbol.

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AutoFill and Custom Lists

Cell selection affects AutoFill.

> Single Cell Selection:
– When a single cell is selected, the fill handle fills all cells
using the source data example
> Multiple Cell Selection:
– When multiple cells are selected, the fill handle fills cells,
using the source data example
> Custom Lists
– Excel has several custom lists that AutoFill
• Months (JAN, FEB, MAR, …)
• Days (Monday, Tuesday, Wednesday, …)
• Dates (1-Jan-2015, 2-Jan-2015, 3-Jan-2015, …)
• Quarters (Qtr 1, Qtr 2, Qtr 3, …)

92
Using AutoFill

B2, a single cell, was J2, a single cell,

filled down to B5. The These are examples of was filled down to
value was copied. custom lists. When a single J3:J5. The values
cell is selected, the cells are incremented by one
filled using the custom list day. This is another
data. custom list.

D2:D3, two cells, were selected to fill down to

D4:D5, incrementing by 100, the difference
between the values in D2:D3.

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Flash Fill
Flash Fill automatically fills cells with the example established in
the active cell.

To use Flash Fill:

• Enter an example of how you would like the data to display
• Select the Data tab on the Ribbon
• Select Flash Fill in the Data Tools group

94
Values

Values are easy to identify and

Values
can be formatted similarly to
labels. • Numbers
• Formulas
• =A1-B4
• =C2/D4
• Functions
• =Sum(A1:C3)
• =Now()
• Formatted (font size,
font face, font color,
bold, italics, underline,
justification, etc.

95
Value Content

Cell B6 is a number. Cell H6 is a formula.

Cell B13 is a function.

96
Formatting Values

Values can be formatted using the commands on the Ribbon,

the mini toolbar or the context menu.

97
Arithmetic and Comparison Operators

Arithmetic Operators Comparison Operators

• Plus Sign (+) • Equal to (=)
• Minus Sign (-) • Greater than (>)
• Multiple (*) • Less than (<)
• Divide (/) • Greater than or equal to
(>=)
• Less than or equal to (<=)
• Not equal to (<>)

98
Order of Operations

Excel calculations follow the mathematical order of operations:

Parenthesis Please
Exponents Excuse
Multiplication My
Division Dear
Addition Aunt
Subtraction Sally
Remember the expression from math class, “Please Excuse My Dear
Aunt Sally”.

Note: Multiplication and division are calculated in the order of occurrence.

Note: Addition and subtraction are calculated in the order of occurrence.

99
Use of Parentheses

The use of parentheses impacts the results of formulas.

Example 1, no parentheses:
The formula = 5 + 2 * 3 returns 11.
– The formula multiples 2 by 3 and adds 5.

Example 2, with parentheses:

The formula = (5 + 2) * 3 returns 21.
– The formula adds 5 and 2 and multiples by 3.

100
Formulas

Formulas start with an equal sign (=). The equal sign is followed
a reference or a constant, followed by an operator and additional
references or constants.

= A1 + 100
Reference Operator Constant

101
Unformatted Numbers

When entering formulas

or referencing numbers,
do not type the dollar
sign ($) or decimal
separator (,).
Format the results with
the currency symbol or
the decimal separator

102
Pointer Method

The pointer method refers to writing formulas using the mouse.

To use the pointer method:
> Click the = sign
> Click the first cell
> Click an operator
> Click the next cell
> Click the checkmark to finalize

103
Relative, Absolute and Mixed Cell Referencing

Cell referencing is important when creating formulas or functions.

When formulas or functions are copied, cell references update
automatically. This is called “relative” referencing.
When a cell must remain constant in a formula or function,
absolute referencing must be applied.
The [F4] key toggles through the cell referencing options:
> $C$R (full absolute)
> C$R (mixed absolute)
> $CR (mixed absolute)
> CR (relative)

104
Relative, Absolute and Mixed Reference in Formulas

> Relative, absolute and mixed cell references can be used in

formulas.

Relative Absolute Mixed

= A1 * B2 = A1 * $B$2 = A1 * $B2
= A1 * B$2
A1 and B2 are A1 is relative; A1 is relative in both
relative. $B$2 is absolute. formulas; B2 is mixed.
• Formula 1 – column B is
absolute
• Formula 2 – row 2 is
absolute

105
Using an Absolute Reference in a Formula

The formula in cell B1 is a mixed reference formula. A1 is

relative and F7 is full absolute, indicated by the dollar sign in
front of the column and row.

106
Worksheet Names in Formulas

Sometimes the cells containing the values for a formula or

function are on a different worksheet. Include the worksheet
name in the formula or function.

107
Functions

In addition to formulas, Excel also uses

functions in calculations.
Some functions have been replaced with
new functions that provide improved
accuracy and are named more
appropriately to reflect their usage.
Several commonly used function display on
the AutoSum drop-down.
Additional functions are available by
selecting More Functions …

108
Function Library

Selecting More Functions …

displays the Function Library.
Functions are categorized by
functionality for ease of
reference.
If you know the category of the
function that you are looking for,
you can browse the category.
If unsure of the category, search
All.

109
Formulas Tab – Function Library

The Formulas tab on the Ribbon displays commonly used

function categories.

110
Elements of a Function

Functions start with an equal sign (=), followed by the function,

and followed by the argument, enclosed in parenthesis.

=SUM(A1:C3)
Function Argument

111
Sum Function
Using the SUM function reduces formula errors.
For example, use =SUM(A1:A5) instead of =A1+A2+A3+A4+A5.

112
Function Arguments Dialog Box

To enter a function using the Function Arguments dialog box:

> Select the answer cell
> Select Insert Function

113
Insert Function

Select the function category. If unsure, select All and search.

> Click the function
> Click OK

114
Inserting the Range

To finalize the function:

> Drag or enter the range
> Click OK

115
The Function Arguments Dialog Box

To display the Function

Arguments dialog box:
> Select the cell with the
function
> Select the Formulas
tab on the Ribbon
> Click the Insert
Function command

116
Nested Functions

Using a function as one of the arguments in a formula that uses

a function is called nesting or a nested function.
This is an example of a nested function. The cells are summed
and then rounded to 2 decimal places.

=ROUND(SUM(A1:A5),2)

117
Formula AutoComplete

To make entering and editing formulas easier and to minimize

syntax errors, use Formula AutoComplete.
> Enter the = (equal sign)
> Begin entering the first few letters of a function
> Select the function
> Insert the selected function into the formula by pressing [TAB]
or double-clicking the function
The insertion point is placed directly after the function. Complete
the function by entering the argument and closing the
parenthesis.

118
Entering a Formula AutoComplete

To create a function
using Formula
AutoComplete:
> Select the cell in
which to enter the
formula or function
> Enter an equal
sign
> Enter a few
characters of the
function

119
Finalizing a Formula AutoComplete

To insert the function:

> Press [Tab]
> Select the argument of
the function
> Close the parenthesis
> Finalize using the
checkmark on the
Formula Bar

120
Turn Formula AutoComplete On/Off

To turn Formula
AutoComplete on or off:
> Click the File tab
> Click Options
> Click Formulas
> Under Working with
formulas, select or
clear Formula
AutoComplete

121
Summary

> Examined data types, cell modes, finalization, edit, delete, undo
and redo
> Examined formatting tools, format painter and shortcut menu
> Examined column width and row height
> Examined the Clipboard, cut, copy and paste
> Examined cell comments
> Examined adding, copying, moving, deleting and naming a
worksheet
> Examined the Autofill options
> Examined values, operators, relative vs. absolute referencing
and functions

122
Summary

> Examined the formatting tools

> Examined cell alignment
> Examined Format Painter
> Examined Styles
> Examined conditional formatting
> Examined format as table
> Examined cell styles

123
Working with Data
Microsoft Office Excel 2013: Level 1
Learning Objectives

> Sorting, filtering, find and replace

> AutoCorrect
> Styles and conditional formatting
> Quick Analysis
> Grouping worksheets
> Hide/unhide
> Split and freeze panes
> New window

125
Working with Data

In this module, we examine sorting, filtering, find and replace,

AutoCorrect, styles and conditional formatting and Quick
Analysis. We also examine working with the workbook features
grouping worksheets, hide and unhide, split and freeze panes
and new window.

126
Sort

Locating records in a data set is much easier if the data is sorted.

The data set may or may not have column headings for sorting. If
the data set has column headings the headings are used to sort.
If the data set does not have column headings, the data set is
simply sorted.

127
Sort on Column Headings

To sort data on column

headings:
> Click in the data set
> Select the Data tab
> Select Sort in Sort & Filter
> If the data has column
headings, check My data
has headers
> Select the column, sort on
and order
> Click OK

128
Add Level

If additional fields require sorting, click the Add Level button:

> Select the sort options
> Click OK

129
Data Filters

Large data sets can be quickly filtered. When a column of data

is filtered, the filter icon displays and the results set.

130
Filters

To filter a data set:

> Click in the data set
> Select Filter in the
Sort & Filter group on
the Data tab
> Select the drop-down
arrow on a column
heading
> Select a filter

131
 Custom AutoFilter

To create a Custom AutoFilter

on a column:
> Click in the data set
> Select Filter in the Sort &
Filter group on the Data tab
> Select the drop-down arrow
on the column heading
> Select Text Filters
> Select Custom Filter
> Enter the filter criteria
> Click OK

132
And vs. Or

Or requires one condition be met.

Or

And requires both conditions

to be met. And

133
Removing Filters

To quickly remove all filters:

> Select Filter in the Sort & Filter group on the Data tab
(this toggles off the Filter command)

134
Replace

Replace is used to quickly find text and to replace it with

alternate text. When using replace, be careful in determining
what to replace.

135
Find what and Replace with…

136
AutoCorrect As You Type

AutoCorrect corrects the

spelling of commonly
misspelled words.

137
AutoCorrect Options

To see AutoCorrect Options:

> Select the File tab on the
Ribbon
> Select Options
> Select Proofing
> Select AutoCorrect
Options

138
AutoCorrect

Multiple tabs display in

AutoCorrect.
Users determine which
autocorrects are made and
how to make the corrections

139
Creating AutoCorrect Entries

Create AutoCorrect entries to

save time and provide accuracy
when entering long, difficult
words or names.
To create an AutoCorrect entry:
> Enter an acronym in Replace
> Enter the full text in With
> Click Add
> Click OK
> Click OK

140
AutoCorrect Acronyms

When entering acronyms for AutoCorrect entries, use letters,

numbers or a combination of letters and numbers, but not words.
For instance, do not use the word an as the acronym for
Associated Network.

If an was entered in text like, “ this is an example of…” , the

acronym would expand to “this is Associated Network of …”

To resolve this, use characters that do not make up a word or

include additional characters in the acronym.

For example, add1 could be the acronym for a street address.

141
Expanding AutoCorrect Entries

To expand an AutoCorrect
entry:
> Type the acronym
> Finalize the entry
When the entry is finalized,
the acronym is replaced with
the full text.

142
Styles

The Styles group on the Home tab of

the Ribbon contains three quick style
commands:
> Conditional Formatting
> Format as Table
> Cell Styles

143
Cell Styles

Cell Styles formatting

applies color, lines and
other formatting to
selected data.
New styles can be
created.
Styles can be merged
from other workbooks
into the active
workbook.

144
Applying Cell Styles

To apply cell styles:

> Select the cells
> Select Cell Styles
from the Styles
group on the Home
tab
> Select a style

145
Merging Styles

To merge styles, both the target

workbook and the source workbook
must be open.
The cursor must be in the target
workbook.
> Select Cell Styles in the Styles
group on the Home tab
> Select Merge Styles …
> Select the source workbook
> Click OK

146
Basic Conditional Formatting

Conditional Formatting recognizes patterns and provides quick

styles to apply to selected data.

147
 Applying Between… Conditional Formatting

To apply conditional formatting:

> Select the data set

> Select Conditional Formatting in

the Styles group on the Home
tab

> Select Highlight Cells Rules

> Select Between…

> Enter the low and high values

> Select a color

> Click Ok

148
Conditionally Formatted Data

Only the values between

the low and high values in
the data set are formatted.

149
Applying Multiple Formatting Conditions

Conditional formatting
can be applied multiple
times to the same data
set.

150
Format as Table

Format as Table applies table

formatting to selected data.
Formatting can be applied and
saved as a new style.

151
 Applying Format as Table

To apply Format as Table:

• Select the data
• Select Format as Table
from the Styles group on
the Home tab
• Select a formatting style

152
Table Formatted Data

The data set is

formatted as a table.
The column
headings are filters
for the data.

153
Filtering a Table Formatted Data Set

The data set is formatted with the style colors and the column
headers display as filters.

154
Quick Analysis

Quick Analysis can be used to chart, add miniature graphs

(sparklines), add styles, create Pivot Tables, insert totals and
apply conditional formatting to selected data. When data is
selected, the Quick Analysis button displays in the bottom right
corner of the selected data.
To use Quick Analysis:
> Select the data
> Click the Quick Analysis button
> Select a gallery tab
> Select an option

155
Quick Analysis Gallery
Quick Analysis options depend on the type of data selected.

156
Quick Analysis Formatting

Use the Quick Analysis tool for a Live Preview before applying
formatting:
> Select the cells to format
> Click the Quick Analysis button in the bottom-right-corner of
the selection
> Click Formatting
> Move the cursor across the buttons to see the formatting
results
> Click a button to apply

157
Applying Quick Analysis Formatting
Quick Analysis Formatting applies conditional formatting to
selected data.
To apply Quick Analysis Formatting:
> Select the data
> Click Quick Analysis
> Click Formatting
> Select a formatting

158
Quick Analysis Charts

Quick Analysis Charts creates a chart from selected data.

Use Chart Tools to modify the chart.

159
Applying Quick Analysis Charts

To create a chart:
> Select the data
> Select Quick Analysis
> Select Charts
> Select a chart option

160
[F11] Charting

The [F11] key can still be used to create a chart on a separate

worksheet. Chart sheets are always placed directly in front of
the data sheet.

161
Quick Analysis Totals

Quick Analysis Totals quickly performs calculations on numbers.

Calculation results show below or next to your numbers.
> Select the cells that contain the numbers
> Click the Quick Analysis button in the bottom-right-corner of
the selection
> Click Totals
> Move the cursor across the buttons to see the calculation
results
> Click a button to apply the totals

162
Applying Quick Analysis Totals

To apply Quick Analysis Totals:

> Select the data
> Click the Quick Analysis icon

163
Select a Totals Option

> Click one of the Totals options

164
Inserted Functions

The functions display in the Totals column. Relative cell

references were created.

165
Quick Analysis Tables

To access the power of Quick Analysis data tables:

> Enter data in contiguous cells
> Select the data by clicking the first cell and dragging to the last
cell
> Click the Quick Analysis button in the bottom-right corner of
the selection
> Click Tables
> Move your cursor to the Table button to see how the data will
look
> Click a button to apply

166
Applying Quick Analysis Tables

Tables help you sort, filter and summarize data.

167
Applying Quick Analysis Blank PivotTable

Blank PivotTable inserts a new worksheet with the PivotTable

Tools and the PivotTable Fields pane.

168
Quick Analysis Sparklines
Sparklines are tiny charts inside single worksheet cells that visually
represent data or show trends in data.
To create a sparkline:
> Select a blank cell next or close to the data you want to show in a
sparkline
> Select Line, Column, or Win/Loss from the Sparklines group on
the Insert tab
> Enter the data range and the location range
> Use the Sparkline Tools that appear on the ribbon

169
Applying Quick Analysis Sparklines

To create sparklines:
> Select the Insert tab
> Select the type of sparkline

170
Sparklines Data and Location Ranges

> Enter the data range for the sparkline

> Enter the location range for the sparkline
> Click OK

171
Sparkline Tools

Format Sparklines using the Sparklines Tools.

172
Sparklines Using the Quick Analysis Tool

When using the Quick Analysis Tool to create sparklines, make

sure the location range is empty.

173
Selecting Worksheet Tabs

What to select… How to select…

A single worksheet Click the sheet tab
Two or more adjacent Click the tab of the first sheet and hold down
worksheets the [Shift] key and click the tab of the last
sheet
Two or more Click the tab of the first sheet and hold down
nonadjacent the [Ctrl] key to click the tabs of additional
worksheets sheets

All worksheets in a Right-click on a worksheet tab; click the

workbook option Select All Sheets

174
Grouping Worksheets

Labels and formatting can be applied to multiple sheets by

grouping the sheets.

175
Hide/Unhide Worksheets

Hide and Unhide worksheets

options are in the Cells group on
the Home tab under Visibility
and available by right-clicking a
worksheet tab.
To hide or unhide a worksheet:
> Right-click the sheet tab
> Select Hide or Unhide

176
Unhide Worksheets

To unhide a worksheet:
> Right-click a worksheet tab
> Select Unhide
> Select the sheet
> Click OK

177
Hide/Unhide Columns

Hide and Unhide column

options are in the Cells group
on the Home tab under
Visibility and available by right-
clicking a column heading.
To hide or unhide a column:
> Right-click the column
heading
> Select Hide or Unhide

178
Hide/Show Rows

Hide and Unhide row options

are in the Cells group on the
Home tab under Visibility
and available by right-
clicking a row heading.
To hide or unhide a row:
> Right-click the row
heading
> Select Hide or Unhide

179
Split

Split screen displays different areas of the worksheet. Each

pane can be scrolled independently.
To split the screen:
> Click the View tab
> Click Split

180
Freeze Panes

Freeze panes keeps columns or rows on screen

when scrolling.
To freeze panes:
> Locate the cursor
> Select View
> Select Freeze
> Select what to freeze

Freeze Panes change to Unfreeze Panes.

181
New Window

The New Window command creates

snapshots of a workbook. Each new
window is a copy of the original
workbook.
To create a new window:
> Select the View tab
> Select New Window in the Window
group
> Add a new window for each
worksheet tab

182
Arrange All

Arrange All stacks workbooks and

worksheets for ease in viewing and
working with data.
To arrange windows:
> Select the View tab
> Select Arrange all in the Window
group
> Select an arrange option

183
Arrange Tiled

When windows are arranged, each worksheet tab can be

displayed in a separate window.

184
Summary

> Examined sorting, filtering, find and replace

> Examined AutoCorrect
> Examined styles and conditional formatting
> Examined Quick Analysis
> Examined grouping worksheets
> Examined hide and unhide
> Examined split and freeze panes
> Examined the New window command

185
Completing a Workbook
Microsoft Office Excel 2013: Level 1
Learning Objectives

> Proof a worksheet

> Page Setup options
> Margins
> Headers and footers
> Page breaks
> Print options
> Save, close and open
> New templates
> Compatibility Checker

187
Modifying a Workbook

In this module, we examine page setup options, headers and

footers, page breaks and additional formatting options. We also
examine save, close, open, new and the Compatibility Checker.

188
Proofing a Worksheet

Proofing tools are available in

the Proofing group on the
Review tab.
> Spelling
> Research
> Thesaurus
> Replace

189
Spelling
Check spelling by pressing
[F7] or selecting Spelling in
the Proofing group on the
Review tab.
> Select the Review tab
> Select Spelling in the
Proofing group
> Select the correct spelling
> Click Change
> Click OK

190
Research

Research accesses additional resources and online services.

191
Thesaurus

The thesaurus provides

synonyms and antonyms for
words.
To use the thesaurus:
> Select the cell with the
word
> Select Thesaurus in the
Proofing group on the
Review tab

192
Page Layout – Page Setup

Page Setup and the Print menu share many of the same options.
To launch the Page Setup dialog box:
> Click the dialog box launcher on the Page Layout tab in the
Page Setup command group

193
Page Setup Dialog Box

The Page Setup dialog box

contains separate tabs for:
> Page
> Margins
> Header/Footer
> Sheet

194
Page Setup - Page

The Page tab of Page

Setup contains options for
orientation, scaling, paper
size and quality.

195
Page Setup - Margins

The Margins tab of Page Setup can also be accessed from the
Custom Margins … option in Print.

196
Page Setup – Margins, Options

The Options link on the

Margins tab of Page
Setup displays printing
shortcuts, additional
paper sizes, resizing
options, finishing, color
and service options.

197
 Page Setup – Header/Footer

Custom headers and custom

footers can be created from the
Header/Footer tab of Page
Setup.
Headers and footers print at the
at the top or bottom of a printed
worksheet and display in Page
Layout view and Print Preview.

198
Custom Header and Custom Footer

Custom Header … and Customer Footer … access the

placeholders for header and footer text.

199
Custom Header and Footer Toolbar

Insert text into a placeholder by selecting a command on the

toolbar.

200
Header & Footer

The Text group on the Insert tab can also be

used to create headers and footers.
To create a header or footer:
> Select the Insert tab
> Select Header & Footer
> Click in the left, center, or right header or
footer text box at the top or the bottom of
the worksheet page
> Type the header or footer text

201
Header & Footer Placeholders

Insert, Header & Footer and Page Layout View display six (6)
placeholders for header and footer creation – left, center and
right and the Header & Footer Tools contextual toolbar.

202
Header & Footer Tools

Users can insert text using a command on the toolbar or enter

text by typing in a placeholder.

Toggle between the header and footer.

203
Entering text in Placeholders

Select a placeholder and enter

header of footer text.
To exit headers and footers:
> Click on a worksheet cell
> Select the View tab on the
Ribbon
> Select the Workbook Views
group
> Select Normal or click the
Normal icon on the Status
Bar

204
System-Generated Page Breaks

System-generated
page breaks are
affected by font size,
column width, row
height and multiple
other factors.
When a system-
generated page break
separates logical
content, insert a
manual page break.

205
Manual Page Breaks

Manual page breaks are

created to replace system
page breaks.
To create a manual page
break:
> Position the cursor
> Click the drop-down on the
Breaks command in the
Page Setup group
> Select Insert Page Break

206
Deleting a Manual Page Break

To delete a vertical page break:

> Select the column to the right of
the page break
> Select Breaks in the Page Setup
group on the Page Layout tab
> Select Remove Page Break
To delete a horizontal page break:
> Select the row below the page
break
> Select Breaks in the Page Setup
group on the Page Layout tab
> Select Remove Page Break

207
Printing a Workbook

A hard copy of a workbook is sometimes required. Before

printing, the user must make several decisions.
Print decisions are made from:
> Print commands
> Printer menu
> Print Settings
> Print Preview pane

208
Print

Print options are on

the Backstage
View.
To print:
> Click File
> Click Print

209
Print Commands

Print and the number of

copies are in the print
commands section.
After determining the print
settings and selecting a
printer, the Print command is
executed.

210
Printer Menu

The printer menu commands

include:
> Printer selection
> Printer Properties include:
– Paper size
– Orientation
– Color
– Single or double-sided
print

211
Print Settings

The Print Settings section

provides commands to
determine what prints, the
range of pages to print,
collating options,
orientation preferences,
paper size, margins and
scaling options.

212
What to Print

What to print options include:

> Active sheets
> Entire workbook
> Selection
> Pages

213
One-sided or Two-Sided

Content can be printed one-sided

or two-sided.
If printing double-sided, determine
on which edge to flip.

214
Collated

Collate determines how a multi-page

document prints.
Collated create sets. Each set
contains a single copy of each page.
Uncollated prints multiple copies of
each page.

215
Orientation

Page orientation determines the

layout of printed pages. Portrait or
landscape orientation is available.

216
Paper Sizes

Multiple paper options are available

on the drop-down and others on
More Paper Sizes …

217
Margins

Margins determine where content prints

on a page and the space between the
content and the edge of the page.
Margins can be adjusted on the Margins
tab of the Page Setup dialog box.

218
 Custom Margins

To create custom margins:

> Select the Page Layout tab on the
Ribbon
> Select the Page Setup dialog box
launcher
> Select the Margins tab
> Set the margins
> Click OK

219
Show Margins

Quickly adjust margins by

dragging a margin line in Print
Preview when Margins are shown.
The Show Margins icon displays
below the vertical scroll bar.

220
Scaling

Scaling options provide tools to fit

sheets, columns or rows to one page.

221
Zoom to Page

The Zoom to Page icon

displays below the vertical
scroll bar.
Zoom display is screen only.

222
Printing Row and Column Headings

To print row and column

headings:
> Select the Page Layout Tab
> Click the dialog box launcher
in the Page Setup group
> Select the Sheet tab
> Click Row and column
headings under Print
> Click OK

223
Row and Column Headings

When row and

column headings
display, the user can
quickly find data for
editing.

224
Saving

Excel provides two save options -Save As and Save.

> Use Save As to save a new workbook or to make changes
to an existing file, such as name, location or format
> Use save to save changes to an existing workbook without
changing the file name
Save As and Save are on the Backstage View (File tab).
Save is also on the Quick Access Toolbar.

225
Save As

To access Save As:

> Click File
> Click Save As
> Click Browse

226
File Location and File Name

> Navigate to the file

folder
> Enter a file name
> Click Save

227
File Extensions

To display file extensions:

> Select Windows
Explorer
> Select Organize
> Select Folders and
search options
> Uncheck “Hide
extensions from know
file types”

228
Properties

Workbook properties identify the author, keywords, size and

other information regarding the document.

To display document properties:

> Select the File tab
> Click the Properties drop-down
to display options

229
Document Panel

The Document Panel identifies the author, title, subject, category

and status. Comments can also be added explaining the content
and purpose of the document.

Close the Document Information Panel by click the close icon.

230
Advanced Properties

The Advanced
Properties tabs
provide additional
document
information.

231
Close

To close a workbook:
> Click File
> Click Close

232
Open

To open a workbook:
> Click File
> Select Open
> Select the file in
Recent Workbooks
or search to locate
and open the file

Files that have been saved recently display on Recent Workbooks.

To open a file, click on the title.

233
Recent Workbooks

The increase or decrease the number of Recent Workbooks:

> Click File
> Click Options
> Click Advanced
> Scroll down to the Display section
> Increase or decrease the number in “Show this number of
Recent Workbooks”
> Click OK

234
Pin to Recent Workbooks

To keep workbooks on the Recent Workbooks list:

> Click Pin this item to the list

235
New

To create a new workbook:

> Click File
> Click New
> Select a template

236
Compatibility Checker

Compatibility Checker
automatically runs when an
Excel file is saved to a
previous file format.
To run Compatibility Checker:
> Click File
> Select Info
> Select Check for Issues

237
Compatibility Report

238
Turn Off Compatibility Checking

To turn off the Compatibility

Checker:
> Click File
> Select Info
> Select Check for Issues
> Uncheck the Check
compatibility when saving
this workbook option

239
Convert

To convert a file created from a previous version to Excel 2013:

> Select File
> Select Info
> Select Convert

240
Converting a File

When prompted to start the conversion, click OK.

Click Yes to open the converted file.

241
Summary

> Examined proofing a worksheet

> Examined Page Setup options
> Examined margins
> Examined headers and footers and page breaks
> Examined printing options
> Examined saving, closing and opening
> Explored new templates
> Examined Compatibility Checker

242
Learning Objectives Summary

> Launched and navigated the application

> Created and formatted a Worksheet
> Sorted, filtered and formatted a large data set
> Proofed, saved and closed a workbook

243
Conclusion

This concludes Microsoft Office Excel 2013: Level 1.

244