Getting started with Excel 2016

Transcription

1 Getting started with Excel 2016 Published September 2015 With new chart types and improvements to PivotTables and business intelligence (BI), Microsoft Excel 2016 makes it easier to work with large amounts of data and give it even more meaning. Unlock insights, and tell the story in your data by organizing it in spreadsheets (workbooks). View your data in context, and use the analytic capabilities of Microsoft Excel to make more informed decisions. And it is easier than ever to save and work with your workbooks in the cloud, and to collaborate with others who need to see and edit your data. With Microsoft Office 365, you can get Excel on your PC, ipad, Android tablet, iphone, or Android or Microsoft Windows phone, letting you stay productive whether you are at work, at home, or on the go. Topics in this guide include: What s new Getting started Making your data shine Working with Excel in a browser Collaborating and sharing Using Excel on a phone or tablet For more information

2 Page 2 Getting started with Excel 2016 What s new Tell Me You do not need to be a power user to use the power of Excel Tell Me will guide you to the feature you need, to get the results you want. This built-in search saves time that you would spend looking for a specific feature. Using Tell Me 1. At the top of the ribbon, type what you are looking for in the Tell Me box. As you type, possible results display. 2. Select the result that applies to your task. For example, when you want to add rows between existing rows, just type row or add row, and Tell Me will bring back the Insert Sheet Rows command. Viewing previous commands Click or tap in the Tell Me box. The Recently Used drop-down list appears and displays the last five commands you executed from Tell Me. Smart Lookup Smart Lookup, powered by Bing, uses the term you highlight and other contextual information from within your document to deliver search results from the web while you read or work on a document. With information from a variety of sources, you can find anything from a quick definition to a detailed exploration without leaving Excel. Accessing Smart Lookup 1. Highlight the word or phrase you want to find information on.

3 Page 3 Getting started with Excel Do one of the following: Right-click the word or phrase, and then select Smart Lookup on the menu that appears. On a touchscreen device, press and hold the word or phrase, and select the arrow at the right edge of the floating formatting toolbar. On the menu that appears, select Smart Lookup. On the ribbon, on the Review tab, select Smart Lookup. The Insights pane opens, displaying information relevant to your selection. Note: If you are just looking up Insights for one word, you can skip selecting and simply right-click or press and hold on the word. Improved file version history Have no fear as you and your team make changes to your documents. An improved version history allows you to view or go back to earlier drafts. These changes make it easy to find previous versions of files stored on Microsoft SharePoint Online or Microsoft OneDrive for Business. Open a previous version 1. On the File tab, select History. The History tab opens to the right of the document. If you do not see History on the File tab, your document is not saved to the cloud or to a location that has version history tracking enabled. 2. On the History tab, select the version of the document you want to restore.

4 Page 4 Getting started with Excel 2016 Easier collaboration and sharing Use the Share command to easily share files and make them available to others for review, comment, and collaboration. You will find the Share button in the upper-right area, above the ribbon. Data analysis enhancements The capabilities of Power Query for Excel, which was a separate downloadable add-in for Microsoft Excel 2013 and Microsoft Excel 2010, is now fully integrated into Excel 2016 and can be found under the Get & Transform section on the Data tab. This set of features provides an intuitive and consistent experience for discovering, combining, and refining data across a wide range of sources, including tables in public websites, corporate data in databases and cubes, cloud-based sources like Azure, unstructured data like Hadoop, and services like Salesforce. The Forecast Sheet button on the Data tab lets you use historical time-based data to create a forecast that predicts things like future sales, inventory requirements, or consumer trends. This new capability uses an industry standard Exponential Smoothing (ETS) algorithm to give you quick and reliable forecasting data. For more in-depth analysis, use intuitive options to adjust common forecast parameters, like seasonality and confidence intervals. New statistical worksheet functions are available that replace FORECAST, which is maintained for backward compatibility with earlier versions of Excel. FORECAST.LINEAR: Calculates, or predicts, a future value along a linear trend by using existing values. FORECAST.ETS: Returns the forecasted value for a specific future target date by using the exponential smoothing method. FORECAST.ETS.CONFINT: Returns a confidence interval for the forecast value at the specified target date. FORECAST.ETS.SEASONALITY: Returns the length of the repetitive pattern that Excel detects for the specified time series. FORECAST.ETS.STAT: Returns the requested statistic for the forecast. Automatic relationship detection detects and creates all relationships among the tables used for your Data Model PivotTable, so you do not have to do any of that work yourself. When you add two or more tables to your Data Model, you are notified to run Automatic Relationship Detection. Automatic relationship detection can also be run through the Relationship dialog box. Relationships across time-related fields are now automatically detected and grouped together when you add rows of time fields to your PivotTables. Once grouped together, simply drag the group to your Pivot Table in one action and immediately begin your analysis across the different levels of time with drill-down capabilities. Use new buttons on your Pivot Charts to drill in and out across groupings of time and other hierarchical structures within your data. Search in the PivotTable field list great for long lists of available fields. 3D Maps (previously named Power Map) is now native to the Excel experience! Get access to the popular 3D geospatial visualization tool that allows you to discover patterns in your data as it relates to location, time and geopolitical context. Access this tool from the Insert tab, next to other visualization options.

5 Page 5 Getting started with Excel 2016 Publish to Power BI is an option to publish your workbooks to the new Power BI service directly from within Excel New charts Excel recommends the charts that are best suited to your data and gives you a preview of how your data will look. And a set of six new modern charts and graphs give you more ways to explore and tell compelling stories with your business data. These are particularly good for visualizing sets of related financial income and expenditure by department or area, in addition to making it easier for you to discover meaning from the data and then communicate your insights to others. Waterfall A waterfall chart quickly illustrates the line items in your data. A waterfall chart is effective at showing the running total as values are added or subtracted. Pareto A Pareto chart automatically sorts the frequency of the most prevalent issues and adds a Pareto line that shows the additive contribution of each issue as you move along the horizontal axis. Treemap A treemap chart is the ideal visualization for your sources of revenue, because it provides a hierarchical view of your data and an easy way to compare categories. Histogram A histogram, commonly used in statistics, automatically displays the frequencies within a distribution. Box & Whisker A box & whisker chart shows a distribution, highlighting the range, quartiles, mean, and outliers. Sunburst A sunburst chart shows the full hierarchy of groups, so it is easy to spot the largest contributing segments.

6 Page 6 Getting started with Excel 2016 Getting started To create a workbook, you can start from a new, blank workbook, base the new workbook on an existing workbook, or use a template with a built-in style and structure. Open a new, blank workbook If you like working from scratch, this is for you. 1. Select the File tab, and then select New. 2. Under Featured, select Blank workbook. Tip: To quickly create a new, blank workbook, select any tab (other than File), and press Ctrl+N. Base a new workbook on an existing workbook If you do not want to start with a blank workbook or deal with templates, you can create a new workbook by opening an existing workbook and then using the Save As command. 1. Open the workbook you want to base the new workbook on. 2. Select the File tab, select Save As, and browse to the folder or network location where you want to save the new workbook. 3. Type a name for the new workbook, and select Save. Base a new workbook on a template If you want to start with something that will get you up and running quickly, use one of the hundreds or even thousands of templates that Excel experts everywhere have created there is probably one out there that fits your specific needs. 1. Select the File tab, and then select New. 2. Do one of the following: To use one of the more popular sample templates that come with Excel, select Featured, and then select the template you want. To find a template that is not listed under Featured, type in the Search for online templates box. You might want to use some of the suggested search terms below the box to narrow down to the template you are looking for. You can use one of your own personal templates that you have saved earlier. Select Personal, and then choose the template you want. To get even more workbook templates, you can download them from Office.com. Go to Templates for Excel, choose a featured template or browse for a category, and then select the template you want to download. Save your new workbook 1. Select the Save button on the Quick Access Toolbar, or press Ctrl+S. Note: If you based the new document on an existing document and do not want to write over the previous document, make sure you save by using the Save As tab on the File menu so you do not overwrite the original workbook. If you have already saved your workbook before, you are done.

7 Page 7 Getting started with Excel 2016 If you are saving your workbook for the first time, complete the next steps. 2. Under Save As, pick where to save your workbook, and then browse to a folder. 3. In the File name box, enter a name for your workbook. 4. Select Save to finish. Working with your data Enter your data 1. Select an empty cell, such as cell A1 on a new sheet. Tip: Cells are referenced by their row and column on the sheet, so cell A1 is in the first row of column A. 2. Type text or a number in the cell. 3. Press Enter or Tab to move to the next cell. Use Sum to add your data When you have entered numbers in your sheet, you might want to add them up. A fast way to do that is by using AutoSum. 1. Select the cell to the right or below the numbers you want to add. 2. Select Home > AutoSum, or press Alt+=. AutoSum adds up the numbers and shows the result in the cell you selected. Create a simple formula Adding numbers is useful, but Excel can do other math too. Try some simple formulas to add, subtract, multiply, or divide your numbers. 1. Pick a cell, and type an equal sign (=). That tells Excel that this cell will contain a formula. 2. Type a combination of numbers and mathematical operators, like the plus sign (+) for addition, the minus sign ( ) for subtraction, the asterisk (*) for multiplication, or the forward slash (/) for division. For example, enter =2+4, =4 2, =2*4, or =4/2. 3. Press Enter to run the calculation. Use functions in your formulas Unleash the power of Excel worksheet functions to get the answers you need. In addition to entering formulas that perform basic math such as addition, subtraction, multiplication, and division you can use a vast library of built-in worksheet functions in Excel to do much more. You can use these functions to return information, such as: Getting the current date. Finding the number of characters in a cell. Manipulating text for example, converting hello to Hello or even HELLO.

8 Page 8 Getting started with Excel 2016 Calculating a loan payment. Testing the contents of two cells to see which is larger or whether they are identical. To use a function in a formula, do the following: 1. In a cell, type an equal sign (=), and then type a letter, such as a, to see a list of available functions. 2. Use the Down Arrow key to scroll down the list. Tip: As you scroll through the list, you will see a ScreenTip (a brief description) for each function. For example, the ScreenTip for the ABS function is Returns the absolute value of a number, a number without its sign. 3. In the list, double-click the function you want to use. Excel enters the function name in the cell, followed by an opening parenthesis for example, =SUM( 4. Enter one or more arguments after the opening parenthesis, if necessary. An argument is a piece of information that the function uses. Excel shows you what type of information you should enter as an argument. Sometimes this is a number, sometimes it is text, and sometimes it is a reference to another cell. For example, the ABS function requires one number as its argument. The UPPER function (which converts any lowercase text to uppercase text) requires one string of text as its argument. The PI function requires no arguments, because it simply returns the value of pi ( ). 5. Complete the formula, and then press Enter to see the result. Here are some examples of functions used in a formula. Formula that uses a function Result Description =TODAY() 7/10/2015 Gets the current date, which in this example is July 10, =SUM(3,2,5) 10 Adds the three numbers within the parentheses, with a result of 10. =MAX(42.7,12.55,84,-30.3) 84 Compares the four arguments within the parentheses to find the maximum number, 84. =UPPER( hello world ) HELLO WORLD Converts the lowercase text string hello world to the uppercase string, HELLO WORLD.

9 Page 9 Getting started with Excel 2016 Making your data shine Charts and color formatting make your data pop and help tell the story visually. Excel has a variety of tools that make it easy to create a chart or apply conditional formatting. Create a chart Have you ever picked a type of chart only to find that it does not work well for your data? With Excel 2016, this is a thing of the past! Try the Recommended Charts command on the Insert tab to create a chart that is just right for your data. 1. Select the data to use to create a chart. 2. Select Insert > Recommended Charts. 3. On the Recommended Charts tab, scroll through the list of charts that Excel recommends for your data, and select any chart to see how your data will look. 4. If you do not see a chart you like, select All Charts to see all available chart types. 5. When you find the chart you like, select it, and then select OK.

10 Page 10 Getting started with Excel Use the Chart Elements, Chart Styles, and Chart Filters buttons next to the upper-right corner of the chart to add chart elements like axis titles or data labels, customize the look of your chart, or change the data that is shown in the chart. Use Quick Analysis on your data Conditional formatting and sparklines can highlight your most important data or show data trends. Use the Quick Analysis tool for a live preview to try it out. 1. Select the data you want to examine more closely. 2. Select the Quick Analysis button that appears in the lower-right corner of your selection. 3. Explore the options on the Formatting and Sparklines tabs to see how they affect your data. For example, apply a conditional format by picking a color scale in the Formatting gallery to differentiate high, medium, and low temperatures. A sparkline is a tiny chart that shows trends for a range of data. The following example shows sparklines Excel inserted them into the four cells just to the right of the Dec column. 4. When you decide on a format you would like to use, select that option.

11 Page 11 Getting started with Excel 2016 Working with Excel in a browser With Microsoft Office 365 for Business, you can use Excel on a desktop or laptop PC, ipad, Android tablet, iphone, or Android or Windows phone. Work on your Excel files anytime, anywhere. Create a new Excel workbook in the browser Sign in to Office 365 with your Microsoft account at 1. At the upper left of the page, select the app launcher, and then select Excel Online. 2. Select New blank workbook. You can do your work in the browser, or you can get the full power of the Excel experience by editing your workbook in Excel for the desktop. Do one of the following: With your workbook open in Microsoft Excel Online, select Open In Excel. In your OneDrive for Business folder, right-click your workbook, and then select Open In Excel. Save a new workbook in Excel Online When you create, open, or edit a document in OneDrive for Business, it is automatically saved to the current location. To save a new workbook in Excel Online, select Book, and then type the new name. Tip: After you save your new file, you can move it to another Microsoft OneDrive folder. Collaborating and sharing Odds are, you will not be the only one looking at your work. After you have created your online workbook, you can share it with coworkers or even people outside your organization. These individuals can view your data and charts, sort and filter your data, and drill into the details of PivotTables on the web or even on their mobile device. Use the Share command to easily share files and make them available to others for review, comment, and collaboration. You will find the Share button in the upper-right area of Excel, above the ribbon. If you and other people open your workbook in Excel Online, you can all work on it at the same time even in nearby cells on the same sheet! Co-authoring lets you work smarter and faster by allowing you to keep your document in one place while providing easy access and editing capabilities for your team. This means you no longer have to send documents around in and amass multiple copies that are hard to keep track of.

12 Page 12 Getting started with Excel 2016 Using Excel on a phone or tablet In addition to working with Excel on your computer, you can use Excel (part of Microsoft Office Mobile) on a Windows phone, an iphone or ipad, or an Android tablet or phone. Use the following links to get started: Use Excel Mobile for Windows Phone 46c5-bac5-8964bbc453f1 Install and set up Office on an iphone or ipad with Office Office-365-9df6d10c ca8e339b628 Microsoft Office for Android Tablet Office Mobile for Android phones b47c-aac3f2d9a605 For more information For more great productivity guidance, visit Microsoft IT Showcase For more information about Microsoft products or services, call the Microsoft Sales Information Center at (800) In Canada, call the Microsoft Canada Order Centre at (800) Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information via the web, go to: Microsoft Corporation. All rights reserved. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.