Excel Microsoft Excel 2013 BASIC LEVEL AND ADVANCED TOPICS. Language: English Revision 1.0 Updated Contact:

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1 Contact: Excel 2013 BASIC LEVEL AND ADVANCED TOPICS Microsoft Excel 2013 Language: English Revision 1.0 Updated Copyright

2 Spreadsheets Microsoft Excel /75 Table of Contents ABOUT THIS MATERIAL... 6 A COMBINATION: BASIC LEVEL AND ADVANCED TOPICS... 6 VERSION COMPATIBILITY AND LANGUAGE... 6 STARTING EXCEL... 6 THE RIBBON-BASED USER INTERFACE... 7 THE FILE TAB... 8 THE RIBBON AND TABS... 8 THE QUICK ACCESS TOOLBAR... 9 THE MINI TOOLBAR KEYBOARD SHORTCUTS SHORTCUT MENUS AND THE MINI TOOLBAR THE RIGHT MOUSE BUTTON LIVE PREVIEW SAVE FORMATS, THE ONEDRIVE CLOUD SERVICE, AND CREATING A PDF EXCEL 2013'S FILE FORMAT AND COMPATIBILITY THE ONEDRIVE CLOUD SERVICE AND EXCEL ONLINE CONVERTING A FILE TO PDF FORMAT THE BASICS OF EXCEL THE EXCEL WINDOW'S BASIC PARTS AND TERMS THE EXCEL WORKBOOK AND WORKSHEETS Adding, Deleting, and Renaming worksheets Moving and Copying Worksheets THE PARTS OF THE WORKSHEET: COLUMN, ROW, AND CELL MOVING IN THE WORKSHEET AND ENTERING DATA CHANGING COLUMN WIDTH AND ROW HEIGHT SELECTING THE WORKSHEET AND ITS PARTS SELECTING THE ACTIVE CELL SELECTING A CELL RANGE SELECTING A WHOLE COLUMN OR ROW SELECTING SEVERAL DIFFERENT RANGES SELECTING A WHOLE WORKSHEET DELETING, MOVING, AND COPYING DATA EMPTYING CELLS DELETING, ADDING AND HIDING ROWS AND COLUMNS UNHIDING ROWS AND COLUMNS MOVING CELL RANGES COPYING CELL RANGES COPYING WITH THE FILL HANDLE SERIES AND LISTS WITH THE FILL HANDLE FLASH FILL FORMATTINGS TABLES AND CELLS FORMATTING TABLES AND CELLS WITH THE HELP OF STYLES Table Styles... 23

3 Spreadsheets Microsoft Excel /75 Cell Styles OTHER FORMATTING TOOLS Borders Cell Background and Font Color COPYING FORMATS WITH THE FORMAT PAINTER COMBINING CELLS CELL NUMBER FORMAT (NUMBER CATEGORY) Changing Number Format FORMULAS AND CELL REFERENCES USING THE AUTOSUM BUTTON OTHER BASIC FUNCTIONS OF THE AUTOSUM BUTTON FORMULAS AND CALCULATION OPERATORS CELL REFERENCES Relative Reference Absolute Reference Mixed References ERROR MESSAGES FUNCTIONS SOME COMMON FUNCTIONS AVERAGE, COUNT, MIN and MAX CHARTS, HEADERS/FOOTERS AND PICTURES CREATING A CHART Circle (Pie) Charts Bar Charts Line Charts ADDING A CHART Changing the Location of a Chart ADDING A HEADER OR FOOTER TO A WORKSHEET ADDING A PICTURE TO A WORKSHEET DATA MANAGEMENT WITH EXCEL CREATING A TABLE (FORMERLY A LIST) FORMATTING A RANGE AS A TABLE SORTING FILTERING THE DATA TAB AND THE SORT AND FILTER GROUP MORE FUNCTIONS ABS SUMIF ROUND COUNT and COUNTIF CONCATENATE LOGICAL FUNCTIONS AND COMPARISON OPERATORS IF AND OR NOT LOOKUP AND REFERENCE FUNCTIONS VLOOKUP... 53

4 Spreadsheets Microsoft Excel /75 HLOOKUP FINANCIAL FUNCTIONS PMT (Payment) Nested Functions FV (Future Value) USING DATES AND TIMES IN CALCULATIONS CUSTOM NUMBER FORMATS IN DATES AND TIMES Calculating with Dates Calculating with Time Values PROTECTING WORKSHEETS AND SAVING AS A TEMPLATE PROTECTING WORKSHEETS EXCEL FILE FORMATS AND SAVING A WORKBOOK AS A TEMPLATE Save Location of Templates MANAGEMENT OF LARGE TABLES FREEZING HEADINGS Selection-Based Freezing SETTING PRINT TITLES CALCULATING SUBTOTALS SETTING PRINT AREA PAGE BREAK PREVIEW PIVOT TABLES WHAT ARE PIVOT TABLES USED FOR? CREATING A PIVOT TABLE OTHER USEFUL ACTIONS DATA VALIDATION The List as a Validation Criterion THE GOAL SEEK FEATURE NAMED CELL RANGES ADDING COMMENTS TO CELLS RECORDING MACROS OTHER SELECTING AND DELETING EMPTY ROWS... 75

5 Spreadsheets Microsoft Excel /75 The File Tab When you click the File tab you get to the so-called Backstage view: Back to the basic view Most of the settings for Excel are located here! Here you can find many of the most basic functions having to do with work files: Info (open in the picture), where among other things the file's properties the author's name and other meta information can be changed New, where you can find a new blank workbook or ready-made templates if desired Open, Save and Save As Print Printing, Print Options and Preview handily in the same place Share Share a saved file with others via the OneDrive cloud service (see page 12) Export Here you can e.g. convert a file to PDF format Hint: If you want to browse the open/save files directly in the old way 1) in Options select Save > Don't show Backstage when opening or saving files and 2) add the buttons Open and Save As to the Quick Access Toolbar (see page 9). The Ribbon and Tabs Excel's commands and functions have been arranged in The Ribbon in action-specific tabs. The tabs contain logical groups of commands and functions.

6 Spreadsheets Microsoft Excel /75 The Home tabs contains the most important tools from the familiar standard and formatting toolbars of the previous versions: Home tab and its groups: Clipboard, Font, Alignment, Number, Styles, Cells and Editing Also note the little arrow that opens the dialog for this group with all the settings The Most Important Ribbon Tabs in Excel File Opening, saving, printing and sharing Home Most frequently needed basic tools Insert Page Layout Formulas Data Review View Developer Tools Pictures, charts, and other objects to be inserted into a table Settings affecting the appearance of a table Writing and checking formulas Data and database tools, sorting and filtering Reviewing, commenting and protecting Various views and view settings Macros and forms among other things (make visible in Options!) More action-specific tabs also come available as needed. For example when a chart is selected the tabs pertaining to chart structure, layout, and modification show up (Chart Tools: Design and Format). The Quick Access Toolbar You can customize the Quick Access Toolbar by clicking this arrow! The quick access toolbar, found in the upper left corner, contains general functions needed in many stages of work. In the diagram are the default tools Save, Undo and Redo. You may also add your most frequently used functions to the Quick Access Toolbar.

7 Spreadsheets Microsoft Excel /75 The OneDrive Cloud Service and Excel Online In order to use Microsoft's OneDrive cloud storage from normal Excel, first make sure that you have the necessary personal OneDrive account or the organization's Office 365 Sharepoint account. You can see your accounts and add new ones with the command File > Account: Personal OneDrive Account has been set up. Cloud saving is already possible. Add the Office 365 SharePoint account for your organization

8 Spreadsheets Microsoft Excel /75 Using the Keyboard to Move in the Worksheet Key Command Tab Shift + Tab Enter Ctrl + Enter Arrow Key Ctrl + Arrow Ctrl + Shift + Arrow F2 ESC Home Ctrl + Home Ctrl + End Ctrl + Page Down Ctrl + Page Up Action Next cell to the right (accepts entered data/formula) Previous cell to the left (accepts data/formula) Next cell down (accepts data/formula) Accepts the same value for all selected cells at once The next cell in the arrow's direction (accepts data, not formulas) The table s last (data-containing) cell in the arrow's direction Selects from the current cell to the end of the table in the direction of the arrow Start modifying data already existing in the chosen cell Discard entered data (old data remain) Beginning of row Beginning of worksheet End of worksheet Next worksheet in workbook Previous worksheet in workbook Changing Column Width and Row Height You can change the width of columns by clicking between the column headings (letters A-C in the picture) and dragging with the mouse: You can change the height of rows in the same way by clicking and dragging between the row numbers. Double clicking between the desired column headings creates an automatic fit with the column's longest data entry. You can also autofit several columns at once by painting over several columns with the mouse and double clicking between two selected column headings. You can adjust several columns to equal width by selecting the desired columns with the CTRL button and dragging one of the columns to the desired width. You can adjust the row height in the same way. Selecting the Worksheet and Its Parts It is necessary to select a certain area of cells for many purposes: formatting cells, emptying cells, adding rows or columns, and referring to cell references.

9 Spreadsheets Microsoft Excel /75 Add an empty row or column (cell references and formulas still function). Delete a selected row or column (will not leave an empty row, cell references and formulas still function). Only clears contents (an empty row or column is left, not the same as DELETE). Hide row or column. You can also use the Add and Delete buttons in the Cells group in the Home tab. Then you can delete a column by simply selecting one cell in the column and Delete Delete Sheet Columns Unhiding Rows and Columns In the example in the image the hidden C column is being unhidden: 1 Select columns B to D with the mouse. (All the hidden columns between the selected columns will be unhidden.) 2 Right click on one of the column headings 3 Choose Unhide from the shortcut menu.

10 Spreadsheets Microsoft Excel /75 Cell Styles Ready-made styles are also available for the smaller parts of a table. These can help the reader discern content. Select your cells, click Cell Styles and find a suitable style for the cells in the menu: Other Formatting Tools The above-described ready-made table and cell styles are an easy and quick way to format a table. When you want to finish the end result you can use the formatting tools, already familiar from the previous version, found in the Home tab or the cell s quick access toolbar. Border Cell background color Font color Opens Format Cells dialogue box where you can find all possible formats

11 Spreadsheets Microsoft Excel /75 Formulas and Cell References Using the AutoSum Button The most common calculation procedure carried out in Excel is addition. The AutoSum button in the Formulas group of the Home tab exists for this purpose. The button is easy to use when you want a sum to appear immediately under or beside the added numbers: 1. Select the cell where you want the sum to appear 2. Click the AutoSum button, at which point Excel will suggest a range above or beside the cell with a dotted line 3. Accept the suggested range by pressing Enter If you want you can also first choose the cells you want to add together and click the AutoSum button. The sum will appear underneath or beside the selected numbers. This is useful when the added numbers are in the middle of other numbers the sum will contain only the desired numbers and a formula will not be accepted separately when pressing Enter. The shortcut key for calculating a sum is Alt + = (so Alt + Shift + 0). Other Basic Functions of the AutoSum Button Through the arrow on the right edge of the AutoSum button you can open a menu in which you can find frequently used basic functions: Average returns the average of the numbers in the range, Count Numbers returns the number of cells containing numbers, Min returns the range's smallest number and Max the largest. These basic functions are used in the same way as the Sum function above. More about functions on page 35.

12 Spreadsheets Microsoft Excel /75 Now the formula will work in other rows as well when you copy it by dragging with the fill handle. If you try changing the discount percentage in cell F3 you will notice that all the prices are updated immediately. Relative Reference Ordinary references made with the mouse or keyboard, for example A1, C3 or B5:B10 are called relative references. When a formula is copied, these references automatically change relative to the original location. The formula in the above example had the relative reference B2 (reduced price), which changed to B3 when the formula was copied to the next row down, in the next row to B4, and so on. So the reduced price is always calculated using the neighboring cell in the same row. This is useful in most situations. Absolute Reference In the same example we already encountered a situation where a reference must not change when copying the formula. First we used the mouse to put a normal relative reference in cell F3 (discount percentage) and then we changed it to an absolute reference by pressing F4 key on the keyboard. The reference then changed to the form $F$3: the dollar signs in front of the column letter and row number show that it has been locked into an absolute reference. An absolute reference does not change when you copy the formula. If you want to make a reference absolute, press F4 key at the reference s location in the formula. Then Excel will lock the reference to always mean this cell even if you copy the formula. Relative Reference A1 F3 A1:C10 Absolute Reference $A$1 $F$3 $A$1:$C$10 Mixed References DOES NOT CHANGE WHEN COPIED! In certain cases you need to create a formula where only either the row or column changes and the other stays the same. In these cases the $ sign shows up in front of only either the column letter or row number to be locked. For example, G$3 (the column changes when copied, the row does not) or $J22 (the row changes when copied, the column does not). By pressing the F4 key several times in the formula at the location of the reference you can browse through all the reference methods.

13 Spreadsheets Microsoft Excel /75 Functions In Excel a function is a ready-made calculation formula. A function does a calculation based on given values or arguments and gives one result: ARGUMENT 1 ARGUMENT 2 ARGUMENT 3 FUNCTION RESULT ARGUMENT 4 There can be from 0 to 255 arguments depending on the function. The arguments can be, for example, cell references, numbers, text, or other functions. One argument has been given for the SUM function, the cell range from D2 to D4. The result is 442,40. Formulas contained by functions also start with the = sign. The function's arguments are added in parentheses immediately after the name of the function. If there are several arguments they are separated from each other with semicolons (or commas, depending on your regional settings). Note that that colons are used to mark cell ranges. Adding a Function 1. Select the cell where you want the function and its result 2. Click the formula bar's Insert Function button (or the same button at the beginning of the Formulas tab):

14 Spreadsheets Microsoft Excel /75 AND The AND function returns the value TRUE (1) if all the conditions given are TRUE. If even one of the conditions or arguments is FALSE (0), AND will return the value FALSE. Sellers will be given a 500 bonus IF Sales exceed 4000 AND Average feedback value is higher than 3,5 OR The AND function returns the value TRUE (1) if all the conditions given are TRUE. If even one of the conditions or arguments is FALSE (0), AND will return the value FALSE. Sellers will be given a 500 bonus IF Sales exceed 4000 OR Average feedback value is higher than 3,5 NOT The NOT function switches a given truth value (FALSETRUE, TRUEFALSE). With the help of the NOT function you can ensure doen not equal to a certain known value. You can also usually test the same with the comparison operator <> (not equal to).

15 Spreadsheets Microsoft Excel /75 Lookup and Reference Functions VLOOKUP With the VLOOKUP function you can search for data from a certain vertical column and return a selected value from the column: Extranet Exercise File: lookup-functions.xlsx VLOOKUP(lookup_value; table_array; col_index_num; range_lookup) 1. column In the larger pricing table are all the company s products. The VLOOKUP function can be used to easily retrieve particular data about the product in question from the Products table on the basis of the product code. The arguments for the VLOOKUP function are a condition (the product code), the area to be searched (the whole table from the A to the E column) and which column (number order) the desired data will be found in (e.g. the name from the second column or the price from the fifth column).

16 Spreadsheets Microsoft Excel /75 This is utilized in the Order form table, where an ordered product ID is entered into column A and the amount ordered into Column D. The other data are retrieved and calculated automatically. First the VLOOKUP function is used to find the product s name in Column B: =VLOOKUP(A4;Products!$A$E;2;FALSE) as well as the price for Column C, but the third argument (col_index_num) is 5 so the formula returns the price data in the fifth column: Note that the last argument range_lookup is not obligatory, but here the truth value FALSE has been entered. This changes the operation of the function such that it searches for an exact match, so the product code must be exactly right (rational). Now the data also don t need to be sorted in a particular order. With the default value (TRUE) you can search for the closest match, but then you have to remember to sort the table s data by the first column in ascending order! TRUE is useful when, for example, you want to calculate a discount or bonus percentage according to a certain graduated table. VLOOKUP Function Arguments lookup_value The value to be retrieved from the table table_array The range from whose first column the lookup value is retrieved and a the desired data is returned from a certain column col_index_num Number of the column in which the returned value is found range_lookup TRUE: Returns the closest answer (a smaller value than the greatest lookup value). The data must be sorted in ascending order including the first column! FALSE: Searches for an exact value. If it can t be found the error message #N/A shows up.

17 Spreadsheets Microsoft Excel /75 Pivot Tables What Are Pivot Tables Used For? Pivot tables are used to quickly make a summary of large quantities of data. In summaries you can decide which point of view you want to analyze the data. Completed pivot summaries can also be updated with one click when the source data change. Creating a Pivot Table The pivot action always uses table-formatted data as its source data (see p. 43), where the first row contains the headings and the data records follow as regular data rows. Extranet Exercise File: sales-report.xlsx 2 Click the PivotTable button in the Insert tab 1 Select one cell from the source data table 3 Accept the table range and default settings by clicking OK