A basic orientation for Microsoft Excel 2013
EXCEL 2013
Training Fall 2014
For further information and links to training
available on Microsoft.com, visit:
http://umhelena.edu/it/officetraining.aspx
Table of Contents
Spreadsheets Overview ...................................................................................................................... 2
What’s where in excel?....................................................................................................................... 2
Excel Tabs and what they do............................................................................................................. 3
Mini toolbar ....................................................................................................................................... 5
Customizable options ...................................................................................................................... 5
Insert a Worksheet ............................................................................................................................ 5
Insert Cells, Rows, and Columns ..................................................................................................... 5
Delete Cells Rows, and Columns ................................................................................................... 6
Find and Replace ............................................................................................................................ 6
Basic Sorts .......................................................................................................................................... 6
Spell Check ....................................................................................................................................... 6
Custom Sorts ..................................................................................................................................... 6
Filter .................................................................................................................................................... 7
Fill Cell Content ................................................................................................................................ 7
Spreadsheets Overview
A spreadsheet is an electronic document that stores various types of data. There are
vertical columns and horizontal rows. A cell is where the column and row intersect. A cell
can contain data and can be used in calculations of data within the spreadsheet. An
excel spreadsheet can contain workbooks and worksheets. The workbook is the holder for
related worksheets.
What’s where in excel?
1. Office Button – the Office Button performs many of the functions that were located in
the File menu of older versions of Excel. This button allows you to create a new
workbook, open an existing workbook, save and save as, send, print, or close.
2. Quick Access Toolbar – The quick access toolbar is a customizable toolbar that
contains commands that you may want to use. You can place the quick access
toolbar above or below the ribbon. To change the location of the quick access
toolbar, click on the arrow at the end of the toolbar and click Show below the
Ribbon.
3. Title Bar – Display the name of the document and the document program.
4. Help button 0 Use this to access Excel Help.
5. Ribbon – The ribbon is the panel at the top portion of the document.
6. Tabs 0 There are seven tabs located on the ribbon. Each tab is divided into groups
7. Groups – the groups are logical collections of features designed to perform functions
that you will utilize in developing or editing your Excel spreadsheets.
Excel Tabs and what they do
Tab
Groups
Functions
Home
Clipboard
Copy, cut, paste, format painter
Font
Font choice, bold, italic, size, special effects
Alignment
Align data in cells, wrap text, merge cells
Number
Formatting of number – currency, decimal places
Styles
Conditional format, simple functions
Cells
Insert/delete cells, rows, columns, format cells
Editing
Auto sum, fill, sort, find, select
Tables
Pivot tables, tables
Illustrations
Pictures, shapes, SmartArt, screenshot
Apps
Microsoft Store, Bing maps, people graphs, apps
Charts
Selection of chart options to apply to data
Reports
Selection of reports to apply to data
Sparklines
Selection of delineators to apply to data
Filters
Slicer, timeline
Links
Insert hyperlink
Text
Create text box, header/footer, word art, object
Symbols
Insert mathematical equation or uncommon symbols
Themes
Create document-wide design, colors, fonts, effects
Page Setup
Margins, orientation, size, print area, title for printing
Scale to Fit
Change size of sheet to fit desired size
Sheet Options
View or print gridlines and headings
Arrange
Set alignment, stack, rotate, or group objects (charts, pictures, etc.)
Insert
Page
Layout
Formulas
Data
Review
View
Insert Function
Insert previously designed function
Function Library
Auto sum, functions for financial, logical, math, date/time calculations
Defined Names
Create/ define name, name manager
Formula Auditing
Error checking, show formulas
Calculation
Set options, calculate now or calculate sheet
Get External Data
From access, web, text, other sources
Connections
Refresh, properties, edit links
Sort & Filter
Sort, filter data, advanced filters
Data Tools
Change text to columns, remove duplicates, data validation, what-if analysis
Outline
Group/ungroup data, create subtotals
Proofing
Spellcheck, thesaurus
Language
Translate languages
Comments
Create, show/hide comments
Changes
Protect sheet/workbook, track changes, set editing authorizations
Workbook Views
Normal, page break preview, page layout, custom
Show
Ruler, gridlines, formula bar, headings
Zoom
Set zoom view
Window
Split view, new window, freeze panes
Macros
View, record macros
Mini toolbar
The mini toolbar allows quick formatting options in Excel. Highlight a selection, then click on
the toolbar. A menu of options pops up.
Customizable options
File > Options > explore options here… screenshots
Insert a Worksheet
Click on + sign at bottom of worksheet
Insert Cells, Rows, and Columns
1. Place the cursor in the row below where you want the new row, or in the column to
the left of where you want the new column.
2. Click the Home tab > Cells group > Insert button OR
a. Right click and select Insert
3. Click the appropriate choice: Shift cells left, right, insert row or column
Delete Cells Rows, and Columns
1. Place the cursor in the cell, row, or column you want to delete
2. Click the Home tab > Cells group > Delete button > Delete cells OR
a. Right click and select Delete
3. Click the appropriate choice: Shift cells left, up, or delete entire row or column
Find and Replace
1.
2.
3.
4.
Home tab > Editing group > Find and Replace button
Choose Find or Replace
Complete the Find What text box
Click on the Options button for more search options
Basic Sorts
To sort on the basis of one column
1. Highlight the cells that you want to sort
2. Home tab > Editing group > Sort & Filter Button
3. Select Sort Ascending or Sort Descending
Spell Check
1. Quick spell check: right click on a red-highlighted word and select from the
correction choices in the pop-up menu
2. Spell-check document:
a. Review tab > Proofing group > Spelling button
Custom Sorts
To sort on the basis of more than one column
1.
2.
3.
4.
5.
6.
Highlight the columns you want to sort
Home tab > Editing group > Sort drop-down menu > Custom Sort
Choose which column you want to sort by first
Click Add Level
Choose the next column you want to sort
Click OK
Filter
Filtering allows you to display only data that meets certain criteria
1. Click column or columns you want to filter
2. Home tab > Editing group >
Fill Cell Content
Cell Fill allows you to copy data or formulas across a selection of cells
1. Place cursor in cell you wish to fill data from
2. Drag cursor over cells you wish to fill data into to highlight them
3. Home tab > Editing group > Fill drop-down menu > select appropriate choice: up,
down, right, or left fill