Mary Ann Wallner

Contact information:

walln003@alumni.csusm.edu

What You Will Be Learning

Sort data by single or multiple columns

Filter data by single or multiple criteria

Manage a multi-sheet workbooks

Learn to select the appropriate formula or function for the task at hand

Create formulas that include absolute references and named ranges

Create custom page headers and footers

Apply styles and conditional formatting2

New FeaturesNew features

Number of rows on a worksheet has gone from 65,536 to 1,048,576

Number of columns has increased from 256 to 16,384

You can write longer formulas in the new resizable Formula Bar

Improved ability to open corrupt files and recover some of your files

Workbooks are more compressed; file size is approximately 50 percent to 75 percent smaller than in previous versions of Excel

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The Excel Interface When you open Excel 2013 or 16 for the first time, the

Excel Start Screen will appear. This is where can create:

New workbooks

Choose a template

Access your recently edited workbooks

What are Templates Templates are workbook you create to

automate common tasks like:

Filling in invoices

Expense statements

Purchase orders

Inventory Reports

Where to Locate Templates Click the Office Button

Select New then click Installed Templates

All the templates currently installed on your computer will be listed

Highlight the template you want to use and click Create

A new file will open in the template you’ve selected

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Locating a Previously Used Template

Click Office Button then My templates

Exploring the Excel 2016 Program Window

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Working with Tabs and the Ribbon There are 3 basic components to the Ribbon:

Tabs – There are 8 located across the top each representing a core tasks

Groups - Each tab has groups that show related items together

Commands - Is a button which enters information, or a menu

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More about Tabs and Ribbon The principal commands in Excel are gathered on the Home tab

Clipboard Group Pasting/Cutting/Copy

Font Group Font formatting

Alignment Group Aligning text

Cells Group Inserting/deleting cells, rows, columns, & worksheets

Groups - pull together all the commands needed for a particular task Remain on display throughout the task they remain on display

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Contextual Tabs

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Are specialized, temporary ribbon tabs

Display commands for working with a particular type of worksheet content

Appear when you select the associated content type

Can contain one or multiple other tabs that contain command groups

Contextual Tabs

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You can make Contextual Ribbon Commands available by selecting relevant objects in your workbook

Chart Tools tabs

Quick Access Toolbar

Click the arrow next to the Quick Access Toolbar

Then click each of the commands you want to add

Don’t add too many that it overtakes the

title bar

Adding Commands

If you often use commands that are not easily found - add them to the Quick Access Toolbar

For example, if you use AutoFilter every day, and you don't want to have to click the Data tab to access the Filter command

Right-click Filter on the Data tab > then click Add to Quick Access Toolbar

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Remove a button > right-click the button on the toolbar > then click Remove from Quick Access Toolbar

Dialog Box Launcher

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When you click the Dialog Box Launcher in the Font group, the Format Cells dialog box will open with the Font tab displayed

When you see this arrow in the lower-right corner of a group, there are more options available for the group.

Hide the Ribbon

Create more room on the screen to work

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Expanded view

Collapsed view

Click any Tab 3Xs

What About Your Favorite Keyboard Shortcuts? The Ribbon design comes with 2 new shortcuts

advantages: 1. Shortcuts for every single button on the Ribbon

2. Shortcuts that often require fewer keys

Centering Text Press ALT to make the Key Tips appear

Then press H to select the Home tab

Press A, then C in the Alignment group to center the selected text

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A New View We now have a variety of viewing options

These views can be useful for various tasks like printing

Locate the commands in the bottom-right corner of the Excel window

The views are:

Normal view

Page Layout view

Page Break view

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Headers and Footers 1st change to Page Layout view

Then click in the area that says Click to add header

Immediately the Header & Footer Tools and the Design tab appear

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New “Tell Me” Is there to help you find the command you need fast

By allowing you to access all the command buttons that an app has to offer in one place

Even if your current context is not the right one for a specific command

Tell Me still shows you the command

Backstage View Backstage view gives you

various options for:

Saving

Opening a file

Printing

Sharing your document

On the Ribbon, click the File tab

Using Worksheets and Workbooks When Excel is opened a blank workbook is created

(called Book1) containing 1 worksheet

A workbook can be made up of many worksheets

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Click the plus sign to add a new worksheet

Naming Cells

A worksheet is set up as a grid with rows and columns

Intersection of each row and column = cell

Each cell has its own name (reference)

Active cell is where data entered is displayed

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The active cell’s reference is H4, as displayed in the Name Box

The cell name is derived from the column and row headings

Mousing Around in Excel There are a wide variety of mouse pointer shapes, each

with a different purpose

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Formulas

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Constant ValuesThere are two types of constant values:

numbers and text.

Numbers: which are right-aligned, and include digits between 0 and 9

Text: contains any other character, and is usually left-aligned

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Working with Numbers

Numbers can be used in formulas and functions

Number entries can include the digits 0-9 and + - ( ) , / $ % *

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Working with Numbers Enter numbers without formatting and apply the

formatting later, except…

You must enter a decimal or indicate a negative number with a minus sign or parentheses

To format the Number group on the Home tab allows you to choose how numbers in selected cells will appear

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General

Dollar

Percentage

Comma

More decimals

Fewer decimals

Quick #-Formatting Commands

AutoComplete If the first few characters you type match another

entry in the column—

AutoComplete will offer to complete the entry for you

Accept by tapping [Enter]

Reject by typing the remainder of the entry yourself

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AutoFill

Quickly extend a series, copy data, or copy a formula into adjacent cells with the fill handle

Copy an entry

Expand a repeating series of numbers

AutoFill of date entries

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Fill data into adjacent cells Using Auto Fill

Select the cells that contain the data that you want to fill into adjacent cells

Drag the fill handle across the cells that you want to fill

Small black square in the lower-right corner of the selection

When you point to the fill handle, the pointer changes to a black cross

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The Fill HandleUse the Fill Handle to:

Copy text or numbers into adjacent cells

Expand a repeating number series

Automatically fill a date series

Copy formulas

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Fill Handle

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Editing the Active Cell To change the contents of a cell completely ~ select the

cell and type

Single-click: edit in formula bar

Double-click: edit inside the cell

Select the cell and tap the F2 button

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Insertion point

Reposition the insertion point in the Formula Bar to edit the contents of the active cell

Inserting Rows and Columns

Highlight what and where you wish the new row or column to appear

From the Home tab > Cells group

Choose Insert command button

If you have a row selected the Insert Sheet Rows can be selected

If you have a column selected the Insert Sheet Columns can be selected

The old data will move down or right depending upon what you inserted

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Excel automatically adjusts all of your formulas to take account of the new row or column

Changing Column Width or Row Height Select the Column(s) or Row(s) that you

want to change

From the Home Tab

In the Cells group

Choose Format command button

Autofit Row Height or AutoFit Column Width

Or set Row Height and Column Width

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Note: Also try double-clicking between the column/row

Excel Ranges

Range

Named by taking the top-left cell and the bottom-right cell

Cell references separated by a colon (:)

Range A1:A2

Range A6:D10

Range A4:E4

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Selecting Cells and Ranges

You must select a cell or range before you can edit it!

There are many selection techniques; use the one that works best for your situation

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Formulas Can ContainNumbers 1234567

Text ABCDEF

Operations + - * / %

Range Names 3rd Quarter Revenue

Range Addresses $A$1,Data!B:3

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Order of Operations

Excel uses the following Order of Operations when evaluating a formulas

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Using Cell References in Formulas Relative: When you copy a formula, the cell references

update automatically and refer to new cells relative to the new formula cell

Absolute: Absolute references always refer to the same cell, regardless of which cell the formula is moved or copied to

Note! Absolute cell references are denoted with $ signs.

Relative cell reference

Absolute cell reference

Maneuvering Around SheetsFrom the Tab Section

Add/Delete Sheets

Moving Sheets

Color Code

Copy

Select All Sheets

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Managing Workbooks

New workbooks open with three worksheets

Can hold up to the available amount of computer memory

Add, move, copy, and delete worksheets

Change worksheet names

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Worksheet tab

Copying Worksheets: A Quick Copying Technique

Create an exact duplicate of the original sheet

Check this box to copy—leave it blank to move

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Moving a Worksheet

Click the worksheet you want to move

The mouse will change to show a small worksheet icon

Drag the worksheet icon until a small black arrow appears where you want the worksheet to be moved

Release your mouse, and the worksheet will be moved

To Color Code Worksheet Tabs

You can color worksheet tabs to help organize your worksheets

Right-click the worksheet tab you want to color The worksheet menu

appears

Select Tab Color & the color menu appears

Select the color you want to change your tab

View multiple sheets or workbooks at the same time

To view multiple sheets in the active workbook

On the View tab, in the Window group

Click New Window or

Click View Side by Side

In the workbook window, click the worksheets that you want to compare.

To scroll both worksheets at the same time, click Synchronous Scrolling in the Window group on the View tab

Don’t forget to use Arrange

All command

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Managing Large Amounts of Data

To keep an area of a worksheet visible while you scroll to another area of the worksheet

Locks specific rows or columns in one area by freezing or splitting panes

On the worksheet, do one of the following: To lock rows, select the row below the row or rows that you

want to keep visible when you scroll

To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll

To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll

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How to Freeze Panes On the View tab, in the Window group, click the arrow

below Freeze Panes

Then do one of the following:

To lock one row only, click Freeze Top Row

To lock one column only, click Freeze First Column

To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes

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Working with Excel Tables New feature of Excel Tables are used to make

managing and analyzing a group of related data easier

A table typically contains related data in a series of worksheet

Using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet

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Auto FormatBuilt-in collection of cell formats that can be applied to a range of data.

Select the cells that you want to format.

On the Home tab, in the Styles group, do any of the following: Click Format as Table, and then pause on the various styles to

see the styles

Click Cell Styles, and then pause on the various styles to see the styles

When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the

list.

To cancel live previewing without applying any changes, press ESC

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Elements of the Excel Table Header row - a table has a header row

Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly

Banded rows - alternate shading or banding has been applied to the rows in a table to better distinguish the data

Calculated columns - entering a formula in one cell in a table column, you can create a calculated column in which that formula is instantly applied to all other cells in that table column

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More Elements Total row - You can add a total row to your table that

provides access to summary functions A drop-down list appears in each total row cell so that you can

quickly calculate the totals that you want

Sizing handle - A sizing handle in the lower-right corner of the table allows you to drag the table to the size that you want

Inserting rows/columns - Because table data ranges often change, the cell references for structured references adjust automatically

Converting Table When you convert a table to a range, all cell references change to their equivalent A1 style references (cannot automatically return)

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Understanding Styles

Cell Style is a defined set of formatting characteristics

Cell styles are based on the document Theme It is s a combination of

colors, fonts, and effects

A Theme may be applied to a file as a single selection or the entire workbook

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How to Apply a Style1. Select the cells that you

want to format

2. On the Home tab, in the Styles group, click Cell Styles

3. Click the cell style that you want to apply

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Selecting a StyleWhen you finish previewing the formatting

choices, do one of the following:

To apply the previewed formatting, click the selected style in the list

To cancel live previewing without applying any changes, press ESC

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Understanding Theme

Once you have chosen a Style additional chances can be made by changing the Theme

A Theme is a different way to specify the fonts, colors, and graphic effects that appear in a workbook

Office Excel 2007 comes with many themes installed

On the Page Layout tab, in the Themesgroup select any of those available

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Conditional Formatting Automatically adjusts how the spreadsheet looks,

depending on the contents of the cells

Used to highlight important trends in the data

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Sparklines A Sparkline is basically a little chart displayed in a cell

representing your selected data set

They allow you to quickly and easily spot trends at a glance

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How to Insert SparklinesYou follow 3 very simple steps to get beautiful Sparklines in an instant.

Select the data from which you want to make a Sparkline

Go to Insert > Sparkline and select the type of sparkline

3 options – Line, Column And Win-loss Chart

Specify a target cell where you want the Sparkline to be placed

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Types of Sparklines There are 3 basic types of Sparklines they are:

Line chart

Column chart

Win-loss chart (useful for showing a bunch of wins & losses denoted by 1s and -1s)

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Sparkline Formatting and Options Once created a new ribbon called as “Sparklines –

Design” ribbon for all the formatting options

Some of the key formatting/customizations you can do are: Change the type

Change the source data / target cells

Set different colors for first point, last point, highest & lowest points , etc.

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Sorting Databases Databases consists of:

Several rows

Each row is a record

1st row consist of headings

Each record must be written using the same type of abbreviations or “look”

Do not leave spaces before the text or at the end

Columns of data

Each column is a field

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Instructions for Sorting

On the Home tab, in the Editing group, and then click Sort & Filter.

Do one of the following:

To sort in ascending alphanumeric order, click Sort A to Z.

To sort in descending alphanumeric order, click Sort Z to A.

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Custom Sorting

On the Home tab, in the Editing group, click Sort & Filter, and then click Custom Sort

The Sort dialog box is displayed

Under Column, in the Sort by or Then by box, select the column that you want to sort by a custom list

Under Order, select Custom List

In the Custom Lists dialog box, select the list that you want.

Click OK

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AutoFiltering a List on a Worksheet AutoFilter is used to:

Display only those rows containing desired values

Helps you to isolate a subset of data in a range of cells or table

Once you have filtered the data it allows you to either:

Reapply a filter to get up-to-date results

Clear a filter to redisplay all of the data

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Custom Filtering Text or Numbers

How to apply a AutoFilter

Select a range of cells containing alphanumeric data

On the Home tab > Editing group > Sort & Filterbutton > click Filter

Click the arrow in the column header and choose what you want to filter that meets the criteria

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Using Custom Filters Create a filter to select values not

available from the drop-down list

Then point to Text Filters and then

Click one of the comparison operator

Or click Custom Filter

Custom Filter example

Working with FunctionsMakeMoney Stock Club

Stock Symbol

Date

Acquired Shares

Initial

Price

Per Share

Initial

Cost

Current

Price

Per Share

Current

Value Gain/loss

Percent

Gain/Loss

Alcoa AA 1/3/2000 750 40.125$ 30093.75 28.750$ 21,562.50 (8,531.25) 0.283489097

Boeing BA 9/2/1998 975 33.000 32175 65.625 63,984.38 31,809.38 -0.98863636

Citigroup C 10/11/1996 850 12.250 10412.5 48.875 41,543.75 31,131.25 -2.98979592

Exxon MobilXOM 3/3/1997 925 52.000 48100 78.500 72,612.50 24,512.50 -0.50961538

Intl Paper IP 11/17/1999 300 48.375 14512.5 26.500 7,950.00 (6,562.50) 0.452196382

Merck MRK 12/23/1996 875 37.250 32593.75 89.750 78,531.25 45,937.50 -1.40939597

Wal-Mart WMT 12/21/1998 157 151.375 23765.875 44.250 6,947.25 (16,818.63) 0.707679604

Walt DisneyDIS 7/12/1996 600 17.500 10500 34.875 20,925.00 10,425.00 -0.99285714

Total

Average 679 48.98438 25269.17188 52.14063 39257.07813 13987.90625

Highest 975 151.375 48100 89.75 78531.25 45937.5 0.707679604

Lowest 157 12.25 10412.5 26.5 6947.25 -16818.625 -2.9897959271

Function

Is a small program which you can ‘call up’ to perform more complicated mathematical operations

They are ‘called up’ like formulas, start with an equal sign, then the function call

Useful when dealing with large numbers of cells where a formula would be unmanageable

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Categories of the Different Functions

Database

Date & time

Engineering

Financial

Information

Logical

Lookup

Math

Statistical

Text & Data

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Using Statistical Functions

Functions: formulas used over and over, so they’ve been built into the program

400+ included with Excel

Functions use their own syntax =SUM(A1:IV224)

=MIN(B17:Q29)

=AVERAGE(D54:G27)

=COUNT(B5:B9)

Get help with functions by clicking the Insert Function

button

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Understanding “IF” Formulas

Returns one value IF a condition you specify evaluates to TRUE and another value IF it evaluates to FALSE

Up to 7 IF functions can be nested as value_if_true and value_if_false arguments

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Creating a Formula with the IF Function Display predetermined text based on logical tests

A logical test can be evaluated as “True” or “False”

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Subtotaling Spreadsheet

In a workbook which is set to automatically calculate formulas, the Subtotal command recalculates subtotal and grand total values automatically as you edit the detail data

Important part of this command: Make sure that each column has a label in the 1st row

Contains similar facts in each column

The range has no blank rows or columns

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Displaying Automatic Subtotals The Subtotal dialog box

Outline bar

Functions include Sum, Average, Min, Max, and others

Field on which to base subtotal

Field on which to calculate subtotal

Always sort the list by the field on which you want to base the subtotal first

How to Insert Subtotals

Select cells in the range and Sort the column that forms the group

On the Data tab, in the Outline group, click Subtotal.

Select desired options:

At each change in, click heading

Use Function, click the operation

To Hide/Show Detail:Click on the (-) and (=) buttons just to the left of the row numbers

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Making Comments in Excel

Comments are text notes embedded in a workbook cell

Comment author

Comment

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When to Use a Comment

Make notes about specific cells

Document cell contents

Record a question to be followed up later

As a question of an online collaborator

How to Make Comments

How to Insert a Comment

Select the cell that you want to add a comment to

On the Review tab, in the Comments group, click New Comment

In the Text box type your comment

Once finished, click outside the comment box

To view a comment, click the small red triangle in the top right corner

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Charts are used to make your information more visually appealing

Make it easy for users to see comparisons, patterns, and trends in data

Microsoft makes charting your data a breeze by using the Chart Templates

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New Chart Types Visualizations are critical to

effective data analysis

6 new charts

Hierarchy Chart

Treemap or Sunburst chart

Waterfall or Stock Chart

Statistical Chart for Histogram, Pareto, or Box and Whisker

Elements of a Chart1. Chart area of the chart2. Plot area of the chart3. Data points of the data series that are

plotted in the chart4. Horizontal (category) and vertical

(value) axis along which the data is plotted in the chart

5. Legend of the chart6. Chart and axis title that you can use in

the chart7. Data label that you can use to identify

the details of a data point in a data series

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Column Charts and Bar ChartsCompare values using bars, either horizontally or vertically

Value axis – for quantities, amounts

Category axis – often measures time

0

1

2

3

4

5

6

1 2 3

Category Axis

Va

lue

Ax

is

Apples

Oranges

Banana

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Line ChartsCompare trends over time using horizontal lines

Value axis – The x-axis

Category axis – The y-axis

x-axis

y-axis87

Pie ChartsCompare parts of a whole

Contains only one data series and label

Apples

Oranges

Banana

2-D pie 3-D exploded pie

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How to make a chart

Select the information you want to chart,

then click on the Insert tab, in the Chartsgroup

Click the arrows to scroll through all available chart types and chart subtypes

Then click the ones that you want to use

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Modifying a Chart

Modifying a chart helps clarify the information presented

Some of the ways you can modify a chart are to:

Add titles and data labels to a chart

Change the display of chart axes

Add a legend or data table

Apply special options for each chart type

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How to Modify a Chart

Clicking anywhere in a chart and the Chart Tools are available

Then use the Design, Layout, and Format tabs

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Formatting Chart Objects

Format each object separately

Titles

Legend

Data series

Exploded Piece

Background

Elevated Chart

Value axis

Category axis

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Changing Chart Data

When you add a chart to your worksheet, Excel creates a link and any changes made are automatically reflected

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To Change Chart Values

Open the worksheet that contains the chart to be changed

Click in the cell whose value will change and type the new value

Press Enter to accept the new value

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To Add Data to an Existing Chart

Rows or columns of data can be added to an existing chart by selecting the Select Data option on the Chart Menu

Input any new Source Data into the worksheet

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Moving and Sizing Embedded Charts

Diagonal double arrow: resizes proportionally Compass arrow: moves

Vertical or horizontal double arrow: stretches

Select chart to display handles

Mouse pointer changes to show moving and sizing options

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Enable quick “what if ’ calculations

Create a multitude of different reports from a single set of source data without:

Subtotals

Sorting

Manual Organization

Are interactive that combines and compares large amounts of data

Displays the details for areas of interest

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When you want to analyze related totals, for:

Long list of figures to sum

Comparing several facts

Because a PivotTable report is interactive, you can change the

view of the data to see more details or calculate different summaries,

such as counts or averages

Sport Quarter Sales

Golf Qtr3 $1,500.00

Golf Qtr4 $2,000.00

Tennis Qtr3 $600.00

Tennis Qtr4 $1,500.00

Tennis Qtr3 $4,070.00

Tennis Qtr4 $5,000.00

Golf Qtr3 $6,430.00

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Sum of Sales Quarter

Sport Qtr3 Qtr4 Grand Total

Golf $7930 $2000 $9930

Tennis $4670 $6500 $11170

Grand Total $12600 $8500 $21100

Pivot Report

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How to Create a Pivot Table:

Select the source data

On the Insert tab, in the Table group, click Pivot Table

You will then choose the Column Headers from the PivotTable Field List to the correct Field Area

This worksheet can now be summarized and calculated to your specifications

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Working with PivotTables: How PivotTables Work

Region field will be the row headings

SW Sales is the first data item

HW Sales is the second data item

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Working with PivotTables: Manipulating Fields on a PivotTable

Pivoting is the process of dragging a field from a row to a column, and vice versa

Pivot a field

Notice the new position of the Data field in this example

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Working with PivotTables: Manipulating Fields on a PivotTable

Add fields

Delete fields

Suppress display of a field

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Working with PivotTables Filters

Choose (All) from the drop-down list to display all items in the field

Modifying the Pivot Table

Clicking anywhere in the Pivot table and the PivotTable Tools are available

Then use the Options and Design tabs

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Lookup and Reference Option

Lookup creates a formula which compares to worksheets

Takes missing information from one worksheet and links it to another worksheet

There must be one linking ID number assigned in each worksheet

=VLOOKUP(A:A,'Complete Address'!1:65536,7,FALSE)

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Information Needed3 Pieces of information you need:1. Lookup-value – value you have asked the

function to locate2. Table-array – cell address of entire table to be

searched3. Column number – number of the column the

function should move into before extracting dataRange Lookup Set to TRUE if you don’t want to require the function to find

an exact match Set approximate-value – to FALSE if you need to match

lookup-value exactly (i.e., zip code)

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Create a lookup formula with the Lookup Wizard

Click a cell in the range

On the Formulas tab, in the Solutions group, click Lookup program

Follow the instructions in the wizard

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Create a 3-D Reference Workbook 3-D Reference is useful and convenient way to

reference several worksheets

How to Create a 3-D reference

Click the cell where you want to enter the function

Type = (equal sign), enter the name of the function, and then type an opening parenthesis

You can use several functions in a 3-D reference

The examples use the formula =SUM(Sheet2:Sheet6!A2:A5)

Split /Dividing Cell Contents Across Multiple Cells

Storing certain types of information, such as an address, in one cell might limit what you can do with that information

To split the address so that the different parts — street address, city, region, postal code — are in their own columns

Gives you many more options

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Dividing Text Across Cells

Select the range of cells Can be any # rows One column wide

On the Data tab, click Text to Columns

Follow along with the Columns Wizard

Note: There must be as many columns to the right that match the text.

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Using the Text to Columns Feature Select the range of data that you want to convert

On the Data tab, in the Data Tools group, click Text to Columns

NOTE: You must insert additional columns prior to starting the Wizard because the new

columns will replace the other data

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Step #1In Step 1 of the Convert Text to

Columns Wizard, click Delimited or Fixed Width

Then click Next

For this example choose

Delimited

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Convert Text continued

In Step 2, click on the Delimiters such as:

Tabs

Semicolon

Space

Comma

Other

Then click Next

NOTE: You can have multiple Delimitations

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Last Step in the Conversion

Keep the Column Data Format set to General

If you want the data being separated in a new location, click the Destination box, and then select the beginning cell

The select Next

Click Finish

Destination is:

=$F$1

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Concatenate Function Argument

This function joins up to 255 text strings into one text string

In other words, it is used to joined multiple cells into a single cell

Joined items can be:

Text

Numbers

Cell References

Combination of those items

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Example If your worksheet contains a person’s 1st name in cell A1

& their last name in cell B1, you combine the 2 values into another cell

=CONCATENATE(A1,” “,B1)

You must specify any spaces or punctuation that you want to

appear in the results

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How to Perform

Instructions:

Select empty cell where you want to join the other cells

Click Formula Tab

Then in the Function Librarygroup choose Text button, the Concatenate option

Finally, create the following formula =CONCATENATE(A2," ",B2) by clicking in the desired cells

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Page Layout Tab

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Set page margins

By setting the margins, you can specify:

How worksheets appear on a printed page

Go to Page Layout Tab

In the Page Setup Group

Click on Margins command button

Select one of the preset margins

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Center the Page Centering the page can be done both horizontally or

vertically

Be careful though, if the information is too small do not center vertically

Under Custom Margins found in the Margins command button choose Center on page, select the Horizontally or Vertically check box

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Orientation Indicates the direction of printing

Portrait is the default.

➢Prints across the narrow edge of the paper

Landscape prints across the wide edge of the paper.

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Scaling Options

Shrink data to fit on fewer printed pages.

➢Change width and height in proportion

➢Change just the height when the worksheet is very wide

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Protecting Workbooks & Worksheets Three levels:

1. Workbook level

2. Worksheet level

3. Cell level

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Protecting at Workbooks Level

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Protects the structure of the entire workbook:

Moving a worksheet

Adding/deleting worksheets

Renaming a worksheet

Changing the window size and position

Protecting Workbook

Windows: Prevents Window resize or moving

Structure: Prevents the user from changing sheet order

Password: Only those with the password to turn

protection off

Protecting Formulas

Protect Worksheet

Select Options

Format Cells > Protection Tab

Uncheck “Locked”

Select Cells with Inputs

To “Unlock”

Worksheet Structure All cells by default are Locked

Uncheck the “locked cells”

Protecting Worksheet Elements (Formulas) Select the Worksheet you want to protect

Select each cell or range you want to unlock

On the Home Tab, Cells group, click Format, then Protection

On the Protect sheet, clear the Locked check box then click OK

Recording a MacroMacros store information about each step

you take as you perform a series of commands

Then, run the macro to repeat, or “play back” the commands

Steps to Recording a Macro Before you can start, you have to enable the

Developer tab, do the following to display it:

Click the File Tab, and then click Excel Options

In the Popular category, under Top options for working with Excel

Select the Show Developer tab in the Ribbon check box, and then click OK

Printing Worksheets

There is no longer a Print dialog box; in Excel 2010/2016 it is a tab in Backstage view

You can change your print options on the Print tab of Backstage view

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Print Preview

The print preview displays one page at a time.

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Saving Workbooks

Save: Used for files that have already been saved, replaces a copy in the same place with the same name

Save As: Used to save a file for the first time, save a file with a new name or in a new location

These commands are accessed via the File tab of the Ribbon.

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Closing Documents The File Tab menu contains the Close command

Close command closes a workbook window but leaves Excel open.

Note! If changes were made since the last Save, Excel asks to save before closing.

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How To Work with people who don't have Excel yet? Saving ‘older” files the computer set to

use the Save As dialog box (stays in its original format)

If you use any of the new features to update this file a Compatibility Checker warns you if these features are not compatible

To keep the features just use Save As and tell Excel you want an Excel Workbook

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New 2007-2016 File Types

Excel Workbook (*.xlsx) – used to save a workbook without macros

Excel Macro-Enabled Workbook (*.xlsm) – is used for workbooks with macros

Excel Template (*.xltx) – is used for templates

Excel Macro-Enabled Template (*.xltm) – is used for templates with macros

Excel Binary Workbook (*.xlsb) – is used for especially large workbooks

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How To Work with people who don't have Excel’s new Versions Saving ‘older” files the computer set to

use the Save As dialog box (stays in its original format)

If you use any of the new features to update this file a Compatibility Checker warns you if these features are not compatible

To keep a 2007/16 features just use Save As and tell Excel you want an Excel Workbook

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Converting a Workbook

Click the File tab to access Backstage view

Locate and select the Convert command

The Save As dialog box will appear

Select the location/file name and click Save

Sharing Documents Between Versions You can share documents between versions by using a

converter

If you create a file in 2007-16, others who have Excel versions 1997-2003 cannot work in your files

If they have Excel 97-2003 files must be saved as this file type in these versions

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