CALIFORNIA STATE UNIVERSITY, LOS ANGELES

INFORMATION TECHNOLOGY SERVICES

Microsoft Excel 2013

Part 1: Introduction to Excel
Summer 2014, Version 1.0

Table of Contents
Introduction ....................................................................................................................................3
Starting Excel .................................................................................................................................3
Overview of the User Interface .....................................................................................................3
Ribbon .........................................................................................................................................5
Quick Access Toolbar .................................................................................................................6
Mini Toolbar ...............................................................................................................................6
Shortcut Menus ...........................................................................................................................6
Backstage View...........................................................................................................................7
Formula Bar ................................................................................................................................7
Overview of Workbooks ................................................................................................................8
Creating Workbooks .....................................................................................................................8
Saving Workbooks .........................................................................................................................9
Closing Workbooks......................................................................................................................11
Opening Workbooks ....................................................................................................................11
Moving Around and Making Selections ....................................................................................12
Moving Around Worksheets .....................................................................................................13
Selecting Cells, Rows, and Columns ........................................................................................13
Editing Worksheets ......................................................................................................................15
Entering Data ............................................................................................................................15
Entering Text ........................................................................................................................15
Entering Numbers ................................................................................................................15
Entering Dates and Times ....................................................................................................16
Editing Data ..............................................................................................................................16
Replacing Data ..........................................................................................................................16
Deleting Data ............................................................................................................................16
Moving and Copying Cells .......................................................................................................17
Using Paste Special ..............................................................................................................17
Clearing Cells ............................................................................................................................18
Undoing and Redoing Changes .................................................................................................18
Formatting Worksheets ...............................................................................................................18
Formatting Cells and Cell Contents ..........................................................................................19
For additional handouts, visit http://www.calstatela.edu/handouts.
For video tutorials, visit http://www.youtube.com/mycsula.

Changing the Font and Font Size .........................................................................................19

Changing the Font Color and Fill Color...............................................................................20
Applying Font Styles ............................................................................................................20
Adding Cell Borders .............................................................................................................21
Formatting Numbers .................................................................................................................21
Positioning Cell Contents..........................................................................................................23
Aligning Data .......................................................................................................................23
Indenting Data ......................................................................................................................23
Rotating Data........................................................................................................................24
Wrapping Data .....................................................................................................................24
Merging Cells .......................................................................................................................25
Copying Cell Formatting ..........................................................................................................25
Applying Cell Styles .................................................................................................................25
Getting Help .................................................................................................................................26
Exiting Excel .................................................................................................................................27

Microsoft Excel 2013 Part 1: Introduction to Excel

Introduction
Microsoft Excel 2013 is a spreadsheet program that is used to manage, analyze, and present data.
It includes many powerful tools that can be used to organize and manipulate large amounts of
data, perform complex calculations, create professional-looking charts, enhance the appearance
of worksheets, and more. This handout provides an overview of the Excel 2013 user interface
and covers how to perform basic tasks such as starting and exiting the program; creating, saving,
opening, and closing workbooks; selecting cells; entering and editing data; formatting text and
numbers; positioning cell contents; applying cell styles; and getting help.

Starting Excel
You can start Excel 2013 from the Start menu (in Windows 7) or by double-clicking an existing
Excel file. When you start the program without opening a specific file, the Start screen appears,
prompting you to open an existing workbook or create a new workbook.
To start Excel 2013 from the Start menu:
1. Click the Start button, click All Programs, click Microsoft Office 2013, and then click
Excel 2013. The Start screen appears (see Figure 1).
2. In the right pane, click Blank workbook. A new, blank workbook opens in the program
window.

Figure 1 Excel 2013 Start Screen

Overview of the User Interface

All the Microsoft Office 2013 programs share a common user interface so you can apply basic
techniques that you learn in one program to other programs. The Excel 2013 program window is
easy to navigate and simple to use (see Figure 2 and Table 1).

Microsoft Excel 2013 Part 1: Introduction to Excel

Figure 2 Excel 2013 Program Window

Table 1 Excel 2013 Program Window Elements

Name

Description

Title bar

Appears at the top of the program window and displays the name of the
workbook and the program. The buttons on the right side of the Title bar are
used to get help; change the display of the Ribbon; and minimize, restore,
maximize, and close the program window.
Appears on the left side of the Title bar and contains frequently used commands
that are independent of the tab displayed on the Ribbon.
Extends across the top of the program window, directly below the Title bar, and
consists of a set of tabs, each of which contains groups of related commands.
Appears below the Ribbon and displays the data or formula stored in the active
cell. It can also be used to enter or edit cell contents.
Appears on the left side of the Formula bar and displays the active cell address
or the name of the selected cell, range, or object.
Appears below the Formula bar and displays a portion of the active worksheet.

Quick Access
toolbar
Ribbon
Formula bar
Name box
Workbook
window
Sheet tab
Scroll bars
Status bar

Each worksheet has a tab that appears below the workbook window and
displays the name of the worksheet.
Appear along the right side and bottom of the workbook window and enable
you to scroll through the worksheet.
Appears at the bottom of the program window and displays the status of Excel
(such as Ready). The tools on the right side of the Status bar can be used to
display the worksheet in a variety of views and to change the zoom level.

Microsoft Excel 2013 Part 1: Introduction to Excel

Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
It consists of a set of task-specific tabs (see Figure 3 and Table 2). The standard tabs are visible
at all times. Other tabs, known as contextual tabs, appear only when you create or select certain
types of objects (such as images or charts). These tabs are indicated by colored headers and
contain commands that are specific to working with the selected object. Clicking a tab displays a
set of related commands that are organized into logical groups. Commands generally take the
form of buttons and lists; some appear in galleries. Pointing to an option in most lists or galleries
displays a live preview of that effect on the selected text or object. You can apply the previewed
formatting by clicking the selected option, or you can cancel previewing without making any
changes by pressing the Esc key. Some commands include an integrated or separate arrow.
Clicking the arrow displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the Ribbon displays its
name, description, and keyboard shortcut (if it has one) in a ScreenTip.
A dialog box launcher
appears in the lower-right corner of most groups on the Ribbon (see
Figure 3). Clicking it opens a related dialog box or task pane that offers additional options or
more precise control than the commands available on the Ribbon.
You can collapse the Ribbon by clicking the Collapse the Ribbon button
on the right side
of the Ribbon (see Figure 3) or by double-clicking the current tab. When the Ribbon is collapsed,
only the tab names are visible. You can expand the Ribbon by double-clicking any tab.

Figure 3 Ribbon
Table 2 Ribbon Tabs

Name

Description

File

Displays the Backstage view which contains commands related to managing files
and customizing the program.
Contains the most frequently used commands. The Home tab is active by default.
Contains commands related to all the items that you can insert into a worksheet.
Contains commands that affect the overall appearance and layout of a worksheet.
Contains commands used to insert formulas, define names, and audit formulas.
Contains commands used to manage data and import or connect to external data.
Contains commands used to check spelling, track changes, add comments, and
protect worksheets.
Contains commands related to changing the view and other aspects of the display.

Home
Insert
Page Layout
Formulas
Data
Review
View

Microsoft Excel 2013 Part 1: Introduction to Excel

Quick Access Toolbar

The Quick Access toolbar provides one-click access to commonly used commands and options.
By default, it is located on the left side of the Title bar and displays the Save, Undo, and Redo
buttons (see Figure 4). You can change the location of the Quick Access toolbar as well as
customize it to include commands that you use frequently.

Figure 4 Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command
that you want to add, and then click Add
to Quick Access Toolbar on the shortcut
menu.
To remove a command from the Quick Access
toolbar:
1. On the Quick Access toolbar, right-click
the command that you want to remove, and
then click Remove from Quick Access
Toolbar on the shortcut menu.
NOTE: Clicking the arrow on the right side of the
Quick Access toolbar displays a menu which includes
additional commands and options that can be used to
customize the toolbar. A check mark next to an item
indicates that the item is selected (see Figure 5).

Figure 5 Customize Quick Access

Toolbar Menu

Mini Toolbar
The Mini toolbar provides quick access to
frequently used commands and appears
whenever you right-click a cell or an object
(see Figure 6).

Figure 6 Mini Toolbar

Shortcut Menus
Excel 2013 includes many shortcut menus that appear when you right-click an item. Shortcut
menus are context-sensitive, meaning they list commands that pertain only to the item that you
right-clicked (see Figure 7).

Figure 7 Ribbon Shortcut Menu

Microsoft Excel 2013 Part 1: Introduction to Excel

Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all
the commands related to managing files and customizing the program. It provides an easy way to
create, open, save, print, share, export, and close files; view and update file properties; set
permissions; set program options; and more. Commands available in the Backstage view are
organized into pages which you can display by clicking the page tabs in the left pane.
To display the Backstage view:
1. Click the File tab on the Ribbon (see Figure 8).

Figure 8 File Tab

To exit the Backstage view:

1. Click the Back button in the upper-left corner of the Backstage view (see Figure 9). Or,
press the Esc key.

Figure 9 Info Page of the Backstage View

Formula Bar
The Formula bar displays the contents of the active cell and can be used to enter or edit cell
contents. The Formula bar contains three buttons (see Figure 10). The Insert Function button is
always available, but the other two buttons are active only while you are entering or editing data
in a cell. Clicking the Cancel button cancels the changes you make in the cell, which is the same
as pressing the Esc key. Clicking the Enter button completes the changes you make in the cell,
which is the same as pressing the Enter key. Clicking the Insert Function button opens a dialog
box that helps you construct formulas.

Microsoft Excel 2013 Part 1: Introduction to Excel

Figure 10 Formula Bar

Overview of Workbooks
An Excel file is called a workbook. Each new workbook contains one blank worksheet (see
Figure 11). You can add additional worksheets or delete existing worksheets as needed. By
default, a new workbook is named Book1 and the worksheet it contains is named Sheet1. Each
worksheet consists of 1,048,576 rows (numbered 1 through 1,048,576) and 16,384 columns
(labeled A through XFD). The box formed by the intersection of a row and a column is called a
cell. Cells are used to store data. Each cell is identified by its address which consists of its
column letter and row number (e.g., cell A1 is the cell in the first column and first row). A group
of cells is called a range. A range is identified by the addresses of the cells in the upper-left and
lower-right corners of the selected block of cells, separated by a colon (e.g., A1:C10). Only one
cell can be active at a time. The active cell has a green border around it and its address appears in
the Name box on the left side of the Formula bar. The row and column headers of the active cell
appear in a different color to make it easier to identify. A worksheet also has an invisible draw
layer which holds charts, images, and diagrams.

Figure 11 Worksheet

Creating Workbooks
When you start Excel 2013 and click Blank workbook on the Start screen, a new workbook
opens in the program window, ready for you to enter your data. You can also create a new
workbook while Excel 2013 is running. Each new workbook displays a default name (such as
Book1, Book2, and so on) on the Title bar until you save it with a more meaningful name.

Microsoft Excel 2013 Part 1: Introduction to Excel

To create a new workbook:

1. Click the File tab, and then click New. The New page of the Backstage view opens,
displaying thumbnails of the available templates (see Figure 12).
2. In the right pane, click Blank workbook. A new, blank workbook opens in a new
window.
NOTE: You can also create a new workbook by pressing Ctrl+N.

Figure 12 New Page of the Backstage View

Saving Workbooks
After creating a workbook, you can save it on your computer. Use the Save As command when
you save a workbook for the first time or if you want to save a copy of a workbook in a different
location, with a different file name, or in a different file format. Use the Save command to save
changes to an existing workbook.
NOTE: Excel 2013s file format is called Excel Workbook and is the same as Excel 2007 and 2010. This
format has the .xlsx file extension and is not backward compatible with Excel versions prior to 2007. You
can use Excel 2013 to save a workbook in the Excel 97-2003 Workbook format with the .xls file extension
to make it compatible with earlier versions of Excel, but you will not have access to all of Excel 2013s
features.

To save a workbook for the first time:

1. Click the File tab, and then click Save As. The Save As page of the Backstage view
opens (see Figure 13).
2. Click Computer in the center pane, and then click the Browse button or a recent folder
in the right pane.
Microsoft Excel 2013 Part 1: Introduction to Excel

Figure 13 Save As Page of the Backstage View

3. In the Save As dialog box, select a location to save the file, type a name in the File name
box, and then click the Save button (see Figure 14).
NOTE: By default, Excel 2013 workbooks are saved in the Excel Workbook format. To save a
document in a different format, click the Save as type arrow and select the desired file format
from the list.

Figure 14 Save As Dialog Box

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To save changes to a workbook:

1. Do one of the following:
Click the File tab, and then click Save.
On the Quick Access toolbar, click the Save button
Press Ctrl+S.

Closing Workbooks
When you finish working on a workbook, you can close it, but keep the program window open to
work on more workbooks. If the workbook contains any unsaved changes, you will be prompted
to save the changes before closing it.
To close a workbook without exiting Excel:
1. Click the File tab, and then click Close. Or, press Ctrl+W.

Opening Workbooks
You can locate and open an existing workbook from the Start screen when Excel 2013 starts or
from the Open page of the Backstage view. The Start screen and the Open page also display a list
of recently used workbooks which you can quickly open by clicking them. Each workbook opens
in its own window, making it easier to work on two workbooks at once.
To open a workbook:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open page of the
Backstage view opens, displaying a list of recently used workbooks in the right pane.
2. If the workbook you want is in the Recent Workbooks list, click its name to open it.
Otherwise, proceed to step 3.
3. Click Computer in the center pane, and then click the Browse button or a recent folder
in the right pane (see Figure 15).

Figure 15 Open Page of the Backstage View

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4. In the Open dialog box, locate and select the file that you want to open, and then click
the Open button (see Figure 16).

Figure 16 Open Dialog Box

NOTE: When you open a workbook created with earlier versions of Excel in Excel 2013, the workbook
opens in compatibility mode (indicated on the Title bar) with some of the new features of Excel 2013
disabled. You can easily convert the workbook to the Excel 2013 file format by clicking the Convert
button on the Info page of the Backstage view (see Figure 17).

Figure 17 Convert Button on the Info Page of the Backstage View

Moving Around and Making Selections

This section covers how to perform basic tasks such as moving around worksheets and selecting
cells, rows, and columns.
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Moving Around Worksheets

There are various ways to navigate through a worksheet. Using the mouse and the scroll bars,
you can scroll through the worksheet in any direction. Using the navigational keys on the
keyboard, you can move from cell to cell, move up or down one page at a time, or move to the
first or last used cell in the worksheet (see Table 3). You can also navigate to a specific cell in
the worksheet by entering its address in the Name box.
NOTE: Scrolling with the mouse does not change the location of the active cell. To change the active cell,
you must click a new cell after scrolling.
Table 3 Navigation Keyboard Shortcuts

Key

Action

Down arrow or Enter

Up arrow or Shift+Enter
Right arrow or Tab
Left arrow or Shift+Tab
Page Down
Page Up
Alt+Page Down
Alt+Page Up
Ctrl+Home
Ctrl+End

Moves the active cell one cell down.

Moves the active cell one cell up.
Moves the active cell one cell to the right.
Moves the active cell one cell to the left.
Moves the active cell down one page.
Moves the active cell up one page.
Moves the active cell right one page.
Moves the active cell left one page.
Moves the active cell to cell A1.
Moves the active cell to the last used cell in the worksheet.

Selecting Cells, Rows, and Columns

In order to work with a cell, you must first select it. When you want to work with more than one
cell at a time, you can quickly select ranges, rows, columns, or the entire worksheet.
To select a single cell:
1. Click the desired cell (see Figure 18).

Figure 18 Active Cell

To select a range of cells:

1. Click the first cell that you want to include in the range, hold down the Shift key, and
then click the last cell in the range (see Figure 19). Or, drag from the first cell in the
range to the last cell.
NOTE: When a range is selected, every cell in the range is highlighted, except for the active cell.
You can deselect a range by pressing any arrow key or by clicking any cell in the worksheet.

To select nonadjacent cells or ranges:

1. Select the first cell or range, hold down the Ctrl key, and then select the other cells or
ranges (see Figure 20).

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Figure 19 Selected Range

Figure 20 Selected Nonadjacent Ranges

To select a single row or column:

1. Click the header of the row or column that you want to select (see Figure 21 and Figure
22).
NOTE: When a row or column is selected, every cell in the row or column is highlighted, except
for the active cell. You can deselect a row or column by pressing any arrow key or by clicking
any cell in the worksheet.

Figure 21 Selected Row

Figure 22 Selected Column

To select multiple adjacent rows or columns:

1. Click the header of the first row or column that you want to select, hold down the Shift
key, and then click the header of the last row or column. Or, drag across the headers of
the rows or columns that you want to select.
To select multiple nonadjacent rows or columns:
1. Hold down the Ctrl key, and then click the headers of the rows or columns that you want
to select.
To select all cells in a worksheet:
1. Click the Select All button in the upper-left corner of the worksheet (see Figure 23). Or,
press Ctrl+A.

Figure 23 Select All Button

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Editing Worksheets
After creating a workbook, you can start adding data to a worksheet. If you need to make
changes, you can easily edit the data to correct errors, update information, or remove information
you no longer need.

Entering Data
You can add data by entering it directly in a cell or by using the Formula bar. A cell can contain
a maximum of 32,767 characters and can hold any of three basic types of data: text, numbers, or
formulas.
NOTE: If you make a mistake while entering data, simply press the Backspace key to delete all or a
portion of your entry and enter the correct data.

Entering Text
You can enter text in a worksheet to serve as labels for values, headings for columns, or
instructions about the worksheet. Text is defined as any combination of letters and numbers. Text
automatically aligns to the left in a cell. If you enter text that is longer than its columns current
width, the excess characters appear in the next cell to the right, as long as that cell is empty (see
Figure 24). If the adjacent cell is not empty, the long text entry appears truncated (see Figure 25).
The characters are not actually deleted and will appear if the width of the column is adjusted to
accommodate the long text entry.

Figure 24 Overflowing Text Entry

Figure 25 Truncated Text Entry

To enter text:
1. Select the cell in which you want to
enter text.
2. Type the desired text, and then press
the Enter key.
NOTE: To enter a line break in a cell,
press Alt+Enter (see Figure 26).

Figure 26 Cell with Line Breaks

Entering Numbers
Numeric entries contain only numbers and are automatically aligned to the right in a cell.
Numbers can exist as independent values, or they can be used in formulas to calculate other
values. You can enter whole numbers (such as 5 or 1,000), decimals (such as 0.25 or 5.15),
negative numbers (such as -10 or -5.5), percentages (such as 20% or 1.5%), and currency values
(such as $0.25 or $20.99).
NOTE: A number that does not fit within a column is displayed as a series of pound signs (#####). To
accommodate the number, increase the column width.

To enter a number:
1. Select the cell in which you want to enter the number.
2. Type the desired number, and then press the Enter key.
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Entering Dates and Times

Excel treats dates and times as special types of numeric values.
To enter a date:
1. Select the cell in which you want to enter the date.
2. Type the month, day, and year, with each number separated by a forward slash (/) or a
hyphen (-), and then press the Enter key.
To enter a time:
1. Select the cell in which you want to enter the time.
2. Type the hour, a colon (:), and the minutes, press the Spacebar, type a for A.M. or p for
P.M., and then press the Enter key.

Editing Data
If a cell contains a long entry and you only want to change a few characters, it is faster to edit the
data than to retype the entire entry. You can edit the contents of a cell directly in the cell or by
using the Formula bar.
To edit data:
1. Double-click the cell that contains the data you want to edit. The cursor (a blinking
vertical line) appears in the cell in the location that you double-clicked.
2. To insert characters, click where you want to make changes, and then type the new
characters.
NOTE: You can also move the cursor by pressing the Home, End, or arrow keys.

3. To delete characters, click where you want to make changes, and then press the
Backspace or Delete key.
NOTE: Pressing the Backspace key deletes the character to the left of the cursor; pressing the
Delete key deletes the character to the right of the cursor.

4. When you are finished, press the Enter key.

NOTE: If you are editing data and decide not to keep your edits, press the Esc key to return the
cell to its previous state.

Replacing Data
You can replace the entire contents of a cell with new data. Any formatting applied to the cell
remains in place and is applied to the new data.
To replace data:
1. Select the cell that contains the data you want to replace.
2. Type the new data, and then press the Enter key.

Deleting Data
You can delete the entire contents of a cell if the data is no longer needed. Deleting data does not
remove any formatting applied to the cell.
To delete data:
1. Select the cell that contains the data you want to delete, and then press the Delete key.

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Moving and Copying Cells

When editing a worksheet, you may want to duplicate a cell in another location or remove (cut) a
cell from its original location and place it in a new location. A copied cell can be pasted multiple
times; a cut cell can be pasted only once.
NOTE: Cut or copied data is stored on the Clipboard, a temporary storage area. You can access it by
clicking the dialog box launcher
in the Clipboard group on the Home tab of the Ribbon (see Figure
27).

To move or copy a cell:

1. Select the cell that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
To move the cell, click the Cut button

. Or, press Ctrl+X.

To copy the cell, click the Copy button

. Or, press Ctrl+C.
3. Select the cell where you want to paste the cut or copied cell.
4. On the Home tab, in the Clipboard group, click the Paste button

. Or, press Ctrl+V.

NOTE: When you cut or copy cells, a marquee (scrolling dotted line) appears around the cells.
You can remove the marquee by pressing the Esc key (see Figure 28).

Figure 27 Clipboard Group on the Home Tab

Figure 28 Cells with Marquee

Using Paste Special

The Paste Special command is a very useful editing feature. It allows you to control which
aspect of the copied cell to paste into the target cell. For example, you can choose to paste only
the copied cells formula, only the result of the formula, only the cells formatting, etc. You must
copy to use the Paste Special command; when you cut, the Paste Special command is not
available.
To use the Paste Special command:
1. Select the cell that contains the value, formula, or formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Copy button
.
3. Select the cell where you want to paste the value, formula, or formatting.
4. On the Home tab, in the Clipboard group, click the Paste arrow and select the desired
option from the menu (see Figure 29).
NOTE: Pointing to a command on the Paste menu displays its name in a ScreenTip. You can
access more options by clicking Paste Special at the bottom of the menu.

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Figure 29 Paste Menu

Clearing Cells
You can clear a cell to remove its contents,
formats, or comments. When clearing a cell,
you must specify whether to remove one, two,
or all three of these elements from the cell.
To clear a cell:
1. Select the cell that you want to clear.
2. On the Home tab, in the Editing group,
click the Clear button and select the
desired option from the menu (see
Figure 30).

Figure 30 Clear Menu

Undoing and Redoing Changes

Whenever you make a mistake, you can easily reverse it with the Undo command. After you
have undone one or more actions, the Redo command becomes available and allows you to
restore the undone actions.
To undo an action:
1. On the Quick Access toolbar, click the Undo button

. Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button

. Or, press Ctrl+Y.

Formatting Worksheets
Excel 2013 includes a number of features that can be used to easily format a worksheet.
Formatting enhances the appearance of a worksheet and makes it look professional.

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Formatting Cells and Cell Contents

You can format cells and cell contents by changing the font, font size, font style, and font color,
as well as adding cell borders and changing the background color of cells. Since formatting is
attached to the cell and not to the entry, you can format a cell before or after you enter the data.
The Font group on the Home tab of the Ribbon contains the most commonly used formatting
commands (see Figure 31). You can also format cells using the Format Cells dialog box which
can be opened by clicking the dialog box launcher
in the Font group.

Figure 31 Font Group on the Home Tab

Changing the Font and Font Size

A font defines the overall appearance or style of text lettering. Font size controls the height of the
font. The default font in new Excel 2013 workbooks is Calibri; the default font size is 11 points.
To change the font:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the desired font
from the list (see Figure 32).
To change the font size:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font
size from the list (see Figure 33). If a font size you want is not listed in the Font Size list,
click in the Font Size box, type the desired number, and then press the Enter key.
NOTE: You can also change the font size by clicking the Increase Font Size button
Decrease Font Size button

or

in the Font group on the Home tab of the Ribbon.

Figure 33 Font Size List

Figure 32 Font List

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Changing the Font Color and Fill Color

You can change the font color of cell contents or the background color of cells to emphasize
important data or add visual impact to a worksheet.
To change the font color:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the most
recently used color, or click the Font Color arrow and select a different color from the
color palette (see Figure 34).
To change the fill color:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Fill Color button to apply the most
recently used color, or click the Fill Color arrow and select a different color from the
color palette (see Figure 35).
NOTE: You can remove the fill color from a selected cell by clicking the Fill Color arrow, and
then clicking No Fill on the palette.

Figure 34 Font Color Palette

Figure 35 Fill Color Palette

Applying Font Styles

You can apply one or more font styles to emphasize important data in a worksheet. Font styles
are attributes such as bold, italic, and underline. Bolding makes the characters darker. Italicizing
slants the characters to the right. Underlining adds a line below the cell contents, not the cell
itself.
To bold or italicize data:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Bold button

or Italic button

To underline data:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, do one of the following (see Figure 36):
To apply a single underline, click the Underline button.
To apply a double underline, click the Underline arrow, and then click Double
Underline on the menu.
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Figure 36 Underline Menu

NOTE: The Bold, Italic, and Underline buttons are toggles. If you select a cell to which one of these
formats has been applied, and then click the corresponding button, that format is removed.

Adding Cell Borders

You can add borders to any or all sides of a
single cell or range. Excel 2013 includes
several predefined border styles that you can
use.
To add cell borders:
1. Select the cell to which you want to
add borders.
2. On the Home tab, in the Font group,
click the Borders button to apply the
most recently used border, or click
the Borders arrow and select a
different border from the menu (see
Figure 37).
NOTE: You can remove all borders
from a selected cell by clicking the
Borders arrow, and then clicking No
Border on the menu.

Figure 37 Borders Menu

Formatting Numbers
You can apply number formats to cells containing numbers to better reflect the type of data they
represent. For example, you can display a numeric value as a percentage, currency, date or time,
etc. The Number group on the Home tab of the Ribbon contains the most commonly used
commands for formatting numbers (see Figure 38). You can also format numbers using the
Number tab of the Format Cells dialog box which can be opened by clicking the dialog box
launcher
in the Number group.
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NOTE: Formatting does not change the actual value stored in a cell. The actual value is used in
calculations and is displayed in the Formula bar when the cell is selected.

Figure 38 Number Group on the Home Tab

To format numbers:
1. Select the cell that you want to format.
2. On the Home tab, in the Number
group, do one of the following (see
Figure 38):
Click the Accounting Number
Format button
to display the
number with a dollar sign, comma
separators, and two decimal places.
NOTE: You can select a different
currency symbol by clicking the
Accounting Number Format arrow
and selecting the desired symbol from
the menu.

Click the Percent Style button

to convert the number to a
percentage and display it with a
percent sign and no decimal places.
Click the Comma Style button
to display the number with comma
separators and two decimal places.
NOTE: You can access additional
number formats by clicking the
Number Format arrow and selecting
the desired option from the menu (see
Figure 39).
Figure 39 Number Format Menu

To change the number of decimal places:

1. Select the cell that you want to format.
2. On the Home tab, in the Number group, do one of the following (see Figure 38):
Click the Increase Decimal button

to increase the number of decimal places.

Click the Decrease Decimal button

to decrease the number of decimal places.

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Positioning Cell Contents

You can change the alignment, indentation, and orientation of cell contents, wrap the contents
within a cell, and merge cells. The Alignment group on the Home tab of the Ribbon contains the
most commonly used commands for positioning cell contents (see Figure 40). You can also
position cell contents using the Alignment tab of the Format Cells dialog box which can be
opened by clicking the dialog box launcher
in the Alignment group.

Figure 40 Alignment Group on the Home Tab

Aligning Data
By default, Excel 2013 aligns numbers to the right and text to the left, and all cells use bottom
alignment. The Alignment group on the Home tab of the Ribbon includes six alignment buttons
that can be used to change the horizontal and vertical alignment of cell contents.

The Align Left button

The Center button

The Align Right button

The Top Align button

The Middle Align button

centers the cell contents vertically within the cell.

The Bottom Align button

aligns the cell contents with the bottom edge of the cell.

aligns the cell contents with the left edge of the cell.
centers the cell contents horizontally within the cell.
aligns the cell contents with the right edge of the cell.
aligns the cell contents with the top edge of the cell.

To align data:
1. Select the cell that contains the data you want to align.
2. On the Home tab, in the Alignment group, click the desired alignment button.

Indenting Data
Indenting moves data away from the edge of the cell. This is often used to indicate a level of less
importance (such as a subtopic) (see Figure 41).

Figure 41 Indented Data

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To indent data:
1. Select the cell that contains the data you want to indent.
2. On the Home tab, in the Alignment group, click the Increase Indent button
click increments the amount of indentation by one character.

. Each

NOTE: You can decrease the indentation of data by clicking the Decrease Indent button
the Alignment group on the Home tab of the Ribbon.

in

Rotating Data
You can rotate data clockwise, counterclockwise, or vertically within a cell. This is often used to
label narrow columns or to add visual impact to a worksheet.
To rotate data:
1. Select the cell that contains the data you want to rotate.
2. On the Home tab, in the Alignment group, click the Orientation button and select the
desired option from the menu (see Figure 42). The row height automatically adjusts to fit
the rotated data (see Figure 43).

Figure 43 Rotated Data

Figure 42 Orientation Menu

NOTE: You can restore the data to its default orientation by clicking the Orientation button and
selecting the currently selected orientation.

Wrapping Data
Wrapping displays data on multiple lines within a cell. The number of wrapped lines depends on
the width of the column and the length of the data.
To wrap data:
1. Select the cell that contains the data you want to wrap.
2. On the Home tab, in the Alignment group, click the Wrap Text button
height automatically adjusts to fit the wrapped data (see Figure 44).

. The row

NOTE: You can restore the data to its original format by clicking the Wrap Text button again.

Figure 44 Wrapped Data

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Merging Cells
Merging combines two or more adjacent cells into one larger cell. This is a great way to create
labels that span several columns.
NOTE: If the cells you intend to merge have data in more than one cell, only the data in the upper-left cell
remains after you merge the cells.

To merge cells:
1. Select the cells that you want to merge.
2. On the Home tab, in the Alignment group, click the Merge & Center button to merge
the selected cells into one cell and center the data, or click the Merge & Center arrow
and select one of the following options (see Figure 45):
Merge Across: Merges each row of the selected cells into a larger cell.
Merge Cells: Merges the selected cells into one cell.

Figure 45 Merge & Center Menu

NOTE: You can split a merged cell by clicking the Merge & Center arrow, and then clicking
Unmerge Cells on the menu.

Copying Cell Formatting

You can copy the formatting of a specific cell and apply it to other cells in the worksheet. This
can save you time and effort when multiple formats have been applied to a cell and you want to
format additional cells with all the same formats.
To copy cell formatting:
1. Select the cell that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button

. The

mouse pointer changes to a plus sign with a paintbrush

.
3. Select the cell to which you want to apply the copied formatting.
NOTE: If you want to apply the copied formatting to more than area, double-click the Format
Painter button instead of single-clicking it. This keeps the Format Painter active until you press
the Esc key.

Applying Cell Styles

A cell style is a set of formatting characteristics (such as font, font size, font color, cell borders,
and fill color) that you can use to quickly format the cells in a worksheet. In addition to saving
you time, cell styles can help you keep formatting consistent throughout a worksheet. Excel 2013
includes several predefined styles that can be used to format headings, numbers, notes, etc.

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To apply a cell style:

1. Select the cell to which you want to apply a style.
2. On the Home tab, in the Styles group, click the Cell Styles button and select the desired
style from the gallery (see Figure 46).

Figure 46 Cell Styles Gallery

Getting Help
You can use the Excel Help system to get assistance on any topic or task. While some
information is installed with Excel 2013 on your computer, most of the information resides
online and is more up-to-date. You need an Internet connection to access resources from
Office.com.
To get help:
1. Click the Microsoft Excel Help button
on the right side of the Title bar. The Excel
Help window opens, displaying general help topics (see Figure 47).
NOTE: Clicking the Help button
in the upper-right corner of a dialog box displays topics
related to that dialog box in the Excel Help window.

2. Click any link to display the corresponding information.

3. To navigate between help topics, click the Back button
Home button

, Forward button

, or

on the toolbar.

4. To print a help topic, click the Print button

on the toolbar.
5. To search for a specific topic, type one or more keywords in the Search box, and then
press the Enter key to display the search results.
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6. To switch between online and offline help, click the Change Help Collection arrow
next to Excel Help at the top of the window, and then click Excel Help from Office.com
or Excel Help from your computer on the menu.
7. To close the Excel Help window, click the Close button
the window.

in the upper-right corner of

Figure 47 Excel Help Window

Exiting Excel
When you finish using Excel 2013, you should exit the program to free up system resources.
To exit Excel 2013:
1. Click the Close button

in the upper-right corner of the program window.

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