XP

Introduction to Excel 2013

Introduction to Excel 2013 cont.…XP
• Computer program used to enter, store, analyze,
and present quantitative data
• Creates electronic versions of spreadsheets
– Collection of text and numbers laid out in a grid
• Displays values calculated from data
• Allows what-if analysis
– Ability to change values in a spreadsheet and
assess the effect they have on calculated values

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Why learning Excel XP

• Understand the use of spreadsheets and Excel

• Learn the parts of the Excel window
• Scroll through a worksheet and navigate
between worksheets
• Create and save a workbook file
• Enter text, numbers, and dates into a
worksheet
• Resize, insert, and remove columns and rows

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Why learning Excel Cont.….. XP

• Select and move cell ranges

• Insert formulas and functions
• Insert, delete, move, and rename worksheets
• Work with editing tools
• Preview and print a workbook

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Definition of important terms XP

• A cell
• Row
• Colum
• Formula Bar
• Worksheet
• Workbook
• Cell Range
• Auto fill

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What new features exist in Excel 2013? XP

Like all of the applications within Office 2013, Excel introduces

several new features for the end user.

1. Quick Analysis tool.

Instant Data Analysis
Incorporates “Live Preview”
“Recommended Charts”
Chart Elements, Chart Styles, and Chart Filters
buttons.
2. Flash Fill.
3. Videos.
Quick Analysis Tool XP
 Flash Fill XP

Flash Fill is like a data assistant that finishes

your work for you.
As soon as it detects what you want to do, Flash
Fill enters the rest of your data in one fell
swoop.
Visual Overview XP

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The Excel Window XP

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Spreadsheet Data in Excel XP

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Worksheet Navigation XP

• A workbook can have two kinds of sheets:

– Worksheet contains a grid of rows and
columns into which user enters data
– Chart sheet provides visual representation
of data
• Cell reference identifies column/row location

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Worksheet Navigation XP

• To navigate between worksheets

– Use sheet tabs
• To navigate within a worksheet
– Use mouse, keyboard, GoTo dialog box, or
type cell reference in Name box

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Worksheet Navigation Keys XP

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Planning a Workbook XP

• Use a planning analysis sheet to define:

– Goal or purpose of workbook
– Type of data to collect
– Formulas needed to apply to data you
collected and entered
– Appearance of workbook content

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Entering Text, Numbers, and Dates
XP

• Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
• Number data
– Numerical value to be used in a mathematical
calculation
• Date and time data
– Commonly recognized formats for date and time
values

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Entering Text XP

• New data appears in both the active cell and

the formula bar
• AutoComplete feature
• To enter multiple lines of text within a cell
– Create a line break with Alt + Enter

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Entering Text XP

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Entering Numbers XP

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Working with Columns and Rows XP
• To make data easier to read:
– Modify size of columns and rows in a
worksheet
• To modify size of columns or rows:
– Drag border to resize
– Double-click border to autofit
– Format the Cells group to specify

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Working with Columns and Rows XP
• Column width
– Expressed in terms of number of characters
or pixels (8.43 characters equals 64 pixels)
– Note: Pixel size is based on screen
resolution
• Row height
– Measured in points (1/72 of an inch) or
pixels
– Default row height: 15 points or 20 pixels
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Working with Columns and Rows XP

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 Working with Columns and Rows XP
• Inserting a column or row
– Existing columns or rows shift to
accommodate

New Perspectives on Microsoft Office 2010 23

Working with Columns and Rows XP
• Deleting and clearing a row or column
– Deleting removes both the data and the
cells
– Clearing removes the data, leaving blank
cells where data had been

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Visual Overview XP

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 Worksheet Data XP

New Perspectives on Microsoft Office 2010 26

Working with Cells and Ranges XP

• Range reference indicates location and size of

a cell range
– Adjacent (A1:G5)
– Nonadjacent (A1:A5;F1:G5)
• Selecting a range
– Work with all cells in the range as a group
• Moving and copying a range
– Drag and drop
– Cut and paste
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Working with Cells and Ranges XP

• Inserting and deleting a range

– Existing cells shift to accommodate the
change

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Working with Formulas XP

• Formula
– An expression that returns a value
– Written using operators that combine different
values, resulting in a single displayed value

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Working with Formulas XP

• Entering a formula
– Click cell where you want formula results to
appear
– Type = and an expression that calculates a
value using cell references and arithmetic
operators
• Cell references allow you to change
values used in the calculation without
having to modify the formula itself
– Press Enter or Tab to complete the formula
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Working with Formulas XP

• Order of precedence
– Set of predefined rules used to determine
sequence in which operators are applied in
a calculation

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Working with Formulas XP

• Viewing a formula
– Select cell and review expression displayed in the
formula bar
– Each cell reference is color coded in the formula
and corresponding cell in the worksheet

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 Working with Formulas XP

• Copying and pasting formulas

– Cell references adjust to reflect new
location of the formula in the worksheet

New Perspectives on Microsoft Office 2010 33

Working with Formulas XP

• Guidelines for writing effective formulas:

– Keep them simple
– Do not hide data values within formulas
– Break up formulas to show intermediate
results

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Introducing Functions XP

• Function
– Named operation that returns a value
– Simplifies a formula, reducing a long formula into
a compact statement; for example, to add values
in the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
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Entering a Function XP

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Entering Functions with AutoSum XP
• Fast, convenient way to enter commonly used
functions
• Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row
(COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)

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Entering Functions with AutoSum XP

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Working with Worksheets XP

• Inserting a worksheet
– Name of new worksheet is based on
number and names of other sheets in the
workbook
• Deleting a worksheet
• Renaming a worksheet
– 31 characters maximum, including blank
spaces
– Width of sheet tab adjusts to length of
name
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Working with Worksheets XP

• Moving and copying a worksheet

– To move:
• Click and drag
– To copy:
• Ctrl + drag and drop
– Place most important worksheets at
beginning of workbook (leftmost sheet
tabs), less important worksheets toward
end (rightmost tabs)
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Editing Worksheet Content XP

• Use Edit mode to edit cell contents

– Keyboard shortcuts apply only to text within
selected cell

• Undoing and redoing an action

– Excel maintains a list of actions performed in a
workbook during current session
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Editing Worksheet Content XP

• Using find and replace

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Editing Worksheet Content XP

• Using the spelling checker

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Previewing a Workbook XP

• Changing worksheet views

– Normal view
– Page Layout view
– Page Break Preview

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Page Layout View XP

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 Page Break Preview XP

New Perspectives on Microsoft Office 2010 46

Previewing a Workbook XP

• Working with page orientation

– Portrait orientation (default)
• Page is taller than wide
– Landscape orientation
• Page is wider than tall

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Printing a Workbook XP

• Print tab provides options for choosing what

to print and how to print
– Printout includes only the data in the
worksheet
– Other elements (e.g., row/column
headings, gridlines) will not print by default
• Good practice: Review print preview before
printing to ensure that printout looks exactly
as you intended and avoid unnecessary
reprinting
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Printing a Workbook XP

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Viewing and Printing Worksheet XP
Formulas
• Switch to formula view
– Useful when you encounter unexpected results
and want to examine underlying formulas or to
discuss your formulas with a colleague

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Viewing and Printing Worksheet XP
Formulas
• Scaling the printout of a worksheet forces
contents to fit on a single page

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