Excel 2013

Level 1
Excel 2013:
Level 1

Table of Contents
The Excel 2013 User Interface ........................................................................................ 1
The Excel Window ....................................................................................................... 1
Excel Getting Started Window ..................................................................................... 2
File Tab .................................................................................................................... 2
The Quick Access Toolbar ....................................................................................... 4
To Access the Quick Access Toolbar tool: ........................................................... 4
The Customize the Quick Access Toolbar Tool .................................................... 5
The Ribbon .............................................................................................................. 7
Minimize the Ribbon ............................................................................................. 8
Dialog Box Launcher ............................................................................................ 9
On-demand Tabs................................................................................................ 10
Customize the Ribbon ............................................................................................ 11
Access Customize Ribbon Tool: ......................................................................... 11
Customize the Ribbon Tool ................................................................................ 12
Status Bar .............................................................................................................. 14
Status Bar Options and Description.................................................................... 15
Exploring the Ribbon ..................................................................................................... 17
Home tab ................................................................................................................... 17
Home tab Groups ................................................................................................... 17
Insert tab.................................................................................................................... 18
Insert tab Groups ................................................................................................... 18
Page Layout tab......................................................................................................... 19
Page Layout tab Groups ........................................................................................ 19
Formulas tab .............................................................................................................. 20
Formulas tab Groups ............................................................................................. 20
Data tab ..................................................................................................................... 21
Data tab Groups ..................................................................................................... 21
Review tab ................................................................................................................. 22
Review tab Groups................................................................................................. 22
View tab ..................................................................................................................... 23
View tab Groups..................................................................................................... 23
Excel Options Window .................................................................................................. 24

MS Excel 2013: Level 1 Page i

Office of Information Technology January 2015
Excel 2013:
Level 1
To access the Excel Options Window:....................................................................... 24
General Button .......................................................................................................... 25
Formulas Button ........................................................................................................ 26
Proofing Button .......................................................................................................... 27
Save Button ............................................................................................................... 28
Language Button ....................................................................................................... 29
Advanced Button ....................................................................................................... 30
Customize Ribbon Button .......................................................................................... 31
Quick Access Toolbar Button .................................................................................... 32

MS Excel 2013: Level 1 Page ii

Office of Information Technology January 2015
Excel 2013:
Level 1

The Excel 2013 User Interface

The Excel Window
The Excel 2013 Window, also known as the User Interface (UI), provides the user with
all the tools needed to create, revise, and save data in a work sheet format. Within the
window the user creates new work sheets, edits existing work sheets, and saves them
in a digital format. It can also be used to perform calculations using formulas and
functions, analyze, share, and manage information using charts and tables. The
following screen shot shows the major components within the Excel Window.

Quick Access
File Tab Toolbar

Ribbon

Status Bar

MS Excel 2013: Level 1 Page 1

Office of Information Technology January 2015
Excel 2013:
Level 1
Excel Getting Started Window
Opening the Excel application, not from a saved Excel file, will display the Getting
Started window. This new feature lets you:
1. Select from a list of Recent files.
2. Open Other Workbooks not in the Recent list
3. Search for online templates.
4. Choose a blank workbook, Take a tour of Excel, or select from a list of
templates.

File Tab
The File tab displays options that apply to the workbook as a whole. It contains
commands to open, save, send, print, and close. It also displays a list of recently
opened workbooks, the Excel Options button, and an Exit Excel button.

Clicking the File tab

displays the Menu shown on
the right.

Note: The Recently

Workbooks and Places on
the right.

MS Excel 2013: Level 1 Page 2

Office of Information Technology January 2015
Excel 2013:
Level 1
File tab Options and their Description
Option Description
Click this button to go back to application window.
Note: You can also press the Esc key on the keyboard.
Four buttons provide Protect Workbook, Inspect Workbook,
Versions and Browser View Options. The right hand pane
diplays specific information about the open workbook.
Select a Blank Workbook or a Template. If you don’t see
what youwant, try doing search at the top of the pane.
Opens a list of Recent workbooks displayed in the right pane.
Displays a list of locations to browse and locate a workbook.
Saves the workbook in the .xlsx format by default. If the
workbook was not previously saved, the Save As dialog box
opens.
Saves the workbook in the .xlsx format by default. Save in
other formats by clicking the Save As dialog box’s Save as
type: button.
The left hand pane dispalys Print options while the right hand
pane is a Print Preview of the workbook.
Share your Workbook with others by:
 Posting it to OneDrive.
 Sending it as an Email attachment.
 Presenting it on line in a Lync Meeting or conversation.
Use this feature to:
 Convert the workbook to a PDF or XPS file.
 Change the file type of the workbook.

Closes the Workbook, the Excel application remains open.

Provides information about User, Connected Services,

Product Information (Office version and type),and Excel.
Opens the Excel Options dialog box. Here you can select
customization and preference options for Excel.
To learn more see Excel Options Dialog Box, page 24.

MS Excel 2013: Level 1 Page 3

Office of Information Technology January 2015
Excel 2013:
Level 1
The Quick Access Toolbar
The Quick Access Toolbar is your toolbar. It contains your most used Excel
commands that you add. Located in the top left corner above the Ribbon, it contains
three default buttons; Save, Undo and Redo, to get you started. Then you add the
command buttons that you want in the order you want. You can also customize the
toolbar for a specific document.
To customize the Quick Access Toolbar:

Note: The above Quick Access Toolbar has been customized.

To Access the Quick Access Toolbar tool:

Click the File tab to open the File Menu.

At the bottom of the menu, select Options.

This opens the Excel Options dialog box.

In the left pane select the Quick Access

Toolbar button.

The dialog box contains two sections;

Choose commands from: and See figure next page.
Customize Quick Access Toolbar:

MS Excel 2013: Level 1 Page 4

Office of Information Technology January 2015
Excel 2013:
Level 1
The Customize the Quick Access Toolbar Tool

To Customize the Quick Access Toolbar:

By default, this field is set to Popular

Commands. Click the field to display a list of
1. Choose commands from:
other command categories. All Commands
field.
can be displayed as well as commands from
each of the tabs on the Ribbon.

Displays the icons and commands for the

2. Commands list. category selected in the Choose commands
from: field.

MS Excel 2013: Level 1 Page 5

Office of Information Technology January 2015
Excel 2013:
Level 1
Select from this field’s dropdown if the changes
are:
3. Customize Quick Access
Toolbar: Field  For All Documents (default)
 For (the currently opened workbook)
only.
This pane lists the commands currently on the
4. Current Quick Access Toolbar
Quick Access Toolbar and the order they are
field.
displayed.

Select a command in the left pane and click

Add>>. The command is added to the list of
commands in the right pane.
Select a command in the right pane and click
5. Add>> and <<Remove buttons <<Remove The command is removed from the
list of commands in the right pane.
Tip: Double clicking a selected command will
also Add or Remove it depending which list its
in.

Select a command in the right pane to change

6. Move Up and Down arrow
its order up or down and change the display
buttons
order on the Quick Access Toolbar.

7. Show Quick Access Toolbar Checking this box will cause the Quick Access
below the Ribbon check box Toolbar to display below the Ribbon.

Click this button to reset the Quick Access

8. Reset button Toolbar to its default state (Save, Undo, and
Redo buttons).

Use Export to create a file of customizations or

Import to reset customizations to a previous
9. Import/Export button state.
Tip: Share your Quick Access Toolbar with
others using Import/export.

Once your Quick Access Toolbar is ready,

10. OK button
click OK to save.

MS Excel 2013: Level 1 Page 6

Office of Information Technology January 2015
Excel 2013:
Level 1
The Ribbon
The Ribbon is the band that lies across the top of the program window. It provides you
with access to the commands and other features of Excel.
The Ribbon consists of: 1. Tabs, 2. Groups, and 3. Commands.

1. Tabs By default, the Excel Ribbon has seven Tabs across the top.
1. Home
2. Insert
3. Page Layout
4. Formulas
5. Data
6. Review
7. View
Each Tab represents a category of commands or features.

2. Groups Each Tab is divided into subcategories called Groups. Each

Group contains related commands or features.

3. Commands Commands can be in the form of buttons to execute a command,

boxes to enter information, or menus of selectable Commands.
Note: Depending on the width of your display and the Excel window, how command
buttons are displayed will change. Generally, it is best to keep the Excel window as
wide as possible.

MS Excel 2013: Level 1 Page 7

Office of Information Technology January 2015
Excel 2013:
Level 1
Minimize the Ribbon
The Ribbon can be collapsed so only the tabs display. This provides more workspace
for a workbook. To collapse the Ribbon:

Right click on any Tab.

From the menu that opens, select

Collapse the Ribbon.

The Ribbon is minimized so only the

Tabs show.

Clicking on a Tab opens the Ribbon

over the open workbook.

To turn off the minimize feature, reverse

the above process.

Tip: Double click on the selected tab to minimize the Ribbon. Double clicking again
restores the Ribbon

MS Excel 2013: Level 1 Page 8

Office of Information Technology January 2015
Excel 2013:
Level 1
Dialog Box Launcher
Not all related commands can be shown in the Group. In such cases, in the bottom
right corner of the Group there is a small button with a diagonal arrow.
This is called the Dialog Box Launcher. Click the button and a dialog
box opens which offers more options and features.

Dialog Box Launcher Clicking the Dialog Box Launcher button opens a
dialog box or a task pane. Many of the dialog
boxes are recognizable from previous versions of
Excel.

MS Excel 2013: Level 1 Page 9

Office of Information Technology January 2015
Excel 2013:
Level 1
On-demand Tabs
On-demand tabs are so named because they only appear on the Ribbon when an
object, such as a Picture, Table, Drawing, or Chart, is selected in the work sheet.
These tabs provide tools specifically for the selected object as long as the object is
selected. For example, when a chart is selected, a Chart Tools tab appears. See
example below.

When a chart is selected, the Chart Tools Tab

1. Chart selected
appears above the ribbon.

The Chart Tools tab appears with 2 Sub-tabs;

2. Chart Tools tab
Design and Format.

Selcting a Sub Tab changes the ribbon to

3. Design and Format sub tabs
reflect that tab’s Groups.

Each Group contains related commands for

4. Sub Tab groups
formatting the Chart.

MS Excel 2013: Level 1 Page 10

Office of Information Technology January 2015
Excel 2013:
Level 1
Customize the Ribbon
You can personalize the Ribbon with customization. The new customization feature
allows you to;
 Change the Order of or Turn Off existing tabs.
 Create a New Tab, Add a Group or Groups to it, and add the Command
Buttons you want.
 Import or Export customization files from one computer to another.
Access Customize Ribbon Tool:

Click the File tab to open the File Menu.

At the bottom of the menu, click the Options

button to open the Excel Options dialog box.

In the left pane of the Excel Options window,

select the Customize Ribbon button.

The dialog box now contains two sections, the

Choose commands from: section, and the See figure on next page.
Customize the Ribbon: section.

TIP: You can also get to the Customize the Ribbon window, by right-clicking any tab
on the ribbon, and then clicking Customize the Ribbon.

MS Excel 2013: Level 1 Page 11

Office of Information Technology January 2015
Excel 2013:
Level 1
Customize the Ribbon Tool

Displays Popular Commands by default. Click the

Menu button to display a list of other command
1. Choose commands from:
categories. All Commands can be displayed as
field.
well as Macros, Groups and Commands on Tabs,
and Custom Tabs and Groups.

Displays the icons and commands for the category

2. Commands Pane.
selected in the Choose commands from: field.

Select from this field’s dropdown if the changes are:

3. Customize the Ribbon:  All Tabs
Field  Main Tabs (default)
 Tool Tabs

This pane lists the Tabs, Groups, and Commands

4. Current Ribbon
currently on the Ribbon.for the category selected in
configuration pane.
the Customize the Ribbon field.

MS Excel 2013: Level 1 Page 12

Office of Information Technology January 2015
Excel 2013:
Level 1
Only commands can be added to the default set of
Tabs and Groups. Select a command in the left
pane to add it to the right.
Commands can be added to custom made Tabs
5. Add >> and Remove
and Groups.
buttons
Note: Only Groups can be removed from the
default set of Tabs. Select a group in the right pane
and click Remove. The Group and its commands
are removed.

Select a Tab or a Group in the right pane and move

6. Move Up and Down arrow
its position up or down. Postion of Commands in
buttons
default groups can not be changed.

New Tab button - Creates a new tab to which you

can add groups and commands.
New Group button – Creates groups on a custom
7. New Tab, New Group, and tab.
Rename buttons. Rename button – Custom Tabs and Groups can be
renamed.
Select your New Group and then add Commands
to it.
Used to:

8. Reset button  Reset only selected ribbon tab or

 Reset all Ribbon and Quick Access Toolbar
customizations.
Use Export to create a file of customizations or
Import a customizations file.
9. Import/Export button Tip: Share your Ribbon and Quick Access Toolbar
with others or quickly setup the customizations on
another computer using Import/export.

10. OK button Click OK to save your Ribbon customizations.

MS Excel 2013: Level 1 Page 13

Office of Information Technology January 2015
Excel 2013:
Level 1
Status Bar
The File tab, Quick Access Toolbar, Ribbon, and the Workbook Area all reside in
the MS Office Window. At the bottom of the window is the Status Bar which contains
features not to be overlooked. You can customize the Status Bar to meet your needs.
Here’s how:

Some features are default and display by default. They are:

Note: Numbered features are explained in the Options Table below.

To modify the Status Bar to meet your personal needs, right click on a blank area of
the Status Bar. The Options Menu (shown here) is displayed. Features with check
marks are turned on. No check mark, turned off.

Each Status Bar Option and its Description is shown in the following table:

MS Excel 2013: Level 1 Page 14

Office of Information Technology January 2015
Excel 2013:
Level 1
Status Bar Options and Description

Option Function or Purpose

Selected by default, this option displays the current cell editing mode on the
left side of the status bar. One of the following modes is displayed.
 Ready to indicate ready to accept input.
 Enter to indicate content entry mode. It is displayed when you select a
cell and start typing, or when you press F2 twice.
Cell Mode (#1)
 Edit to indicate in-cell editing mode. It is displayed when you double-
click a cell, or when you press F2 so that you can enter or edit data in a
cell.
 Point to indicate formula cell selection mode. It is displayed when you
start a formula and then click the cells that you want to include in the
formula.
Flash Fill Blank
Cells
Displays the number of cells that were filled and the number of cells that were
and
skipped (left blank) after a Flash Fill operation.
Flash Fill
Changed Cells
Selected by default, this option indicates that the active workbook has been
Signatures
digitally signed.
Information Selected by default, this option indicates that Information Rights
Management Management (IRM) has been used to restrict permission to content in the
Policy active workbook.
Selected by default, this option displays an icon next to the Cell Mode indicator
that you can click to view the current read and edit document permissions. This
Permissions
icon displays only when access to the document has been restricted (File Tab >
Info > Protect Workbook).
When selected, this option displays Caps Lock to indicate that CAPS LOCK is
Caps Lock
turned on.
When selected, this option displays Num Lock to indicate that NUM LOCK is
Num Lock turned on to allow using the keys on the numeric keypad to enter numbers in the
worksheet.
Selected by default, this option displays Scroll Lock to indicate that SCROLL
Scroll Lock
LOCK is turned on to allow scrolling in the worksheet by using the arrow keys.
Selected by default, this option displays Fixed Decimal to indicate that all
numerical values that you enter on the worksheet will be displayed with fixed
Fixed Decimal decimals. This option is turned on when you check the Automatically insert a
decimal point check box under Editing options on the Advanced button of
the Excel Options dialog box (File tab > Options button > Advanced button).
When selected, this option displays Overtype to indicate that INSERT was
Overtype Mode pressed to activate overtype mode while editing cell contents in cell editing mode
(double-click a cell or press F2).

MS Excel 2013: Level 1 Page 15

Office of Information Technology January 2015
Excel 2013:
Level 1
Selected by default, this option displays End Mode to indicate that END
was pressed to activate end mode. Pressing END followed by an arrow
End Mode
key moves the selection in the direction of the arrow key, stopping at
the start and end of data, and then the start or end of the worksheet.
Macro When selected, this option displays a button next to the Cell Mode (Ready)
Recording indicator that you can click to start recording a macro.
Selected by default, this option displays one of the following cell selection
modes.
 Extend Selection when you press F8 to extend the cell selection by
Selection Mode
using arrow keys.
 Add to Selection when you press SHIFT+F8 to add a nonadjacent cell
or range to a selection of cells by using the arrow keys.
Selected by default, this option displays the page number of the selected
Page Number worksheet page and the number of pages in the worksheet when you are
working in Page Layout view or Print Preview view.
Selected by default, this option displays the average that is calculated from
Average
selected cells that contain numerical values.
Selected by default, this option displays the number of selected cells that
Count
contain data.
Numerical When selected, this option displays the number of selected cells that contain
Count numerical values.
When selected, this option displays the minimum numerical value in selected cells
Minimum
that contain numerical values.
When selected, this option displays the maximum numerical value in selected
Maximum
cells that contain numerical values.
Selected by default, this option displays the sum of numerical values in
Sum
selected cells that contain numerical values.
Upload Status Selected by default, this option appears to not do anything.
Selected by default, this option displays the Normal view, Page Layout view,
View Shortcuts
and Page Break Preview buttons. You can click these buttons to change the
(#2)
current view.
Selected by default, this option displays the Zoom level. You can click Zoom
Zoom (#3) to open the Zoom dialog box, where you can specify the percentage of
magnification that you want to use.
Selected by default, this option displays the Zoom slider with the Zoom out
Zoom Slider and Zoom in buttons. You can then drag the slider to Zoom out and Zoom in
(#4) or use the plus and minus buttons to change the magnification of the worksheet
content in 10% increments.

MS Excel 2013: Level 1 Page 16

Office of Information Technology January 2015
Excel 2013:
Level 1

Exploring the Ribbon

The Excel 2013 Ribbon is divided up in to Tabs which represent a broad category of
commands. Each Tab is broken up into sub-categories called Groups. Groups contain
related command represented by buttons. The Ribbon’s organization puts task-related
commands in a single location. Some Groups also have a Dialog Box Launcher
which provides access to even more features and options.
Tip: Making the Excel window as wide as possible maximizes the number of
Command tool buttons displayed in each tab’s Groups.
Discussed below is each of the Ribbon’s default Tabs, its Groups, and the Commands
in the group.

Home tab
The Home tab contains the most commonly used commands to start working with a
workbook.

Note: Your Ribbon may not look like this. See the Tip above.

Home tab Groups

Provides Cut, Copy, and Paste commands and Format Painter.
Clipboard Also opens the Clipboard Pane which displays text or objects on
the clipboard.
Font Provides Commands for fomatting text and formatting cells.
Provides commands to align, indent, and wrap text, and merge
Alignment
and split cells.
Number Provides commands for Number formatting in cells.
Contains commands to Conditionally Format, Format Tables,
Styles
and to set cells to pre-defined Cell Styles.
Contains tools for;
 Inserting cells, rows, coumns, or a new sheet.
Cells  Deleting cells, rows, coumns, or sheets.
 Formating row height, column width, organize sheets, or
protect and/or hide cells.

MS Excel 2013: Level 1 Page 17

Office of Information Technology January 2015
Excel 2013:
Level 1
Contains tools for Editing cells, Sorting and Filtering data, and
Editing
doing Find and Replace searches.

Click the Dialog Box Launcher button to open the Clipboard or

Format Cells dialog box.

Insert tab
The Insert tab contains groups that enable quick insertion of objects such as Tables,
Charts, and Pictures.

Insert tab Groups

Provides commands to insert Tables, Pivot Tables, and Pivot
Tables
Charts.
Provides commands to insert pictures from Picture Files, Clip
Illustrations
Art, Shapes, or SmartArt.

Provides commands for inserting a Chart and then selecting

Charts various chart styles and formatting the selected chart.
Click on to open the Insert Chart dialog box.

A Sparkline is a tiny chart in a worksheet cell that provides a

Sparklines visual representation of data. Use sparklines to show trends in a
series of values or to highlight max and min values.

Filter Slicers are used in conjunction with Pivot Tables. Slicers

Filter
provide buttons that you can click to filter PivotTable data.

Povides the command to insert or remove a Hyperlink in

Links
worksheet and designate what the link points to.
Insert a Text Box in the workbook.
Also provides options for inserting:
 Header & Footer
Text
 WordArt
 Signature Line (Microsoft Digital Siganture)
 Objects

MS Excel 2013: Level 1 Page 18

Office of Information Technology January 2015
Excel 2013:
Level 1
Provides tools for inserting:
Symbols  Mathematical symbols and formulas.
 A large variety of Symbols and Special Characters.

Page Layout tab

The groups on the Page Layout tab contain tools for customization of workbook pages.
It also provides commands for the placement of text and graphics in the workbook.

Page Layout tab Groups

Click the Themes button to select pre-built themes for the workbook.
Themes Use the Theme Colors, Fonts, and Effects buttons to create
custom themes for a workbook.

The Page Setup group provides commands to change the features

of the workbook page(s):
 Margins - Select built in margins or create custom Margins.
 Orientation – Choose Portrait or Landscape workbook.
 Size – Select pre-set paper sizes or create a custom Size.
Page Setup  Print Area - Select the portion of the workbook to print..
 Breaks- Insert or remove a break.
 Background – Used to select a background for the workbook.
 Print Titles – Opens the Page Setup dialog box to select
titles to repeat at the top of each work book.
 Click to launch the Page Setup dialog box.
Scale to Fit provides 3 scaling features so work book prints on a
Scale to Fit selected number of pages.
Click to launch the Page Setup dialog box.
Sheet Provides Options for viewing or printing Gridlines and Headings.
Options Click to launch the Page Setup dialog box.
Provides options to Order, Select, Align, Group, and Rotate
Arrange
objects on the workbook.

MS Excel 2013: Level 1 Page 19

Office of Information Technology January 2015
Excel 2013:
Level 1
Formulas tab
The groups of the Formulas tab contain commands for working with Formulas and
Functions in the workbook.

Formulas tab Groups

Provides access to function groups, such as AutoSum, Financial,

and Logical. Each function group has numerous functions
Function
pertinant to a specific category. The Function Library also provides
Library
the Fucntion Wizard which provides convenient insertion to the
workbook of functions.

Contains the Name Manager and provides options for creating Cell
Names far a cell or range of cells and then refering to that cell range
Defined
by name in formulas.
Names
Clicking on the Name Manager button opens the Name Manager
dialog box.

Provides error-checking and tracing functions to ensure the

Formula
integrity of formulas. It also contains the Watch Window which
Auditing
allows constant tracking of specific values.

The Watch Window makes it convenient to inspect, audit, or confirm

Watch formula calculations and results in large worksheets. By using the
Window Watch Window, you don't need to scroll or go to different parts of
your worksheet.

Click the Calculations button to select how calculations are made in

Calculation the work book. Also, contains options for calculating only selected
portions of the workbook.

MS Excel 2013: Level 1 Page 20

Office of Information Technology January 2015
Excel 2013:
Level 1
Data tab
Groups on the Data tab are used to import and export data, establish connections
with external data sources, and manipulate data within worksheets.

Data tab Groups

Provides commands for accessing and importing data from

Get External
external sources. These sources can be an Access Database, the
Data
Internet, text files, and other sources.

Contains commands for managing connections to other data

Connections
sources.

Sort and Provides options for sorting and filtering data and advanced data
Filter filtering options for data analysis.

Contains options for converting text to tables, removing data

Data Tools duplicates, and performing data validation, consolidation, and
analysis.

Provides commands for grouping and ungrouping data and

Outline inserting subtotals.
Click on the to open the Settings dialog box.

MS Excel 2013: Level 1 Page 21

Office of Information Technology January 2015
Excel 2013:
Level 1
Review tab
The Review tab’s groups contain commands for reviewing and editing the contents of
a workbook by a single person or a group of people and track the changes made.

Review tab Groups

Check, modify, and enhance the text in a workbook with features such
Proofing
as Spelling and Grammar Check, Research, and Thesaurus.

Provides a translation tool for translating selected text into different

Language
languages.

Comment Provides the ability to insert Comments about selected text. Also
s provides editing and navigation tools for posted Comments.

Allows the author of a workbook to set previewing and editing

Changes privelages for other users. It also provides options for navigating
through changes made by others and accepting or rejecting them.
This button turns on the Ink Tools tab on the ribbon (see below). This
tab contains pens and highlighters for marking up a worksheet.

Start
Inking

MS Excel 2013: Level 1 Page 22

Office of Information Technology January 2015
Excel 2013:
Level 1
View tab
Groups the View tab provide commands to switch between different workbook views,
show or hides features, and view multiple workbooks at the same time. It also
provides commands for working with Macros.

View tab Groups

Provides 4 workbook viewing options:

1. Normal
2. Page Layout
Workbook
3. Page Break Preview
Views
4. Custom Views
Note: Also, find Workbook View shortcut buttons at the right end of
the Status Bar.

Provides options for showing or hiding:

 Rulers
Show  Gridlines
 Formula Bar
 Headings

Provides Zoom controls to zoom in or out on a workbook.

Zoom Note: Also, find a Zoom control button and the Zoom Slider Bar
at the right side of the Status Bar.

Use these commands when multiple workbook windows are open

Window
at once. Commands allow displaying windows in several ways.

Click this button to open:

Macros  The Macros dialog box.
 The Record Macro dialog box.

MS Excel 2013: Level 1 Page 23

Office of Information Technology January 2015
Excel 2013:
Level 1

Excel Options Window

The Excel Options Window contains customization and personalization options for
the Excel Window, Workbooks, and Worksheets. Personalizing your copy of Excel
will make it easier to use, increasing your efficiency and effectiveness.

To access the Excel Options Window:

1. Click on the File tab to display the

File Menu.

2. Select the Options button at the

bottom of the File Menu.

Excel Options Window

Clicking one of the Excel Option Buttons opens that button’s Options Pane.
Following is an explanation of some of the buttons and their features.

MS Excel 2013: Level 1 Page 24

Office of Information Technology January 2015
Excel 2013:
Level 1
General Button
Use the General button to change some of the more popular options in Excel.

This section allows you to:

 turn on or off the Mini Toolbar.
Recommendation: Leave it on.
User Interface Options  turn on on or off Live Preview.
Recommendation: Leave it on.
 change Excel’s color scheme.
 choose how Screen Tips are displayed.

Here you can set your preferences for:

 the default font and font size for new workbooks.
When Creating New
 the default View for new workbooks.
Workbooks
 the number of worksheets a new workbook contains.
Recommendation: Set to 1.

Personalize your copy of Sets how your name will appear in all Office applications.
Microsoft Office For example, as the author of a workbook.

Options for:
 Choosing files for Excel to openby defautlt.
Start Options  Notification if Excel isn’t the default spreadsheet
program.
 Show the Start screen each time Excel starts.

MS Excel 2013: Level 1 Page 25

Office of Information Technology January 2015
Excel 2013:
Level 1
Formulas Button
Use the Formulas button to change options related to Formula Calculation, Working
with formulas, Error Checking and, Error Checking Rules.

Sets your preferences for how a workbook handles

Calculation options
calculations.

Working with formulas Here you can set options for referencing cells in formulas.

Use this section to turn off and on background error

Error Checking
checking and the highlight color for errors.

Set your preference for 9 error checking rules by turning

Error checking rules
them on or off.

MS Excel 2013: Level 1 Page 26

Office of Information Technology January 2015
Excel 2013:
Level 1
Proofing Button
The Proofing button provides options to change auto correction and spelling settings.

Click the AutoCorrect Options button to open the

AutoCorrect dialog box. Use this to cutomize the
auto correction features.
Note: Changes here will also be made in the other
Auto Correct options
Office applications.
Tip: Use this feature to auto correct long phrases.
For instances, type bbn and it becomes Banner
Basics and Navigation.

Provides preference options for auto correction of

spelling. Click on the Custom Dictionaries… button
When correcting spelling in
to create custom dictionaries.
Microsoft Office programs
Note: Changes here will also be made in the other
Office applications.

MS Excel 2013: Level 1 Page 27

Office of Information Technology January 2015
Excel 2013:
Level 1
Save Button
Here you can set your default preferences for how workbooks are saved and the
default location where workbook files are saved.

Set the default Format for saving Excel files and

default Location where files are saved.
Save Workbooks
Set how often Excel auto saves (AutoRecover) the
workbook and the location of the AutoRecover file.

Used to turn on or off AutoRecover for a selected

AutoRecover exceptions for:
workbook.

Choose the Save location for checked out files and

Offline editing options….
set the location of Server drafts.

Previous versions of Excel may not have your

Preserve visual chosen workbook colors. This provides the ability to
appearance…. ensure your chosen colors will be seen when the file
is opened in any previous Excel version.

MS Excel 2013: Level 1 Page 28

Office of Information Technology January 2015
Excel 2013:
Level 1
Language Button
Here you can change your language preference for the Editing, Display and Help,
and ScreenTips, of your Microsoft Office applications

The default editing language is English. You can

Choose Editing Languages add other languages and then use different languages
for dictionaries, grammar checking, and sorting.

Here, choose your preferred language for Displays

Choose Display and Help and when using Help. It also provides a link to
Options Office.com where you can download more language
options.

Holding your mouse pointer over buttons and other

features in Excel will dispaly a Screen Tip. Use this
Choose Screen Tip
option choose the Screen Tip display language. It
Language
also provides a link to Office.com where you can
download more language options.

MS Excel 2013: Level 1 Page 29

Office of Information Technology January 2015
Excel 2013:
Level 1
Advanced Button
The Advanced button is used to access many, advanced options for customizing
Excel.
There are too many to discuss here but it is well worth your time to go through them and
become familiar with the available options and preference settings.

The Advanced Options sections are:

 Editing Options
 Cut, Copy, and Paste Options
 Imaging, Size, and Quality Options
 Print
 Chart Options
 Display Options
 Display Options for this Worksheet
 Formulas Options
 When Calculating This Workbook Options
 General Options

MS Excel 2013: Level 1 Page 30

Office of Information Technology January 2015
Excel 2013:
Level 1
Customize Ribbon Button
New in Office 2013 you can now customize the ribbon to better meet your needs.

Instructions for using this Customize the Ribbon Tool are found by clicking here or
turning to Page 5 in this manual.

MS Excel 2013: Level 1 Page 31

Office of Information Technology January 2015
Excel 2013:
Level 1
Quick Access Toolbar Button
The Quick Access Toolbar button opens the Customize the Quick Access Toolbar
Window. With this tool, you can customize the Quick Access Toolbar and Keyboard
Shortcuts to meet your specific needs.

Instructions for using this Customize the Quick Access Toolbar utility are found by
clicking here or turning to Page 4 in this manual.

MS Excel 2013: Level 1 Page 32

Office of Information Technology January 2015