Excel 2013 Absolute Beginner's Guide

Tracy Syrstad is the project manager for the MrExcel consulting team and also handles many of the tech support calls. She’s been helping people with Microsoft Office issues since 1997 when she discovered free online forums where anyone could ask and answer questions. She discovered she enjoyed teaching others new skills, and when Tracy began working with the MrExcel team, she was able to integrate the fun of teaching with one-on-one online desktop sharing sessions.

INTRODUCTION 1

Who Should Read This Book 3

How This Book Is Organized 3

Downloading the Example Files 3

Conventions Used In This Book 4

Special Elements 4

1  Understanding the Microsoft Excel Interface 5

Taking a Closer Look at the Excel Window 6

Customizing the Excel Window 12

Moving Around and Making Selections on a Sheet 19

Installing Optional Components 21

2  Working with Workbooks, Sheets, Rows, Columns, and Cells 27

Managing Workbooks 28

Using Templates to Quickly Create New Workbooks 33

Working with Sheets and Tabs 36

Working with Rows and Columns 40

Working with Cells 43

3  Getting Data onto a Sheet 47

Types of Data You Enter into Excel 48

Entering Different Types of Data into a Cell 48

Controlling the Next Cell Selection 50

Using Copy, Cut, Paste, Paste Special to Enter Data 52

Using Text to Columns to Separate Data in a Single Column 54

Inserting Symbols and Equations into a Cell 58

Using Web Queries to Get Data onto a Sheet    59

Using Series to Quickly Fill a Range 60

Editing Data 62

Working with Tables 64

Fixing Numbers Stored as Text 67

Spellchecking Your Sheet 69

Finding Data on Your Sheet 69

Using Data Validation to Limit Data Entry in a Cell 71

4  Formatting Sheets and Cells 75

Adjusting Row Heights and Column Widths 76

Changing the Font Settings of a Cell 77

Aligning Text in a Cell 79

Reflowing Text in a Paragraph 83

Applying Number Formats with Format Cells 85

Creating a Custom Format 88

When Cell Formatting Doesn’t Seem to Be Working Right 95

The Number Group on the Ribbon 95

Adding a Border Around a Range 96

Coloring the Inside of a Cell 98

Creating Hyperlinks 99

Quick Formatting with the Format Painter 101

Dynamic Cell Formatting with Conditional Formatting 101

Using Cell Styles to Quickly Apply Formatting 109

Using Themes to Ensure Uniformity in Design 109

5  Using Formulas 113

The Importance of Laying Out Data Properly 114

Adjusting Calculation Settings 114

Viewing Formulas Versus Values 115

Entering a Formula into a Cell 116

Three Ways of Entering a Formula’s Cell References 118

Relative Versus Absolute Formulas 118

Using a Cell on Another Sheet in a Formula 119

Using R1C1 Notation to Reference Cells 119

Using F4 to Change the Cell Referencing 121

Mathematical Operators 122

Copying a Formula to Another Cell 123

Using Names to Simplify References 125

Inserting Formulas into Tables 128

Using Table Names in Table Formulas 129

Writing Table Formulas Outside the Table 130

Using Array Formulas 132

Converting Formulas to Values 136

Troubleshooting Formulas 137

6  Using Functions 143

Breaking Down a Function 144

Finding Functions 144

Entering Functions Using the Function Arguments Dialog Box 146

Entering Functions Using In-Cell Tips 147

Using the AutoSum Button 148

Using Lookup Functions to Match a Value and Return Another 152

SUMIFS 159

SUMPRODUCT 160

Logical Functions 162

Nested IF Statements 164

IFERROR 165

Date and Time Functions 166

Troubleshooting Dates and Times Stored as Strings 172

Goal Seek 173

Using the Function Arguments Dialog Box to Troubleshoot Formulas 174

7  Sorting Data 177

Preparing Data 178

Opening the Sort Dialog Box 178

Sorting by Values 178

Sorting by Color or Icon 180

Using the Quick Sort Buttons 182

Quick Sorting Multiple Columns 182

Randomly Sorting Data 183

Sorting with a Custom Sequence 184

Rearranging Columns Using the Sort Dialog Box 186

Rearranging Columns Using the Mouse 186

Fixing Sort Problems 187

8  Filtering and Consolidating Data 189

Preparing Data 190

Applying a Filter to a Data Set 190

Clearing a Filter 191

Reapplying a Filter 192

Turning Filtering On for One Column 192

Filtering for Listed Items 192

Filtering the Grouped Dates Listing 193

Using the Search Function to Filter for or Exclude Items 195

Using the Search Function on Grouped Dates 196

Using Text, Number, and Date Special Filters 198

Filtering by Color or Icon 200

Filtering by Selection 200

Allowing Filtering on a Protected Sheet 201

Using the Advanced Filter Option 202

Removing Duplicates from a Data Set 207

Consolidating Data 208

9  Distributing and Printing a Workbook  213

Using Cell Comments to Add Notes to Cells 214

Allowing Multiple Users to Edit a Workbook at the Same Time 216

Hiding and Unhiding Sheets 217

Locking Rows or Columns in Place 218

Creating Custom Views of Your Data 219

Configuring the Page Setup .220

Creating a Custom Header or Footer 222

Using Page Break Preview to Set Page Breaks 225

Printing Sheets 226

Protecting Your Workbook from Unwanted Changes 227

Protecting the Data on a Sheet 228

Preventing Changes by Marking a File as Final 230

Restricting Access Using IRM 230

Certifying a Workbook with a Digital Signature 230

Sharing Files Between Excel Versions 231

Removing Hidden or Confidential Information 231

Recovering Lost Changes 232

Sending an Excel File as an Attachment 233

Sharing a File Online 234

10  Subtotals and Grouping 235

Using the SUBTOTAL Function 236

Summarizing Data Using the Subtotal Tool 237

Copying the Subtotals to a New Location 240

Formatting the Subtotals 241

Applying Different Subtotal Function Types 241

Combining Multiple Subtotal Results to One Row 243

Subtotaling by Multiple Columns 245

Sorting Subtotals 246

Adding Space Between Subtotaled Groups 246

Grouping and Outlining Rows and Columns 249

11  Creating Charts and Sparklines 253

Preparing Data 254

Elements of a Chart 254

Types of Charts 256

Adding a Chart to a Sheet 258

Adding, Removing, and Formatting Chart Elements 262

Editing and Formatting a Chart Title 262

Changing the Display Units in an Axis 263

Applying Chart Styles and Colors 264

Applying Chart Layouts 265

Moving or Resizing a Chart 265

Switching Rows and Columns 266

Changing an Existing Chart’s Type    266

Creating a Chart with Multiple Chart Types 266

Updating Chart Data 268

Creating Stock Charts 269

Creating Bubble Charts 269

Pie Chart Issue: Small Slices 270

Adding Sparklines to Data 272

Creating a Chart Using a User-Created Template 275

12  PivotTables and Slicers 277

Preparing Data for Use in a PivotTable 278

PivotTable Limitations 279

PivotTable Compatibility 279

PivotTable Field List 280

Creating a PivotTable 281

Changing How a PivotTable Appears on a Sheet 286

PivotTable Sorting 287

Expanding and Collapsing Fields 289

Viewing the Records Used to Calculate a Value 290

Grouping Dates 290

Filtering Data in a PivotTable 292

Creating a Calculated Field 296

Hiding Totals 298

Formatting Values 298

Slicers 299

13  Using Power View to Create Reports 301

Power View Requirements 302

Creating Reports 302

Inserting and Formatting a Report Title 305

Changing Data Visualizations 305

Combining Multiple Visualizations 309

Changing Colors 310

Sorting 311

Filtering 312

Sharing Power View Reports 315

14  Inserting SmartArt, WordArt, and Pictures 317

Working with SmartArt 318

Inserting WordArt 325

Inserting Pictures 326

15  An Introduction to Using Macros and UDFs 333

Enabling VBA Security 334

Developer Tab 335

Introduction to the Visual Basic Editor 336

Understanding How the Macro Recorder Works 338

Recording a Macro 342

Running a Macro 343

User-Defined Functions 347

16  Introducing the Excel Web App 355

Requirements 356

Acquiring a Microsoft Account 356

Uploading and Downloading Workbooks 358

Opening a Workbook 360

Creating a New Workbook Online 361

Saving a File to Your Local Drive 362

Sharing a Folder or Workbook 362

Interacting with a Sheet Online 366

Configuring Browser View Options 367

Setting Up a Survey 369

Index 373