MS EXCEL 2013

MANUALS
Introduction
Microsoft Excel is a spread sheet application that lets you organise your data into lists.
Excel is capable of performing calculations, generating charts and has many tools to
enable you to analysis and summarise your data.

Opening Excel

Using Windows 7

 Click on the Start Button

 In the Search Program and Files box type

Excel x Click on Excel 2013 from the
Program results x The Microsoft Excel 2013
program will open.

Using Windows 8

 Press the Windows key on the keyboard. x

Type Excel
 Click on Excel 2013 under the Apps results
Getting Started with Excel 2013
When you open Excel 2013, you ’ ll see templates for budgets, calendars, forms, and
reports, and more.
 Click on Blank workbook to create a new workbook.
Or
 Click Open Other Workbooks to work on an existing workbook.

To set up Excel so it automatically opens a new workbook

 Click File then Options.
 On the General tab, under Start up
options, uncheck the Show the Start
screen when this application starts box.

 The next time you start Excel, it opens

blank workbook automatically similar to
older versions of Excel.
The File Menu
The File menu has changed in Excel 2013. However, this is still where you go to access
options such so creating a New file, Save, Save As, Close, New, Print (and Print

Preview). To close the File menu click on the button on the top left or press Esc on
the keyboard.

The Ribbon Menu

The menus and toolbars in Excel have been replaced with the Ribbon (since Excel 2007),
which is part of the Microsoft Office
Fluent user interface. The Ribbon is
designed to help you quickly find the
commands that you need to complete
a task. Commands are organized in
logical
groups, which are collected together
under tabs. Each tab relates to a type
of activity, such as writing or laying
out a page.

Tabs
There are
7 tabs in
Microsoft Excel 2013. Tabs are used to
organise together related groups of
commands. The commands work in the
same way as before e.g. if you want to
make a piece of text appear in
bold font, select the piece of text using the mouse,
on the home tab, in the font group, click

Dialog Box Launcher

At first glance, you may not see a certain command from a previous version of Excel.
Some groups have a small diagonal arrow in the lower-right c o r n e r .

The arrow is called a Dialog Box Launcher. If you click it, you'll see more options related to
that group. Those options will often appear in the form of a dialog box that you may
recognize from a previous version of Excel
Quick Access Toolbar
The Quick Access toolbar is located on the upper left hand corner above
the File Menu It is a customizable toolbar that contains a set of
commands that are independent of the tab that is currently displayed
this means that the buttons remain the same no matter what tab is
currently open. By default it contains save, undo and re-do buttons.

By clicking on the arrow to the right of this toolbar you can quickly
add other commands from the list or you can use the method outlined below. The
position of the quick access toolbar can also be moved to below the Ribbon

Adding to the Quick Access Toolbar

There may be a command that you use on a regular basis that you would like to have
access to without having to go through the ribbon interface. To add such a command to
the quick access toolbar do the following:

 Locate the command in its tab

 Right click on the command button and from the menu that displays select Add
to quick access toolbar
 The button will now be added to the toolbar

Removing a button from the Quick Access Toolbar

 Right click on the button in the quick access toolbar
 Select Remove from quick access toolbar from the menu that displays

Page Layout View

Page Layout View is a new feature since Excel 2007. It is similar in some ways to print
layout view in Word.

 Click on the View Tab

 Select Page Layout

Alternatively

 Click on the Page Layout View in the bottom right hand corner of the
Excel Window
The Excel Work Book
In Excel 2013, when you open up a new workbook it now contains only 1 worksheet There
can be a max of 1,048,576 rows and 16,384 columns in an excel work sheet.

Sheet Tabs
The name of the sheet appears on a tab at the bottom of the workbook window.
(Sheet1)

Renaming a Tab
It can be useful to name the sheets you are using.
 Right Click on the tab of the sheet to be
named x Select Rename
 Type the name of the sheet

 Press enter on the Keyboard.

Alternatively, double click on the sheet tab and type the new sheet name

Adding a new sheet

This is useful to organize and store related information within the same file but on
separate sheets. New sheets can be added to a workbook at any time

 Click on the insert

worksheet button

 A new sheet will be created.

Alternatively, right click an existing sheet tab and select Insert. A new sheet will be
inserted to the left of the worksheet. To move from sheet to sheet, click the sheet tabs.

Changing the Tab Colour of a Worksheet Color…

x Right click on the sheet tab and click Tab
x Select the required colour

Deleting a Worksheet
x Right click on the sheet tab and select Delete.
x The following warning appears

x Click Delete to permanently that worksheet.

Alternatively, from the Home Tab in the Cells Group click on Delete and select Delete
Sheet.

Warning: The Undo button will not undo the deletion of a worksheet
Creating a new Excel
Workbook
When you open Excel 2013,
y o u ’l l s e e t e m p l a t e s f o r

budgets, calendars, forms,

and reports, and more.

 Click on Blank
workbook to create
a new workbook.

 If you have closed an existing file and then wish to create a new workbook
Click on the File menu and click New the same screen appears as when
you open excel and you select Blank workbook.

Saving an Excel File

Before you begin adding content to your excel file it is considered best practice to save the
file

 Double click
on Computer
and the Save As window appears

 Select which folder you wish

to save the file and type the
file name in the filename box

 Click on Save.

 Once you saved the file the

name of the file appears at the
top of the screen It is
recommended that you save your work regularly
 This can be done by clicking on Save button on the
the Quick Access Toolbar
C o n v e rt i n g O l d E x c e l F i l e s t o 2 0 1 3
If you open an excel file that was originally created in a previous version of Excel
[Compatibility Mode] is displayed beside the filename in the title bar on the top of the
screen.

To convert the file to the current file version

 Click on File and click on Info

 Click on Convert Button

location of where it is being saved the same

The Confirm Save As box appears.
 Click Yes to replace the old
file type with the 2013 version.
 Alternatively if you wish to keep a copy of the old version of the file
Click No and give the file a new name.

Note: The ________ button will only appear if the file that is opened has been created in
a version of Excel prior to Excel 2007.
C los in g Ex cel
In earlier versions of Excel you can exit Excel and close all open workbooks at once. To
reduce confusion about the different close and exit commands in Office Backstage view
(File tab), Exit was removed in Excel 2013.

Unfortunately, you’ll notice that clicking File > Close or the Close button (in the upper-
right corner of the application window) only closes workbooks one at a time, which is
time-consuming when you have many workbooks open and you just want to exit Excel.

To exit Excel the way you did before, add Exit to the Quick Access Toolbar (File > Options
> Quick Access Toolbar), or right-click the Excel icon on the Windows Taskbar to pick Close
all windows.

Note: If you have made changes to the workbook you are prompted to save the
workbook before it closes. (Click on Save if you wish to save the changes, Don’t Save to
discard changes or Cancel to cancel the command to close the file).
Cells
A cell must be selected i.e. made active before entering the
information. To make the cell active, click into the cell using the
mouse. The active cell address is displayed in the Name Box and
a dark border appears around the cell.

Types of Data
Text, numbers, dates or a formula may be typed into a cell. By default, text aligns to
the left of the cell whereas numbers, dates and formulas are right aligned.

Entering Data in a Cell

 Select the cell you wish to enter

the data into and type.
 As you type, the data appears
in the active cell and in the
formula bar.
 A cancel mark U and an enter
mark D appears between the
name box and the formula bar.
Click on the tick mark upon completion of your entry or if you wish to
delete the entry click on the x. x Alternative ways of completing the entry
of data in a cell include the following:
 Press the Enter key – this completes the entry and moves you down
one cell below the active cell.

 Press the Tab key - this completes the entry and moves you one cell
to the right of the active cell.
 Press one of the Arrow keys – this completes the entry and moves
you one cell in the direction of the arrow.
 Use the mouse to move to another cell.

Editing a cell
 Double click on the cell you wish to edit and move the cursor to where you
wish to type. Alternatively, select the cell you wish to edit then click into the
formula bar and make the required change.
 To r e p l a c e existing data in a cell, simply click on the cell and type the new
data and press enter.
 To d e l e t e data in a cell, select the cell and press the Delete key on
the keyboard.
The Mouse Pointer
The shape of the mouse pointer changes shape depending on where it is positioned
within a cell. Each shape carries out a different task.

 If the mouse is moved to the centre area of a cell the mouse

shape will be a white cross - use to select cells

 Click into a cell and move the mouse to any part of the border of
the cell. The cell changes to a double headed arrow - use to
move and drag the contents of the cell t o a different location.

 Click into a cell and move the mouse to bottom right of the cell.
The mouse pointer changes to a + symbol - use for autofill or
to copy contents of a cell.

Autofill
If you are entering a set series e.g. months of the year or days of the week you can type
one of the series and then fill the rest of the series by using the autofill handle. If the
entry in the cell is not part of a series the same data is filled into the other cells. If the cell
contains a formula, the formula is copied into the other cells but the cell references will
change (because excel uses relative cell referencing by default).

Example
 Click into cell B1 and type Jul. Rest your mouse
to the bottom right of the cell until the autofill
handle appears.
 Click and drag over the two cells to the right of
cell B1. Aug should appear in cell C1 and Sep in
cell D1.
 Now click into cell B2 and type 50000 using the
autofill click and drag into the two cells to the
right of cell B1. 50000 should now be copied into
cells C2 and D2.
Note: In Excel 2013 you can autofill in any direction

Examples of series that can be auto filled

Initial selection Extended series Initial selection Extended series

1, 2, 3 4, 5, 6,... 2007, 2008 2009, 2013, 2011,...

9:00 10:00, 11:00, 12:00,... 1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,...

Mon Tue, Wed, Thu,... Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,...

Monday Tuesday, Wednesday, Thursday,... text1, textA text2, textA, text3, textA,...

Jan Feb, Mar, Apr,... 1st Period 2nd Period, 3rd Period,...

Jan, Apr Jul, Oct, Jan,... Product 1 Product 2, Product 3,...

Jan-07, Apr-07 Jul-07, Oct-07, Jan-08,...

15-Jan, 15-Apr 15-Jul, 15-Oct,...

The Home Tab – Basic Formatting
The most commonly used features of Excel are located in the Home Tab. These would
include many of the formatting options.

F o r m a t t in g D a t a

Font Formatting

The majority of the options available for

changing the format of the text in cells are
located on the Home Tab, in the Font
Group. Here you can change the
selected Font Style, Size, Colour and
more.

 Click and drag to select the cells to

be formatted
 Click on the formatting
option required.
 Resting your mouse over an
option will display a screen tip
detailing the function of the
button.
 To see all the font formatting
options available click on the
small arrow on the bottom right
hand corner of the group.
 The Format Cells window will
open.

Using Styles
There are a large number of styles that can be used to format the cells in a worksheet.
 Select the Cells
the background
of which you
want to format
 In the Styles
Group
on the Home Tab select a style
Using Format as a Table
The Format as Table may also contain a style that suits the data.

 Select the Cells you want wish to format

 In the Styles Group on the Home Tab
 Click on the Format as a Table button and choose a format

If you later decide that you’d prefer your data in its original form (i.e. not in a table), you
can convert it back to a range of cells. Click anywhere in the table and then on the Table
Tools tab, on the Design table, under the Tools group click on the Convert To Range
button. Once the data is converted back to a range, the table features are no longer
available.
Note: that the formatting that was applied to the table is still present.

Data Formatting
Other than text an excel workbook will also contain data such as numbers dates and
currency. To differentiate between say 20% and €20 you would need to format the
numbers.

 Click on the Cells to be formatted

 Click on the Arrow to the right of the word
General in the Number Group on the Home
Tab.

 Select your required Formatting

The default currency setting may already be €

(depending on your computer’s Region Settings). If
you want to display a different currency symbol carry
out the following:

 Display the Format Cells window by

clicking on the arrow on the bottom right
of the Numbers Group on the Home Tab
 Click on the Number tab
 Select Currency from the list of
Category’s x Change the Format as
required.
 Click on OK

The default date style, percentage and so on can also

be changed here.
Cell Alignment
By default text aligns left, numbers and dates right. You
can change the alignment of a cell by using the commands
in the Alignment Group on the Home Tab.

Text direction can also we changed here.

Wrap Text
If you want text to appear on multiple lines in a cell, you can format the cell so that the
text wraps automatically

 Select the cells that you want to format.

 On the Home tab, in the Alignment group, click Wrap Text.
 Data in the cell wraps to fit the column width. When you change the column
width, data wrapping adjusts automatically.(If all wrapped text is not visible,
you may need to increase the row height)

Note: Data in the cell wraps to fit the column width. When you change the column width,
data wrapping adjusts automatically.

Merge and Centre

Joins the selected cells in to one large cell and centres the data within
the cell.

 Select two or more adjacent cells that you want to merge.

 Click on the Merge and Centre button in the Alignment

Group.

Note: Make sure that the data that you want to display in the merged cell is contained in
the upper-left cell of the selected range. Only the data in the upper-left cell will remain in
the merged cell. Data in all the other cells of the selected range will be deleted.
Duplicating and Moving Data
To duplicate data means that an electronic image is taken of the original
data and placed in an area known as the clipboard. The process used is
called Copy & Paste. The buttons associated with these commands are
located in the Clipboard Group in the Home Tab - Copy and Paste.

Using Copy and Paste

 Select the range of cells you wish to copy.

 Click on the button. A flashing border appears around the outside of the
selected cells.
 Click into the cell where you want the first cell of your selection to appear.
 Click on thebutton. The data still remains in the original range of cells but you now
have a copy of the data in the new location.
 You can continue to paste into other locations in the worksheet if you wish. When
you have finished pasting pressing the Esc key on the keyboard to turn off the
flashing border. The flashing border will turn off automatically when you carry out
another task.

Using Cut and Paste

To move data from one location in a worksheet to somewhere else either within the same
worksheet or to a different worksheet/workbook the process used is Cut & Paste.

 Select the range of cells you wish to move.

 Click on the Cut button. A flashing border appears around the outside of the
selected cells.
 Click into the cell where you want the first cell of your selection to appear.
 Click on the Paste button. The data is now gone from its original location and now
appears - in the new location.

Paste Options
There are a lot of options available when using paste.
 Click on the arrow under Paste to display options such as
Paste formulas, Keep source formatting, Paste Values etc.
Rows and Columns
Occasionally you will need to add extra rows or columns into the middle of your data.
The buttons for doing this are located in the Cells group on the Home tab.

Inserting a Row
When new rows are inserted they are inserted above the row where the
cell pointer is positioned.

 Click on the row below where you want the new row to be inserted.

 Click on the Arrow below the Insert button in the Cells

 Select Insert Sheet Rows

 A new row will be inserted above the one that was selected.

Alternatively,

 Select an entire row by clicking on the row heading to the left of the
row

 Right click on the highlighted row and select Insert from the
shortcut menu

 A blank row is inserted above the selected row.

Inserting a Column
When new columns are inserted into a sheet they are inserted to the left of where the
pointer is positioned.

 Click ion the column to the right of where you want the new
column. x Click on the Arrow below the Insert button in the Cells

 Select Insert Sheet Columns

 A new column will be inserted to the left of the selected column

Alternatively,

 Select an entire column by clicking on the column heading above the column

 Right click on the highlighted column and select insert.

 A blank column is inserted to the left of the selected row.

Inserting a Cell
 Right Click on a cell and select Insert
 If a single Cell is required choose from the top two options
from the insert window that appears
 For a new row or column chooses the appropriate option from
the bottom two options
Note: Be careful when inserting individual cells as when existing data is moved or shifted
related information may no longer by lined up as you need it. If this happens use the

UNDO button to return the data to its previous location

Deleting Columns or Rows

 Select the column/row to be deleted by clicking on the column/row
heading
 Right-click and from the shortcut menu choose Delete.

Note: Pressing the delete key on the keyboard will delete the data in the row/column
but the blank row/column will remain.

Changing Column Widths or Row Heights

Column Width
 Position the mouse to the right of the column header of
the column you wish to adjust the width of.
 The mouse changes to a double arrow.
 Click and drag the mouse to the right to widen the
column or to the left to make the column narrower.
To change the column width for the best fit
 Double click on the line dividing the columns instead of
dragging the mouse
 The column is sized to the width of the widest entry in that
column

Using the Home Tab

 Click on any cell in the Column to be adjusted by width
 Click on the Arrow below the Format button in the Cells Group on the Home
Tab

 Click on AutoFit Column Width to have Excel choose the best fit
 To specify an exact width select Column Width and in the box that displays
type the exact width required.

Row Height
 Position the mouse on the top edge of the row header of row you wish to
adjust the height of
 The mouse changes to a double arrow
 Click and drag the mouse to increase or reduce the height of the row.

To change the row height for the best fit

 Double click on the line dividing the rows instead of clicking and dragging the
mouse
  The row is sized to the height of the highest entry in that row.

Using the Home Tab

 Click on any cell in the Row to be adjusted by height
 Click on the Arrow below the Format button in the Cells Group on the Home
Tab
 Click on AutoFit Row Height to have Excel choose the best fit
 To specify an exact height select Row Height and in the box that displays type
the exact height required.
Freeze Panes

Freeze Panes are used to keep an area of a worksheet visible while you scroll to another
area of the worksheet, you can lock specific rows or columns in one area by freezing the
panes.

On the worksheet, do one of the following:

 To lock rows, select the row below the row or rows that you want to keep
visible when you scroll.

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

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

On the View tab, in the Window group, click the

arrow below Freeze Panes

Do one of the following

 To lock Row 1 only, click Freeze Top Row.

 To lock Column A only, click Freeze First Column.
 To lock more than one row or column, or to lock both rows and columns at the
same time, use Freeze Panes. Ensure you active the correct cell first e.g. if
you wish to freeze the top 4 rows and the first 2 columns click into cell C5 –
excel will freeze the rows above and the columns to the left of the active cell.

Un-Freeze Panes
 Click on to the View Tab, in the Windows Group and click on the arrow
below Freeze Panes

 An Unfreeze pane option will now be available

 Click the Unfreeze Panes option

Rows and Columns

You can select a particular portion of a worksheet to stay static while you work
on other parts of the sheet. This is accomplished through the Freeze Rows
Repeat rows on the Printed Page
Freeze panes keep certain rows or columns visible regardless of your location
on a spreadsheet. On the printed page it can to useful to have the same
column and rows visible on all pages. To do this you must setup the spread
sheet to print titles
~ On the Page Layout Tab

� In the Page Setup group

� Click the Print Titles button

� The Sheet tab of the page setup dialog box will open
In the Print Title area use the selection button to select the Rows you want repeated at
the top of each page and then the other selection button to choose the columns you
want repeated on the left of each printed page
Formula
Formulas are used to perform calculations in the worksheet. All calculations are based on
formulas, which link cells together. The default calculation method in Excel is
automatic, if a value changes in the worksheet any formula referring to that value will
automatically recalculate.

The following symbols are used to represent the 4 basic Mathematical Operators:

+ Addition

- Subtraction

* Multiplication

/ Division

Begin formulas in Microsoft Excel with an = equal sign. The equal sign tells Excel that
the succeeding characters constitute a formula.

E n t er i n g a F o r mu l a
 Position the cell pointer in the cell that will contain the answer of the
formula. Type an = equal sign.
 Click with the mouse on the cell to be calculated.
 Type the mathematically operator to be used in the formula.
 Click on the next cell to be calculated.
 Repeat Steps 4 & 5, as required.
 Press enter to return the result of the formula or click on the tick on the
formula bar. The result of the formula is displayed in the worksheet cell. The
actual formula controlling the result will be displayed in the formula bar of the
worksheet.

Functions
A function is a predefined formula that operates on a value or values and returns a value or
values. Many Excel functions are shorthand versions of frequently used formulas. E.g. the
Sum function lets you add a series of cell values by simply selecting a range of

cells.

Formula =A1 +A2+A3+A4+A5+A6+A7+A8

Function =SUM(A1:A8)

As illustrated above, the sum function makes the formula a lot shorter and easier to
create.
Elements of a Function
The following elements are common in all functions:

1. = must start with an equal sign

2. function name must have a name

3. (….) must have arguments enclosed in brackets. There are a few

exceptions e.g. =now ( ) A u t o S u m

The SUM function is the most commonly used function so to make it more accessible there
is an AutoSum button on the Home Tab in the Editing group as well. It is also located
on the Formulas Tab.

Calculating sum of a range of cells

 Position the cell pointer in the cell that will contain the answer of the
function. Usually this will be under a column of numbers.

 Click on the AutoSum button

 Excel will guess the range of cells to be calculated and it will insert the
=SUM function. If the range of cells is not correct use the mouse to select
the correct range of cells to be added. (use the mouse and the Ctrl key to
select non-adjacent cells)
 Press return to display the results in the cell or click on the tick on the formula bar.

Alternatively
 Position the cell pointer in the cell that will contain the
 Type in the sum function e.g. =sum(B5:B7), remember
always start with the equals.
 Excel will prompt you with a list of possible functions,
you can click on the function you require or continue
typing it in.
 Ensure the correct range of cells are typed

x Hit Enter
 I n s er t i n g Fu n c t io n s
Click on the down arrow to the right of the AutoSum button on the Home tab, Editing Group

This will immediately allow you to access the functions; Average, Count,
Max & Min. For all other functions select the More Fu n c t i o n s … option or alternatively
click on the Formulas Tab and select your function from functions library.

Using the Average, Count, Max and Min Functions

 Click on the down arrow to the right of the AutoSum button
and select the required function e.g. Average
 Excel will guess the range of cells to be calculated and it
will insert the =Average function. If the range of cells is
not correct use the mouse to select the correct range of
cells to be included in the calculation.
 Press return to display the results in the cell or click on the
tick on the formula bar.

Function Library

Note in 2013 there is a huge range of different functions. Click on the Formulas Tab to
see the function library and also more advanced features such as defining names and
formula auditing.

Recently Used: All recently used functions

Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions
AutoSum
The SUM function is the most commonly used function so to make it more
accessible there is an AutoSum button on the Home tab.

 Position the cell pointer in the cell that will contain the result of the function.
 Click on the AutoSum button
Excel will guess the range of cells to be calculated and it will insert the =SUM function.
If the range of cells is not correct use the mouse to select the correct range of cells to be
added.
(use the mouse and the Ctrl key to select non-adjacent cells)
 Press return to display the results in the cell or click on the tick on the
formula bar.

To calculate a function:

 Click the cell where you want the function result to display
 Click the Insert Function button from the Formulas tab
 The following Insert Function dialogue box appears; This
dialogue also appears if you use either of the following
methods to insert a function:

a) using the More Functions button from the AutoSum button on the Home
tab

b) using the More Functions button from the AutoSum button on the Formulas
tab
 To find the required function you can either type the name of the
function in the Search for a function box and clic on Go or alternatively
select the category from the drop down list and then choose the required
function from the list below the heading Select a function:
If you are unsure what category the function you require is in click on All
& this will give you the complete list of functions that are available.
If you wish to use a function that you have used before it will be listed
under the Most Recently Used category, which is the default category
when the Insert Function dialogue box is displayed initially.
 Click on OK when you have selected the required function.
 The Function Arguments dialogue box is displayed. The options available here
may vary depending on the function selected. It is at this stage that you must
select the range(s) of cells that you require excel to carry out the function on.
 There may already be a cell range displayed in this box. If it is the correct
range of cells that you wish to carry out the function on, click on OK.
Otherwise select the correct range of cells by highlighting them with the
mouse and then click on OK.

Tip If the dialogue box is covering the range of cells you wish to highlight you may need
to move this box by clicking with the mouse on any part of the grey area of the box
and dragging it to an area of the screen that will make it easier for you to highlight
the cells.The procedure for using any of the other functions is very similar to the steps
outlined on the previous page.

You will also notice when you select a function a brief description of the function
will be display within the dialogue box.
For further help on a function click on the Help on this function link
Charts
Creating a chart in Microsoft Office Excel is quick and easy. Excel provides a variety of
chart types that you can choose from when you create a chart. Excel offers Pie, Line, Bar,
and Column charts to name but a few. Showing data in a chart can make it clearer, more
interesting and easier to read. Charts can also help you evaluate your data and make
comparisons between different values. Try the Recommended Charts command, new to
Excel 2013, on the Insert tab to quickly create a chart that’s just right
for your data.

C r e a t in g a C h a r t
 Select the data that you want to use in the chart – remember for non-adjacent cells
use the Ctrl key with the mouse. x Click on to the Insert Tab
 In the Chart Group Select the Chart Type that you require.
From the drop down list select the version of the chart you require
or
Click on the Recommend Charts button and select a chart layout that excel
recommends for your data.
 The chart will display on your worksheet and the Chart Tools Tabs will display
Chart Tools
 Chart Layout – Title and Legend of a chart can be repositioned using the
different layout options
 Chart Styles – These can be used to change the look and colors used in a
chart
 Chart Data – This can be used to change the data range or to swap the
data over the axis.

 Change Chart Type – Having created a chart, if you find it does not
represent your data effectively you can use the change chart type option to
try a different one.
 Chart Location – Can be used to move the Chart to a separate Sheet within
the Workbook
Modifying Chart Data
The data on a chart can be easily modified. Any changes made to the source data are
automatically reflected in the chart. It is possible to delete a series from the chart, add a
row of data or switch the order of a data series.

Deleting a Data Series

 Click on the Chart
 Data represented in the Chart will be highlighted by coloured lines
 Delete the data no longer required or adjust the lines so that they
encompass only the data to be represented in the chart

Adding a Data Series

 Click on to the Chart
 The data displayed in the chart will be highlighted in the work sheet by
coloured lines.
 Type the additional data beneath the highlighted data
 Click on the coloured lines and stretch them so that they include the new
data. x The Chart should update automatically.

Resizing a Chart
 Click on the chart to select it.
 A pale border will appear around the chart. At the corners on
the border and half way along each length you should see a
series of small dots
 When you rest your mouse on one of the series of small dots a
double-headed arrow appears.
 Click and drag the edge to adjust the size of the chart as
required. (Use the corner handles combined with holding the Shift key down to
keep the proportions correct.)

Deleting a Chart
 Click on the chart to select it.
 Press the Delete key on the keyboard.
Print Preview & Printing

To preview your worksheet before printing

 Click on the File Menu and click on Print
 The following screen is displayed, showing a preview of your workbook to the
right of the screen showing you the sheet exactly as it will print. (Working in
the Page Layout as outlined on page 5 also makes it easier to anticipate how
your worksheet will print out).

Print Options

Set printing options

Do one or more of the following:
 To change the printer, click the drop-
down box under Printer, and select
the printer that you want.
 To make page setup changes, including
changing page orientation, paper size,
and page margins, select the options
that you want under Settings.
 To scale the entire worksheet to fit on a
single printed page, under Settings, click
the option that you want in the scale
options drop-down box.
Print all or part of the worksheet
 To print the active sheet or sheets, or the entire
workbook, under Settings, select the option that
you want.
 To print a portion of the worksheet, do the
following:
Click the Home tab to return to the worksheet, and
then select the range of data that you want

to print. On the File tab, click Print. Under Settings, click Print Selection.

Note: If a worksheet has a defined print area, Excel prints only that area. If you don't
want to print only the defined print area, select the Ignore print area check box.

To exit out of Print/Print Preview Screen

 Just click on the Home tab (or any other required tab) or alternatively, hit the
Esc key on your keyboard

Page Setup
If the sheet is not displaying exactly as you required for printing you can make some
changes to its setup.

 In Print Preview click on the Page Setup Button.

Alternatively, if you are not already in the Print

Preview

 Click on the Page Layout Tab

 Make changes to Margins, Orientation etc. using the
Scale to Fit and Sheet Options
Adding Headers and Footers in Page Layout View

 Ensure you are in the Page Layout View by clicking on this

bottom right hand corner of the Excel Window
 Click in to the area in the top of the sheet “Click to Add Header”
 Type the text of your header/footer x A
new Design Tab will display
 Page Number, File name, and a number
of other elements can be added to the
header or footer of the document from
the design tab
 If you've used the buttons e.g. Page

Number the field name &[Page] will be displayed in the Header or Footer area
until you click somewhere onto the worksheet area.
Cell Referencing

There are three types of cell addressing used in Excel – relative, absolute and
mixed. The following examples will explain the difference between them. The choice
of addressing mode becomes significant when a formula is either moved or copied to
a new location.

Relative Cell Reference

Relative addressing is the most commonly used type of addressing. It assumes

that the relative relationship will be the same if a formula is copied from one cell
to another. Relative Cell Referencing If the formula in this cell is copied to cells E8 and E9
underneath it, the formula wil
change to:
=D8*B4 (in cell E8) =D9*B5 (in
cell E9)

These formulas would cause

errors as the Tax Rate is
contained in cell B3 and this
reference should remain

In this example above the formula in cell E7 calculates Alan Do y l e ’s tax l i ab i l ity i.e.
Gross Pay multiplied by Tax Rate. This formula uses the most common type of cell
addressing which is relative addressing. However, in this case it would cause
errors if copied to the cells underneath. This is because the tax rate is referenced
in cell B3 and this would change to B4, B5, and B6 and so on as the formula is
copied down the column.

Absolute Cell Reference

The figure below shows how absolute cell addressing will solve this particular problem. To
copy the formula in this case, you need to use absolute addressing to lock the cell
reference, B3. To create an absolute address, a dollar sign ($) is placed in front of the
column and row reference, e.g. B3 becomes $B$3. Once absolute addressing is used, the
cell reference will remain the same regardless of where it is copied to on the worksheet.
Mixed Cell References

Mixed Cell Referencing

C$4 – column C is relative

but row 4 is absolute
$B5 – column B is absolute
but row 5 is relative

Cell C5 contains the formula C$4*$B5

Firstly consider the cell reference C$4 – column C is relative but row 4 is
absolute. When this is auto-filled down to C6 you will notice that the cell
reference doesn’t change, however when it is auto-filled to the right the column
reference will change from C to D to E.

Now consider the cell reference $B5 - column B is absolute but row 5 is relative.
When this is auto-filled down to C6 you will notice that the row reference changes
but when it is auto-filled to the right there is no change in the column reference.
This is an example of where you may use both types of Mixed Cell Referencing

Tip you can adjust references in a formula by placing the insertion point any-
where adjacent to the reference and pressing the function key F4 on the
keyboard. Each time you press F4 the cell reference will toggle between
absolute, mixed or relative cell references.
Sorting Data
You use the Sort command to arrange the rows of a data list alphabetically or
numerically in ascending or descending order, based on the contents of the fields,
or columns.

Ascending will sort the lowest number, the beginning of the

alphabet, or the earliest date first in the sorted range.

Descending will sort the highest number, the end of the alphabet, or
the latest date first in the sorted range. Blank cells are always sorted
last.
 Click into a cell within the column you wish to sort.

 Click on the Home Tab and then click the down arrow to right
of the Sort & Filter command button located to the right of the screen within
the Editing group.

For more detailed

sorting select

Custom Sort or from the Data Tab click o the Sort command.

Office Excel 2013 allows the user to involve up to 64 criteria in one sort.
In Excel 2013 you can also sort by Values, Cell Colour, Font Colour or Cell Icon
(Conditional Formatting).
 On the Data tab, in the Sort & Filter group, click Sort to display the Sort
dialog box shown. Because row 6 contains headings for our data columns,
we check the My Data Has Headers box. We will now select the following
four criteria in the order shown:
 Sort by the Surname column so that Values (this means cell contents) are
in A to Z order.
 Sort by the Forename column so that Values are in A to Z order.
 Click the Add Level button twice to give a total; of four levels
 Sort by the Gross Pay column so that Values are in order from largest to
smallest.
 Sort by the Tax column so that Values are in order from largest to
smallest.
AutoFilter
The AutoFilter feature puts drop-down arrows (with menus) in the titles of
column. The menus are used to select criteria in the column
so that only records that meet the specified criteria are
displayed.
 Select a cell within the list.
 On the Home tab, in the Editing group, click Sort
& Filter, and then click on the Filter command. An
arrow appears to the right of each column label.
 Example: To display only the people in the MIS
department, remove the arrow next to Select All, and
select MIS from the list.

To display all the names in the list again, select the

Department drop down arrow, and Clear Filter from
“
D e p a r t m e n t ”.

Create criteria
 Point to Text Filters and then click one of the
comparison operators or click Custom Filter.
 For example, to filter by text that begins with a
specific character, select Begins With, or to filter by
text that has specific characters anywhere in the text,
select Contains.
 In the Custom AutoFilter dialog box, in the box on the
right, enter text or select the text value from the list.
Optionally, filter by one more criteria.

How to add one or more criteria

 To filter the table column or selection so that both criteria must be
true, select And.
 To filter the table column or selection so that either or both criteria can
be true, select Or.
 In the second entry, select a comparison operator, and then in the box
on the right, enter text or select a text value from the list.
To remove criteria
 Click anywhere with the filtered list

 On the Data Tab in the Sort & Filter group click

on the Clear button.

The full list will be displayed again but the filter dropdown arrows are still
available

To turn off the AutoFilter

 On the Home tab, in the Editing group, click Sort & Filter, and
then deselect Filter
Conditional Formatting
Conditional formatting helps make it easy to highlight interesting cells or ranges of
cells, emphasize unusual values, and visualize data by using data bars, color
scales, and icon sets. A conditional format changes the appearance of a cell
range based on a condition (or criteria). If the condition is true, the cell range
is formatted based on that condition; if the conditional is false, the cell range
is not formatted based on that condition.

Note: When you create a conditional format, you can only reference other
cells on the same worksheet; you cannot reference cells on other worksheets
in the same workbook, or use external references to another workbook.

 Select one or more cells in a range.

 On the Home tab, in the Styles group, click the arrow next to
Conditional Formatting, and then click Colour Scales, Icon Sets or
Data Bars
 To manage the rules for any of these types of formatting choose More
Rules..within the type selected
 The New Formatting Rule dialog box appears This allows you to
Format all cells based on their values
 Format only cells that contain
 Format only top or bottom ranked values
 Format only values that are above or below average
 Format only unique or duplicate values
 Use a formula to determine which cells to format
 The Format style chosen e.g 2/3 colour scale or
Data Bars etc will determine how the criteria for
the Conditional Formatting can be edited.

To Clear Rules
 Select the cells you wish to remove the conditional
formatting from
 Click on the arrow to the right of the Conditional Formatting command
and select Clear Rules.and then Clear from Selected Cells.
 Alternatively you may wish to remove all conditional formatting by
selecting Clear Rules from Entire Sheet.

IF Function
The if function can be used for comparative analysis. It returns one value if a
condition you specify evaluates to TRUE and another if it evaluates to FALSE. Any of
the following mathematical expressions for comparison can be used:

Definition
Equal to
Greater than
Less than
Greater than or equal
to
Less than or equal to
<= <> Not equal to
If statements can be built by using the Insert Function dialogue box but it is
necessary to be familiar with the syntax of the function to be able to create nested if
functions (i.e. where you cannot resolve a problem using only TRUE and FALSE).

Syntax

IF(logical_test,value_if_true,value_if_false)

Useful functions for General Use

FUNCTION DESCRIPTION
AVERAGE returns the average (arithmetic mean) of the
arguments.
CONCATENTATE joins several text strings into one text string.
COUNT counts the number of cells that contain numbers
and numbers within the list of arguments. Use
COUNT to get the number of entries in a number
field in a range or array of numbers.
COUNTA counts all of the nonblank cells in a specified range
of cells
COUNTBLANK counts empty cells in a specified range of cells.
COUNTIF counts the number of cells within a range that meet
the given criteria.
DAYS360 returns the number of days between two dates based
on a 360day year.
(note: you can also subtract one date from another)
HLOOKUP looks for a value in the top row of a table or array of
values and returns the value in the same column from
a row you specify.
LEN returns the number of characters in a string.
LOWER converts text to lowercase.
MAX returns the largest value in a set of values.
MIN returns the smallest value in a set of values.
NOW() returns the current date and time, this is one of the
few functions that does not require any arguments.
POWER returns the result of a number to a power.
PRODUCT multiplies all the numbers given as arguments and
returns the product.
SQRT returns the square root of a number.
SUMIF adds the cells specified by a given condition or
criteria.
SUMPRODUCT multiplies corresponding numeric components in
given ranges or arrays and returns the sum of those
product.
UPPER converts text to uppercase.
VLOOKUP searches for a value in the leftmost column of a table, and
then returns a value in the same row from a
column you specify in the table.
Managing Worksheets within a
Workbook
The Excel 2013 "Big Grid" increases the maximum number of
rows per worksheet from 65,536 to over 1 million, and the
number of columns from 256 (IV) to 16,384 (XFD). When you
open a new workbook there 1 worksheet by default
Sheet Tab
The names of the sheets appear on tabs at the bottom of
the workbook window. To move from sheet to sheet, click
the sheet tabs.

Insert a Worksheet
~ Click on the + to the right of Sheet1. Alternatively,
from the Home Tab in the Cells Group click on
Insert and select Insert Sheet.

Renaming a Worksheet
~ Right click on the sheet tab and select Rename,
alternatively double click on the sheet tab.
~ Type a new name for the sheet and press enter.

Deleting a Worksheet
 Right click on the sheet tab and select Delete.
 Alternatively, from the Home Tab in the Cells
Group click on Delete and select Delete Sheet.
 A warning message is only displayed if there is data
on the sheet you are deleting. If the worksheet is
blank then the sheet is automatically deleted
without any warning given

Note: When you click Delete on this warning the worksheet

is then deleted and the Undo button will NOT retrieve it.
Hide a worksheet

 Select the tab of the sheet you wish to hide

 Right-click on the tab

 Click Hide

To unhide a worksheet

 Right-click on any worksheet tab

 Click Unhide

 Choose the worksheet to unhide for the Unhide

dialogue box that appears and Click OK
Alternatively, you can Hide or Unhide sheets using the Home Tab, Format
command. Under the heading
Visibility you will see the Hide & Unhide options.
Data Validation
Data validation is an Excel feature that you can use to define restrictions on what data can
or should be entered in a cell. You can configure data validation to prevent users from
entering data that is not valid. If you prefer, you can allow users to enter invalid data but
warn them when they try to type it in the cell. You can also provide messages to define
what input you expect for the cell, and instructions to help users correct any errors.

 The data validation commands are located on

the Data tab, in the Data Tools group.

 You configure data validation in the Data

Validation dialog box.

 Click on the Settings Tab. Click on the drop

down arrow to the right of Allow and choose

the required option.

 Example: if you want to restrict data to predefined items in a list, select List and
then type the values in the source box using a comma to separate them.
Alternatively you may already have the values typed elsewhere in the workbook
and they can be selected with the mouse.

 Input messages are generally used to offer users guidance about the type of data
that you want entered in the cell.

 You can also choose to show an error alert that appears only after users enter
invalid data.

 Then click on OK.