Essential Excel A Step-by-Step Guide. David Slager

Transcription

1 Essential Excel 2016 A Step-by-Step Guide David Slager

2 Essential Excel 2016: A Step-by-Step Guide David Slager Fort Wayne, Indiana USA ISBN-13 (pbk): ISBN-13 (electronic): DOI / Library of Congress Control Number: Copyright 2016 by David Slager This work is subject to copyright. All rights are reserved by the Publisher, whether the whole or part of the material is concerned, specifically the rights of translation, reprinting, reuse of illustrations, recitation, broadcasting, reproduction on microfilms or in any other physical way, and transmission or information storage and retrieval, electronic adaptation, computer software, or by similar or dissimilar methodology now known or hereafter developed. Exempted from this legal reservation are brief excerpts in connection with reviews or scholarly analysis or material supplied specifically for the purpose of being entered and executed on a computer system, for exclusive use by the purchaser of the work. Duplication of this publication or parts thereof is permitted only under the provisions of the Copyright Law of the Publisher's location, in its current version, and permission for use must always be obtained from Springer. Permissions for use may be obtained through RightsLink at the Copyright Clearance Center. Violations are liable to prosecution under the respective Copyright Law. Trademarked names, logos, and images may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, logo, or image we use the names, logos, and images only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. The use in this publication of trade names, trademarks, service marks, and similar terms, even if they are not identified as such, is not to be taken as an expression of opinion as to whether or not they are subject to proprietary rights. While the advice and information in this book are believed to be true and accurate at the date of publication, neither the authors nor the editors nor the publisher can accept any legal responsibility for any errors or omissions that may be made. The publisher makes no warranty, express or implied, with respect to the material contained herein. Managing Director: Welmoed Spahr Acquisitions Editor: Gwenan Spearing Development Editor: Chris Nelson Technical Reviewer: Ramona Gault and Fabio Claudio Ferracchiati Editorial Board: Steve Anglin, Pramila Balen, Laura Berendson, Aaron Black, Louise Corrigan, James DeWolf, Jonathan Gennick, Todd Green, Robert Hutchinson, Celestin Suresh John, Nikhil Karkal, James Markham, Susan McDermott, Matthew Moodie, Natalie Pao, Gwenan Spearing Coordinating Editor: Nancy Chen Copy Editor: Lori Jacobs Compositor: SPi Global Indexer: SPi Global Artist: SPi Global, cover image courtesy of Freepik. Distributed to the book trade worldwide by Springer Science+Business Media New York, 233 Spring Street, 6th Floor, New York, NY Phone SPRINGER, fax (201) , orders-ny@springer-sbm.com, or visit Apress Media, LLC is a California LLC and the sole member (owner) is Springer Science + Business Media Finance Inc (SSBM Finance Inc). SSBM Finance Inc is a Delaware corporation. For information on translations, please rights@apress.com, or visit Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use. ebook versions and licenses are also available for most titles. For more information, reference our Special Bulk Sales ebook Licensing web page at Any source code or other supplementary materials referenced by the author in this text is available to readers at For detailed information about how to locate your book s source code, go to Printed on acid-free paper

3 I am dedicating this book to my parents, Andrew and Carrie (Sterk) Slager. My parents sacrificed so much for their children. My mother was the world s best listener. I am also dedicating it to my wife, Annette Slager, who helped me with editing the book, and my two wonderful children, Rhianna and Marten.

4 Contents at a Glance About the Author...xvii About the Technical Reviewers...xix Acknowledgments...xxi Chapter 1: Becoming Acquainted with Excel... 1 Chapter 2: Navigating and Working with Worksheets Chapter 3: Best Ways to Enter and Edit Data Chapter 4: Formatting and Aligning Data Chapter 5: Different Ways of Viewing and Printing Your Workbook Chapter 6: Understanding Backstage Chapter 7: Creating and Using Formulas Chapter 8: Excel s Pre-existing Functions Chapter 9: Auditing, Validating, and Protecting Your Data Chapter 10: Using Hyperlinks, Combining Text, and Working with the Status Bar Chapter 11: Transferring and Duplicating Data to Other Locations Chapter 12: Working with Tables Chapter 13: Working with Charts Chapter 14: Importing Data v

5 CONTENTS AT A GLANCE Chapter 15: Using PivotTables and PivotCharts Chapter 16: Enhancing Workbooks with Multimedia Chapter 17: Automating Task with Macros Index vi

6 Contents About the Author...xvii About the Technical Reviewers...xix Acknowledgments...xxi Chapter 1: Becoming Acquainted with Excel... 1 What Is Excel?... 1 History of Spreadsheets... 2 This Book... 2 Excel Navigation Basics... 2 Creating, Saving, and Opening Workbooks... 4 Getting to Know the Ribbon... 9 Ribbon Contextual Tabs... 9 Resizing the Ribbon Using Dialog Box Launchers Minimizing and Hiding the Ribbon Using Ribbon Shortcuts Quick Access Toolbar Switch Between Touch and Mouse Mode Identifying the Current Cell Entering Data into a Worksheet Getting Help Screen Tips Excel s Tell Me What You Want to Do Feature Summary...26 vii

7 CONTENTS Chapter 2: Navigating and Working with Worksheets Moving Between Cells Using the Keyboard Selecting Cells...30 Selecting Cells Using a Mouse Selecting Cells Using a Keyboard Select Cells by Using Their Cell References in the Name Box Going Directly to Any Cell Worksheets Naming Worksheets Adding and Removing Worksheets Changing a Worksheet Tab Color Selecting Multiple Worksheets Hiding and Unhiding Worksheets Reordering and Copying Worksheets Using Tab Buttons to Move Through the Worksheets Summary...48 Chapter 3: Best Ways to Enter and Edit Data Data Types Inserting Special Characters How to Change Column Widths Automatically Resize Column Widths to Fit Number of Characters in the Cell Changing the Column Width for Multiple Columns How to Change Row Heights Correcting Typing Mistakes Changing Specific Characters Returning a Cell to Its Original Value Clearing the Contents of a Cell That Has Already Been Accepted viii

8 CONTENTS Shortcuts for Entering and Correcting Data Using the AutoCorrect Feature Using AutoComplete to Enter Data Pick from Drop-down List AutoFill Creating, Viewing, Editing, Deleting, and Formatting Cell Comments How to Add a Comment How to View a Comment How to View all the Comments at the Same Time How to Change the Default Name for Comments Editing and Deleting Comments Printing a Comment Summary...88 Chapter 4: Formatting and Aligning Data Formatting Your Text Using the Font Group Using Bold, Italics, Underline, and Double Underline Changing the Font and Its Size Using the Font Group s Dialog Box Launcher Formatting with Color Check Which Formats Have Been Applied to the Current Cell Cell Borders Formatting Numeric Data Using the Number Group Using Default Formats Formatting Monetary Values Converting Values to Percent Style Converting Values to Comma Style Changing the Number of Decimal Places Accessing the Format Cell Dialog Box Aligning Data Using the Alignment Group Fitting More Text into a Cell Aligning and Indenting Text in a Cell ix

9 CONTENTS Align Text Vertically and Horizontally Rotating Text Using Format Painter to Copy Formatting Using the Mini-Toolbars and the Context Menu Inserting, Deleting, Hiding, and Unhiding Rows and Columns Hiding and Unhiding Columns and Rows Inserting Columns and Rows Deleting Columns and Rows Inserting and Deleting Cells Summary Chapter 5: Different Ways of Viewing and Printing Your Workbook Views Page Break Preview Page Layout View Printing Creating a Print Area Adding Additional Cells to the Print Area Removing the Print Area Using Paste Special for Printing Dividing the Excel Window into Panes Freezing Rows and Columns Synchronizing Scrolling Custom Views How to Create, Show, and Delete Summary Chapter 6: Understanding Backstage Backstage Overview Info Group Viewing, Adding, and Editing Information About the Workbook Properties Pane Protect Workbook Options Check for Issues x

10 CONTENTS New Group Creating a New Workbook Open Group Open a Workbook Opening an Existing Workbook Options Affecting the Open Group Save and Save As groups Saving a Workbook Using Save or Save As Document Recovery Saving Workbooks with Protections: Backups and Limiting Changes Print Group Printing a Workbook Selecting a Printer Printer Settings Share Group Sharing Workbooks Sharing Online with OneDrive Sharing Files Using Account Group Summary Chapter 7: Creating and Using Formulas Formulas Introducing Formulas Entering Formulas Copying Formulas AutoCalculate Tools AutoSum Average, Count Numbers, Max, Min Viewing Formulas Creating Named Ranges and Constants Naming Ranges Naming Noncontiguous Ranges Naming Constants Name Manager Using Column or Row Headings for Range Names Selecting Named Ranges Rather Than Typing Them into Formulas xi

11 CONTENTS Absolute Cell References Mixed Cell References Order of Precedence Summary Chapter 8: Excel s Pre-existing Functions Excel s Built-in Functions Function Construction Functions That Sum Values SUM Function Using the Insert Function Option SUMIF Adds the Cells That Meet a Specified Criteria SUMIFS Adds the Cells That Meet Multiple Criteria IF Returns Different Values Depending upon If a Condition Is True or False AND - Returns TRUE if All of Its Arguments Are TRUE OR Returns TRUE If Any Argument Is TRUE Nested Functions Date Functions TODAY Function Returns the Current Date NOW Function Returns the Current Date and Time DATE Function Returns the Serial Number of the DATE MONTH, DAY, and YEAR Functions DAYS Returns the Number of Days Between Two Dates Summary Chapter 9: Auditing, Validating, and Protecting Your Data Validating Your Data and Preventing Errors Data Validation Evaluating Formulas Using IFERROR Correcting Circular References xii

12 CONTENTS Formula Auditing Tracing Precedents and Dependents Using the Watch Window Using the Evaluate Formula Feature to Evaluate a Nested Function One Step at a Time Proofreading Cell Values Have Excel Read Back Your Entries Spell Checking Thesaurus Protect Worksheets and Cells from Accidental or Intentional Changes Protect Your Data at the Worksheet Level Protect Your Data at the Cell Level Summary Chapter 10: Using Hyperlinks, Combining Text, and Working with the Status Bar Working with Hyperlinks Concatenation and Flash Fill Using the Status Bar Cell Mode Flash Fill Blank Cells and Flash Fill Changed Cells Caps Lock, Num Lock Scroll Lock Fixed Decimal Overtype Mode End Mode Macro Recording Selection Mode Page Number Average, Count, Numerical Count, Minimum, Maximum, Sum View Shortcuts Zoom and Zoom Slider Summary xiii

13 CONTENTS Chapter 11: Transferring and Duplicating Data to Other Locations Moving and Copying Data Moving and Copying Cells Using the Drag-and-Drop Method Moving and Copying Cells Using the Cut and Copy Buttons Moving and Copying Cells Using the Keyboard Paste Button Gallery Copy Data to Other Worksheets Using Fill Across Worksheets Copy Data from One Workbook to Another Paste Special Using Paste Special Using Paste Special to Transpose Rows and Columns Using Paste Special to Perform Calculations Inserting Copied or Moved Cells Insert Copied Cells Insert Cut Cells Using the Microsoft Office Clipboard Entering Data into Multiple Worksheets at the Same Time Summary Chapter 12: Working with Tables Creating and Formatting Tables Sort and Filter a Table Adding to the Excel Table Filtering Data with a Slicer Using Themes Applying and Defining Cell Styles Conditional Formatting Summary xiv

14 CONTENTS Chapter 13: Working with Charts Chart Types Creating and Modifying Charts Pie Charts The Standard Pie Chart Pie of Pie Subtype Combination Chart Hierarchical Charts Treemap Chart Sunburst Chart Sparklines Summary Chapter 14: Importing Data Importing Data into Excel Importing Text Files Delimited Text Files Fixed-Width Text Files Importing Data from an Access Database Importing Data from a Web Site Importing Data Using a Query Summary Chapter 15: Using PivotTables and PivotCharts Working with PivotTables Creating a PivotChart Creating PivotTable on a Relational Database Summary xv

15 CONTENTS Chapter 16: Enhancing Workbooks with Multimedia Adding Pictures to the Worksheet Using Screenshot Working with WordArt Adding and Modifying Shapes Using SmartArt Inserting Sound into a Worksheet Inserting Video into a Worksheet Using Bing Maps Summary Chapter 17: Automating Task with Macros Creating (Recording) a Macro The Problem with Absolute Cell References Saving a Macro-Enabled Workbook Creating a Macro Using Relative Cell References Adding Macros to the Quick Access Toolbar and Other Objects Sharing the Personal Workbook with Others Looking at VBA Code Creating Macros from Code Summary Index xvi

16 About the Author David Slager s career has involved working with technology, creating documentation, authoring, planning, programming, and training. He enjoys working with analytics and solving problems. He has taught students of all ages: elementary, middle school, high school, and college students; adult education; and corporate training. As a consultant, he developed major e-learning training projects for agriculture and steel businesses. He designed a simulation program that trained feed market managers to use analytics to improve their position in the market. Steel mill executives, managers, staff, and floor workers used his training program to learn the Order Fulfillment System. He consulted with and trained school officials and teachers from dozens of private and public schools on using technology in the classroom. David has a Master of Science in Education, specializing in Instructional Media Development, a bachelor s degree in Organizational Management, and an associate s degree in Accounting. He is A+ and Network+ certified. He is a CDP (Certified Data Processor) and a CCP (Certified Computer Professional). He is a Master Certified Microsoft Office User Specialist certified in all Microsoft Office Products. He was a computer programmer and involved in computer operations for many years. He was also the computer department head of a college for many years. David created the web site xvii

17 About the Technical Reviewers Fabio Claudio Ferracchiati is a Senior Consultant and a Senior Analyst/Developer using Microsoft technologies. He works at BluArancio S.p.A ( ) as Senior Analyst/Developer and Microsoft Dynamics CRM Specialist. He is a Microsoft Certified Solution Developer for.net, a Microsoft Certified Application Developer for.net, a Microsoft Certified Professional, and a prolific author and technical reviewer. Over the past ten years, he has written articles for Italian and international magazines and co-authored more than ten books on a variety of computer topics. Ramona Gault is a freelance writer and editor who worked for over a decade as a technical editor in the Microsoft Office group in Redmond, Washington, where she became a fierce advocate for the end user. xix

18 Acknowledgments I would like to extend a special thank you to Chris Nelson, the development editor, for helping me prepare this book. xxi