Teach Yourself VISUALLY Complete Excel E-Book

Paul McFedries

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: Teach Yourself VISUALLY (Tech)
• Sprache: Englisch
• Veröffentlichungsjahr: 2013

Seitenzahl: 500

Beschreibung

Get the basics of Excel and then go beyond with this new instructional visual guide While many users need Excel just to create simple worksheets, many businesses and professionals rely on the advanced features of Excel to handle things like database creation and data analysis. Whatever project you have in mind, this visual guide takes you step by step through what each step should look like. Veteran author Paul McFedries first presents the basics and then gradually takes it further with his coverage of designing worksheets, collaborating between worksheets, working with visual data, database management and analysis, VBA, and more. * Offers step-by-step instructions on a variety of tasks, some everyday and some more unique * Shows you how to create basic spreadsheets, insert functions and formulas, work with pivot tables, and more * Features a two-color interior features numerous screen shots to enhance your learning process for tasks such as creating and managing macros, generating and working with analytics, and using the advanced tools Offering you a deep dive into Microsoft Excel, this book is the complete package for learning Excel with step-by-step, clear visual instructions.

Leseprobe

Teach Yourself VISUALLY™ Complete Excel® 2013

Published byJohn Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256

www.wiley.com

Published simultaneously in Canada

Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, [phone], fax [phone]. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax [phone], or online at www.wiley.com/go/permissions.

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ISBN: 978-1-118-65374-6

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Trademark Acknowledgments

Wiley, the Wiley logo, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Excel is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.

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Credits

Acquisitions Editor

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Project Editor

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Technical Editor

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Business Manager

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Vice President and Executive Publisher

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About the Author

Paul McFedries has been writing computer books since 1991. He is the author of more than 80 titles, including Teach Yourself VISUALLY Windows 8, Windows 8 Visual Quick Tips, The Facebook Guide for People Over 50, iPhone 5 Portable Genius, and iPad 4th Generation and iPad mini Portable Genius, all available from Wiley.

Paul’s books have sold more than 4 million copies worldwide. He is also the proprietor of Word Spy (www.wordspy.com), a website that tracks new words and phrases as they enter the English language. Paul invites you to visit his personal website at www.mcfedries.com. You can also follow him on Twitter @paulmcf and @wordspy.

Author’s Acknowledgments

It goes without saying that writers focus on text and I certainly enjoyed focusing on the text that you will read in this book. However, this book is more than just the usual collection of words and phrases designed to educate and stimulate the mind. A quick thumb through the pages will show you that it also includes copious screenshots, meticulous layouts, and sharp fonts. All of this is made possible by Wiley’s immensely talented group of designers and layout artists.

They are all listed in the Credits section on the previous page, and I thank them for creating another gem. Of course, what you read in this book must also be accurate, logically presented, and free of errors. Ensuring all of this was an excellent group of editors that I got to work with directly, including project editor Amanda Gambill, copy editor Kim Heusel, and technical editor Namir Shammas. Thanks to all of you for your exceptional competence and hard work. Thanks, as well, to Wiley acquisitions editor Aaron Black for asking me to write this book.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click or text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Teach Yourself Visually Complete, Excel® 2013

Table of Contents

Chapter 1: Working with Excel

Get to Know Excel

Start Excel

Tour the Excel Window

Work with the Excel Ribbon

Work with the Excel Galleries

Customize the Quick Access Toolbar

Customize the Ribbon

Change the View

Configure Excel Options

Add Excel to the Windows Taskbar

Quit Excel

Chapter 2: Inputting and Editing Data

Learn the Layout of a Worksheet

Understanding the Types of Data You Can Use

Type Text in a Cell

Type a Number in a Cell

Type a Date or Time in a Cell

Insert a Symbol

Edit Cell Data

Delete Data from a Cell

Chapter 3: Working with Ranges

Select a Range

Fill a Range with the Same Data

Fill a Range with a Series of Values

Flash Fill a Range

Move or Copy a Range

Insert a Row or Column

Insert a Cell or Range

Delete Data from a Range

Delete a Range

Hide a Row or Column

Freeze a Row or Column

Merge Two or More Cells

Transpose a Row or Column

Chapter 4: Working with Range Names

Understanding the Benefits of Range Names

Define a Range Name

Use Worksheet Text to Define a Range Name

Navigate a Workbook Using Range Names

Change a Range Name

Delete a Range Name

Paste a List of Range Names

Chapter 5: Formatting Excel Ranges

Change the Font or Font Size

Apply Font Effects

Change the Font Color

Align Text Within a Cell

Center Text Across Multiple Columns

Rotate Text Within a Cell

Add a Background Color to a Range

Apply a Number Format

Change the Number of Decimal Places Displayed

Apply an AutoFormat to a Range

Apply a Conditional Format to a Range

Apply a Style to a Range

Change the Column Width

Change the Row Height

Wrap Text Within a Cell

Add Borders to a Range

Copy Formatting from One Cell to Another

Chapter 6: Maximizing Excel Customization

Create Custom Numeric Formats

Create Custom Date and Time Formats

Set the Default Width for All Columns

Create a Custom Fill List

Maximize Work Space by Turning Off Window Elements

Create a Custom Cell Style

Build a Custom Table Style

Create a Custom Color Scheme

Create a Custom Font Scheme

Save a Custom Workbook Theme

Customize the Excel Status Bar

Unpin the Ribbon

Chapter 7: Making Excel More Efficient

Export Ribbon Customizations to a File

Configure Excel to Use the Mouse Wheel for Zooming

Move in a Different Direction When You Press Enter

Automatically Insert a Decimal Point

Configure When Excel Warns You about Long Operations

Make a Workbook Faster by Saving It as Binary

Open a New Window for a Workbook

Allow Only Certain Values in a Cell

Apply Text or Formatting to Multiple Worksheets

Use Dialog Box Controls to Input Data

Check for Accessibility Problems

Chapter 8: Building Formulas and Functions

Understanding Excel Formulas

Build a Formula

Understanding Excel Functions

Add a Function to a Formula

Add a Row or Column of Numbers

Build an AutoSum Formula

Add a Range Name to a Formula

Reference Another Worksheet Range in a Formula

Move or Copy a Formula

Switch to Absolute Cell References

Hide the Formula Bar or Ribbon

Chapter 9: Getting More Out of Formulas

Paste a Formula Result

Show Formulas Instead of Results

Use a Watch Window to Monitor a Cell Value

Create an Array Formula

Combine Two Ranges Arithmetically

Skip Data Tables When Calculating Workbooks

Turn On Iterative Calculations

Troubleshoot a Formula by Stepping Through Each Part

Display Text Instead of Error Values

Check for Formula Errors in a Worksheet

Audit a Formula to Locate Errors

Chapter 10: Manipulating Worksheets

Navigate a Worksheet

Rename a Worksheet

Create a New Worksheet

Move a Worksheet

Copy a Worksheet

Delete a Worksheet

Change the Gridline Color

Toggle Worksheet Gridlines On and Off

Toggle Worksheet Headings On and Off

Set the Worksheet Tab Color

Set the Worksheet Background

Zoom In on or Out of a Worksheet

Split a Worksheet into Two Panes

Hide or Unhide a Worksheet

Chapter 11: Dealing with Workbooks

Create a New Blank Workbook

Create a New Workbook from a Template

Save a Workbook

Open a Workbook

Specify Workbook Properties

Find Text in a Workbook

Replace Text in a Workbook

Check Spelling and Grammar

Close a Workbook

Chapter 12: Managing Workbooks

Increase the Number of Recent Documents

Open Workbooks Automatically at Start-up

Create a Workspace of Workbooks

Specify a New Default File Location

Set the Default Font and Font Size for New Workbooks

Set the Default Number of Worksheets for New Workbooks

Repair a Corrupted Workbook File

Convert a Workbook to a PDF File

Create a Workbook Template

Create a New Workbook from an Existing File

Compare Two Workbooks Side by Side

Check for Features Not Supported by Earlier Versions of Excel

Chapter 13: Formatting Workbooks

Modify Workbook Colors

Set Workbook Fonts

Choose Workbook Effects

Apply a Workbook Theme

Add a Workbook Header

Add a Workbook Footer

Chapter 14: Printing Workbooks

Adjust Workbook Margins

Change the Page Orientation

Insert a Page Break

Choose a Paper Size

Set the Print Area

Configure Titles to Print on Each Page

Preview a Printout

Print a Workbook

Chapter 15: Working with Tables

Understanding Tables

Get to Know Table Features

Convert a Range to a Table

Select Table Data

Insert a Table Row

Insert a Table Column

Delete a Table Row

Delete a Table Column

Add a Column Subtotal

Convert a Table to a Range

Apply a Table Style

Resize a Table

Rename a Table

Chapter 16: Analyzing Data

Sort a Range or Table

Filter a Range or Table

Calculate a Conditional Sum

Calculate a Conditional Count

Create a Data Table

Summarize Data with Subtotals

Group Related Data

Analyze Data with Goal Seek

Analyze Data with Scenarios

Remove Duplicate Values from a Range or Table

Highlight Cells That Meet Some Criteria

Highlight the Top or Bottom Values in a Range

Analyze Cell Values with Data Bars

Analyze Cell Values with Color Scales

Analyze Cell Values with Icon Sets

Create a Custom Conditional Formatting Rule

Consolidate Data from Multiple Worksheets

Load the Analysis ToolPak

Chapter 17: Analyzing Data with PivotTables

Understanding PivotTables

Explore PivotTable Features

Build a PivotTable from an Excel Range or Table

Create a PivotTable from External Data

Refresh PivotTable Data

Add Multiple Fields to the Row or Column Area

Add Multiple Fields to the Data Area

Move a Field to a Different Area

Group PivotTable Values

Apply a PivotTable Filter

Filter a PivotTable with a Slicer

Apply a PivotTable Style

Change the PivotTable Summary Calculation

Customize the PivotTable Fields Pane

Create a PivotChart from a PivotTable

Chapter 18: Visualizing Data with Charts

Examine Chart Elements

Understanding Chart Types

Create a Chart

Create a Recommended Chart

Add Chart Titles

Add Data Labels

Position the Chart Legend

Display Chart Gridlines

Display a Data Table

Change the Chart Layout and Style

Select a Different Chart Type

Change the Chart Source Data

Move or Resize a Chart

Add a Sparkline to a Cell

Chapter 19: Working with Worksheet Graphics

Draw a Shape

Insert Clip Art

Insert a Photo

Insert WordArt

Insert SmartArt

Move or Resize a Graphic

Crop a Picture

Format a Picture

Chapter 20: Importing Data into Excel

Understanding External Data

Import Data from a Data Source

Import Data from an Access Table

Import Data from a Word Table

Import Data from a Text File

Import Data from a Web Page

Import Data from an XML File

Refresh Imported Data

Separate Cell Text into Columns

Chapter 21: Querying Data Sources

Understanding Microsoft Query

Define a Data Source

Start Microsoft Query

Tour the Microsoft Query Window

Add a Table to a Query

Add Fields to a Query

Filter the Records with Query Criteria

Sort Query Records

Return the Query Results

Chapter 22: Collaborating with Others

Add a Comment to a Cell

Protect a Worksheet’s Data

Protect a Workbook’s Structure

Share a Workbook with Other Users

Track Workbook Changes

Accept or Reject Workbook Changes

Save a Workbook to Your SkyDrive

Send a Workbook as an E-Mail Attachment

Save Excel Data as a Web Page

Make a Workbook Compatible with Earlier Versions of Excel

Mark Up a Worksheet with a Digital Pen

Collaborate on a Workbook Online

Chapter 23: Protecting Excel Data

Open a Read-Only Version of a Workbook

Mark a Workbook as Final to Avoid Accidental Editing

Protect Workbooks by Shortening the AutoRecover Interval

Specify Cells that Users Can Edit

Hide a Formula

Protect a Range with a Password

Protect Worksheet Data

Protect the Structure of a Workbook

Restore a Previous Version of a Workbook

Chapter 24: Maximizing Security

Open a Workbook in Protected View

Block Dangerous Excel File Types

Set the Macro Security Level

Digitally Sign Your Excel Macros

Create a Trusted Location for Opening Files

Inspect a Workbook for Private Data

Assign a Password to a Workbook

Turn On Excel Parental Control

Disable External Data Connections and Links

Apply a Digital Signature to a Workbook

Chapter 25: Learning VBA Basics

Record a Macro

Open the VBA Editor

Explore the Excel Object Model

Add a Macro to a Module

Run a Macro

Assign a Shortcut Key to a Macro

Assign a Macro to the Quick Access Toolbar

Assign a Macro to the Ribbon

Chapter 1

Working with Excel

You use Microsoft Excel to create spreadsheets, which are documents that enable you to manipulate numbers and formulas to create powerful mathematical, financial, and statistical models quickly. In this chapter, you learn about Excel, take a tour of the program’s features, and learn how to customize some aspects of the program.

Get to Know Excel

Start Excel

Tour the Excel Window

Work with the Excel Ribbon

Work with the Excel Galleries

Customize the Quick Access Toolbar

Customize the Ribbon

Change the View

Configure Excel Options

Add Excel to the Windows Taskbar

Quit Excel

Get to Know Excel

Working with Excel involves two basic tasks: building a spreadsheet and then manipulating the data on the spreadsheet. Building a spreadsheet involves adding data such as numbers and text, creating formulas that run calculations, and adding functions that perform specific tasks. Manipulating spreadsheet data involves calculating totals, adding data series, organizing data into tables, and visualizing data with charts.

This section just gives you an overview of these tasks. You learn about each task in greater detail as you work through the book.

Build a Spreadsheet

Add Data

You can insert numbers, text, and other characters into any cell in the spreadsheet. Click the cell that you want to work with and then type your data in the formula bar. This is the large text box above the column letters. Your typing appears in the cell that you selected. When you are done, press . To edit existing cell data, click the cell and then edit the text in the formula bar.

Add a Formula

A formula is a collection of numbers, cell addresses, and mathematical operators that performs a calculation. In Excel, you input a formula in a cell by typing an equal sign (), and then the formula text. For example, the formula =B1-B2 subtracts the value in cell B2 from the value in cell B1.

Add a Function

A function is a predefined formula that performs a specific task. For example, the AVERAGE function calculates the average of a list of numbers, and the PMT function calculates a loan or mortgage payment. You can use functions on their own, preceded by =, or as part of a larger formula. Click the Insert Function button () to see a list of the available functions.

Manipulate Data

Calculate Totals Quickly

If you just need a quick sum of a list of numbers, click a cell below the numbers, and then click the Sum button (), which is available in the Home tab of the Excel Ribbon. You can also select the cells that you want to sum, and their total appears in the status bar.

Fill a Series

Excel enables you to save time by completing a series of values automatically. For example, if you need to input the numbers 1 to 100 in consecutive cells, you can type just the first few numbers, select the cells, and then click and drag the lower-right corner to fill in the rest of the numbers. With Excel, you can also fill in dates, as well as the names for weekdays and months.

Manage Tables

The row-and-column format of a spreadsheet makes Excel suitable for simple databases called tables. Each column becomes a field in the table, and each row is a record. You can sort the records, filter the records to show only certain values, and add subtotals.

Add a Chart

A chart is a graphic representation of spreadsheet data. As the data in the spreadsheet changes, the chart also changes to reflect the new numbers. Excel offers a wide variety of charts, including bar charts, line charts, and pie charts.

Start Excel

Before you can perform tasks such as adding data and building formulas, you must first start Excel. This brings the Excel window onto the Windows desktop, and you can then begin using the program. How you start Excel depends on which version of Windows you are using. In this section, you learn how to start Excel 2013 in Windows 8 and in Windows 7.

This task and the rest of the book assume that you have already installed Excel 2013 on your computer.

Start Excel

Start Excel in Windows 8

In the Windows 8 Start screen, click Excel 2013.

The Microsoft Excel window appears on the desktop.

Note: Click Blank workbook to open a new Excel file.

Start Excel in Windows 7

Click Start.

The Start menu appears.

Click All Programs.

The All Programs menu appears.

Click Microsoft Office 2013.

The Microsoft Office menu appears.

Click Excel 2013.

The Microsoft Excel window appears on the desktop.

Note: Click Blank workbook to open a new Excel file.

TIP

Are there faster methods I can use to start Excel?

Yes. After you have used Excel a few times in Windows 7, it should appear on the main Start menu in the list of your most-used programs. If so, you can click that icon to start the program. You can also add the Excel icon to the Start menu by following Steps 1 to 3 in the “Start Excel in Windows 7” subsection, right-clicking the Excel 2013 icon, and then clicking Pin to Start Menu. If you are using Windows 8, you can right-click the Excel 2013 tile and then click Pin to Taskbar to add the Excel icon to the desktop taskbar.

Tour the Excel Window

To get up to speed quickly with Excel, it helps to understand the various elements of the Excel window. These include standard window elements such as the title bar, window controls, and status bar; Office-specific elements such as the Ribbon, Quick Access Toolbar, and File tab; and Excel-specific elements such as the worksheet.

A Title Bar

The title bar displays the name of the current workbook.

B Quick Access Toolbar

This area gives you one-click access to commands that you use often. To learn how to customize this toolbar, see the section Customize the Quick Access Toolbar later in this chapter.

C Ribbon

This area gives you access to all the Excel commands, options, and features. To learn how to use this element, see the following section, “Work with the Excel Ribbon.”

D Workbook Window Controls

You use these controls to minimize, maximize, restore, and close the current workbook window.

E File Tab

Click this tab to access file-related commands, such as Save and Open.

F Worksheet

This area displays the current worksheet, and it is where you will do most of your Excel work.

G Status Bar

This area displays messages about the current status of Excel, the results of certain operations, and other information.

Work with the Excel Ribbon

You use the Ribbon element to access all the features, commands, and options in Excel. The Ribbon is organized into various tabs, such as File, Home, and Insert, and each tab contains a collection of controls that are related in some way. For example, the File tab contains controls related to working with files, such as opening, saving, and printing them. Similarly, the Insert tab contains controls related to inserting objects into a worksheet. Each tab usually includes buttons, lists, and check boxes.

There is no menu bar in Excel, so you do not use pull-down menus to access commands.

Work with the Excel Ribbon

Click the tab that contains the Excel feature you want to work with.

Excel displays the controls in the tab.

A Each tab is organized into groups of related controls, and the group names appear here.

B In many groups, you can click the Dialog box launcher button () to display a dialog box that contains group settings.

Click the control for the feature.

C If the control displays a list of options, click the option you want.

Excel runs the command or sets the option.

Work with the Excel Galleries

In the Excel Ribbon, a gallery is a collection of preset options that you can apply to the selected object in the worksheet. To get the most out of galleries, you need to know how they work.

Although some galleries are available all the time, in most cases you must select an object — such as a range of cells or a clip art image — before you work with a gallery.

Work with the Excel Galleries

Work with a Gallery List

If necessary, click the object to which you want to apply an option from the gallery.

Click the tab that contains the gallery you want to use.

Click the gallery’s More arrow ().

A You can also scroll through the gallery by clicking the Down () and Up () arrows.

Excel displays a list of the gallery’s contents.

Move the mouse pointer () over a gallery option.

B Excel displays a preview of the effect.

Click the gallery option you want to use.

Excel applies the gallery option to the selected object.

Work with a Drop-Down Gallery

If necessary, click the object to which you want to apply an option from the gallery.

Click the tab that contains the gallery you want to use.

Click the gallery’s drop-down arrow ().

Excel displays a list of the gallery’s contents.

If the gallery contains one or more subgalleries, click the one you want to use.

Excel displays the subgallery’s contents.

C If a gallery has commands that you can run, those commands appear at the bottom of the gallery menu.

Move the mouse pointer () over a gallery option.

D Excel displays a preview of the effect.

Click the gallery option you want to use.

Excel applies the gallery option to the selected object.

TIP

If I find the gallery preview feature distracting, can I turn it off?

Yes. The Live Preview feature is often handy because it shows you exactly what will happen when you click a gallery option. However, as you move the mouse pointer () through the gallery, the previews can be distracting. To turn off Live Preview, click the File tab, click Options, click the General tab, and then click the selected Enable Live Preview check box () so it is cleared (). Click OK.

Customize the Quick Access Toolbar

You can make Excel easier to use by customizing the Quick Access Toolbar to include the Excel commands you use most often. You run Quick Access Toolbar commands with a single click, so adding your favorite commands saves time because you no longer have to search for and click a command in the Ribbon.

By default, the Quick Access Toolbar contains three buttons: Save, Undo, and Redo. However, with just a couple of clicks, you can also add common commands such as New and Open to the Quick Access Toolbar, as well as hundreds of other Excel commands.

Customize the Quick Access Toolbar

Click the Customize Quick Access Toolbar button ().

A If you see the command you want, click it, and skip the rest of the steps in this section.

Click More Commands.

The Excel Options dialog box appears.

B Excel automatically displays the Quick Access Toolbar tab.

Click the Choose commands from: drop-down arrow ().

Click the command category you want to use.

Click the command you want to add.

Click Add.

C Excel adds the command.

D If you want to remove a command, click it, and then click Remove.

Click OK.

E Excel adds a button for the command to the Quick Access Toolbar.

Note: Another way to remove a command is to right-click it, and then click Removefrom Quick Access Toolbar.

TIPs

Can I create space on the Quick Access Toolbar for more buttons?

Yes. You can increase the space for the Quick Access Toolbar by moving it below the Ribbon. This gives the toolbar the full width of the Excel window, so you can add more buttons. Click the Customize Quick Access Toolbar button (), and then click Show Below the Ribbon.

Is there a faster way to add buttons to the Quick Access Toolbar?

Yes. If the command you want to add appears on the Ribbon, you can add a button for the command from the Ribbon. Click the Ribbon tab that contains the command, right-click the command, and then click Add to Quick Access Toolbar. Excel inserts a button for the command on the Quick Access Toolbar.

Customize the Ribbon

You can improve your Excel productivity by customizing the Ribbon with extra commands that you use frequently. The Ribbon is a handy tool because it enables you to run Excel commands with just a few clicks of the mouse. However, the Ribbon does not include every Excel command. If there is a command you use frequently, you should add it to the Ribbon for easy access.

To add a new command to the Ribbon, you must first create a new tab or a new group within an existing tab, and then add the command to the new tab or group.

Customize the Ribbon

Display the Customize Ribbon Tab

Right-click any part of the Ribbon.

Click Customize the Ribbon.

Add a New Tab or Group

The Excel Options dialog box appears.

A Excel automatically displays the Customize Ribbon tab.

Click the tab you want to customize.

B You can also click New Tab to create a custom tab.

Click New Group.

C Excel adds the group.

Click Rename.

Type a name for the group.

Click OK.

Add a Command

Click the Choose commands from: drop-down arrow 19).

Click the command category you want to use.

Click the command you want to add.

Click the custom group or tab you want to use.

Click Add.

D Excel adds the command.

E If you want to remove a custom command, click it, and then click Remove.

Click OK.

F Excel adds the new group and command to the Ribbon.

TIPs

Can I customize the tabs that appear when I select an Excel object?

Yes. To customize these tool tabs, right-click any part of the Ribbon, and then click Customize the Ribbon. The Excel Options dialog box appears with the Customize Ribbon tab displayed. Click the Customize the Ribbon drop-down arrow (), and then click Tool Tabs. Click the tab you want, and then follow the steps in this section to customize it.

How do I restore the Ribbon to its default configuration?

Right-click any part of the Ribbon and then click Customize the Ribbon to display the Excel Options dialog box with the Customize Ribbon tab displayed. To restore a tab, click the tab, click Reset, and then click Restore only selected Ribbon tab. To remove all customizations, click Reset, and then click Restore all customizations.

Change the View

You can adjust Excel to suit what you are currently working on by changing the view to match your current task. The view determines how Excel displays your workbook.

Excel offers three views: Normal, which is useful for building and editing worksheets; Page Layout, which displays worksheets as printed pages; and Page Break Preview, which displays the page breaks as blue lines, as described in the first Tip in this section.

Change the View

Switch to Page Layout View

Click the View tab.

Click Page Layout.

A You can also click the Page Layout button ().

B Excel switches to Page Layout view.

Switch to Page Break Preview

Click the View tab.

Click Page Break Preview.

C You can also click the Page Break Preview button ().

D Excel switches to Page Break Preview.

Switch to Normal View

Click the View tab.

Click Normal.

E You can also click the Normal button ().

Excel switches to Normal view.

TIPs

What does Page Break Preview do?

A page break is a position within a worksheet where a new page begins when you print. When you switch to Page Break Preview, Excel displays page breaks as blue lines. If a page break occurs in a bad position, use the mouse pointer () to click and drag the page break to a new position.

Can I change the view to make my workbook take up the entire screen?

Yes. You can switch the workbook to Full Screen mode by clicking the Full Screen Mode icon () in the upper-right corner of the window. Full Screen mode removes many window features, including the Ribbon, Quick Access Toolbar, and the formula and status bars. To exit Full Screen mode, click the horizontal strip at the top of the screen, and then click the Full Screen Mode icon ().

Configure Excel Options

You can customize Excel to suit the way you work by configuring the Excel options. These options are dialog box controls such as check boxes, option buttons, and lists that enable you to configure many aspects of Excel. To use these options, you must know how to display the Excel Options dialog box. The Excel Options dialog box is divided into several tabs, such as General, Formulas, Save, and Customize Ribbon. Each tab contains a collection of related options.

Configure Excel Options

Click the File tab.

Click Options.

The Excel Options dialog box appears.

Click a tab on the left side of the dialog box to choose the configuration category you want to work with.

A The controls that appear on the right side of the dialog box change according to the tab you select.

Use the controls on the right side of the dialog box to configure the options you want to change.

Click OK.

Excel puts the new options into effect.

TIPs

Are there faster methods I can use to open the Excel Options dialog box?

Yes. Some features of the Excel interface offer shortcut methods that get you to the Excel Options dialog box faster. For example, right-click the Ribbon and then click Customize Ribbon to open the Excel Options dialog box with the Customize Ribbon tab displayed. From the keyboard, you can open the Excel Options dialog box by pressing +, and then pressing .

How do I know what each option does?

Excel offers pop-up descriptions of some — but, unfortunately, not all — of the options. If you see a small i with a circle around it to the right of the option name, it means pop-up help is available for that option. Hover the mouse pointer () over the option. After a second or two, Excel displays a pop-up description of the option.

Add Excel to the Windows Taskbar

If you use Excel regularly, you can start the program with just a single mouse click by adding an icon for Excel to the Windows taskbar.

When you install Excel, the setup program pins a tile for Excel to the Windows 8 Start screen. This is helpful only if you use the Start screen regularly. If you use the desktop more often, you might prefer pinning Excel to the taskbar. The following instructions assume that you are running Excel in Windows 8, but you can also set this up in Windows 7.

Add Excel to the Windows Taskbar

With Excel running, right-click the Excel icon in the taskbar.

Click Pin this program to taskbar.

A After you quit Excel, the icon remains on the taskbar, and you can now launch Excel by clicking the icon.

Quit Excel

When you finish your work with Excel, you should shut down the program. This reduces clutter on the desktop and taskbar, and conserves memory and other system resources. When you quit Excel, the program checks your open workbooks to see if any of them have unsaved changes. If Excel detects a workbook that has unsaved changes, it prompts you to save the file. This is a very important step because it prevents you from losing work, so be sure to save your changes when Excel prompts you.

Quit Excel

Right-click the Excel icon in the taskbar.

Click Close all windows.

Note: If you have only one Excel workbook open, click Close window instead.

Note: If you have any open documents with unsaved changes, Excel prompts you to save those changes.

Chapter 2

Inputting and Editing Data

Are you ready to start building a spreadsheet? To create a spreadsheet in Excel, you must know how to type data into the worksheet cells, and how to edit that data to fix typos, adjust information, and remove data you no longer need.