Teach Yourself VISUALLY Excel 365 E-Book

Paul McFedries

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: Teach Yourself VISUALLY (Tech)
• Sprache: Englisch
• Veröffentlichungsjahr: 2022

Seitenzahl: 296

Beschreibung

Excel-erate your Excel 365 knowledge with the celebrated Teach Yourself VISUALLY series In Teach Yourself VISUALLY: Excel 365, veteran tech educator and writer Paul McFedries delivers a practical, step-by-step guide to using the latest version of the world's most popular spreadsheet app. The book is filled with easy two-page lessons containing large-size screenshots and walkthroughs demonstrating common and useful tasks in Excel 365. You'll learn how to present, analyze, visualize, and organize your data, as well as how to: * Create and fill spreadsheets, charts, tables, and PivotTables * Filter and sort your data, use and create formulas, and organize your information * Visualize your data with a variety of effective charts, graphs, and more A can't-miss handbook perfect for anyone looking for straightforward and easy-to-follow tutorials on basic and advanced Excel techniques, Teach Yourself VISUALLY: Excel 365 offers users of previous Excel versions--and complete Excel newbies--a clear roadmap to mastering Excel.

Leseprobe

Teach Yourself VISUALLY™ Excel 365

Copyright © 2023 by John Wiley & Sons, Inc. All rights reserved.

Published by John Wiley & Sons, Inc., Hoboken, New Jersey.

Published simultaneously in Canada and the United Kingdom.

ISBN: 978-1-119-93362-5

ISBN: 978-1-119-93363-2 (ebk.)

ISBN: 978-1-119-93364-9 (ebk.)

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Trademarks: 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 365 is a 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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Library of Congress Control Number: 2022939049

Cover images: © 200degrees/Getty Images; Screenshot Courtesy of Paul McFedries

Cover design: Wiley

About the Author

Paul McFedries is a full-time technical writer. He has been authoring computer books since 1991 and has more than 100 books to his credit. Paul’s books have sold more than 4 million copies worldwide. These books include the Wiley titles Teach Yourself VISUALLY Microsoft 365, Teach Yourself VISUALLY Microsoft Windows 11, Microsoft Excel All-in-One For Dummies, and Microsoft Excel Data Analysis For Dummies, Fifth Edition. Paul invites you to drop by his personal website at www.paulmcfedries.com or follow him on Twitter @paulmcf or on Facebook at www.facebook.com/PaulMcFedries.

Authors’ 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 this book is also chock-full of treats for the eye, including copious screenshots, beautiful colors, and sharp fonts. Those sure make for a beautiful book, and that beauty comes from a lot of hard work by the production team at Straive. 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 manager Lynn Northrup, technical editor Joyce Nielsen, content refinement specialist Archana Pragash, copyeditor Elizabeth Welch, and managing editor Christine O’Connor. Thanks to all of you for your exceptional competence and hard work. Thanks, as well, to associate publisher Jim Minatel 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, options, and text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Teach Yourself VISUALLY™ Excel 365

Table of Contents

Cover

Title Page

Copyright

Chapter 1: Getting Started with Excel

Getting to Know Excel

Start Excel on the Desktop

Navigate to Excel for the Web

Tour the Excel Window

Work with the Excel Ribbon

Chapter 2: Entering Data

Learning the Layout of a Worksheet

Understanding the Types of Data You Can Use

Enter Text into a Cell

Enter a Number into a Cell

Enter a Date or Time into a Cell

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 Rows or Columns

Merge Two or More Cells

Chapter 4: Working with Range Names

Understanding the Benefits of Using Range Names

Define a Range Name

Using Worksheet Text to Define a Range Name

Navigate a Workbook Using Range Names

Change a Range Name

Delete a Range Name

Chapter 5: Formatting Excel Ranges

Change the Font and 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 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: Building Formulas

Understanding Excel Formulas

Build a Formula

Understanding Excel Functions

Add a Function to a Formula

Add a Range 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

Troubleshoot Formula Errors

Chapter 7: Manipulating Worksheets

Navigate a Worksheet

Rename a Worksheet

Create a New Worksheet

Move a Worksheet

Copy a Worksheet

Delete a Worksheet

Zoom In on or Out of a Worksheet

Split a Worksheet into Two Panes

Hide and Unhide a Worksheet

Chapter 8: Dealing with Workbooks

Create a New Blank Workbook

Create a New Workbook from a Template

Save a Workbook

Open a Workbook

Find Text in a Workbook

Replace Text in a Workbook

Chapter 9: Formatting Workbooks

Modify the Workbook Colors

Set the Workbook Fonts

Choose Workbook Effects

Apply a Workbook Theme

Add a Workbook Header

Add a Workbook Footer

Chapter 10: Importing Data into Excel

Understanding External Data

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 11: 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

Chapter 12: Analyzing with PivotTables

Understanding PivotTables

Explore PivotTable Features

Build a PivotTable from an Excel Range or Table

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

Chapter 13: Analyzing Data

Sort a Range or Table

Filter a Range or Table

Set Data Validation Rules

Create a Data Table

Summarize Data with Subtotals

Group Related Data

Analyze Data with Goal Seek

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

Chapter 14: 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

Chapter 15: Adding Worksheet Graphics

Draw a Shape

Insert an Online Image

Insert a Photo from Your PC

Insert a SmartArt Graphic

Move or Resize a Graphic

Format a Picture

Chapter 16: Collaborating with Others

Add a Comment to a Cell

Protect a Worksheet’s Data

Protect a Workbook’s Structure

Save a Workbook to Your OneDrive

Send a Workbook as an Email Attachment

Save Excel Data as a Web Page

Make a Workbook Compatible with Earlier Versions of Excel

Mark Up a Worksheet with Digital Ink

Collaborate on a Workbook Online

Index

End User License Agreement

Guide

Cover

Title Page

Copyright

Table of Contents

Begin Reading

Index

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CHAPTER 1

Getting Started with Excel

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

Getting to Know Excel

Start Excel on the Desktop

Navigate to Excel for the Web

Tour the Excel Window

Work with the Excel Ribbon

Getting 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 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. Your typing appears in the cell that you selected, as well as in the formula bar, which is the large text box above the column letters. When you are done, press Enter. 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 enter 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 Insert Function () 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 enter the numbers 1 to 100 in consecutive cells, you can enter 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 automatically changes to reflect the new numbers. Excel offers a wide variety of charts, including bar charts, line charts, and pie charts.

Start Excel on the Desktop

Before you can perform tasks such as adding data and building formulas, you must first start the desktop version of Excel. This brings the Excel window onto the Windows desktop, and you can then begin using the program. In this section, you learn how to start Excel in Windows 11, but the steps are similar if you are using Windows 10.

This task assumes that you have already installed Excel 365 on your computer. If you prefer to use Excel on the web, see the next section, “Navigate to Excel for the Web.”

Start Excel on the Desktop

Click Start ().

The Start menu appears.

Click Excel.

The Microsoft Excel window appears on the desktop.

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

Navigate to Excel for the Web

If you want to work with Excel online instead of on the desktop, you need to know how to use your web browser to navigate to the Excel for the web version of the program.

With your Microsoft 365 subscription, you get access to both the desktop and online versions of each app, including Excel. This book uses the desktop version of Excel for its example screens. Fortunately, Excel for the web uses the same layout as the desktop version and offers mostly the same features, so everything you learn in this book applies to Excel for the web.

Navigate to Excel for the Web

Click Start.

The Start menu appears.

Click Edge.

If you have Edge pinned to the Windows taskbar, click the Edge icon () instead of following steps 1 and 2.

The Microsoft Edge web browser window appears.

Note: If you prefer to use a different web browser, start that browser instead of Edge.

In the address bar, type www.office.com/launch/excel and press .

If prompted, enter your Microsoft 365 username and password (not shown).

The Excel for the web app appears.

Note: Click New blank workbook to open a new Excel file.

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 and File tab; and Excel-specific elements such as the worksheet.

If you are using Excel for the web, note that the window you see is nearly identical to the Excel desktop window. The main exception is that, by default, Excel for the web displays a simplified version of the Ribbon.

Title Bar

The title bar displays the name of the current workbook.

Ribbon Tabs

You use these controls to display different sets of Ribbon commands.

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.”

Workbook Window Controls

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

File Tab

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

Worksheet

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

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 to access all the features, commands, and options in Excel. The Ribbon is organized into tabs, such as Home, Insert, and Page Layout, and each tab contains a collection of related controls. For example, the Insert tab contains controls related to inserting objects into a worksheet, while the Formulas tab contains controls related to building formulas. Each tab usually includes buttons, lists, and check boxes.

The File tab is a bit different because it displays the Backstage view, which contains controls related to working with Excel files, such as opening, saving, and printing them.

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.

Each tab is organized into groups of related controls.

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.

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

Excel runs the command or sets the option.

Note: By default, Excel for the web displays a simplified Ribbon. To see the full Ribbon, click the Switch Ribbon icon () on the far right of the simplified Ribbon.

CHAPTER 2

Entering Data

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

Learning the Layout of a Worksheet

Understanding the Types of Data You Can Use

Enter Text into a Cell

Enter a Number into a Cell

Enter a Date or Time into a Cell

Edit Cell Data

Delete Data from a Cell

Learning the Layout of a Worksheet

In Excel, a spreadsheet file is called a workbook, and each workbook consists of one or more worksheets. These worksheets are where you enter your data and formulas, so you need to know the layout of a typical worksheet.

In particular, you need to know that worksheets are laid out in rows and columns, that a cell is the intersection of a row and column that has its own unique address, and that a range is a collection of cells. You also need to be familiar with worksheet tabs and the Excel mouse pointer.

Cell

A cell is a box in which you enter your spreadsheet data.

Column

A column is a vertical line of cells. Each column has a unique letter that identifies it. For example, the leftmost column is A, and the next column is B.

Row

A row is a horizontal line of cells. Each row has a unique number that identifies it. For example, the topmost row is 1, and the next row is 2.

Cell Address

Each cell has its own address, which is determined by the letter and number of the intersecting column and row. For example, the cell at the intersection of column C and row 10 has the address C10.

Range

A range is a rectangular grouping of two or more cells. The range is indicated by the address of the top-left cell and the address of the bottom-right cell. H11:K15 is an example of a range of cells, and it refers to all the cells within the rectangle from column H, row 11 to column K, row 15.

Worksheet Tab

The worksheet tab displays the worksheet name. Most workbooks contain multiple worksheets, and you use the tabs to navigate between the worksheets.

Mouse Pointer

Use the Excel mouse pointer () to select cells.

Understanding the Types of Data You Can Use

You might think that Excel would accept only numeric input, but it is actually much more flexible than that. So, to build a spreadsheet in Excel, you should understand the different types of data that Excel accepts. There are three main types of data that you can enter into a cell: text, numbers, and dates and times. Excel places no restrictions on where or how often you can enter these types of data on a worksheet.

Text

Text entries can include any combination of letters, symbols, and numbers. You will mostly use text to describe the contents of your worksheets. This is very important because even a modest-sized spreadsheet can become a confusing jumble of numbers without some kind of text guidelines to keep things straight. Most text entries are usually labels such as Sales or Territory that make a worksheet easier to read. However, text entries can also be text or number combinations for items such as phone numbers and account codes.

Numbers

Numbers are the most common type of Excel data. The numbers you enter into a cell can be dollar values, weights, interest rates, temperatures, or any other numerical quantity. In most cases you just type the number that you want to appear in the cell. However, you can also precede a number with a dollar sign ($) or other currency symbol to indicate a monetary value, or follow a number with a percent sign (%) to indicate a percentage value.

Dates and Times

Date entries appear in spreadsheets that include dated information, such as invoices and sales. You can either type out the full date (such as August 23, 2023) or use either the forward slash (/) or the hyphen (-) as a date separator (such as 8/23/2023 or 8-23-2023). Note that the order in which you enter the date values depends on your regional settings. For example, in the United States the format is month/day/year. For time values, you use a colon (:) as a time separator, followed by either a.m. or p.m., such as 9:15 a.m.

Enter Text into a Cell

Your first step when building a spreadsheet is usually to enter the text data that defines the spreadsheet’s labels or headings. Most labels appear in the cell to the right or above where the data will appear, whereas most headings appear above a column of data or to the left of a row of data.

Note, however, that you do not have to use text for just labels and headings. You can also enter text as data, such as a database of book or movie names. You can also write short notes that explain sections of the worksheet, and add reminders to yourself or others about missing data or other worksheet to-do items.

Enter Text into a Cell

Click the cell in which you want to enter the text.

Excel marks the current cell by surrounding it with a thick, green border.

Start typing your text.

Excel opens the cell for editing and displays the text as you type.

Your typing also appears in the formula bar.

Note: Rather than typing the text directly into the cell, you can also type the text into the formula bar.

When your text entry is complete, press .

If you do not want Excel to move the selection, you can instead either click Enter () or press  + .

Excel closes the cell for editing.

If you pressed , Excel moves the selection to the cell below.

If your text is longer than the cell width, Excel either extends the text into the cell to the right (if that cell is empty, as shown here) or temporarily truncates the display of the text (if the cell to the right is not empty). To learn how to widen a column, see Chapter 5.

TIPS

When I press Enter, the selection moves to the next cell down. Can I make the selection move to the right instead?

Yes. When you have finished adding the data to the cell, press . This tells Excel to close the current cell for editing and move the selection to the next cell on the right. If you prefer to move left instead, press ; if you prefer to move up, press .

When I start typing text into a cell, why does Excel sometimes display the text from another cell?

This is part of an Excel feature called AutoComplete. If the letters you type at the start of a cell match the contents of another cell in the same column, Excel fills in the full text from the other cell under the assumption that you are repeating the text in the new cell. If you want to use the text, click or press ; otherwise, just keep typing your text.

Enter a Number into a Cell

Excel’s forte is crunching numbers, so most of your worksheets will include numeric values. Although you will often use numbers by themselves as part of a database or table, many of the numbers you enter will be used as the inputs for the formulas you build, as described in Chapter 6.

You can enter whole numbers (such as 5 or 1,024), decimals (such as 0.25 or 3.14), negative numbers (such as –10 or –6.2), percentages (such as 6% or 25.9%), and currency values (such as $0.25 or $24.99). To get the most out of Excel, you need to know how to enter these numeric values.

Enter a Number into a Cell

Click the cell in which you want to enter the number.

Excel marks the current cell by surrounding it with a thick, green border.

Start typing your number.

Excel opens the cell for editing and displays the number as you type.

Your typing also appears in the formula bar.

Note: Rather than typing the number directly into the cell, you can also type the number into the formula bar.

When your number is complete, press .

If you do not want Excel to move the selection, you can instead either click Enter () or press  + .

Excel closes the cell for editing.

To enter a percentage value, type the number followed by a percent sign (%).

To enter a currency value, type the dollar sign ($) followed by the number.

TIPS

Can I use symbols such as a comma, decimal point, or minus sign when I enter a numeric value?

Yes. If your numeric value is in the thousands, you can include the thousands separator (,) within the number. For example, if you enter 10000, Excel displays the value as 10000; however, if you enter 10,000, Excel displays the value as 10,000, which is easier to read. If your numeric value includes one or more decimals, you can include the decimal point when you type the value. If your numeric value is negative, precede the value with a minus sign.

Is there a quick way to repeat a number rather than entering the entire number all over again?

Yes. Excel offers a few methods for doing this. The easiest method is to select the cell directly below the value you want to repeat and then press  + '. Excel adds the value to the cell. For another method, see “Fill a Range with the Same Data” in Chapter 3.

Enter a Date or Time into a Cell

Many Excel worksheets use dates and times either as part of the sheet data or for use in calculations, such as the number of days an invoice is overdue. For these and similar uses, you need to know how to enter date and time values into a cell.

The date format you use depends on your location. In the United States, for example, you can use the month/day/year format (such as 8/23/2023). The time format also depends on your location, but the general format for entering a time is hour:minute:second followed by am or pm (such as 3:15:30 pm).

Enter a Date or Time into a Cell

Enter a Date

Click the cell in which you want to enter the date.

Excel marks the current cell by surrounding it with a thick, green border.

Type the date.

Note: See the following tip to learn which date formats your version of Excel accepts.

When your date is complete, press .

If you do not want Excel to move the selection, you can instead either click Enter () or press  + .

Excel closes the cell for editing.

Enter a Time

Click the cell in which you want to enter the time.

Excel marks the current cell by surrounding it with a thick, green border.

Type the time.

Note: See the following tip to learn which time formats your version of Excel accepts.

When your time is complete, press .

If you do not want Excel to move the selection, you can instead either click Enter () or press  + .

Excel closes the cell for editing.

TIP

How can I tell which date and time formats my version of Excel accepts?

Follow these steps:

Click the Home tab.

Click the dialog box launcher () in the bottom-right corner of the Number group.

Click the Number tab.

Click Date.

Click the Locale (location) drop-down arrow () and then click your location.

Examine the Type list to see the formats you can use to enter dates.

Click Time.

Examine the Type list to see the formats you can use to enter times.

Click Cancel.

Edit Cell Data

The data that you enter into a worksheet cell is not set in stone after you press Enter or click