Microsoft-Excel 2013, Lecture notes of Computer Science

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Microsoft Excel 2013 Tutorial

TABLE OF CONTENTS

 - 1. Getting Started Pg. 

• 2. Creating A New Document Pg.
     • 3. Saving Your Document Pg.
  • 4. Toolbars Pg.
  • 5. Formatting Pg. - • Working With Cells Pg. - • Changing An Entry Within A Cell Pg. - • Cut, Copy, and Paste Pg. - • Formatting Cells Pg. - • Formatting Rows and Columns Pg. - • Adding Rows and Columns Pg. - • Working With Charts Pg. - • Chart Design Pg. - • Chart Options Pg. - • Chart Style Pg.
• 6. Inseting Smart Art Graphics Pg. - • Pictures Pg. - • Creating Functions Pg.
  • 7. Printing Pg.
       • 8. Other Helpful Functions Pg.

Saving Initially

Computers crash and documents are lost all the time, so it is best to save often. It is also recomended that you save your document before you begin working on it.

1. Click on the File tab > Save.
2. Microsoft Excel will open a dialog box where you will be prompted to select a save location for your file. If your desired location is not apparent in this box, press the Browse icon and a new window will appear allowing you to input the name of your document, where you want it saved, as well as the format of the document. (Figure 3)
3. Once you have specified a name, place, and format for your new file, press the save button.

NOTE: Specifying your file format will allow you to open your document on a PC as well as a MAC. To do this you use the drop down menu next to the Format option. Also, when you are specifying a file extension (i.e. .doc) make sure you know what you need to use.

Saving Later

4. After you have initially saved your blank document under a new name, you can begin your project. However, you will still want to periodically save your work as insurance against a computer freeze or a power outage. To save, just click on the floppy disk, or for a shortcut press CTRL + S.

3. SAVING YOUR DOCUMENT

Figure 3. Saving dialog box.

In Microsoft Excel 2013 for a PC, the toolbars are automatically placed as tabs at the top of the screen. Within these tabs you will find all of your options to change text, data, page layout, and more. To be able access all of the certain toolbars you need to click on a certain tab that is located towards the top of the screen.

4. TOOLBARS CONT.

Figure 6. Page Layout Tab.

Three Commonly Used Toolbars

The Home Tab: This is one of the most common tabs used in Excel.You are able to format the text in your document, cut, copy, and paste information. Change the alignment of your data, insert, delete, and format cells. The Home Tab also allows you to change the number of your data (i.e. currency, time, date). (Figure 4)

The Insert Tab: This tab is mainly used for inserting visuals and graphics into your document. There are various different things that can be inserted from this tab such as pictures, clip art, charts, links, headers and footers, and word art. (Figure 5)

The Page Layout Tab: Here you are able to add margins, themes to your document, change the orientation, page breaks, and titles. The scale fit of your document is also included as a feature within this tab, if needed. (Figure 6)

Figure 4. Home Tab.

Figure 5. Insert Tab.

5. FORMATTING CONT.

Number: Allows you to change the measurement in which your data is used. (If your data is concerned with money the number that you would use is currency) Alignment: This allows you to change the horizontal and vertical alignment of your text within each cell. You can also change the orientation of the text within the cells and the control of the text within the cells as well. Font: Gives the option to change the size, style, color, and effects. Border: Gives the option to change the design of the border around or through the cells.

Formatting Rows and Columns

When formatting rows and columns you can change the height, choose for your information to autofit to the cells, hide information within a row or column, un-hide the information. To format a row or column, proceed with the following steps:

1. Select the cells which will be altered.
2. Go to Home Tab > Row Height (or Column Height).
3. Choose which height you are going to use. (Figure 9)

Figure 8. Formatting Cells

Figure 9. Formatting Rows and Columns Height

5. FORMATTING CONT.

Figure 10. Inserting Rows

Figure 11. Inserting Columns

Figure 12. Charts Tab

Adding Rows and Columns

Rows are cells that run horizontally across the document. You can insert an extra row of cells like this:

1. Drag select along the row of cells where you want your new row to appear.
2. Click Home Tab > Insert > Insert Sheet Rows. (Figure 10).The row will automatically be placed on the spreadsheet and any data that was selected in the original row will be moved down below the new row.

Working With Charts

Charts are an important part to being able to create a visual for spreadsheet data.

1. In order to create a chart within Excel the data that is going to be used for it needs to be entered already into the spreadsheet document. Once the data is entered, the cells that are going to be used for the chart need to be highlighted so that the software knows what to include. Next, click on the Insert Tab that is located at the top of the screen. (Figure 12)

Columns are cells that run vertically down the document. You can insert an extra column of cells like this:

1. Drag select along the column of cells where you want your new column to appear.
2. Go to Home Tab > Insert > Insert Sheet Column.The column will automatically be place on the spreadsheet and any data to the right of the new column will be moved more to the right. (Figure 11)

5. FORMATTING CONT.

6. INSERTING SMART ART GRAPHICS

Figure 15. Inserting Clip Art

Chart Options

Titles: Within the new chart Design tab, click the Add Chart Element icon. Here, you will see the option to title the chart as well as various components of the chart.

Change Chart Type: You can change your chart easily by selecting this icon and navigating to a more desirable chart. This feature is very convenient for someone who chose the wrong chart and doesn’t wish to reselect all their data and go through the process a second time.

Format Chart Area: This allows for changes to be made to the chards border, style, fill, shadows, and more. To get this option you will need to right click on the charts border and navigate to the Format Chart Area option. Once this is clicked a dialog box will appear.

Pictures

To insert Pictures: Go to the Insert Tab> Picture, a dialog box will appear and then you can select the desired picture from the location that is it stored. The picture will be inserted directly onto your document, where you can change the size of it as desired.

Inserting Clipart: To insert Clip Art you will need to go to the Insert Tab > Online Pictures. A window will appear giving you the options to either pull clip art from the Microsoft Office website or search for more options using a Bing image search engine. (Figure 15)

6. INSERTING SMART ART GRAPHICS CONT.

Figure 17. Choosing calculation cell

Figure 18. First calculation display

Creating Functions

When creating a function in Excel you must first have the data that you wish to perform the function with selected.

1. Select the cell that you wish for the calculation to be entered in (i.e.: if I want to know the sum of B1:B5 I will highlight cell B6 for my sum to be entered into). (Figure 17)
2. Once you have done this you will need to select the Formulas Tab located at the top of the screen.
3. A list of Most Recently Used, Financial, Logical, Text, Date and Time, Math and Trig formulas will appear. To choose one of the formulas click the icon that holds the formula you are looking for.
4. Once you have clicked your formula this will display a dialog box on your screen. (Figure 18)

In this screen it lists the cells that are being calculated, the values within the cells, and the end result.

5. To accept that calculation you can press OK and the result will show up in the selected cell.