9789178512393 by Smakprov Media AB

Sanna Greiï¬&#x20AC;

Microsoft

Excel

A green book for greenhorns

With this book, you will quickly learn the basics of working with Excel calculations, functions, charts, tables, formats, and printouts. The book is simple and concise, which means that in the various examples, I go through one way of working, although the alternatives are many. If you only have some basic Windows knowledge, you should be able to follow my examples without problems. The screenshots in the book are from Excel 2019 (Oﬃce365) but you should be able to follow my examples even if you are working in version 2016. Once you have read the brief introductory section and section two that deals with how to perform calculations using formlas, you can go to any section you want, as all sections are standalone — piece of cake in other words. Much pleasure!

Clarification regarding versions: If you have an Office365 subscription, which has been the most common for several years, you automatically have the latest version of Office including Excel, i.e., 2019 at the time of writing. If you have purchased Excel separately, however, it's not automatically updated. Note that it's the "local" version (also called the desktop app) of Excel that this book is about, not the less comprehensive free version Excel online that you can run in the browser.

Table of Contents: Introduction.......................................... 6

Format charts................................................ 38

Start screen..................................................... 6

Change color.................................................... 38

Last used ﬁles .................................................... 6

Insert image object........................................... 39

Resolution and size............................................ 7

Change text...................................................... 39

Zoom.................................................................. 7

Functions ........................................... 42

Oﬃce theme and color ....................................... 8 Menu tabs .......................................................... 8 File tab ............................................................... 9

Workbook........................................................ 9 Spreadsheets..................................................... 9 Cells ................................................................. 10 Cell editing ....................................................... 10

Select, move and autoﬁll............................... 11

calculations........................................ 13 New workbook .............................................. 14 Create .............................................................. 14 Save................................................................. 14

Fill in the data................................................ 15 Select, copy and paste..................................... 15

Sum............................................................... 16 Manual summing.............................................. 16 SUM function ................................................... 16

Write an own formula .................................... 17 Relative cell references ................................... 18 Absolute cell references................................... 18

Construction.................................................. 42 Diﬀerent working methods ............................ 42 SUM .............................................................. 44 COUNTA ....................................................... 45 AVERAGE..................................................... 46 MAX .............................................................. 46 MIN ............................................................... 46 VLOOKUP..................................................... 47 IF................................................................... 49 Nested functions ........................................... 50 IFS ................................................................ 52 Change an existing function.......................... 52

Tables ................................................. 55 Format as table ............................................. 55 Filtration ........................................................ 56 Table Styles................................................... 57 Total row........................................................ 57 Slicers ........................................................... 58

Quick Analysis................................... 62

Calculation order.............................................. 19

Categories..................................................... 62

Format ................................................ 22

Chart ................................................................ 62

Cell format..................................................... 23 Row height and column width .......................... 23 Adjustment ....................................................... 23 Text Formatting ................................................ 24 Fill color and border ......................................... 24

Formatting........................................................ 62 Totals................................................................ 62 Tables............................................................... 63 Sparklines ........................................................ 63

Printouts............................................. 64

Time Format..................................................... 30

Displaymode Page Layout ............................ 64 The Page Layout tab..................................... 64 Scale printout ................................................ 65 Headers and footers ..................................... 65 Page numbering............................................ 66 Pagebreak..................................................... 66 Print out......................................................... 67

Conditional formatting ................................... 31

Keyboard shortcuts........................... 70

Number format .............................................. 26 Format Cells dialog .......................................... 26 Own number format ......................................... 27

Delete format ................................................ 28 Date and time................................................ 28 Date Format ..................................................... 29

Change or delete ............................................. 32

Charts ................................................. 35 Recommended charts .................................. 36 Chart Design ................................................. 37

Index ................................................... 71

Introduction

Introduction Start screen When you start Excel, you will first get to the Start screen, where you choose whether to open an already saved workbook or create a new one. You can also choose from a set of templates that are free to use (workbooks with finished content that can be modified, such as calendars and budgets), but in this book, we will start from a new and empty workbook, so you see how to do from the beginning.

Last used files Your most recently used files (workbooks in this case) can be found under the heading Recent on the Start screen, and here you can easily pin the files that you want quick access to (shortcuts) by clicking the little pin to the right of the file. Files that you have pinched are always at the top of the Recent list, and to remove a pinche, just click the pin again.

To remove a shortcut completely from the Recent list, right-click it and select Remove from list. To open a saved workbook that is not among your most recent used, click Open on the left of the Start screen. Alternatively, More workbooks... under the list of most recently used workbooks. When you open an existing one or create a new workbook, you enter the application window. 6

Introduction

Application window Resolution and size One thing I've heard many people respond to and wonder about, is that the size of buttons, tabs, and text in the application window sometimes varies from one screen to another. Sometimes all options are shown under the respective tabs and sometimes you must click on small buttons with arrows to access what you are looking for.

This mainly depends on what resolution you have on your screen. I myself have a screen resolution of 1920 * 1080, and then it looks like the picture below, for example look at the group Format.

If I change my screen resolution (right-click on the desktop and select Display settings - Resolution) to 1600 * 900, it looks like this:

So, what happens at a lower resolution is that text and buttons in the application window become larger, but the options under the menu tabs are hidden to some extent. You are more likely to click down arrows, for example in the Cell Styles group as above, to access additional formats. This is how it works in all Office applications, and it's very smart, but you will do yourself a disservice if you have very low screen resolution because then you don't even see the text explaining what the various buttons in the ribbon range are for. And the sharpness is getting worse. Zoom The spreadsheet's cells, however, become very small at high resolution, so small that you can hardly see what you are writing. The solution is called Zoom. It does not affect printing but acts as a magnifying glass. You can find the slider in the bottom right corner of the application window.

Introduction

Oﬃce theme and color If you want to change the colors of your application window, click the File tab and then Account. If you're not already on the home screen because then you already see the Account option in the lower left.

I usually use the colorful theme instead of the preset, which I think is a bit light, but it's a matter of taste. To return to the workbook, click on the circled arrow at the top left. When you change the Office theme for your account, it's reflected in all your Office applications. Assuming you have more Office programs than Excel. For example, if you change to a dark gray theme in Excel, it will be reflected directly in Word. And vice versa. Menu tabs The tabs at the top of the application window work in the same way as in other Office applications, if you have worked in any of them, i.e., they adapt to what you work with.

If you, for example, select an image, the tab Image Tools appears, and it disappears when you deselect (click outside) the image.

Introduction

If you have selected a chart instead of an image, the tab Chart Design will appear. And so on...

File tab Under the File tab, you can access the New, Open, Save, Save As, Print, and Options. Just like other Oﬃce applications. The option Options gives you access to several application settings, but I do not go through them in this book because I try to be brief.

Workbook An Excel workbook consists of one or more spreadsheets. In theory, you can have an inﬁnite number of spreadsheets, while in practice, you are limited by the computers working memory. Spreadsheets A spreadsheet consists of cells, hence the term cell reference (ex A4) when talking about calculations and formulas in Excel. In a single spreadsheet, there are just over 17 billion cells, so it usually suﬃces and gets over. Each sheet has 16,384 columns and 1,048,576 rows.

How many sheets you need depends on what you are working with in the application, and often it's a matter of taste if you choose to have a lot of data on one sheet or split it into several. Each sheet has its own sheet tab with the sheet name (Sheet1, Sheet2, etc.), and these names can easily be changed by double-clicking the sheet tab and entering the new name.

Introduction

Cells The cells in a spreadsheet have these unique names, which are the intersection of the column and the row according to the previous image. It's these names that are used in calculations in a formula, for example = A4 + A5. Cell editing Click and write to ﬁll in text, digits, numbers, or formulas in a cell. In the example below, I add A1, B1 and C1.

Press Enter (keyboard) to conﬁrm the entry of a formula.

Double-click in a cell to edit existing content or to view a formula. Press Esc (keyboard) to exit edit mode without saving any changes.

The formula field (the field above column headings A, B, C, D, etc.) is also for cell editing, but I myself prefer to work directly in the cells. In the formula field, the cross corresponds to Esc and the tick Enter.

Tip! If you've never been to Excel before, try a little cell editing as above in an empty workbook, as not being able to handle this is one of the most common reasons why new users get stuck in the program.

Have you never worked in Excel before? Or have you tried, but never really understood what you were doing? Then this is a book for you. This book gives you a quick introduction to working with calculations, functions, charts, tables, formats, and printouts in Excel. The book is simple and concise. If you only have some basic Windows knowledge, you should be able to follow the examples without problems. The sections begin with an image of a ﬁnished example and then, step by step, guide on how you can create the same — piece of cake. The examples are quite simple but give you enough knowledge to be able to proceed with more extensive work if needed. The screenshots in the book are from Excel 2019 (Oﬃce365), but you should be able to follow the examples even if you are working in version 2016.

Sanna Greiff lives in Sweden and has worked with lectures and training in Microsoft’s and Adobe’s software since the early 1990s. She’s a certified Microsoft Office Specialist and holds a university degree in pedagogy.