Introduction toExcel 2013

Skills for Learning

Skills for Learning IT booklet

http://skillsforlearning.leedsbeckett.ac.uk/

skillsforlearningtutorials@leedsbeckett.ac.uk

Screenshots reprinted by permission of Microsoft Corporation.

Contents

Introduction.................................................................................................................Aims............................................................................................................................Overview of Excel.......................................................................................................

1. Open Excel..........................................................................................................The basics...................................................................................................................

2. Enter titles into the worksheet..............................................................................3. Wrap text within cells...........................................................................................4. Name the worksheet............................................................................................5. Add a new worksheet..........................................................................................6. Use Excel’s Fill command...................................................................................7. Use Excel’s Fill command with a number series.................................................8. Save your Excel file.............................................................................................

Calculations and formulas in Excel.............................................................................9. Use the AutoSum function...................................................................................10. Use the AutoAverage function...........................................................................11. Use the Fill command for formula......................................................................12. Use the standard deviation function..................................................................13. Display more decimal places for numbers.......................................................14. Format cells to display currency......................................................................15. Relative and absolute cell references..............................................................16. Calculating VAT...............................................................................................17. Sort the data....................................................................................................18. Apply a multi level sort to your data.................................................................19. Apply conditional formatting to the data...........................................................

Creating charts..........................................................................................................20. Create a pie chart............................................................................................21. Create a column chart.....................................................................................22. Create a line chart...........................................................................................23. Create a scatterplot.........................................................................................24. Create a scatterplot with two series shown.....................................................

Customising charts....................................................................................................25. Move a chart into its own worksheet................................................................26. Add a title to a chart.........................................................................................

27. Add axis titles..................................................................................................28. Add and amend the chart design.....................................................................29. Change the axis value.....................................................................................30. Change the chart style.....................................................................................31. Change the chart type.....................................................................................32. Create sparklines.............................................................................................33. Copy and paste a chart from Excel to Word or PowerPoint.............................Formula errors – reference....................................................................................

Further information....................................................................................................

Introduction

After working through the manual, you will understand the basics of Excel 2013 and be able to use it more effectively and confidently.

Aims

Navigate Excel worksheets Apply a variety of formats to cells

Navigate the Excel 2013 Ribbon

Save and print your Excel files

Understand simple formulae Rename worksheets

Create a range of charts Understand when to use different chart types

1

Overview of Excel

Excel enables you to organise, format and analyse your data and perform mathematical calculations on it. The Excel workbook contains a worksheet for you to work on your data. You can add more worksheets as needed. Task 5 shows you how to do this. Each worksheet is made up of a number of cells arranged in rows and columns to form a grid, as shown in Fig 1.

The columns are lettered and the rows are numbered. When you make calculations in Excel, the cells are referenced by the column letter followed by the row number. Calculations are covered in more detail later.

1. Open Excel

Click on the Start button, shown in Fig 2. Click on Excel. Click on Blank workbook, shown in Fig 3.

Note: Excel displays a list of your recently opened workbooks, shown in Fig 3.

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Fig 1

Fig 2

Fig 3

The basics

Navigating Excel

There are a number of ways to navigate the Excel worksheet. Click the mouse in any cell you want to navigate to. You can also use the arrow keys on the keyboard, shown in Fig 4, to move up, down, left and right. The Tab key on the keyboard, shown in Fig 5, allows you to move to the right. This is useful when inputting data.

2. Enter titles into the worksheet

You can add text as well as numbers into the worksheet. This is especially useful if you’re working on a group project or if your tutors will be looking at your spreadsheet.

1. Click in cell A1.2. Type in your title.

If you have a long title it will look like it’s spilled over to the next cell. To display it properly:

3. Double click the mouse on the line between Column A and B, shown in Fig 6.Note: Adding numerical data works in exactly the same way. Click in the cell and type in the data.

3. Wrap text within cells

If you have a lot of titles in a lot of columns, as in the example shown in Fig 7, you can wrap text instead of widening all the columns.

1. Click the mouse inside the cell you want to wrap text for.

2. Click the Wrap Text icon on the Home tab.

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Fig 5

Fig 4

Fig 6

Fig 7

4. Name the worksheet

Excel gives each worksheet a generic name, Sheet 1, Sheet 2 etc. Giving your worksheets a name that reflects the contents is useful, especially if other people will view your workbook or if your workbook contains a number of data and chart worksheets.

1. Double click on the worksheet title at the bottom left of your screen, shown in Fig 8.

2. Type in the new name.3. Hit the enter key to confirm the name change.

5. Add a new worksheet

1. Click on the plus button, shown in Fig 9.2. Add as many worksheets as you require.

6. Use Excel’s Fill command

This is useful when you’re filling in a series of text or numbers, such as days, months or dates. Instead of typing it all in manually you can use the Fill command to complete the data inputting for you. In this example the Fill command is used for months of the year.

1. Click on any blank cell within the Excel worksheet.2. Type in Jan or January.

Note: You can use standard abbreviations such as Jan or Mon.

3. Place the mouse on the bottom right of the cell, over the bold square shown in Fig 10.The on-screen cursor will change to a cross, shown in Fig 11.

4. Drag the mouse across to autofill in the columns and let go when you have the number of months/days required.Note: Drag the mouse down to autofill the rows.Repeat in your own time, using Monday or Mon.Note: If it hasn’t worked make sure the word is spelled correctly.

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Fig 9

Fig 8

Fig 10

Fig 11

7. Use Excel’s Fill command with a number series

You can use the Fill command with numbers, but you need to indicate which pattern of numbering you require, ie, 1, 2, 3 or 2, 4, 6, or 2015, 2016 etc.

1. Click on the blank cell you want to start in.2. Type in the first number. In this example dates have been used.3. Click on the adjacent cell (across for

columns, down for rows).4. Type in the second number.5. Highlight the two cells, shown in Fig 12.6. Place the mouse on the bottom right of the cell, over the bold

square shown in Fig 10.The on screen cursor will change to a cross, shown in Fig 11.

7. Drag the mouse across or down and let go when you have the required amount of numbers.

8. Save your Excel file

It is good practice to save your files regularly. You can save to USB stick (memory stick) but also save a copy of your spreadsheet onto the University network in case you lose the stick.

1. Click on the File tab, shown in Fig 13. 2. Click on Save As.

This will open the Save As dialogue box, shown in Fig 14.3. Click on Personal to save to the University network.

Note: To save to USB/memory stick from University PCs, click on the F: drive.Save all updates to your work. Click on the Save icon, shown in Fig 13, every five to ten minutes.

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Fig 12

Fig 13

Fig 14

Saving backup copies of your work

Always save a copy of your file to your P: drive on the student network or email yourself a copy to ensure you never lose your work. To avoid confusion about which file is the most recent version, include the date as part of the file name.

Calculations and formulas in Excel

Order of operations in Excel

Excel carries out calculations on data in a specific order (order of operations), shown in Fig 15. If you are carrying out mathematical calculations on your data, they must be in the order Excel recognises:

Operator Description Example Result( ) Brackets (parentheses) (3+2)*3 15^ Exponential (also known as powers) 10^2 100/ Division 15/3 5* Multiplication 3*5 15+ Addition 5+9 14- Subtraction 9-5 4

You can remember the order of operations by the mnemonic shown in Fig 16:

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Fig 15

Brackets

Exponential

Division

Multiplication

Addition

SubtractionFig 16

9. Use the AutoSum function

1. Type a set of numbers into the worksheet, for example rows A2 to A6, as shown in Fig 17.

2. Click in the first blank cell at the bottom of the numbers.

3. Click on AutoSum on the Home tab, shown in Fig 18.Note: You can also click on the Formulas tab, shown in Fig 18, to find the AutoSum function.

4. Click the tick, shown in Fig 17, to carry out the calculation.Note: You can also hit the enter key on the keyboard.Note: You can also input the numbers across the columns.

10. Use the AutoAverage function

1. Type a set of numbers into the worksheet, for example cells C1 to E1, shown in Fig 19.

2. Click on the arrow next to AutoSum, shown in Fig 20.

3. Click on Average.4. Click the tick, shown in Fig 17, to carry out the

calculation.

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Fig 20

Fig 17

Fig 18

Fig 19

Equals

(A2:A6)SUM=

Add the numbers together

The range A2 to A6

The full colon - : - means including all cells between A2 and

A6

11. Use the Fill command for formula

Task 6 showed you how to use the Fill command to add months, days, etc to the spreadsheet. You can also use the Fill command for formula such as AutoSum or any formula you create yourself.

1. Add some more numbers to the spreadsheet, shown in Fig 21.

2. Click on the Fill handle, shown in Fig 21.3. Drag across to C6.

The formula has been copied.4. Repeat for the average formula, filling in D1

to D6.

Cell references

Each calculation in Excel has to begin with the equals sign ‘=’. For example, to add 2 and 3 in Excel the formula is = 2+3 (the opposite way round to how it is written in maths). If you don’t put the equals sign, Excel treats the data as text and can’t carry out calculations or analyse.

Calculations in Excel use cell references rather than the actual numerical values. Look at cell A7 in Fig 17. Broken down, this means,

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Fig 21

12. Use the standard deviation function

The specific standard deviation function you need depends on the data you have. Check the table below for the function required.

SAMPLE/POPULATION

TYPE OF DATA

FUNCTION

SAMPLE NUMERICAL STDEV.S

SAMPLE BOTH STDEVA

POPULATION NUMERICAL STDEV.P

POPULATION BOTH STDEVPA

1. Type in the data shown in Fig 22.2. Click in the cell you want the result to appear

in.3. Click the Function icon, shown in Fig 22.

This opens the Insert Function window, shown in Fig 23.

4. Click on the arrow next to or select a function, shown in Fig 23.

5. Scroll down and click on Statistical.All available statistical functions will now be listed, shown in Fig 24.

6. Scroll down to the Stdev functions.7. Click on the specific function

required. 8. Click on OK.

This opens the Function Arguments window, shown in Fig 25.Note: Check that the data range Excel has put in is correct. If not, click in the number box/boxes and type in the cell references you require.

9. Click OK.

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Fig 23

Fig 22

10

Fig 24

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Fig 25

13. Display more decimal places for numbers

Increasing the number of decimal spaces displayed is very useful for some types of calculations. For example, standard deviation calculations often show increased decimal places.

1. Right click on the cell you wish to format. Note: If it is a range of cells, highlight them and then right click.

2. Click on Format Cells in the drop down menu, shown in Fig 26.This opens the Format Cells window.

3. Click in the Decimal places box, shown in Fig 27.4. Change decimal places to the number required.5. Click on OK.

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Fig 26

Fig 27

14. Format cells to display currency

1. Right click on the cell you wish to format. Note: If it is a range of cells, highlight them and then right click.

2. Click on Format Cells in the drop down menu, shown in Fig 26.This opens the Format Cells window.

3. Click on Currency in the Number tab, shown in Fig 28.4. Change the decimal places to 2 if required.5. Click on OK.

Note: The default currency is the pound. For more currency options, click the arrow under the symbol box, shown in Fig 28.Explore the other formatting options to see which might be useful.

15. Relative and absolute cell references

Excel automatically makes cell references relative references. This means that if formula is copied across multiple cells, the cell reference changes based on the row and column it’s in. If you look at Fig 29, the AutoSum formula has been copied from A6 to C6. Notice how the cell references change to reflect the different columns the formula has been applied to. They are relative cell references.

Sometimes, however, you need a formula to reference the same cell as part of its calculation. For example when calculating the amount of VAT for a range of products, you need the rate of VAT to stay the same. In this case, you need to make the cell reference absolute. Task 16 shows you how to do this.

16. Calculating VAT

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Fig 29

Fig 28

1. Type the data shown in Fig 30 into a worksheet.

2. Use Task 14 to format cells B3-D3 to display currency.The VAT rate in cell B6 needs to be a percentage value.

3. Right click on cell B6.4. Click on Format Cells.5. Click on Percentage, shown in Fig 31.6. Change the decimal places to 0.

The percentage will now read as 20%, shown in Fig 32.7. Click in cell B4.8. Type in =B3*$B$6

Note: The above formula means multiply the car price by the rate of VAT to calculate the amount of VAT.

9. Hit the Enter key to confirm the entry.10.The VAT rate is now calculated for the Vauxhall.11.Use the Fill handle to calculate the VAT rates for the Mini and Volvo cars,

shown in Fig 32.

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Fig 31

Fig 30

Fig 32

Absolute references

The $ signs around B6, the cell containing the VAT percentage rate, make that cell absolute. It now reads $B$6, shown in Fig 33. The other cell reference changes relative to the column the formula is copied to, to reflect the different car prices but they are now always multiplied by the cell B6 which contains the VAT value.

17. Sort the data

Sorting data in Excel helps you organise the information, for example listing surnames alphabetically or most recent dates first. Formatting the data as a table makes it much easy to use Excel’s sort functions.

1. Type in the data shown in Fig 34. 2. Select the data - cells B2 to F15.3. Click on the Format as Table icon, on the Home tab, shown in Fig 35.

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Fig 34

Fig 35

Fig 33

4. Click on the table design you require to apply it to the data.5. Click on the column with the data you want to sort. In this example, the

surname column has been activated.6. Click on the Sort & Filter icon on the Home tab, shown in Fig 36.7. Click Sort A-Z or Z-A as required.

This sorts the table alphabetically by surname.Try sorting other columns to see how it changes the table.

18. Apply a multi level sort to your data

You might want to sort your data on several levels. For example by surname and then by payment type.

1. Click inside the table.2. Click on the Data tab.3. Click on Sort, shown in Fig 37. 4. This opens the Sort window, shown in Fig 38.5. Click on the arrow in the Sort by box.6. Click on Surname.7. Click on Add Level,

shown in Fig 39.8. Click on the arrow

in the Then by box.9. Click on Payment

Type.10.Click OK

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Fig 39

Fig 38

Fig 37

Fig 36

19. Apply conditional formatting to the data

You can also sort data by applying conditional formatting. You can use rules to format data according to specific criteria. This makes spotting patterns in data easier when working with large spreadsheets.

1. Add the data shown in Fig 40 to the table used in Task 17.

2. Click on the letter H to select that column.3. Click on the Conditional Formatting icon on

the Home tab, shown in Fig 41.4. Click on New Rule.

This opens the New Formatting Rule window, shown in Fig 42.

5. Click on Format only cells that contain.

6. Click on the arrow under Format only cells with.

7. Click on Specific text.8. Type in N in the box

shown in Fig 42.9. Click on Format.

This opens the Format Cells window, shown in Fig 43.

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Fig 40

Fig 41

Fig 42

10.Click on Bold.11.Click on the arrow under

Colour.12.Click on the colour you

want.13.Click on OK.

All the cells with N for not paid will now have red, bold text.

Creating charts

Charts allow you to display the data contained in your spreadsheet in a way that has more visual impact. You can use different types of chart for representing and comparing series of data in different ways. For more information on selecting the right chart see the Skills for Learning site section on charts: http://skillsforlearning.leedsbeckett.ac.uk/local/maths/interpreting_charts/index.shtml

For the next set of tasks, two data sets need to be inputted. Save the data as the section on Customising Charts will also use the data sets.

20. Create a pie chart

A pie chart is a circular chart that displays the different parts of a whole amount. Each item is a percentage of the whole and is shown as a segment of the pie. Its size depends on the percentage of the whole.

1. Type the data shown in Fig 44 into a new worksheet.

2. Select cells A2 to B7.3. Click on the Insert tab.4. Click on the Pie chart

icon, shown in Fig 45.

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Fig 44

Fig 43

This opens a drop down menu of charts.

5. Click on the pie type required.The chart is now inserted into the worksheet.

21. Create a column chart

This is one of the most commonly used styles of chart. It is effective at illustrating changes in data over a period of time. It is also useful for highlighting comparisons between items.

1. Select cells A2 to E7.Note: Type in the data from Task 20 if you’ve not already done so.

2. Click on the Insert tab.3. Click on the Column

chart icon, shown in Fig 46.The chart is now inserted into the worksheet.

22. Create a line chart

Line charts are ideal for demonstrating changes in data series over time. The emphasis is firmly on trends, which are highlighted by upwards and downwards movements in the line.

1. Select cells A2 to E7.2. Note: Type in the data

from Task 20 if you’ve not already done so.

3. Click on the Insert tab.4. Click on Line chart,

shown in Fig 47.5. The chart is now

inserted into the worksheet.

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Fig 47

Fig 45

Fig 46

23. Create a scatterplot

Scatter plots show how much one variable affects another, for example, hours spent studying and exam results. The relationship between two variables is called correlation.

In the example data, the correlation between weight and jump distance is being displayed.

1. Type in the data shown in Fig 48.2. Select cells B3 to C7. 3. Click on the Insert tab.4. Click on Scatterplot, shown in Fig 49.

The Scatterplot has now been inserted into your worksheet.

24. Create a scatterplot with two series shown

In the data shown in Task 23, there are two distinct groups, or series, male and female. The chart created in Task 23 shows the female series. A second series, the male group, can also be added.

1. Carry out the steps in Task 23 to create the chart.

2. Right click on the chart.3. Click on Select Data, shown in Fig

50.

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Fig 50

Fig 49

Fig 48

This will open the Select Data Source window, shown in Fig 51.

4. Click on Edit DataNote: Make sure Series 1 is ticked, shown in Fig 51.This will open the Edit Series window, shown in Fig 52.

5. Type in Female.6. Click on OK.

You will now return to the Select Data Source window. 7. Click on Add Series, shown in Fig 51.

This will open a new Edit Series window, shown in Fig 53.

8. Type Male in the Series name box.9. Click on the icon next to Series X

values, shown in Fig 53. This will collapse the Edit Series window, shown in Fig 54.

10.Select cells B8 to B12 with the mouse.11.Click on the icon again, circled in Fig

54.This will open the Edit Series window again.

12.Click on the icon next to the Series Y values box, shown in Fig 53.

13.Select cells C8 to C12.14.Click on OK.

This will take you back to the Select Data Source window.

15.Click on OK again.The 2nd series, in this example, the Male series, has now been added to the chart.

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Fig 51

Fig 52

Fig 53

Fig 54

Customising charts

Tasks 20 to 24 show how to create a range of basic charts. However, most charts need some additional data, or you may want to customise the design. Charts always start with zero as the lowest point. On occasion, this will leave too much white space between the bottom of the chart and where your data actually begins. You can amend the start and end values of your chart scales.

25. Move a chart into its own worksheet

Moving a chart into its own worksheet makes it bigger and easier to read.

1. Click on the chart to activate it.Note: You can choose any of the charts created from the tasks above.This will open the Chart Tools tab, shown in Fig 55.

2. Click on Design.3. Click on Move Chart.

This will open the Move Chart window, shown in Fig 56.

4. Click the radio button next to New sheet.5. Type the name in the

box next to New sheet.6. Click OK.

26. Add a title to a chart

1. Click the Chart Tools tab.2. Click the Design tab.3. Click Add Chart Element,

shown in Fig 57.

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Fig 55

Fig 56

Fig 57

4. Click on Chart Title in the drop down menu, shown in Fig 58.

5. Click on Above Chart.6. Type in the chart title.

Note: The title appears, as you are typing, next to the Insert Function icon, shown in Fig 59.

27. Add axis titles

1. Click the Chart Tools tab.2. Click the Design tab.3. Click Add Chart Element, shown in Fig 57. 4. Click Axis Titles, shown in Fig 60.5. Click on Primary Vertical Axis,

shown in Fig 60.6. Type in the title you require.7. Click Add Chart Element again.8. Click Axis Titles again.9. Click Primary Horizontal Axis,

shown in Fig 60.10.Type in the title you require.

Note: The title appears, as you are typing, next to the Insert Function icon, shown in Fig 59.

28. Add and amend the chart design

1. Click the chart to activate it.2. Click the Chart Tools tab.3. Click the Design tab.4. Click on one of the design options, shown in Fig 61. 5. Click the arrow at the bottom right of the chart styles window for more design

options.

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Fig 61

Fig 59 Fig 58

Fig 60

6. Click Change Colours, shown in Fig 61.7. Choose one of the colour options, similar to that

shown in Fig 62.Note: The exact designs and colour options can vary depending on the type of chart you’ve used.

29. Change the axis value

Sometimes when the X or Y axis starts at zero, it leaves a lot of white space below the data. For example the scatter plot has too much white space underneath the starting value for both weight and jump height. You can amend axes to start at the number you need.

1. Click the axis to activate it. A border will appear around it when activated, shown in Fig 63.

2. Click Format Axis, shown in Fig 64. This opens the Format Axis window on the right of the Excel screen, shown in Fig 65.

3. Change the minimum, maximum and major to what you require, shown in Fig 65.Note: Experiment with the other options to see how it affects the display within the chart.

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Fig 65

Fig 64

Fig 63

Fig 62

30. Change the chart style

If you want to amend the style of your chart or choose a completely new chart type, you don’t have to delete the chart and start again.

1. Click on the chart to activate it.2. Click on the Chart Tools tab.3. Click on the Design tab.4. Click on Change Chart Type, shown in Fig 66.

This opens the Change Chart Type window, shown in Fig 67.5. Click on the style option you require from the options shown in Fig 67. In Fig

67 a 3D style has been chosen for the column chart created earlier.

31. Change the chart type

1. Click on the chart to activate it.2. Click on the Chart Tools tab.3. Click on the Design tab.4. Click on Change Chart Type, shown in Fig 66.

This opens the Change Chart Type window, shown in Fig 67.5. Click on Recommended Charts. This will give you a list of chart options

suitable for your data.6. Click on the

chart you require.

7. Click on OK.

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Fig 66

Fig 67

32. Create sparklines

Sparklines are graphs that fit inside a single cell and can be useful when working with huge spreadsheets where charts would have too many data series. Line and Column sparklines work in the same way as line and column charts and show how high or low each value is. Win/Loss is similar to Column, but shows values as positive or negative.

1. Click on the cell you want the sparkline to appear in.2. Click on the Insert tab, shown in Fig 68.3. Click on the Sparkline graph required.

This opens the Sparkline window, shown in Fig 69.4. Click on the icon next to Data range, shown in Fig 69. This will collapse the

Sparkline window, shown in Fig 70.5. Select the cells to be included in the Sparkline chart. 6. Click the icon, circled in Fig 70, to expand the Sparklines window again.7. The cells you have selected are now listed in the Data Range box, shown in

Fig 69.8. Click OK.

The sparkline will now be inserted right next to the source data.9. Click on the Sparklines Tools tab, shown in Fig 71.10.Click the High/Low Point boxes. This displays them in a different colour to the

rest of the Sparkline values.11.Experiment with the design options for the Sparkline.

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Fig 71

Fig 70

Fig 69

Fig 68

33. Copy and paste a chart from Excel to Word or PowerPoint

1. Click the chart to activate it.2. Click Copy on the Home tab.

Note: You can also right click the mouse and click Copy on the drop down menu.

3. Open the document in Word where you want the chart to be.4. Click on the page where you want to insert the chart.5. Click on Paste on the Home tab.

Note: You can also right click the mouse and click Paste on the drop down menu.

6. Click the inserted chart to activate it.7. Click the Layout Options icon, shown in Fig 72.8. Click one of the Text Wrapping options to make the inserted chart easy to

move around within your document.Note: Square and Top and Bottom are two commonly used text wrapping options.

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Fig 72

Formula errors – reference

Error Type What it means#N/A Occurs when a value is not available to

a function or formula.

#REF! Occurs when a cell reference is not valid.

##### 1. The column is not wide enough to display the content.OR….

##### 2. The wrong date format has been entered into the cell.

#VALUE! The wrong type of argument or operand is used.

#DIV/0! Occurs when a number is divided by zero (0).

#NAME? Occurs when Microsoft Excel doesn't recognise text in a formula.

#NUM! Occurs with invalid numeric values in a formula or function.

#NULL! Occurs when you specify an intersection of two areas that do not intersect. The intersection operator is a space between references.

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Further information

The Library has several books on using Excel and Microsoft Office.

Harvey, G. (2013) Excel 2013 for Dummies. Hoboken: John Wiley & Sons.Wang, W. (2013) Office 2013 for Dummies. Hoboken: John Wiley & Sons.

Workshops and the Skills for Learning website

Workshops on using Excel are provided throughout the academic terms. For the most up to date timetable see the Skills for Learning website:

http://skillsforlearning.leedsbeckett.ac.uk/workshops/index.shtml

Information on using charts can be found on the Skills for Learning website:http://skillsforlearning.leedsbeckett.ac.uk/local/maths/intro_to_charts/index.shtml

Video tutorials can be an effective way of developing your IT skills. GCFLearnFree provides a comprehensive range of tutorial topics covering Excel, as well as other Office and IT topics. Approximate timings are shown for each tutorial.

GCFLearnFree http://www.gcflearnfree.org/office2013/excel2013

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