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Excel 2013 Intermediate

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© 2013 Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware: (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information: This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com.au/agreement Contact Information Australia / Asia Pacific / Europe (ex. UK / Ireland) / Rest of the World Email: [email protected] Web: www.cheltenhamcourseware.com.au USA / Canada Email: [email protected] Web: www.cheltenhamcourseware.com UK / Ireland Email: [email protected] Web: www.cctglobal.com

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TUTOR SETUP INFORMATION ....................................................................................................................... 6

SAMPLE FILES FOR THIS COURSE .............................................................................................................. 7

EXCEL 2013 SETUP AND VIEWING OPTIONS ............................................................................................ 8

WORKSHEET MARGINS ...................................................................................................................................... 8 WORKSHEET ORIENTATION ............................................................................................................................... 9 WORKSHEET PAGE SIZE .................................................................................................................................. 10 HEADERS AND FOOTERS ................................................................................................................................. 11 HEADER AND FOOTER FIELDS.......................................................................................................................... 13 VIEWING WORKBOOKS SIDE BY SIDE ............................................................................................................... 15 ZOOMING THE VIEW ......................................................................................................................................... 15

EXCEL 2013 FUNCTIONS AND FORMULAS .............................................................................................. 18

GETTING HELP WITH FUNCTIONS .................................................................................................................... 18 NESTED FUNCTIONS ........................................................................................................................................ 21 CONSOLIDATING DATA USING A 3-D REFERENCE SUM FUNCTION .................................................................. 23 MIXED REFERENCES WITHIN FORMULAS ......................................................................................................... 24

EXCEL 2013 TIME & DATE FUNCTIONS..................................................................................................... 27

INSERTING THE CURRENT TIME AND DATE....................................................................................................... 27 TODAY FUNCTION.......................................................................................................................................... 27 NOW FUNCTION.............................................................................................................................................. 29 DAY FUNCTION ............................................................................................................................................... 31 MONTH FUNCTION ......................................................................................................................................... 33 YEAR FUNCTION............................................................................................................................................. 35

EXCEL 2013 MATHEMATICAL FUNCTIONS............................................................................................... 39

ROUND FUNCTION ......................................................................................................................................... 39 ROUNDDOWN FUNCTION ............................................................................................................................ 41 ROUNDUP FUNCTION ................................................................................................................................... 44

EXCEL 2013 LOGICAL FUNCTIONS ............................................................................................................ 47

IF FUNCTION .................................................................................................................................................... 47 AND FUNCTION ............................................................................................................................................... 50 OR FUNCTION ................................................................................................................................................. 51

EXCEL 2013 MATHEMATICAL FUNCTIONS............................................................................................... 53

SUMIF FUNCTION ........................................................................................................................................... 53

EXCEL 2013 STATISTICAL FUNCTIONS..................................................................................................... 56

COUNT FUNCTION ......................................................................................................................................... 56 COUNTA FUNCTION....................................................................................................................................... 58 COUNTIF FUNCTION...................................................................................................................................... 62 COUNTBLANK FUNCTION ............................................................................................................................ 64 RANK FUNCTION ............................................................................................................................................ 68

EXCEL 2013 TEXT FUNCTIONS.................................................................................................................... 76

LEFT FUNCTION.............................................................................................................................................. 76 RIGHT FUNCTION ........................................................................................................................................... 79 MID FUNCTION ................................................................................................................................................ 83 TRIM FUNCTION.............................................................................................................................................. 87 CONCATENATE FUNCTION ......................................................................................................................... 90

EXCEL 2013 FINANCIAL FUNCTIONS ......................................................................................................... 93

FV FUNCTION .................................................................................................................................................. 93


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PV FUNCTION .................................................................................................................................................. 96 NPV FUNCTION ............................................................................................................................................... 98 RATE FUNCTION ........................................................................................................................................... 102 PMT FUNCTION ............................................................................................................................................. 104

EXCEL 2013 LOOKUP FUNCTIONS ........................................................................................................... 107

VLOOKUP FUNCTION .................................................................................................................................. 107 HLOOKUP FUNCTION .................................................................................................................................. 111

EXCEL 2013 DATABASE FUNCTIONS ...................................................................................................... 114

DSUM FUNCTION.......................................................................................................................................... 114 DMIN FUNCTION ........................................................................................................................................... 117 DMAX FUNCTION .......................................................................................................................................... 120 DCOUNT FUNCTION .................................................................................................................................... 123 DAVERAGE FUNCTION ............................................................................................................................... 126

EXCEL 2013 NAMED RANGES.................................................................................................................... 129

NAMING CELL RANGES ................................................................................................................................... 129 REMOVING A NAMED RANGE .......................................................................................................................... 131 NAMED CELL RANGES AND FUNCTIONS ......................................................................................................... 132

EXCEL 2013 CELL AND RANGE FORMATTING ...................................................................................... 136

APPLYING STYLES TO A RANGE ..................................................................................................................... 136 CONDITIONAL FORMATTING ........................................................................................................................... 138 CUSTOM NUMBER FORMATS .......................................................................................................................... 140

ADVANCED WORKSHEET MANIPULATION WITHIN EXCEL 2013 ..................................................... 145

COPYING OR MOVING WORKSHEETS BETWEEN WORKBOOKS ...................................................................... 145 SPLITTING THE WINDOW VIEW ....................................................................................................................... 148 HIDING ROWS................................................................................................................................................. 150 HIDING COLUMNS........................................................................................................................................... 152 HIDING WORKSHEETS .................................................................................................................................... 154 UN-HIDING ROWS ........................................................................................................................................... 154 UN-HIDING COLUMNS ..................................................................................................................................... 156 UN-HIDING WORKSHEETS .............................................................................................................................. 158

EXCEL 2013 TEMPLATES ............................................................................................................................ 160

USING TEMPLATES......................................................................................................................................... 160 CREATING AN EXCEL 2013 PERSONAL TEMPLATE ....................................................................................... 162 EDITING AN EXCEL 2013 PERSONAL TEMPLATE........................................................................................... 167 DELETING AN EXCEL 2013 PERSONAL TEMPLATE........................................................................................ 168

PASTE SPECIAL OPTIONS WITHIN EXCEL............................................................................................. 170

USING PASTE SPECIAL TO ADD RANGES....................................................................................................... 170 USING PASTE SPECIAL TO SUBTRACT RANGES ............................................................................................ 172 USING PASTE SPECIAL TO MULTIPLY RANGES .............................................................................................. 174 USING PASTE SPECIAL TO DIVIDE RANGES ................................................................................................... 175 USING PASTE SPECIAL ‘VALUES’................................................................................................................... 177 USING PASTE SPECIAL TRANSPOSE OPTION ................................................................................................ 180

PROOFING AND PRINTING ......................................................................................................................... 184

SPELL CHECKING ........................................................................................................................................... 184 PREVIEWING A WORKSHEET .......................................................................................................................... 184 VISUALLY CHECKING YOUR CALCULATIONS................................................................................................... 185 SCALING YOUR WORKSHEET TO FIT A PAGE(S) ............................................................................................. 185 DISPLAYING GRIDLINES WHEN PRINTING ....................................................................................................... 188 PRINTING TITLES ON EVERY PAGE WHEN PRINTING ...................................................................................... 190


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PRINTING THE EXCEL ROW AND COLUMN HEADINGS .................................................................................... 194 TO VIEW PRINTING OPTIONS .......................................................................................................................... 195 SETTING THE NUMBER OF COPIES TO PRINT ................................................................................................. 196 SELECTING A PRINTER ................................................................................................................................... 197 SELECTING INDIVIDUAL WORKSHEETS OR THE ENTIRE WORKBOOK ............................................................. 197 SELECTING WHICH PAGES TO PRINT ............................................................................................................. 198 SINGLE OR DOUBLE SIDED PRINTING............................................................................................................. 199 COLLATION OPTIONS ..................................................................................................................................... 200 PAGE ORIENTATION ....................................................................................................................................... 200 PAPER SIZE .................................................................................................................................................... 201 MARGINS........................................................................................................................................................ 202 SCALING......................................................................................................................................................... 204 PRINTING ....................................................................................................................................................... 205


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Tutor Setup Information Copy the sample files folder, Excel 2013 Intermediate to the Documents folder

on the PC. At the end of the course, remove all files modified or created during the course,

prior to re-running the course. At the end of the course, reset all program and operating system defaults that

may have been modified during the course, prior to re-running the course.


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Sample files for this Course

During this course you will need to open samples files. These are stored under the Documents folder in a sub-folder called: Excel 2013 Intermediate. If you create any new files, unless otherwise instructed, you should also save the files in this folder.


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Excel 2013 Setup and Viewing Options

Worksheet margins Open a workbook called Print setup.

NOTE: The sample files for this course are stored in a folder called Excel 2013 Intermediate under the Documents folder.

Click on the Page Layout tab, and from within the Page Setup group, click on the Margins icon.

This will display a drop down from which you can select Normal, Wide or Narrow.

Clicking on the Custom Margins command displays the Margins tab within the Page Setup dialog box. You can use this dialog box to set custom top, bottom, left and right margins.


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TIP: You can also use this dialog box to set Header and Footer values, as well as options to centre the table on the page vertically and/or horizontally. Experiment with setting margins. TIP: Be sure not to make the margin size too small or you may have problems printing the worksheet.

Worksheet orientation Click on the Page Layout tab, and from within the Page Setup group, click on

the Orientation icon.

You can select either Portrait or Landscape orientation, as illustrated.


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Try setting the orientation to Landscape. To see the effect in Print Preview mode, press the Ctrl+F2 keyboard shortcut.

To return to the normal view, press the Esc key.

Before continuing reset the orientation back to Portrait.

Worksheet page size Click on the Page Layout tab, and from within the Page Setup group, click on

the Size icon.


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You can select the required page size from the drop down options displayed, as illustrated.

Headers and footers Click on the Insert tab and from within the Text group, click on the Header &

Footer icon.


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You will see the Header area displayed at the top of the worksheet, as illustrated.

Type in the text for your header, such as Stock Levels for January. If you scroll down the page you will see the message 'Click to add footer'

displayed at the bottom of the worksheet.

Click within the footer area and type in your name. An example is illustrated below.


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To modify a header or footer at any time just click over an existing header or footer and edit as required.

Header and footer fields When you are inserting or editing a footer or header, you will notice that you see

the Header and Footer Tools Ribbon. Within this Ribbon is the Header & Footer Elements group, as illustrated below.

You can use the icons in this section in insert an Excel field, such as the Page Number. The great thing about fields is that they automatically update when required. For instance if you insert a Page Number field, then as you add more pages, the page number displayed on each page will increment.

Another very useful field is the File Name field. This displays the file name of the document in your header or footer, when you print, and is very useful when you have printed out a copy of a worksheet and then several months later are trying to remember the file name you used to save the worksheet as. NOTE: When you insert a field, such as the File Name field, you may see the field code rather than the actual file name. When you print the worksheet however, this code is replaced by the actual file name.

The File Path will display the file name and also the path to the folder in which the file is stored.

Experiment with inserting different fields into your header or footer. Make sure that you have experimented with all of the following field types: Page numbering:


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Date:

Time:

File name:

Worksheet name:

NOTE: To remove a header or footer field, select the field and press the Del key.

Close the workbook without saving your changes.


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Viewing workbooks side by side This feature allows you to compare two versions of a workbook, side by side.

Open a document called Side by Side 1. Open a second document called Side by Side 2.

Click on the View tab and click on the View Side by Side command (located within the Window group).

This will display the two workbooks side by side. As you scroll down one worksheet, the other worksheet also scrolls down the screen.

Try scrolling through each worksheet to practice using this feature. Close both worksheets before continuing.

Zooming the view Open a workbook called Zoom. This workbook contains text of various sizes,

and may be unreadable at the normal viewing zoom level. You can use the Zoom control to magnify the display of data on the screen (or to reduce the size of data of the screen).


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You can see the Zoom slider control displayed at the bottom-right of your screen.

Click on the Plus or Minus button, or drag the slider using the mouse to adjust the zoom levels.

If you click on the Zoom value (100% in the example show above), you will display the Zoom dialog box. You can use this to set exact zoom levels.


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Before continuing set the Zoom level back to 100% and close the workbook.


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Excel 2013 Functions and Formulas

Getting Help with Functions PLEASE NOTE:

This section is just for reference, so do not try to follow through instructions now just remember how you can use the help available within Excel.

Excel 2013 has several features that help to make using spread sheets quicker and easier. One of these is the Insert Function utility, which saves you from typing complicated function syntax into your spread sheet. To use this utility open a new workbook and click on the Insert Function button. This button is located under the Formulas tab within the Function Library group.

Clicking on the Insert Function button will display the Insert Function dialog box.


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Since few people know the full details of every single Excel function, it is sometimes difficult to choose a function that will allow you to perform a desired task. Luckily, the Insert Function utility contains a function wizard that can assist you in finding that perfect function.

Let's try an example. Pretend that you want to find the average price in a hypothetical cell range. Within the Search for a function box, type. Finding the average

Click on the Go button to perform the search. NOTE: Click on the GO button, NOT the OK button.

You will see that the wizard has compiled a list of possible correct functions in the Select a function section of the dialog box, which will assist you making your decision. There is also a brief description of the selected function at the bottom of the dialog box to further help you in making your choice, as illustrated below.


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If you need further assistance, be sure to click on Help on this function, which will provide you with more detailed help online.

Use these features; they are there to help you.


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Nested functions Open a workbook called Nested Functions.

This workbook contains sales results for the North and South regions, along with total and average sales results for the two regions. The average sales target of a region is 25 (per sales person). We want to be able to sum up only those sales of the regions that are above the sales target.

Click on cell B13 and enter the following formula. =IF(AVERAGE(B3:B6)>25,SUM(B3:B6),0)


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Once you have entered this formula, use drag and drop to copy this formula to cell C13. The result should be as illustrated. Sales for the North region exceeded their targets, (i.e. the average is over 25) so in cell B13 you see the sales summed, while in cell C13, you see a 0 figure as sales for the South region were below an average of 25:


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Save your changes and close the workbook.

Consolidating data using a 3-D reference sum function Open a workbook called 3-D SUM Consolidation.

Quickly examine the data on each worksheet. In this example, we have a workbook containing a number of worksheets. Each worksheet within the workbook contains the total annual sales for a salesperson called Rowan. We wish to total the sales for the last three years and display them on the first page within the workbook:

Click on cell C7 on the first worksheet within the workbook. Click on Formulas tab and within the Function Library group, click on the

upper part of the AutoSum button.

Your screen will look like this.


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Click on the tab of the second worksheet to display the second worksheet. Highlight the cell or range to be consolidated, in this case cell B2: While depressing the Shift key, click on the worksheet tabs for the other

worksheets to be consolidated, in this case for the years 2012 and 2011. Press the Enter key and the consolidated value for the three years will be

displayed within the first worksheet. If you click on the cell containing the consolidated data (on the first worksheet)

you will notice the consolidation formula in the Formula Bar:


Mixed references within formulas Open a workbook called Mixed references. We are going to use mixed references within the workbook to produce a

multiplication table that will display all possible values for up to 'ten times ten'. When you create a mixed cell reference, either the column or the row uses absolute referencing, which will not change when the formula is copied and pasted to another part of your worksheet. An absolute cell reference contains a dollar sign in front of both parts of the reference whereas a mixed cell reference contains a dollar sign in front of just one part of the reference.

Click on cell B2 and insert the following formula, which contains 2 mixed

references.


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=B$1*$A2

Your worksheet will look like this.

Extend the contents of cell B2 to fill the range B2:K2. You will see the following.


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Extend the range B2:K2 down the worksheet, as illustrated.

As you can see you now have a multiplication table, just like the ones you used at school.



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Excel 2013 Time & Date Functions

Inserting the current time and date PLEASE NOTE:

This section is just a reference, so do not try to follow through instructions now just remember how you can insert the current date or time within Excel.

The advantage of using functions is that the time and date will be updated to the current time and date, even when you close down the workbook, and later reopen it. You can also use keyboard shortcuts to insert the time and date, but the following examples will only insert 'static' time or dates that will not be automatically updated. To insert the current date into a cell. Click within a cell and then press Ctrl+; To insert the current time. Click within a cell and then press Ctrl+Shift+;

TODAY Function Open a workbook called Functions - Today. Click on cell C2. Click on the Formulas tab and within the Function Library group click on the

Date and Time button. From the drop down list displayed click on the TODAY function.


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The Function Arguments dialog box will be displayed.

Click on the OK button to insert the function.


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You can see the function syntax displayed within the Formula Bar (displayed above the workbook area). In this case you will see the following. =TODAY()


NOW Function Open a workbook called Functions - Now. Click on cell C2. Click on the Formulas tab and within the Function Library group click on the

Date and Time button. From the drop down list displayed click on the NOW function.


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Click on the OK button to insert the function.


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You can see the function syntax displayed within the Formula Bar (displayed above the workbook area). In this case you will see the following. =NOW()


DAY Function Open a workbook called Functions - Day. Click on cell C3. As you can see this cell contains the TODAY function, which

displays the current date.

Click on the cell into which we want to insert the DAY function. In this case click on cell C6.

Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the DAY function.


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The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the day of the month, a number from 1 to 31'.

Click on cell C3 and you will see that this cell reference is automatically displayed within the Serial_number section of the dialog box.


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Click on the OK button and the current day of the month will be displayed within cell, C6. It takes this information from the data within cell C3.

The function syntax is displayed within the Formula Bar, above the worksheet. =DAY(C3)


MONTH Function Open a workbook called Functions - Month. Click on cell C3. As you can see this cell contains the TODAY function, which



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Click on the cell into which we want to insert the MONTH function. In this case click on cell C6.

Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the MONTH function.

The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the month, a number from 1 (January) to 12 (December)'.



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Click on the OK button and the current month will be displayed within cell, C6. It takes this information from the data within cell C3.

The function syntax is displayed within the Formula Bar, above the worksheet. =MONTH(C3)


YEAR Function Open a workbook called Functions - Year. Click on cell C3. As you can see this cell contains the TODAY function, which



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Click on the cell into which we want to insert the YEAR function. In this case click on cell C6.

Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the YEAR function.


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The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the year, an integer in the range 1900-9999'.


Click on the OK button and the current year will be displayed within cell C6. It takes this information from the data within cell C3.


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The function syntax is displayed within the Formula Bar, above the worksheet. =YEAR(C3)



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Excel 2013 Mathematical Functions

ROUND Function Open a workbook called Functions - Round.

Click on cell C4 containing the formula C2/C3. As you can see, the result is displayed using a large number of decimal places. We are going to redo this formula and use the Round function to display the result with no decimal places.

First, click on the cell C4 and press the Del key to delete the cell contents. Click on the Formulas tab and within the Function Library group click on the

Math & Trig button. From the drop down list displayed click on the ROUND function. TIP: You may have to scroll down the list to see this function.


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The Function Arguments dialog box is displayed.

In the Number section of the dialog box, enter the formula C2/C3. In the Num_digits section of the dialog box, enter 0.


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Click on the OK button and you will see the following.

If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUND(C2/C3,0)


ROUNDDOWN Function Open a workbook called Functions - Rounddown. Click on cell C4 containing the formula C2/C3. As you can see, the result is

displayed using a large number of decimal places. We are going to redo this formula and use the Rounddown function to display the result with 1 decimal place.


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Math & Trig button. From the drop down list displayed click on the ROUNDDOWN function.



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If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUNDDOWN(C2/C3,1)


ROUNDUP Function Open a workbook called Functions - Roundup. Click on cell C4 containing the formula C2/C3. As you can see, the result is

displayed using a large number of decimal places. We are going to redo this formula and use the Roundup function to display the result with 1 decimal place.


Math & Trig button. From the drop down list displayed click on the ROUNDUP function.


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If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUNDUP(C2/C3,1)



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Excel 2013 Logical Functions

IF Function Open a workbook called Functions - If.

This example calculates a discount based on order quantity. The company offers its customers a 5% discount if the value of an order is above 500. There is no discount if the value is below 500. A way of simplifying the above statement is as follows. If the sale value is greater than 500 give 5% discount otherwise give no discount.

Click on cell C3. Click on the Formulas tab and within the Function Library group click on the

Logical button. From the drop down list displayed click on the IF function.


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Click on the Logical_test section of the dialog box and enter B3>500. Click on the Value_if_true section of the dialog box and enter B3*5%. Click on the Value_if_false section of the dialog box and enter 0.


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When you press the OK button, you will see the following. As the value in cell B3 is less than 500, the discount value is zero.

Copy the formula in cell C3 to cells C4:C6 using the usual fill handle technique and you will see the following. As you can see where the sales value is above 500, a discount value is displayed.


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AND Function Open a workbook called Functions - AND.

In this example, we have the results of a two-part examination; candidates must achieve over 50 in EACH part of the examination.

Click on cell D3 and enter the following:

=IF(AND(B3>50,C3>50),$F$2,$F$3)

When you press Enter you should see the following, as the candidate scored less than 50 in the first part of the examinations:


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Copy the formula in cell D3 to the cell range D4:D6 and you will see the following:

The only person to get more than 50 in both parts of the examination is Menendez, who is the only person to pass the entire examination.


OR Function Open a workbook called Functions - OR.

In this example, we have the results of a two-part examination and candidates can pass the entire examination by achieving a score of > 75 in either part of the examination.

Click on cell D3 and enter the following:

=IF(OR(B3>75,C3>75),$F$2,$F$3)

When you press Enter you should see the following, as the candidate scored less than 75 marks in both parts of the examination:


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Copy the formula in cell D3 to the cell range D4:D6 and you will see the following:

The only person to get less than 75 marks in both parts of the examination is Gravani, who is the only person to not pass the entire examination.



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Excel 2013 Mathematical Functions

SUMIF Function Open a workbook called Functions - Sumif. The SUMIF sums the values within a range that meet specified criteria. In this

case, we want to see the total value of all sales, where the salesperson earned over 6000 a month.

First, we would need to click on the cell in which we wish the result of our function to be displayed, in this case cell G12.

Click on the Formulas tab and within the Function Library group click on the Math & Trig button. From the drop down list displayed click on the SUMIF function.



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Within the Range section of the dialog box, enter the range D4:D10. Within the Criteria section of the dialog box, enter >6000. The screen should

now resemble the illustration.

Click on the OK button to display the result. You can see the function syntax displayed in the Function Bar, as illustrated.


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The syntax is. =SUMIF(D4:D10,">6000")



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Excel 2013 Statistical Functions

COUNT Function Open a workbook called Functions - Count. This sheet contains

examination results and grades.


More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNT function.


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In the Value1 section of the dialog box, Enter the cell range C5:C8.

Click on the OK button to insert the function. Your worksheet will now look like this.


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You can see the function syntax displayed within the Formula Bar. =COUNT(C5:C8)

Use the normal drag and drop techniques to copy this function to cells D9 and E9. Your worksheet will now look like this.


COUNTA Function Open a workbook called Functions - Counta. This sheet contains

examination results and grades.


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Click on cell C9. We will use the COUNTA function to count the number of A grades, the number of B grades and the number of C grades.

Click on the Formulas tab and within the Function Library group click on the More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNTA function.



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In the Value1 section of the dialog box, Enter the cell range C5:C8.



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You can see the function syntax displayed within the Formula Bar. =COUNTA(C5:C8)




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COUNTIF Function Open a workbook called Functions - Countif. This sheet contains

examination results and grades. We shall use the Countif function to see how many 'A' grades Dave has, how many Rowan has and how many Elliot has.


More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNTIF function.



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In the Range section of the dialog box, enter the cell range C5:C8. In the Criteria section of the dialog box, enter A.



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You can see the function syntax displayed within the Formula Bar. =COUNTIF(C5:C8,"A")



COUNTBLANK Function Open a workbook called Functions - Countblank. This sheet contains

examination results and grades. We shall use the Countblank function to see how many empty cells are listed under each name. This will tell us how many


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subjects each person did not pass. The worksheet looks like this.


More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNTBLANK function.


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In the Range section of the dialog box, enter the cell range C5:C10.



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You can see the function syntax displayed within the Formula Bar. =COUNTBLANK(C5:C10)

Use the normal drag and drop techniques to copy this function to cells D11:H11. Your worksheet will now look like this.



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RANK Function Open a workbook called Functions - Rank. The worksheet contains a table

of sales results, including the total number of individual sales and also the total value of sales made, by all ten sales people working for a company.

We want to rank each sales person by total number of sales made and also by the total values of sales made.

Click on cell E4. Click on the Formulas tab and within the Function Library group click on the

More Functions button. From the drop down list displayed click on Statistical. You will notice that the Rank function is not displayed within the list.


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Click on the Insert Function button

Type the word Rank into the search box.


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Click on the Go button (not the OK button) and you will see the following dialog box.

Read the information displayed at the bottom of the dialog box. With the Rank function selected, click on the OK button. The Function

Arguments dialog box will be displayed.


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Enter the following data. In the Number section we specify the item to rank, in this case C4. In the Ref section we specify the range from which to compare the ranking value, in this case: $C$4:$C$13.

Your dialog box will look like this.

TIP: Within the Order section, if we do not enter a value, or if we enter a 0, then the rank will be sorted in descending order. If we wanted to sort in ascending order, you would enter any number other than 0. In this example


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we will not enter a value, so the ranking will use the default descending order.

Click on the OK button. You will see the following. This means that Hastert, ranked in position 9, compared to the other sales people, in terms of the total number of sales made.

Drag the contents of cell E4 to fill the range E4:E13. Your data will now look like this. If you look closely you will see that Gravani and Mach are in joint place. This explains the fact that there is no sales person listed in second place. After the two joint-first position, the next best ranking is Feeney with rank position 3.


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We will now see how the sales people rank in terms of total sales. Some sales people are very good at selling a lot of low value items, while other sales people specialise in making fewer, but higher value sales.

Click on the cell F4. Re-display the Function Arguments dialog box for the Rank function and

enter the following data. Number: D4 Ref: $D$4:$D$13


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Click on the OK button. Your data will look like this.

Extend the contents of cell F4 to fill the range F4:F13. Your data will now look like this.


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As you can see Hastert, despite not making very many individual sales, actually is in the top ranked position when it comes to the total value of the sales made. You will notice that there are 2 sales people with the number three ranking, which is why there is no sales person listed in the number four ranking spot.



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Excel 2013 Text Functions

LEFT Function Open a workbook called Functions - Left. It contains the following data.

We want to extract the first character from the text within the range B4:B19 and insert the first character in the range C4:C19.


Text button. From the submenu displayed click on the LEFT function.


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Enter the following information into the dialog box.


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Notice the syntax, displayed within the Function bar. =LEFT(B4,1)

Use the normal Excel drag and drop techniques to extend this function to fill the range C4:C19. Your data will now look like this.


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RIGHT Function Open a workbook called Functions - Right. The worksheet contains the

following table.


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We will use the RIGHT function to extract the last 2 characters from the right of each text string and just display the 2 digit country ID.

Click on cell D3. Click on the Formulas tab and within the Function Library group click on the

Text button. From the submenu displayed click on the RIGHT function.


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Within the Text field enter C3. Within the Num_chars enter the number 2.


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Click on the OK button and your data will look like this. Notice the function syntax in the Function bar.

Extend the contents of cell D3 to fill the range D3:D21. Your data will now look like this.


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MID Function Open a workbook called Functions - Mid. The worksheet contains the

following table. We want to extract the fourth and fifth characters, which are country codes for the DVDs and then display that data in the column next to the product codes.


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Text button. From the submenu displayed click on the MID function.


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Enter the following information.

Click on the OK button and your data will look like this.


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Extend the contents of cell C3 to fill the range C3:C16. Your data will now look like this.



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TRIM Function Open a workbook called Functions - Trim. The worksheet contains the

following data. As you can see there are increasing large amounts of extra spaces inserted at the start of each line of text. We will use the TRIM function to 'trim' these leading spaces.

NOTE: You can also use TRIM to 'trim' spaces at the end of a line.


Text button. From the sub-menu displayed click on the TRIM function.


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Enter C4 into the Text field.


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Click on the OK button and your data will look like this. Notice the function syntax in the Formula Bar.

Extend the contents of cell D4 to the range D4:D13. Your data will now look like this.


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CONCATENATE Function Open a workbook called Functions - Concatenate. It contains the following

data.

Click on cell B5. Click on the Formulas tab and within the Function Library group click on the

Text button. From the sub-menu displayed click on the CONCATENATE function.


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Click within the Text 1 section of the dialog box and then click on cell A1.




The Function Arguments dialog box will now look like this.


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Click on the OK button, and you will see the result as illustrated.



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Excel 2013 Financial Functions

FV Function Open a workbook called Functions - FV.

This workbook contains data relating to the following scenario. Let's say we have a lump sum of 2500 and we want to invest this in a bank that is paying out 6% interest. We will invest a further 150 each month. We want to know how much the account will be worth after three years.

Click on cell C10. Click on the Formulas tab and within the Function Library group, click on

the Financial button. From the sub-menu displayed click on the FV function.


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Click within the Rate section of the dialog box and then click on cell C3.

Click within the Nper section of the dialog box and then click on cell C4.

Click within the Pmt section of the dialog box and then click on cell C5.

Click within the Pv section of the dialog box and then click on cell C6.


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Click within the Type section of the dialog box and then click on cell C7.

The Function Arguments dialog box will now look like this.

When you click on the OK button you will see the result as illustrated.



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PV Function Open a workbook called Functions - PV. The workbook looks like this,

In this example, we are considering purchasing an insurance annuity. It will pay out 500 at the end of every month, for the next 25 years. We will assume a rate of 5% (i.e. x 0.05).


Financial button. From the sub-menu displayed click on the PV function.


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Click in the Rate section of the dialog box and enter C4/12 (to calculate the rate on a monthly basis).

Click in the Nper section of the dialog box and enter C5*12 (to account for the length of the term in months).

Click in the Pmt section of the dialog box and then click on cell C6.


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When you click on the OK button, you will see the following.


NPV Function Open a workbook called Functions - NPV. The workbook looks like this.


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This contains data relating to the following scenario. We are going to make an investment that will pay 4000 up-front and in the following two years will provide an annual income of 3000 and 2000. We will assume an annual discount rate of 5% percent.


Financial button. From the sub-menu displayed click on the NPV function.


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Click on the Rate section of the dialog box, and then click on cell C4. Click on the Value 1 section of the dialog box, and then click on cell C5,

NOTE: As this is an upfront, initial pay out, prefix this amount with a minus (-) sign.

Click on the Value 2 section of the dialog box, and then click on cell C6.

Click on the Value 3 section of the dialog box, and then click on cell C7.


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When you click on the OK button the result should be as illustrated.



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RATE Function Open a workbook called Functions - RATE.

In this example, we will calculate the rate for a loan of 7,000, spread over 4 years (48 months), with a monthly payment of 150.

Click on cell A8. Click on the Formulas tab and within the Function Library group click on the

Financial button. From the sub-menu displayed click on the RATE function.


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Click in the Nper section of the dialog box and then click on cell A3. Click in the Pmt section of the dialog box and then click on cell A4.

NOTE: Then prefix the value with a minus sign (-).

Click in the Pv section of the dialog box and then click on cell A5.


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Click on the OK button, you will see the following.


PMT Function Open a workbook called Functions - PMT. The workbook looks like this.

This sheet contains data for the following scenario. We wish to calculate the monthly repayments for a loan of 6,000, spread over 10 months, assuming an annual rate of 5%.

Click on cell C8.


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Click on the Formulas tab and within the Function Library group click on the Financial button. From the sub-menu displayed click on the PMT function.


Click within the Rate section of the dialog box and enter C4/12. Click within the Nper section of the dialog box and then click on cell C5.


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Click within the Pv section of the dialog box and then click on cell C6.

When you click on the OK button the result will be as illustrated.



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Excel 2013 Lookup Functions

VLOOKUP Function Open a workbook called Functions Vlookup. The workbook looks like this.


Lookup & Reference button. From the sub-menu displayed click on the VLOOKUP function.


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Click in the Lookup_value section of the dialog box and then click on cell A3. Click in the Table_array section of the dialog box and then select the cell

range A7:C10.


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Click in the Col_index_num section of the dialog box and then enter 2.


Click on cell C3 and enter the following. =VLOOKUP(A3,A7:C10,3)


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Try entering different values into cell A3, such as Medium.

Try entering different values into cell A3, such as Large.


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HLOOKUP Function Open a workbook called Functions - Hlookup. This example shows how you

can use two values to lookup a value in a table. The function looks for the package type in row 1 of the table and then returns the mailing cost in the appropriate mailing type row.


Lookup & Reference button. From the sub-menu displayed click on the HLOOKUP function.


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Click on the Lookup_value section of the dialog box, and then click on cell C2.

Click on the Table_array section of the dialog box, and then select the cell range B8:E11.

Click on the Row_index_num section of the dialog box, and then click on cell C3.


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When you click on the OK button, you will see the following. Notice the formula in cell C5 displayed in the Formula Bar.

Try entering other values in cell C2, such as B or C. Try entering other values in cell C3, such as 3 or 4. Save your changes and close the workbook.


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Excel 2013 Database Functions

DSUM Function Open a workbook called Functions - Dsum.

In this example, we will sum up the total value of all sales people whose sales are above their sales targets.


Insert Function button.

The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DSUM function.


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Click on the OK button and the Function Arguments dialog box will be displayed.

Click on the Database field within the dialog box and then select cells A7:C12.

Click on the Field section of the dialog box and enter Sales. Click on the Criteria section of the dialog box and then select cells B4:B5.


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Click on the OK button to see the result displayed.

The function syntax is displayed in the Formula Bar. =DSUM(A7:C12,"Sales",B4:B5)



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DMIN Function Open a workbook called Functions - Dmin.

In this example, we will use the DMIN function to see what the lowest sales figure of any of our sales people is.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DMIN function.


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Click on the Database section of the dialog box and then select the cell range A7:C12.

Click on the Field section of the dialog box and then click on cell C7.


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Click on the Criteria section of the dialog box and then select the cell range

When you click on the OK button, you will see the results displayed.

You can see the function syntax displayed within the Formula Bar. =DMIN(A7:C12,C7,C8:C12)



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DMAX Function Open a workbook called Functions - Dmax.

In this example, we will use the DMAX function to see what the highest sales figure of any of our sales people is.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DMAX function.


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Click on the Database section of the dialog box and then select the cell range A7:C12.

Click on the Field section of the dialog box and then click on cell C7. Click on the Criteria section of the dialog box and then select the cell range

C8:C12.


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When you click on the OK button, you will see the results displayed.

You can see the function syntax displayed within the Formula Bar. =DMAX(A7:C12,C7,C8:C12)



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DCOUNT Function Open a workbook called Functions - Dcount.

In this example, we have a number of sales people, and their target sales should be above 20. We wish to use the DCOUNT function to show the sales people who are above target sales.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DCOUNT function.


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Click within the Database section of the dialog box and then select cells A7:C12.

Click within the Field section of the dialog box and then click on cell C7.


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Click within the Criteria section of the dialog box and then select cells B4:B5.

Click on the OK button and the results will be displayed.

You can see the function syntax displayed within the Formula Bar. =DCOUNT(A7:C12,C7,B4:B5)



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DAVERAGE Function Open a workbook called Functions - Daverage. This workbook contains the

following data:

In this example we have a number of products with associated quantities and costs. We wish to use the DAVERAGE function to find the average unit price of products with a quantity value higher than 9.




SAMPLE


The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DAVERAGE function.


Click within the Database section of the dialog box and then select cells A3:D12.

Click within the Field section of the dialog box and then click on cell C3. Click within the Criteria section of the dialog box and then select cells

B15:B16.


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Click on the OK button and the results will be displayed.

You can see the function syntax displayed within the Formula Bar. =DAVERAGE(A3:D12,C3,B15:B16)



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Excel 2013 Named Ranges

Naming cell ranges Open a file called Named Ranges 01. We are going to give a name to the Quantity Sold range. Select the range to be named, in this case cell B4:B9.

Click in the Name Box (to the top-left of your screen) with the mouse and enter the name you want to give to the cell(s), in this case Quantity_Sold, and press Enter. TIP: If you see an error message, this is because you did not place an underscore character between the words Quantity and Sold.


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We are now going to name the range for the Price per Item. Click on cell E3. Click in the Name Box with the mouse and enter the name for the range, in

this case Price_per_item, and press Enter. TIP: If you see an error message, this is because you did not place an underscore character between the words.

If you click on the down arrow, next to the Name Box, you will see both named ranges listed.


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Within Excel functions you may now reference the name of these ranges, rather than have to specify the cell range. This makes understanding functions much easier.


Removing a named range Open a file called Named Ranges 02. Click on the down arrow next to the Name Box and you will see that this

worksheet contains two named ranges.

Click on a Formulas tab and within the Defined Names group, click on the Name Manager button.


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The Name Manager dialog box will be displayed. Select the named range that you wish to delete, such as Quanity_Sold and then click on the Delete button.

A warning dialog box will be displayed. Click on the OK button.

Click on the Close button to close the Name Manager dialog box. Save your changes and close the workbook.

Named cell ranges and functions Open a file called Named Ranges 03. Click on the down arrow next to the Name Box and you will see that this

worksheet contains two named ranges.


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Click on the Price_per_item named range as displayed within the Name Box and you will see the named range highlighted within the worksheet.

Click on the Quantity_Sold named range as displayed within the Name Box and you will see the named range highlighted within the worksheet.


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Click on cell B10. Click on the Formulas button, and within the Function Library group, click

on the upper part of the AutoSum button.

As you can see the function automatically used the name of the range, within the function syntax. =SUM(Quantity_Sold)


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Press the Enter key. Click on cell B10 and you will see that the named range is used in the SUM

function.



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Excel 2013 Cell and Range Formatting

Applying styles to a range Open a workbook called Automatic Formatting Click within the data contained within the worksheet.

Click on the Home tab and within the Styles group click on the Format as Table command.

Select a style from the drop down list displayed.


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The Format As Table dialog box will be displayed.

Click on the OK button and your table will be automatically formatted.


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Experiment with applying different formatting styles to your data table. Save your changes and close the workbook.

Conditional formatting Open a workbook called Conditional Formatting.

This workbook contains details for sales over a 3-month period. We wish to highlight all sales over 50 units.

Select the range of cells to which you wish to apply conditional formatting. In this example, the range would be C6:E13.


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Click on the Home tab and within the Styles group, click on the Conditional Formatting button.

From the drop-down menu displayed click on Highlight Cells Rules. From the sub-menu displayed, click on Greater Than.

This will display the Conditional Formatting dialog box. We wish to highlight all values over 50, so enter the number 50 into the dialog box.


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Click on the down arrow in the right-hand side of the dialog box. This will allow you to specify how cells containing a value greater than 50 will be formatted. In this case select Red Text.

Click on the OK button to close the dialog box. You should now see all values above 50 displayed in red text.


Custom number formats Open a workbook called Custom Numbers.


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Select cells C6 and D6, which contain the annual balance information.

Right click on the selected cells and from the pop-up menu displayed select the Format Cells command.


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This will display the Format Cells dialog box.

If necessary, select the Number tab. From the Category section of the dialog box, select Custom.


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Within the Type section of the dialog box, select a format code similar to that shown below. #,##0;[Red]-#,##0

Within the formatting code, change the word Red to Blue.


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Click on the OK button and the negative balance for the year 2009 will be displayed in blue.

NOTE. Normally you would use red for a negative balance, but here we are simply illustrating a formatting feature.



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Advanced Worksheet Manipulation within Excel 2013

Copying or moving worksheets between workbooks Open a workbook called Between Workbooks 02. Leave this workbook

open. Open a workbook called Between Workbooks 01. Click on the worksheet tab for Sales 2012.

Right click on the Sales 2012 tab and from the pop-up menu displayed select the Move or Copy command.

The Move or Copy dialog box is displayed.


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Click on the down arrow in the To book section of the dialog box. From the drop down list, select the workbook called Between Wordbooks 02, as illustrated below.

Use the Before sheet section of the dialog box to determine where in the second workbook the worksheet will be copied to.


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Click on the Create a copy check box.

Click on the OK button.

If necessary switch to the second workbook and you should see a copy of the worksheet inserted into the workbook.

TIP: Experiment with moving a worksheet between workbooks using the same method, but this time do not click on the Create a copy check box.

When you have finished experimenting save the changes in both your workbooks and close all open files.


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Splitting the window view Open a workbook called Splitting a window 01. The worksheet contains far

more data than you can see on the screen at one time.

We can use the 'split windows' feature to allow you to view more than one part of the data at the same time. Click on the View tab and select the Split command, within the Window group.


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The display will be split as illustrated.

Within the top section scroll up or down and you will see that only the data in that section scrolls. Click within the bottom section, try scrolling up or down. Again you will see that only the data in that particular section scrolls.

Click on the vertical split bar and drag it to the left or right. Click within the

top-left section and scroll horizontally, i.e. left or right through the data within the top section and look at what happens. Click within the top-right section and examine the effect of scrolling to the left or right. You can also see a similar effect in each of the bottom sections.

Drag the horizontal split bar up or down the page, and examine the effect

that this has on the way you view the data. Double click on the vertical split bar. As you can see this removes the

vertical split bar.


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Double click on the horizontal split bar. As you can see this removes the

horizontal split bar. TIP: To remove both split bars at the same time, you could have re-clicked on the View tab and selected the Split command, within the Window group.

Save any changes that you have made and close the workbook.

Hiding rows Open a workbook called Hiding Rows 01. The data will look like this.

Click on the row heading of the row that you wish to select. In this case, select the row relating to Total Sales.

NOTE: Make sure that you select the entire row, and not just a cell range. TIP. You can select multiple rows by selecting a row and while keeping the Ctrl pressed, select other rows. When you release the Ctrl key multiple rows


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will remain selected. In this case we will only select a single row.

Right click over the selected row(s) and from a pop-up menu displayed click on the Hide command.

Your workbook will now look like this. If you look carefully, you will see a line between the row header for row 7 and row 9. This indicates a hidden row.



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Hiding columns Open a workbook called Hiding Columns 01. The data will look like this.

We will hide the column displaying sales for 2013. Click on the column heading of the column that you wish to select. In this case, select the column relating to Sales in 2013. TIP. You can select multiple columns by selecting a column and while keeping the Ctrl pressed, select other columns. When you release the Ctrl key multiple columns will remain selected. In this case we will only select a single column.


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Right click on the selected column(s) and from the pop-up menu displayed click on the Hide command.

Your workbook will now look like this. If you look carefully, you will see a line between the column header for column D and column F. This indicates a hidden column.



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Hiding worksheets Open a workbook called Hiding Worksheets 01. Click on the sheet tab to select the sheet you wish to hide,

in this case Sales in 2012.

Right click on the worksheet tab that you wish to hide and from the pop-up menu displayed click on the Hide command.

The Sales in 2012 tab will now be hidden.


Un-hiding rows Open a workbook called Hiding Rows 02. If you look at the row header, you will see a line between rows 7 and 9. This

indicates the position of a hidden row.


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Click on the row header for row 7 and move the mouse pointer down the page and select rows 7 and 9.

Right click over the selected rows and from the pop-up menu displayed click on the Unhide command.


SAMPLE


The hidden row is now visible again.


Un-hiding columns Open a workbook called Hiding Columns 02. If you look at the column headers, you will see a line between column D and

column F. This indicates the position of a hidden column.


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Click on the column header for column D and move the mouse pointer to the right to select columns D and F.

Right click over the selected columns and from the pop-up menu displayed click on the Unhide command.


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The hidden column is now visible again.


Un-hiding worksheets Open a workbook called Hiding Worksheets 02. You can see worksheet tabs for sales in 2011 and 2013. Sales data for 2012

is hidden.


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Right click over one of the visible worksheet tabs and from the pop-up menu displayed click on the Unhide command.

The Unhide dialog box is displayed listing the hidden sheet(s).

Click on the sheet you want to un-hide in the Unhide sheet list box, In this case Sales in 2012 is selected.

Click on the OK button and the Sales in 2012 worksheet is displayed once more.



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Excel 2013 Templates

Using templates When you start Excel 2013, by default a page of templates is displayed.

For instance click on Monthly College Budget template.

This will display the following.


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Click on the Create button. This will create a new workbook based on the template.

If necessary scroll down the sheet and take a quick look at the way the budget sheet is put together. As you can see templates can be very useful, particularly when you take the time to customise them to your particular situation.

Close any workbooks that you have created without saving them.


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Creating an Excel 2013 Personal template Open a workbook called Make a template.

NOTE: The workbook is just an ordinary workbook file, not a template. We shall make a few changes to this workbook and then save it as a template.

Click on cell B1, type in your name and press the Enter key. We will now save this workbook as a template. Click on the File tab and

select the Save As command.

This will display the Save As screen.


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Select the Computer option and then click on the Browse button. This will display the Save As dialog box.


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Click on the down arrow to the right of the Save as type section and from the drop down displayed, select Excel Template.

Within the File Name section enter the name Monthly Sales Figures. The dialog box will now look like this.


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Click on the Save button to save the worksheet as an Excel template. You will not see much difference to the sheet, but if you look closely at the title displayed at the top you will see the file name is now using an XLTX extension, which indicates that it is a template.

Close Excel. Restart Excel and you will notice a Personal item listed towards the top of the

opening page.


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Click on Personal and you will see your newly created template displayed.

Click on the template thumbnail to create a new workbook based on that template.


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NOTE: This is a new workbook based on the template. It is not the actual template file.

Close your workbook without saving your changes. Close Excel.

Editing an Excel 2013 Personal template Start Excel. Press Ctrl+O to display the Open screen. Select the Computer item and click on the Browse button. This will display

the Open dialog box.


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Within the Documents folder double click on the Custom Office Templates folder. You will see your personal template file(s) displayed.

Double click on the template file to open the template file. Make a few changes to the template and then save the template. Close the file.

Deleting an Excel 2013 Personal template Press Ctrl+O to display the Open screen. Select the Computer item and click on the Browse button. Navigate to the Custom Office Templates folder (under the Documents

folder).


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Select the template file you wish to delete and press the Del key. A dialog box is displayed.

Click on the Yes button. Close any open dialog boxes.


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Paste Special options within Excel

Using Paste Special to add ranges Open a workbook called Paste Special Operations.

Make sure that the Add worksheet tab is selected.

To see the effect of the add operator, first select the range C3:C5.

Press Ctrl+C to copy the selected range to the Clipboard.


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Select the range G3:G5. Click on the down arrow under the Paste button located under the Home tab.

From the drop down menu displayed, click on the Paste Special command.

This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Add.



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The value in cell C3 (i.e. 1) is added to the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 1+2=3. The value in cell C4 (i.e. 2) is added to the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 2+4=6. The value in cell C5 (i.e. 3) is added to the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 3+6=9.

Using Paste Special to subtract ranges To see the effect of Subtract operations, click on the Subtract worksheet tab.

Select the range C3:C5. Press Ctrl+C to copy the selected range to the Clipboard. Select the range G3:G5. Click on the down arrow under the Paste button located under the Home

tab. From the drop down menu displayed, click on the Paste Special command.


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This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Subtract.



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The value in cell C3 (i.e. 1) is subtracted from the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 2-1=1. The value in cell C4 (i.e. 2) is subtracted from the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 4-2=2. The value in cell C5 (i.e. 3) is subtracted from the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 6-3=3.

Using Paste Special to multiply ranges To see the effect of Multiply operations, click on the Multiply worksheet tab.

Select the range C3:C5. Press Ctrl+C to copy the selected range to the Clipboard. Select the range G3:G5. Click on the down arrow under the Paste button located under the Home tab.


This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Multiply.


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The value in cell C3 (i.e. 1) is used to multiply the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 2*1=2. The value in cell C4 (i.e. 2) is used to multiply the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 4*2=8. The value in cell C5 (i.e. 3) is used to multiply the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 6*3=18.

Using Paste Special to divide ranges To see the effect of Divide operations, click on the Divide worksheet tab.


SAMPLE


Select the range C3:C5. Press Ctrl+C to copy the selected range to the Clipboard. Select the range G3:G5. Click on the down arrow under the Paste button located under the Home tab.


This will display the Paste Special dialog box. Within the Operation section

of the dialog box, select Divide.



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The value in cell C3 (i.e. 1) is used to divide the original contents of cell G3 (i.e. 18). So the result displayed in cell G3 is 18/1=18. The value in cell C4 (i.e. 2) is used to divide the original contents of cell G4 (i.e. 18). So the result displayed in cell G4 is 18/2=9. The value in cell C5 (i.e. 3) is used to divide the original contents of cell G5 (i.e. 18). So the result displayed in cell G5 is 18/3=6.


Using Paste Special ‘values’ Open a workbook called Paste Special values. The worksheet contains the

following data.


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The cells in the range C7:I10 all contain functions that are used to work out the numbers displayed. For instance if you click on cell C7, you will see a SUM function.

Select the range B7:I10.

Press Ctrl+C to copy the selected range to the Clipboard. Click on cell B13. Click on the Edit drop down menu and select the Paste Special command. Click on the down arrow under the Paste button located under the Home tab.



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This will display the Paste Special dialog box. Click on the Values button,

within the dialog box and then click on the OK button.

You will see a copy of the selected range displayed under the original data.


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Click within any of the cells within the range C13:I16 and you will see that each cell contains a value, not a function.


Using Paste Special transpose option Open a workbook called Paste Special Transpose.


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Select the cell(s) containing the data you wish to copy to the Clipboard, in this case the range A2:D6.

Press Ctrl+C to copy the selected range to the Clipboard. Select the cell you want to paste the copied data into, in this case click on cell

A9. Click on the down arrow under the Paste button located under the Home

tab. From the drop down menu displayed, click on the Paste Special command.


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This will display the Paste Special dialog box.

Select the Transpose check box and select OK. The data is transposed.


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Proofing and Printing

Spell checking Open a workbook called Printing options. Press F7 to start the spell checker

or click on the Review tab and click the Spelling icon.

You will see the Spelling dialog box displayed. Follow the onscreen prompts.

Previewing a worksheet Always view a workbook in Print Preview mode prior to printing it. It allows you

a quick visual check over how the worksheet will look when printed. Click on the File Tab and then click on the arrow next to the Print command.

From the submenu, select Print Preview. OR press Ctrl+F2.


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Visually checking your calculations Open a workbook called Printing. Click on cell E2. Clearly the formula within this cell is wrong. The formula it

contains is =C2*F2 It should be: =C2*D2 Fix the formula. Always visually check over worksheet data and try to look for formula calculation results that do not make sense.

Scaling your worksheet to fit a page(s) Click on the File Tab and then click on the arrow next to the Print side tab.


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Click on the down arrow next to the Scaling section. The list displayed allows you to select print scaling options, such as Fit Sheet on One Page.

You can see that when this option is selected the sheet does, as expected, fit onto one page.


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You can also customise how many pages you would want the data to fit on. To do this click on the Custom Scaling Options button.

This will display the Page Setup dialog box, which you can use to customise scaling of the printing.


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Displaying gridlines when printing Open a workbook called Printing. To see how the worksheet will look when printed, view the worksheet in Print

Preview view. To do this press Ctrl+F2. As you can see the worksheet will print without displaying gridlines.


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Click on the Page Layout tab. Within the Sheet Options group, click on the Print check box under the Gridlines heading, as illustrated.

View the worksheet in Print Preview view by pressing Ctrl+F2. As you can see the worksheet will now print displaying gridlines.


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Before continuing, re-click on the Print Gridlines check box so that the worksheet will print without displaying gridlines.

Printing titles on every page when printing Open a workbook called Printing options 2. View the worksheet in Print Preview view by pressing Ctrl+F2. As you can see

the top row, containing the column titles is displayed on the first page.

Click on the Next Page arrow button, displayed at the bottom-centre of the page to view the second page.

As you can see the columns are displayed without a top row explaining what each column relates to.


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We need to fix this as it would be very inconvenient to print out a long report and always have to refer to the first page to know what each column relates to.

Click on the Page Layout tab. Within the Page Setup group, click on the Print

Titles icon, as illustrated.

This will display the Page Setup dialog box.


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If necessary move the dialog box so that you can see the title row within the worksheet. TIP: To move a dialog box, click on the Title Bar at the top of the dialog box and while pressing the mouse button, drag with the mouse. When you release the mouse button the dialog box will have moved.

Click in the Rows to repeat at top box, within the dialog box.

Click within the top row on the worksheet and your dialog box will look like this.


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Click on the OK button to close the dialog box.

Press Ctrl+F2 to see the worksheet in Print Preview view. As you would expect the title row is displayed across the top of the data.

Click on the Next Page arrow button, displayed at the bottom-centre of the page to view the second page.

You can see the second page also displays a title row at the top of the data.


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TIP: You can use the same technique the repeat both rows and columns on every page.

Press Esc to exit from Print Preview view.

Printing the Excel row and column headings Click on the Page Layout tab. Within the Sheet Options group, click on the

Print check box under the Headings, as illustrated.

Press Ctrl+F2 to view the worksheet in Print Preview view. As you can see the row and column heading are displayed, and would print like this.


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Press Esc to exit from Print Preview view.

Close your workbook without saving any changes.

To view printing options Open a workbook called Printing options 3. Click on the File Tab and then click on the Print side tab.

TIP: The keyboard shortcut to display the Print options is Ctrl+P. The Printer and Setting page is displayed.


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Setting the number of copies to print Within the Copies section of the printer options, type in the number of copies

required.

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Selecting a printer Within the Printer section of the printer options, click on the down arrow next to

the selected printer.

From the drop down list displayed select another printer.

Selecting individual worksheets or the entire workbook Within the Settings section of the printer options, click on the down arrow next

to the Print Active Sheets option.


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This will display options allowing you to print the active sheet, the entire workbook, or just a selected area of a worksheet.

Selecting which pages to print Within the Pages section of the printer options, enter your starting and finishing

pages to be printed.


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Single or double sided printing Within the Pages section of the printer options, click on the down arrow next to

the Print One Sided option.

Select the required option from the list.


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Collation options Within the Collated section of the printer options, click on the down arrow next

to the section.

Select the required option.

Page orientation Within the Printer section of the printer options, click on the down arrow next to

the Printer Orientation section.


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Select the required option.

Paper size Within the Printer section of the printer options, click on the down arrow next to

the Paper Size section.


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Select the required page size.

Margins Within the Printer section of the printer options, click on the down arrow next to

the margins section.

Select the required margin sizes.


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If you wish to set custom sized margins, click on the Custom Margins option. This will display the Margins tab within the Page Setup dialog box.

You can enter custom sized margins as required.


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Scaling Within the Printer section of the printer options, click on the down arrow next to

the scaling section.

Select the required option from the list displayed.

NOTE: You can click on the Custom Scaling Options link to display more options.


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Printing To print a document using the settings you have selected click on the Print

button.

Close any open documents, saving any changes that you have made and close the Excel program.


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