digital excel 1-24

Using templates

A template is a predesigned spreadsheet you can use to create a new workbook quickly.

Using templates

A template is a predesigned spreadsheet you can use to create a new workbook quickly. Templates often include custom formatting and predefined formulas, so they can save you a lot of time and effort when starting a new project.

Benefits of using OneDrive

Access your files anywhere,Back up your files, Share files.

To use advanced date filters:

Advanced date filters can be used to view information from a certain time period, such as last year, next quarter, or between two dates. In this example, we'll use advanced date filters to view only equipment that has been checked out between July 15 and August 15.

To use advanced number filters:

Advanced number filters allow you to manipulate numbered data in different ways. In this example, we'll display only certain types of equipment based on the range of ID numbers.

To use advanced text filters:

Advanced text filters can be used to display more specific information, like cells that contain a certain number of characters or data that excludes a specific word or number. In our example, we'd like to exclude any item containing the word laptop.

To clear a filter:

After applying a filter, you may want to remove—or clear—it from your worksheet so you'll be able to filter content in different ways.

Cell content

Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain different types of content, including text, formatting, formulas, and functions.

Backstage view

Backstage view gives you various options for saving, opening a file, printing, and sharing your workbooks.

Exporting workbooks

By default, Excel workbooks are saved in the .xlsx file type. However, there may be times when you need to use another file type, such as a PDF or Excel 97-2003 workbook. It's easy to export your workbook from Excel to a variety of file types.

Understanding cells

Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the intersection of a row and a column—in other words, where a row and column meet.

Worksheet views

Excel 2016 has a variety of viewing options that change how your workbook is displayed. These views can be useful for various tasks, especially if you're planning to print the spreadsheet. To change worksheet views, locate the commands in the bottom-right corner of the Excel window and select Normal view, Page Layout view, or Page Break view.

The Ribbon

Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to perform the most common tasks in Excel.

To copy and paste cell content:

Excel allows you to copy content that is already entered into your spreadsheet and paste that content to other cells, which can save you time and effort.

To filter with search:

Excel allows you to search for data that contains an exact phrase, number, date, and more. In our example, we'll use this feature to show only Saris brand products in our equipment log.

AutoRecover

Excel automatically saves your workbooks to a temporary folder while you are working on them. If you forget to save your changes or if Excel crashes, you can restore the file using AutoRecover.

Understanding charts

Excel has several different types of charts, allowing you to choose the one that best fits your data. In order to use charts effectively, you'll need to understand how different charts are used.

Sharing workbooks

Excel makes it easy to share and collaborate on workbooks using OneDrive. In the past, if you wanted to share a file with someone you could send it as an email attachment. While convenient, this system also creates multiple versions of the same file, which can be difficult to organize.

Save and Save As

Excel offers two ways to save a file: Save and Save As. These options work in similar ways, with a few important differences:

To export a workbook as a PDF file:

Exporting your workbook as an Adobe Acrobat document, commonly known as a PDF file, can be especially useful if you're sharing a workbook with someone who does not have Excel.

To change the default save location:

If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default location when saving. If you find it inconvenient to select Computer each time, you can change the default save location so Computer is selected by default.

To pin a workbook:

If you frequently work with the same workbook, you can pin it to Backstage view for faster access.

Advanced filtering

If you need a filter for something specific, basic filtering may not give you enough options. Fortunately, Excel includes many advanced filtering tools, including search,text, date, and number filtering, which can narrow your results to help find exactly what you need.

To convert a workbook:

If you want access to all of the Excel 2016 features, you can convert the workbook to the 2016 file format.

To unfreeze panes

If you want to select a different view option, you may first need to reset the spreadsheet by unfreezing panes. To unfreeze rows or columns, click the Freeze Panes command, then select Unfreeze Panes from the drop-down menu.

To use the fill handle:

If you're copying cell content to adjacent cells in the same row or column, the fill handle is a good alternative to the copy and paste commands.

Other view options

If your workbook contains a lot of content, it can sometimes be difficult to compare different sections. Excel includes additional options to make your workbooks easier to view and compare. For example, you can choose to open a new window for your workbook or split a worksheet into separate panes.

To open an existing workbook

In addition to creating new workbooks, you'll often need to open a workbook that was previously saved. To learn more about saving workbooks, visit our lesson on Saving and Sharing Workbooks.

To create a custom sort:

In our example below, we want to sort the worksheet by T-Shirt Size (column D). A regular sort would organize the sizes alphabetically, which would be incorrect. Instead, we'll create a custom list to sort from smallest to largest.

To sort a range:

In our example, we'll select a separate table in our T-shirt order form to sort the number of shirts that were ordered on different dates.

To drag and drop cells:

Instead of cutting, copying, and pasting, you can drag and drop cells to move their contents.

Modifying tables

It's easy to modify the look and feel of any table after adding it to a worksheet. Excel includes many different options for customizing a table, including adding rows or columns and changing the table style.

To save a workbook:

It's important to save your workbook whenever you start a new project or make changes to an existing one. Saving early and often can prevent your work from being lost. You'll also need to pay close attention to where you save the workbook so it will be easy to find later.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which tab is selected. By default, it includes the Save, Undo, andRepeat commands. You can add other commands depending on your preference.

To open an existing workbook

Navigate to Backstage view, then click Open.

To pin a workbook

Navigate to Backstage view, then click Open. Your recently edited workbooks will appear.

To create a new workbook from a template

Select New. Several templates will appear below the Blank workbook option.

To delete (or clear) cell content

Select the Clear command on the Home tab, then click Clear Contents.

To sort a sheet:

Select the Data tab on the Ribbon, then click the A-Z command to sort A to Z, or the Z-A command to sort Z to A. In our example, we'll sort A to Z.

To create a new blank workbook

Select the File tab. Backstage view will appear.

To freeze columns

Select the column to the right of the column(s) you want to freeze. In our example, we want to freeze column A, so we'll select column B.

Custom sorting

Sometimes you may find that the default sorting options can't sort data in the order you need. Fortunately, Excel allows you to create a custom list to define your own sorting order.

Compatibility Mode

Sometimes you may need to work with workbooks that were created in earlier versions of Microsoft Excel, such as Excel 2003 or Excel 2000. When you open these types of workbooks, they will appear in Compatibility Mode.

To split a worksheet

Sometimes you may want to compare different sections of the same workbook without creating a new window. The Split command allows you to divide the worksheet into multiple panes that scroll separately.

To select a cell range

Sometimes you may want to select a larger group of cells, or a cell range.

Working with the Excel environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in Excel. The Backstage view gives you various options for saving, opening a file, printing, and sharing your document.

To change the Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose to minimize if you find that it takes up too much screen space. Click the Ribbon Display Option sorrow in the upper-right corner of the Ribbon to display the drop-down menu.

To continue a series with the fill handle:

The fill handle can also be used to continue a series. Whenever the content of a row or column follows a sequential order, like numbers 1, 2, 3 or days Monday, Tuesday, Wednesday, the fill handle can guess what should come next in the series. In most cases, you will need to select multiple cells before using the fill handle to help Excel determine the series order.

To delete cells:

There is an important difference between deleting the content of a cell and deleting the cell itself. If you delete the entire cell, the cells below it will shift to fill in the gaps and replace the deleted cells.

To select a cell

To input or edit cell content, you'll first need to select the cell.

To insert content:

Type something into the selected cell, then press Enter on your keyboard. The content will appear in the cell and the formula bar. You can also input and edit cell content in the formula bar.

To cut and paste cell content:

Unlike copying and pasting, which duplicates cell content, cutting allows you to move content between cells.

Types of sorting

When sorting data, it's important to first decide if you want the sort to apply to the entire worksheet or just a cell range.

The Excel interface

When you open Excel 2016 for the first time, the Excel Start Screen will appear. From here, you'll be able to create a new workbook, choose a template, and access your recently edited workbooks.

Saving and opening files

When you're signed in to your Microsoft account, OneDrive will appear as an option whenever you save or open a file. You still have the option of saving files to your computer. However, saving files to your OneDrive allows you to access them from any other computer, and it also allows you to share files with friends and coworkers.

About one drive

Whenever you're opening or saving a workbook, you'll have the option of using yourOneDrive, which is the online file storage service included with your Microsoft account.

About OneDrive

Whenever you're opening or saving a workbook, you'll have the option of using yourOneDrive, which is the online file storage service included with your Microsoft account. To enable this option, you'll need to sign in to Office. To learn more, visit our lesson on Understanding OneDrive.

To access more paste options:

You can also access additional paste options, which are especially convenient when working with cells that contain formulas or formatting. Just click the drop-down arrow on the Paste command to see these options.

To modify table style options:

You can turn various options on or off to change the appearance of any table. There are several options: Header Row, Total Row, Banded Rows, First Column, Last Column,Banded Columns, and Filter Button.Select any cell in your table, then click the Design tab.

To export a workbook to other file types:

You may also find it helpful to export your workbook to other file types, such as an Excel 97-2003 workbook if you need to share with people using an older version of Excel, or a.CSV file if you need a plain-text version of your workbook.

To freeze rows

You may want to see certain rows or columns all the time in your worksheet, especially header cells. By freezing rows or columns in place, you'll be able to scroll through your content while continuing to view the frozen cells.

Sorting levels

f you need more control over how your data is sorted, you can add multiple levels to any sort. This allows you to sort your data by more than one column.

Using Save As to make a copy

f you want to save a different version of a workbook while keeping the original, you can create a copy. For example, if you have a file named Sales Data, you could save it asSales Data 2 so you'll be able to edit the new file and still refer back to the original version.

Getting to know excel

f you've previously used Excel 2010 or Excel 2013, then Excel 2016 should feel familiar. If you are new to Excel or have more experience with older versions, you should first take some time to become familiar with the Excel interface.

To apply multiple filters:

filters are cumulative, which means you can apply multiple filters to help narrow down your results. In this example, we've already filtered our worksheet to show laptops and projectors, and we'd like to narrow it down further to only show laptops and projectors that were checked out in August.

To add a level:

in our example below, we'll sort the worksheet by T-Shirt Size (Column D), and then byHomeroom Number (column A).

To filter data:

n order for filtering to work correctly, your worksheet should include ahead row, which is used to identify the name of each column. In our example, our worksheet is organized into different columns identified by the header cells in row 1: ID#, Type, Equipment Detail, and so on.