Teach Yourself VISUALLY Excel® 2013

Table of Contents

Working with Excel

Getting to Know Excel

Build a Spreadsheet

Manipulate Data

Start Excel

Tour the Excel Window

Work with the Excel Ribbon

Work with the Excel Galleries

Customize the Quick Access Toolbar

Customize the Ribbon

Change the View

Configure Excel Options

Add Excel to the Windows Taskbar

Quit Excel

Entering Data

Learning the Layout of a Worksheet

Understanding the Types of Data You Can Use

Enter Text into a Cell

Enter a Number into a Cell

Enter a Date or Time into a Cell

Insert a Symbol

Edit Cell Data

Delete Data from a Cell

Working with Ranges

Select a Range

Fill a Range with the Same Data

Fill a Range with a Series of Values

Flash Fill a Range

Move or Copy a Range

Insert a Row or Column

Insert a Cell or Range

Delete Data from a Range

Delete a Range

Hide a Row or Column

Freeze Rows or Columns

Merge Two or More Cells

Transpose Rows and Columns

Working with Range Names

Understanding the Benefits of Using Range Names

Define a Range Name

Use Worksheet Text to Define a Range Name

Navigate a Workbook Using Range Names

Change a Range Name

Delete a Range Name

Paste a List of Range Names

Formatting Excel Ranges

Change the Font and Font Size

Apply Font Effects

Change the Font Color

Align Text Within a Cell

Center Text Across Multiple Columns

Rotate Text Within a Cell

Add a Background Color to a Range

Apply a Number Format

Change the Number of Decimal Places Displayed

Apply an AutoFormat to a Range

Apply a Conditional Format to a Range

Apply a Style to a Range

Change the Column Width

Change the Row Height

Wrap Text Within a Cell

Add Borders to a Range

Copy Formatting from One Cell to Another

Building Formulas

Understanding Excel Formulas

Build a Formula

Understanding Excel Functions

Add a Function to a Formula

Add a Row or Column of Numbers

Build an AutoSum Formula

Add a Range Name to a Formula

Reference Another Worksheet Range in a Formula

Move or Copy a Formula

Switch to Absolute Cell References

Hide the Formula Bar or Ribbon

Troubleshoot Formula Errors

Manipulating Worksheets

Navigate a Worksheet

Rename a Worksheet

Create a New Worksheet

Move a Worksheet

Copy a Worksheet

Delete a Worksheet

Change the Gridline Color

Toggle Worksheet Gridlines On and Off

Toggle Worksheet Headings On and Off

Set the Worksheet Tab Color

Set the Worksheet Background

Zoom In on or Out of a Worksheet

Split a Worksheet into Two Panes

Hide and Unhide a Worksheet

Dealing with Workbooks

Create a New Blank Workbook

Create a New Workbook from a Template

Save a Workbook

Open a Workbook

Arrange Workbook Windows

Find Text in a Workbook

Replace Text in a Workbook

Check Spelling and Grammar

Close a Workbook

Formatting Workbooks

Modify the Workbook Colors

Set the Workbook Fonts

Choose Workbook Effects

Apply a Workbook Theme

Add a Workbook Header

Add a Workbook Footer

Printing Workbooks

Adjust the Workbook Margins

Change the Page Orientation

Insert a Page Break

Choose a Paper Size

Set the Print Area

Configure Titles to Print on Each Page

Preview the Printout

Print a Workbook

Working with Tables

Understanding Tables

Get to Know Table Features

Convert a Range to a Table

Select Table Data

Insert a Table Row

Insert a Table Column

Delete a Table Row

Delete a Table Column

Add a Column Subtotal

Convert a Table to a Range

Apply a Table Style

Build a Custom Table Style

Create a PivotTable

Analyzing Data

Sort a Range or Table

Filter a Range or Table

Set Data Validation Rules

Create a Data Table

Summarize Data with Subtotals

Group Related Data

Analyze Data with Goal Seek

Analyze Data with Scenarios

Remove Duplicate Values from a Range or Table

Load the Excel Analysis ToolPak

Visualizing Data with Charts

Examine Chart Elements

Understanding Chart Types

Create a Chart

Create a Recommended Chart

Add Chart Titles

Add Data Labels

Position the Chart Legend

Display Chart Gridlines

Display a Data Table

Change the Chart Layout and Style

Select a Different Chart Type

Change the Chart Source Data

Move or Resize a Chart

Add a Sparkline to a Cell

Adding Worksheet Graphics

Draw a Shape

Insert a Clip Art Image

Insert a Photo

Insert a WordArt Image

Insert a SmartArt Graphic

Move or Resize a Graphic

Crop a Picture

Format a Picture

Collaborating with Others

Add a Comment to a Cell

Protect a Worksheet’s Data

Protect a Workbook’s Structure

Share a Workbook with Other Users

Track Workbook Changes

Accept or Reject Workbook Changes

Save a Workbook to Your SkyDrive

Send a Workbook as an E-Mail Attachment

Save Excel Data as a Web Page

Make a Workbook Compatible with Earlier Versions of Excel

Mark Up a Worksheet with a Digital Pen

Collaborate on a Workbook Online


Trademark Acknowledgments

Contact Us


Sales | Contact Wiley at (877) 762-2974 or fax (317) 572-4002.


Executive Editor

Jody Lefevere

Project Editor

Lynn Northrup

Technical Editor

Namir Shammas

Copy Editor

Marylouise Wiack

Editorial Director

Robyn Siesky

Business Manager

Amy Knies

Senior Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

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Project Coordinator

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Graphics and Production Specialists

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Quality Control Technician

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About the Author

Paul McFedries is a full-time technical writer. He has been authoring computer books since 1991 and has more than 80 books to his credit. Paul’s books have sold more than four million copies worldwide. These books include the Wiley titles Teach Yourself VISUALLY Windows 8, Windows 8 Visual Quick Tips, The Facebook Guide for People Over 50, iPhone 5 Portable Genius, and iPad and iPad mini Portable Genius. Paul is also the proprietor of Word Spy (, a website that tracks new words and phrases as they enter the language. Paul invites you to drop by his personal website at or follow him on Twitter @paulmcf and @wordspy.

Author’s Acknowledgments

It goes without saying that writers focus on text, and I certainly enjoyed focusing on the text that you will read in this book. However, this book is more than just the usual collection of words and phrases designed to educate and stimulate the mind. A quick thumb through the pages will show you that this book is also chock-full of treats for the eye, including copious screenshots, beautiful colors, and sharp fonts. Those sure make for a beautiful book, and that beauty comes from a lot of hard work by Wiley’s immensely talented group of designers and layout artists. They are all listed in the Credits section on the previous page and I thank them for creating another gem. Of course, what you read in this book must also be accurate, logically presented, and free of errors. Ensuring all of this was an excellent group of editors with whom I got to work directly, including project editor Lynn Northrup, copy editor Marylouise Wiack, and technical editor Namir Shammas. Thanks to all of you for your exceptional competence and hard work. Thanks, as well, to Wiley executive editor Jody Lefevere for asking me to write this book.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

001 Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

002 Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

003 Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

004 Tips

Tips offer additional information, including warnings and shortcuts.

005 Bold

Bold type shows command names or options that you must click or text or numbers you must type.

006 Italics

Italic type introduces and defines a new term.


Chapter 1

Working with Excel

You use Microsoft Excel to create spreadsheets, which are documents that enable you to manipulate numbers and formulas to quickly create powerful mathematical, financial, and statistical models. In this chapter you learn about Excel, take a tour of the program’s features, and learn how to customize some aspects of the program.


Getting to Know Excel

Start Excel

Tour the Excel Window

Work with the Excel Ribbon

Work with the Excel Galleries

Customize the Quick Access Toolbar

Customize the Ribbon

Change the View

Configure Excel Options

Add Excel to the Windows Taskbar

Quit Excel

Getting to Know Excel

Working with Excel involves two basic tasks: building a spreadsheet and then manipulating the data on the spreadsheet. Building a spreadsheet involves adding data such as numbers and text, creating formulas that run calculations, and adding functions that perform specific tasks. Manipulating spreadsheet data involves calculating totals, adding data series, organizing data into tables, and visualizing data with charts.

This section just gives you an overview of these tasks. You learn about each task in greater detail as you work through the book.

Build a Spreadsheet

Add Data


You can insert numbers, text, and other characters into any cell in the spreadsheet. Click the cell that you want to work with and then type your data in the formula bar. This is the large text box above the column letters. Your typing appears in the cell that you selected. When you are done, press Enter. To edit existing cell data, click the cell and then edit the text in the formula bar.

Add a Formula


A formula is a collection of numbers, cell addresses, and mathematical operators that performs a calculation. In Excel, you enter a formula in a cell by typing an equal sign (=) and then the formula text. For example, the formula =B1-B2 subtracts the value in cell B2 from the value in cell B1.

Add a Function


A function is a predefined formula that performs a specific task. For example, the AVERAGE function calculates the average of a list of numbers, and the PMT function calculates a loan or mortgage payment. You can use functions on their own, preceded by =, or as part of a larger formula. Click Insert Function (9781118505397-ma005.tif) to see a list of the available functions.

Manipulate Data

Calculate Totals Quickly


If you just need a quick sum of a list of numbers, click a cell below the numbers and then click the Sum button (9781118505397-ma006.tif), which is available in the Home tab of the Excel Ribbon. You can also select the cells that you want to sum, and their total appears in the status bar.

Fill a Series


Excel enables you to save time by completing a series of values automatically. For example, if you need to enter the numbers 1 to 100 in consecutive cells, you can enter just the first few numbers, select the cells, and then click and drag the lower-right corner to fill in the rest of the numbers. With Excel you can also fill in dates, as well as the names for weekdays and months.

Manage Tables


The row-and-column format of a spreadsheet makes Excel suitable for simple databases called tables. Each column becomes a field in the table, and each row is a record. You can sort the records, filter the records to show only certain values, and add subtotals.

Add a Chart


A chart is a graphic representation of spreadsheet data. As the data in the spreadsheet changes, the chart also changes to reflect the new numbers. Excel offers a wide variety of charts, including bar charts, line charts, and pie charts.

Start Excel

Before you can perform tasks such as adding data and building formulas, you must first start Excel. This brings the Excel window onto the Windows desktop, and you can then begin using the program. How you start Excel depends on which version of Windows you are using. In this section, you learn how to start Excel 2013 in Windows 8 and in Windows 7.

This task and the rest of the book assume that you have already installed Excel 2013 on your computer.

Start Excel

Start Excel in Windows 8


001 In the Windows 8 Start screen, click Excel 2013.

The Microsoft Excel window appears on the desktop.

Note: Click Blank workbook to open a new Excel file.

Start Excel in Windows 7


001 Click Start.

The Start menu appears.

002 Click All Programs.

The All Programs menu appears.


003 Click Microsoft Office 2013.

The Microsoft Office menu appears.


004 Click Excel 2013.

The Microsoft Excel window appears on the desktop.

Note: Click Blank workbook to open a new Excel file.

Tour the Excel Window

To get up to speed quickly with Excel, it helps to understand the various elements of the Excel window. These include standard window elements such as the title bar, window controls, and status bar; Office-specific elements such as the Ribbon, Quick Access Toolbar, and File tab; and Excel-specific elements such as the worksheet.


A Title Bar

The title bar displays the name of the current workbook.

B Quick Access Toolbar

This area gives you one-click access to commands that you use often. To learn how to customize this toolbar, see “Customize the Quick Access Toolbar,” later in this chapter.

C Ribbon

This area gives you access to all the Excel commands, options, and features. To learn how to use this element, see the following section, “Work with the Excel Ribbon.”

D Workbook Window Controls

You use these controls to minimize, maximize, restore, and close the current workbook window.

E File Tab

Click this tab to access file-related commands, such as Save and Open.

F Worksheet

This area displays the current worksheet, and it is where you will do most of your Excel work.

G Status Bar

This area displays messages about the current status of Excel, the results of certain operations, and other information.

Work with the Excel Ribbon

You use the Ribbon element to access all the features, commands, and options in Excel. The Ribbon is organized into various tabs, such as File, Home, and Insert, and each tab contains a collection of controls that are related in some way. For example, the File tab contains controls related to working with files, such as opening, saving, and printing them. Similarly, the Insert tab contains controls related to inserting objects into a worksheet. Each tab usually includes buttons, lists, and check boxes.

There is no menu bar in Excel, so you do not use pull-down menus to access commands.

Work with the Excel Ribbon


001 Click the tab that contains the Excel feature you want to work with.

Excel displays the controls in the tab.


A Each tab is organized into groups of related controls, and the group names appear here.

B In many groups you can click the dialog box launcher button (9781118505397-ma037.tif) to display a dialog box that contains group settings.

002 Click the control for the feature.

C If the control displays a list of options, click the option you want.

Excel runs the command or sets the option.

Work with the Excel Galleries

In the Excel Ribbon, a gallery is a collection of preset options that you can apply to the selected object in the worksheet. To get the most out of galleries, you need to know how they work.

Although some galleries are available all the time, in most cases you must select an object — such as a range of cells or a clip art image — before you work with a gallery.

Work with the Excel Galleries

Work with a Gallery List


001 If necessary, click the object to which you want to apply an option from the gallery.

002 Click the tab that contains the gallery you want to use.

003 Click the gallery’s More arrow (9781118505397-ma060.tif).

A You can also scroll through the gallery by clicking the Down (9781118505397-ma061.tif) and Up (9781118505397-ma062.tif) arrows.

Excel displays a list of the gallery’s contents.


004 Move the mouse pointer (9781118505397-ma009.tif) over a gallery option.

B Excel displays a preview of the effect.

005 Click the gallery option you want to use.

Excel applies the gallery option to the selected object.

Work with a Drop-Down Gallery


001 If necessary, click the object to which you want to apply an option from the gallery.

002 Click the tab that contains the gallery you want to use.

003 Click the gallery’s drop-down arrow (9781118505397-ma007.tif).

Excel displays a list of the gallery’s contents.

004 If the gallery contains one or more subgalleries, click the subgallery you want to use.

Excel displays the subgallery’s contents.


C If a gallery has commands that you can run, those commands appear at the bottom of the gallery menu.

005 Move the mouse 9781118505397-ma009.tif over a gallery option.

D Excel displays a preview of the effect.

006 Click the gallery option you want to use.

Excel applies the gallery option to the selected object.

Customize the Quick Access Toolbar

You can make Excel easier to use by customizing the Quick Access Toolbar to include the Excel commands you use most often. You run Quick Access Toolbar commands with a single click, so adding your favorite commands saves time because you no longer have to search for and click a command in the Ribbon. By default, the Quick Access Toolbar contains three buttons: Save, Undo, and Redo. However, with just a couple of clicks, you can also add common commands such as New and Open to the Quick Access Toolbar, as well as hundreds of other Excel commands.

Customize the Quick Access Toolbar


001 Click the Customize Quick Access Toolbar button (9781118505397-ma060.tif).

A If you see the command you want, click it and skip the rest of the steps in this section.

002 Click More Commands.

The Excel Options dialog box appears.


B Excel automatically displays the Quick Access Toolbar tab.

003 Click the Choose commands from 9781118505397-ma010.tif.

004 Click the command category you want to use.


005 Click the command you want to add.

006 Click Add.

C Excel adds the command.

D To remove a command, click it and then click Remove.

007 Click OK.


E Excel adds a button for the command to the Quick Access Toolbar.

Note: Another way to remove a command is to right-click the command and then click Remove from Quick Access Toolbar.

Customize the Ribbon

You can improve your Excel productivity by customizing the Ribbon with extra commands that you use frequently. The Ribbon is a handy tool because it enables you to run Excel commands with just a few clicks of the mouse. However, the Ribbon does not include every Excel command. If there is a command that you use frequently, you should add it to the Ribbon for easy access.

To add a new command to the Ribbon, you must first create a new tab or a new group within an existing tab, and then add the command to the new tab or group.

Customize the Ribbon

Display the Customize Ribbon Tab


001 Right-click any part of the Ribbon.

002 Click Customize the Ribbon.

Add a New Tab or Group

The Excel Options dialog box appears.


A Excel automatically displays the Customize Ribbon tab.

001 Click the tab you want to customize.

B You can also click New Tab to create a custom tab.

002 Click New Group.

C Excel adds the group.

003 Click Rename.

004 Type a name for the group.

005 Click OK.

Add a Command


001 Click the Choose commands from 9781118505397-ma010.tif.

002 Click the command category you want to use.

003 Click the command you want to add.

004 Click the custom group or tab you want to use.

005 Click Add.

D Excel adds the command.

E To remove a custom command, click it and then click Remove.

006 Click OK.


F Excel adds the new group and command to the Ribbon.

Change the View

You can adjust Excel to suit what you are currently working on by changing the view to match your current task. The view determines how Excel displays your workbook.

Excel offers three different views: Normal, which is useful for building and editing worksheets; Page Layout, which displays worksheets as printed pages; and Page Break Preview, which displays the page breaks as blue lines, as described in the first Tip in this section.

Change the View

Switch to Page Layout View


001 Click the View tab.

002 Click Page Layout.

A You can also click the Page Layout button (9781118505397-ma011.tif).

B Excel switches to Page Layout view.

Switch to Page Break Preview


001 Click the View tab.

002 Click Page Break Preview.

C You can also click the Page Break Preview button (9781118505397-ma012.tif).


D Excel switches to Page Break Preview.

Switch to Normal View


001 Click the View tab.

002 Click Normal.

E You can also click the Normal button (9781118505397-ma013.tif).

Excel switches to Normal view.

Configure Excel Options


001 Click the File tab.


002 Click Options.

The Excel Options dialog box appears.


003 Click a tab on the left side of the dialog box to choose the configuration category you want to work with.

A The controls that appear on the right side of the dialog box change according to the tab you select.


004 Use the controls on the right side of the dialog box to configure the options you want to change.

005 Click OK.

Excel puts the new options into effect.


001 With Excel running, right-click the Excel icon in the taskbar.

002 Click Pin this program to taskbar.


A After you quit Excel, the icon remains on the taskbar, and you can now launch Excel by clicking the icon.

Quit Excel

When you have finished your work with Excel, you should shut down the program. This reduces clutter on the desktop and in the taskbar, and it also conserves memory and other system resources. When you quit Excel, the program checks your open workbooks to see if any of them have unsaved changes. If Excel detects a workbook that has unsaved changes, it prompts you to save the file. This is a very important step because it prevents you from losing work, so be sure to save your changes when Excel prompts you.

Quit Excel


001 Right-click the Excel icon in the taskbar.


002 Click Close all windows.

Note: If you have only one Excel workbook open, click Close window instead.

Note: If you have any open documents with unsaved changes, Excel prompts you to save those changes.