Understanding Excel 2013
Excel 2013 is a powerful spreadsheet program developed by Microsoft. It is designed to help you organize, analyze, and visualize data in a way that is easy to understand. With Excel 2013, you can create complex spreadsheets, charts, and graphs that can be used for a variety of purposes, from tracking expenses to analyzing financial data.
One of the key features of Excel 2013 is its ability to handle large amounts of data. You can work with multiple worksheets, each containing thousands of rows and columns of data. Excel 2013 also includes a number of advanced features, such as pivot tables, which allow you to quickly summarize and analyze large amounts of data.
Another important feature of Excel 2013 is its ability to automate tasks using macros. Macros are small programs that you can create to automate repetitive tasks, such as formatting cells or copying and pasting data. Excel 2013 also includes a number of built-in functions and formulas that can be used to perform complex calculations.
To help you work more efficiently, Excel 2013 includes a number of keyboard shortcuts. These shortcuts can help you perform common tasks more quickly and easily. For example, you can use the Ctrl+C shortcut to copy data, or the Ctrl+V shortcut to paste data.
Here is a table of some of the most commonly used keyboard shortcuts in Excel 2013:
| Shortcut | Function |
|---|---|
| Ctrl+C | Copy |
| Ctrl+V | Paste |
| Ctrl+X | Cut |
| Ctrl+Z | Undo |
| Ctrl+Y | Redo |
| Ctrl+A | Select all |
| Ctrl+B | Bold |
| Ctrl+I | Italic |
| Ctrl+U | Underline |
Overall, Excel 2013 is a powerful tool that can be used to analyze and visualize data in a way that is easy to understand. With its advanced features and keyboard shortcuts, it can help you work more efficiently and effectively.
Fundamentals of Keyboard Shortcuts
Keyboard shortcuts are a set of combinations of keys that perform a specific function in Excel. Using keyboard shortcuts can help you work more efficiently and save time. In Excel 2013, there are many keyboard shortcuts available that can help you complete tasks quickly and easily.
To use keyboard shortcuts, you need to press a combination of keys on your keyboard. Some keyboard shortcuts require you to press two or more keys at the same time, while others require you to press a sequence of keys.
Excel 2013 provides a wide range of keyboard shortcuts that can be used for various purposes, such as navigating through cells, formatting cells, and entering data. The keyboard shortcuts can be used for basic functions such as copying and pasting, as well as more advanced functions such as inserting charts and graphs.
Here is a table that shows some of the most commonly used keyboard shortcuts in Excel 2013:
| Function | Keyboard Shortcut |
|---|---|
| Copy | Ctrl + C |
| Paste | Ctrl + V |
| Undo | Ctrl + Z |
| Redo | Ctrl + Y |
| Cut | Ctrl + X |
| Save | Ctrl + S |
| Find | Ctrl + F |
| Bold | Ctrl + B |
| Italic | Ctrl + I |
| Underline | Ctrl + U |
In addition to the above table, there are many other keyboard shortcuts available in Excel 2013. You can find a complete list of keyboard shortcuts in Excel 2013 by visiting the Microsoft Support website.
Using keyboard shortcuts can help you work more efficiently and save time. By learning and using keyboard shortcuts, you can complete tasks quickly and easily, and become more productive in Excel.
Navigating Excel with Shortcuts
Navigating through Excel can be time-consuming, especially when working with large amounts of data. However, with the use of keyboard shortcuts, you can save time and increase your productivity. Here are some of the most useful navigation shortcuts in Excel 2013:
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Arrow Keys: Use the arrow keys to move around the worksheet. Press the up or down arrow keys to move up or down one row at a time, and press the left or right arrow keys to move left or right one column at a time.
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Tab: Press the Tab key to move to the next cell to the right. If you want to move to the cell to the left, press Shift+Tab.
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Alt: Press Alt to access the Ribbon. Once the Ribbon is open, you can use the arrow keys to navigate through the different tabs and commands.
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Esc: Press Esc to cancel a command or exit a dialog box.
In addition to these basic navigation shortcuts, there are also some more advanced shortcuts that can help you navigate through Excel more efficiently. Here are a few examples:
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Ctrl+Home: Press Ctrl+Home to go to the beginning of the worksheet.
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Ctrl+End: Press Ctrl+End to go to the last cell that contains data in any direction.
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Ctrl+Arrow Keys: Press Ctrl+Arrow Keys to move to the last cell in the row or column that contains data. For example, if you press Ctrl+Right Arrow, you will move to the last cell in the row that contains data.
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Shift+Arrow Keys: Press Shift+Arrow Keys to select multiple cells at once. For example, if you press Shift+Right Arrow, you will select the cell to the right of the currently selected cell.
To help you remember these shortcuts, here is a table summarizing the most useful navigation shortcuts in Excel 2013:
| Shortcut | Function |
|---|---|
| Arrow Keys | Move around the worksheet |
| Tab | Move to the next cell to the right |
| Shift+Tab | Move to the cell to the left |
| Alt | Access the Ribbon |
| Esc | Cancel a command or exit a dialog box |
| Ctrl+Home | Go to the beginning of the worksheet |
| Ctrl+End | Go to the last cell that contains data in any direction |
| Ctrl+Arrow Keys | Move to the last cell in the row or column that contains data |
| Shift+Arrow Keys | Select multiple cells at once |
By using these navigation shortcuts in Excel 2013, you can navigate through your worksheets more efficiently and save time while working with large amounts of data.
Editing and Formatting Data
When working with data in Excel 2013, it’s important to be able to edit and format it correctly. Here are some useful shortcuts and tips to help you do just that:
Editing Data
To edit data in a cell, simply double-click on the cell or press F2. This will put the cell into edit mode, allowing you to make changes. Once you have made your changes, press Enter to confirm them, or press Esc to cancel.
If you need to cut, copy, or paste data, you can use the following shortcuts:
- Cut: Ctrl+X
- Copy: Ctrl+C
- Paste: Ctrl+V
To undo an action, press Ctrl+Z. You can also use the Redo command by pressing Ctrl+Y.
To delete data, select the cell or cells you want to delete and press the Delete key.
Formatting Data
To format data in Excel 2013, you can use the Format Cells dialog box. To open this dialog box, select the cell or cells you want to format and press Ctrl+1. This will bring up the Format Cells dialog box, which allows you to format the data in a variety of ways.
Here are some common formatting options:
- Number format: This allows you to format the data as a number, such as a decimal or a percentage.
- Currency format: This formats the data as a currency, with a specified currency symbol.
- Percentage format: This formats the data as a percentage.
- Bold formatting: This makes the data bold.
- Italic formatting: This makes the data italic.
- Underline formatting: This underlines the data.
- Fill color: This adds a background color to the cell.
- Alignment: This allows you to align the data within the cell.
You can also use keyboard shortcuts to apply some of these formatting options:
- Bold: Ctrl+B
- Italic: Ctrl+I
- Underline: Ctrl+U
- Number format: Ctrl+Shift+#
- Currency format: Ctrl+Shift+$
- Percentage format: Ctrl+Shift+%
Table
Here is a table summarizing some of the most useful editing and formatting shortcuts in Excel 2013:
| Shortcut | Action |
|---|---|
| F2 | Put cell into edit mode |
| Ctrl+X | Cut |
| Ctrl+C | Copy |
| Ctrl+V | Paste |
| Ctrl+Z | Undo |
| Ctrl+Y | Redo |
| Delete | Delete |
| Ctrl+1 | Open Format Cells dialog box |
| Ctrl+B | Apply bold formatting |
| Ctrl+I | Apply italic formatting |
| Ctrl+U | Apply underline formatting |
| Ctrl+Shift+# | Apply number format |
| Ctrl+Shift+$ | Apply currency format |
| Ctrl+Shift+% | Apply percentage format |
Excel Functions and Formulas
Excel functions and formulas are the backbone of any spreadsheet. They allow you to perform complex calculations, manipulate data, and automate tasks. In this section, we’ll cover some of the most commonly used functions and formulas in Excel 2013.
Functions
Functions are pre-built formulas that perform specific calculations. They can be used to perform simple arithmetic, manipulate text, and even perform complex statistical analysis. Here are some of the most commonly used functions in Excel:
| Function | Description |
|---|---|
| SUM | Adds up a range of cells |
| AVERAGE | Calculates the average of a range of cells |
| COUNT | Counts the number of cells in a range |
| MAX | Finds the maximum value in a range |
| MIN | Finds the minimum value in a range |
| IF | Evaluates a condition and returns one value if the condition is true and another value if the condition is false |
| VLOOKUP | Searches for a value in a table and returns a corresponding value from another column in the same row |
To insert a function, click on the cell where you want the result to appear and then click on the “Insert Function” button on the formula bar. This will open the “Insert Function” dialog box, where you can select the function you want to use and enter the necessary arguments.
Formulas
Formulas are mathematical expressions that perform calculations on values in your spreadsheet. They can be created using arithmetic operators (+, -, *, /), cell references, and functions. Here are some of the most commonly used formulas in Excel:
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AutoSum: This is a quick way to add up a range of cells. Simply click on the cell where you want the result to appear and then click on the AutoSum button on the formula bar. Excel will automatically select the range of cells above the current cell and insert the SUM function.
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Formula Bar: The formula bar shows the contents of the current cell, including any formulas or functions that have been entered. You can also use the formula bar to edit the contents of a cell.
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Autocomplete: When you start typing a formula or function, Excel will try to autocomplete it for you. This can save you time and reduce errors.
Conclusion
Excel functions and formulas are essential tools for anyone who works with spreadsheets. By mastering these tools, you can perform complex calculations, manipulate data, and automate tasks with ease. With practice, you’ll become more confident and efficient in using Excel to analyze and present your data.
File and View Options
In Excel 2013, you can access the File and View Options to customize your experience. These options allow you to adjust settings such as how workbooks are displayed, how files are saved, and how printing is handled.
To access the File and View Options, click on the File tab in the ribbon. From there, you can select Options to open the Excel Options dialog box.
File Options
The File Options allow you to adjust settings related to saving, opening, and sharing workbooks. Here are some of the most important options:
| Option | Description |
|---|---|
| Save | Set default file format and enable autosave |
| Save As | Set default file location and format for Save As |
| Open | Set default file location and adjust settings for opening files |
| Share | Set default sharing settings for workbooks |
View Options
The View Options allow you to adjust settings related to how workbooks are displayed. Here are some of the most important options:
| Option | Description |
|---|---|
| Display | Adjust settings related to how workbooks are displayed |
| Formula Bar | Show or hide the formula bar |
| Gridlines | Show or hide gridlines in the worksheet |
| Headings | Show or hide row and column headings |
| Window | Adjust settings related to how workbook windows are displayed |
In addition to these options, you can also access Print and Print Preview options from the File tab. These options allow you to adjust settings related to printing your workbooks, including page orientation, margins, and print quality.
Finally, when you’re finished working on a workbook, you can use the Close option to exit the workbook. If you have unsaved changes, Excel will prompt you to save them before closing the workbook.
Overall, the File and View Options in Excel 2013 provide a wealth of customization options to help you work more efficiently and effectively.
Selection and Insertion Shortcuts
In Excel 2013, there are several keyboard shortcuts that can help you select and insert cells quickly and efficiently. These shortcuts can save you time and improve your productivity when working with large spreadsheets. Here are some of the most useful selection and insertion shortcuts:
Select All Cells
To select all cells in a worksheet, press Ctrl + A. This shortcut can be very useful when you need to apply a formatting or editing change to the entire worksheet.
Select by Data Area
To select a range of cells in a specific direction, use the Ctrl + Shift + Arrow shortcut. For example, if you want to select all cells to the right of the current cell, press Ctrl + Shift + Right Arrow. This shortcut can help you quickly select a range of cells without having to manually drag your mouse across the screen.
Insert Rows or Columns
To insert a new row or column in your worksheet, use the Ctrl + Shift + Plus shortcut. This will insert a new row or column above or to the left of the current cell, depending on whether you have a row or column selected.
Insert Hyperlinks
To insert a hyperlink in your worksheet, use the Ctrl + K shortcut. This will open the Insert Hyperlink dialog box, where you can enter the URL or file path for the hyperlink.
Select All Cells in a Table
If you are working with a table in your worksheet, you can use the Ctrl + Shift + * shortcut to select all cells in the table. This can be useful when you need to apply a formatting or editing change to the entire table.
Keyboard Shortcuts Table
| Shortcut | Description |
|---|---|
Ctrl + A |
Select all cells |
Ctrl + Shift + Arrow |
Select by data area |
Ctrl + Shift + Plus |
Insert rows or columns |
Ctrl + K |
Insert hyperlink |
Ctrl + Shift + * |
Select all cells in a table |
By using these keyboard shortcuts, you can work more efficiently in Excel 2013 and save time when working with large spreadsheets.
Text and Number Formatting
One of the most important aspects of working with Excel is formatting. In Excel 2013, there are many keyboard shortcuts available for formatting text and numbers. These shortcuts can help you save time and work more efficiently.
To format text, you can use the following keyboard shortcuts:
- Ctrl + B: Toggle bold formatting
- Ctrl + I: Toggle italics formatting
- Ctrl + U: Toggle underline formatting
- Ctrl + 5: Toggle strikethrough formatting
To format numbers, you can use the following keyboard shortcuts:
- Ctrl + Shift + $: Apply currency format
- Ctrl + Shift + %: Apply percentage format
- Ctrl + Shift + !: Apply number format
- **Ctrl + Shift + #: Apply date format
- Ctrl + Shift + @: Apply time format
You can also use the following keyboard shortcuts to copy and paste formatting:
- Ctrl + C: Copy formatting
- Ctrl + V: Paste formatting
Additionally, you can use the Format Painter tool to copy formatting from one cell to another. To use the Format Painter, select the cell with the formatting you want to copy, click the Format Painter button on the Home tab, and then click the cell you want to apply the formatting to.
Table
| Keyboard Shortcut | Function |
|---|---|
| Ctrl + B | Toggle bold formatting |
| Ctrl + I | Toggle italics formatting |
| Ctrl + U | Toggle underline formatting |
| Ctrl + 5 | Toggle strikethrough formatting |
| Ctrl + Shift + $ | Apply currency format |
| Ctrl + Shift + % | Apply percentage format |
| Ctrl + Shift + ! | Apply number format |
| Ctrl + Shift + # | Apply date format |
| Ctrl + Shift + @ | Apply time format |
| Ctrl + C | Copy formatting |
| Ctrl + V | Paste formatting |
In summary, Excel 2013 provides many keyboard shortcuts for formatting text and numbers. These shortcuts can help you work more efficiently and save time. By using these shortcuts, you can quickly apply formatting to your data and make it easier to read and understand.
Working with Ranges and Cells
When working with Excel, it’s important to know how to efficiently work with ranges and cells. Here are a few tips and shortcuts to help you work faster and smarter:
- To select a range of cells, click and drag your mouse over the cells you want to select. Alternatively, you can use the Shift key and arrow keys to select a range of cells.
- To select an entire row or column, click on the row or column header. To select multiple rows or columns, hold down the Shift key and click on the headers of the rows or columns you want to select.
- To select the active cell (the cell that is currently selected), simply click on it. You can also use the arrow keys to move to a different cell.
- To insert a new row or column, right-click on the row or column header and select “Insert” from the drop-down menu. Alternatively, you can use the Ctrl + Shift + “+” shortcut to insert a new row or column.
Here is a table summarizing some of the most useful shortcuts for working with ranges and cells:
| Shortcut | Function |
|---|---|
| Shift + Arrow Keys | Select a range of cells |
| Ctrl + Shift + Arrow Keys | Select a rectangular range of cells |
| Ctrl + A | Select all cells in the current worksheet |
| Ctrl + Spacebar | Select the entire column of the active cell |
| Shift + Spacebar | Select the entire row of the active cell |
| Ctrl + Shift + “+” | Insert a new row or column |
By using these shortcuts and tips, you can save time and work more efficiently in Excel.
Using the Data Tab
The Data tab in Excel 2013 provides a range of powerful tools for working with data. Whether you need to sort, filter, or analyze your data, the Data tab has everything you need to get the job done quickly and efficiently.
Sorting and Filtering Data
One of the most useful features of the Data tab is the ability to sort and filter your data. With just a few clicks, you can sort your data by any column, in ascending or descending order. You can also filter your data to display only the rows that meet certain criteria.
To sort your data, simply select the column you want to sort by and click the “Sort A to Z” or “Sort Z to A” button. To filter your data, click the “Filter” button and select the criteria you want to use.
Analyzing Data
Another powerful feature of the Data tab is the ability to analyze your data using a range of tools. For example, you can use the “PivotTable” tool to create a summary of your data, or the “What-If Analysis” tool to explore different scenarios.
To use the PivotTable tool, simply select the data you want to summarize and click the “PivotTable” button. You can then drag and drop fields to create a customized summary of your data.
To use the What-If Analysis tool, click the “Data Table” button and select the variables you want to explore. You can then see how changes to these variables will affect your data.
Creating Charts and Graphs
Finally, the Data tab also includes a range of tools for creating charts and graphs. With just a few clicks, you can create a professional-looking chart or graph to help you visualize your data.
To create a chart or graph, select the data you want to use and click the “Insert Chart” button. You can then choose from a range of chart types, including bar charts, line charts, and pie charts.
| Tool | Description |
|---|---|
| Sort | Sorts data in ascending or descending order |
| Filter | Filters data to display only rows that meet certain criteria |
| PivotTable | Creates a summary of data |
| What-If Analysis | Explores different scenarios |
| Charts and Graphs | Creates professional-looking charts and graphs |
Overall, the Data tab in Excel 2013 provides a range of powerful tools for working with data. Whether you need to sort, filter, or analyze your data, the Data tab has everything you need to get the job done quickly and efficiently.
Advanced Shortcut Keys
Excel 2013 has a variety of advanced shortcut keys that can help you work more efficiently. Here are some of the most useful ones:
| Shortcut Key | Description |
|---|---|
| F1 | Open the Excel Help window |
| F2 | Edit the selected cell |
| F3 | Open the Paste Name dialog box |
| F4 | Repeat the last action |
| F5 | Open the Go To dialog box |
| F8 | Turn on/off the Extend Selection mode |
| F9 | Calculate all worksheets in all open workbooks |
| F10 | Turn on/off the Menu bar |
| F11 | Create a chart from the selected data |
| F12 | Open the Save As dialog box |
Ctrl+S is a commonly used shortcut key that saves the current workbook. Ctrl+1 opens the Format Cells dialog box, while Ctrl+D fills the selected cell with the contents of the cell above it. Ctrl+P opens the Print dialog box, while Ctrl+Z undoes the last action.
Ctrl+; enters the current date into the selected cell. Ctrl+3 applies the Number format to the selected cells. Ctrl+A selects the entire worksheet, while Ctrl+B applies bold formatting to the selected cells. Ctrl+C copies the selected cells, while Ctrl+H opens the Find and Replace dialog box. Ctrl+I applies italic formatting to the selected cells, while Ctrl+K opens the Insert Hyperlink dialog box.
Ctrl+R fills the selected cell with the contents of the cell to the left of it. Ctrl+U applies underline formatting to the selected cells, while Ctrl+V pastes the copied cells. F6 switches between the worksheet, ribbon, task pane, and Zoom controls. F7 opens the Spelling dialog box, while F9 calculates the selected worksheet.
Shift+F11 inserts a new worksheet, while Alt+F1 creates a chart from the selected data.
Overall, using these advanced shortcut keys can help you work more efficiently in Excel 2013.
Miscellaneous Shortcuts
In addition to the essential shortcuts mentioned earlier, Excel 2013 also offers several miscellaneous shortcuts that can help you work more efficiently. Here are some of the most useful ones:
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Plus Sign Shortcut: Pressing the plus sign (+) on the numeric keypad can quickly insert a new row or column in your worksheet.
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Comma Shortcut: The comma (,) can be used to select multiple non-contiguous cells. Simply hold down the Ctrl key and click on the cells you want to select.
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Display Formulas Shortcut: If you need to check the formulas in your worksheet, you can use the Ctrl + ~ shortcut to display all the formulas in the cells instead of their values.
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General Shortcut: The Ctrl + Shift + ~ shortcut can be used to change the format of a cell to General.
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Redo Shortcut: If you need to redo an action, you can use the Ctrl + Y shortcut instead of going to the Ribbon and clicking the Redo button.
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Group Shortcut: To group selected rows or columns, you can use the Ctrl + Shift + G shortcut.
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Strikethrough Shortcut: If you need to apply a strikethrough to text, you can use the Ctrl + 5 shortcut.
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Mouse Shortcut: You can use the middle mouse button to scroll through your worksheet. Simply click and hold the middle mouse button to drag the worksheet in any direction.
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Key Tips Shortcut: Pressing the Alt key displays key tips for all the commands in the Ribbon. You can then press the corresponding key to access the command.
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Paste Special Shortcut: If you need to paste only specific attributes of copied cells, such as values or formatting, you can use the Ctrl + Alt + V shortcut to access the Paste Special dialog box.
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Page Up/Page Down Shortcut: To quickly move up or down in your worksheet, you can use the Page Up and Page Down keys on your keyboard.
Here is a table summarizing the miscellaneous shortcuts mentioned above:
| Shortcut | Function |
|---|---|
| + | Insert new row or column |
| , | Select non-contiguous cells |
| Ctrl + ~ | Display formulas |
| Ctrl + Shift + ~ | Change format to General |
| Ctrl + Y | Redo |
| Ctrl + Shift + G | Group rows or columns |
| Ctrl + 5 | Apply strikethrough |
| Middle mouse button | Scroll through worksheet |
| Alt | Display key tips |
| Ctrl + Alt + V | Paste Special |
| Page Up/Page Down | Move up or down in worksheet |
By using these miscellaneous shortcuts, you can save time and work more efficiently in Excel 2013.
