■ CONTENTS AT A GLANCE

■Chapter 15: Using PivotTables and PivotCharts ................................................ 541

■Chapter 16: Enhancing Workbooks with Multimedia ........................................ 591
■Chapter 17: Automating Task with Macros ....................................................... 643

Index ..................................................................................................................... 665

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Contents

About the Author ...................................................................................................xvii

About the Technical Reviewers ..............................................................................xix
Acknowledgments ..................................................................................................xxi

■Chapter 1: Becoming Acquainted with Excel......................................................... 1

What Is Excel? ................................................................................................................. 1
History of Spreadsheets ................................................................................................... 2
This Book.......................................................................................................................... 2
Excel Navigation Basics ................................................................................................... 2
Creating, Saving, and Opening Workbooks ...................................................................... 4
Getting to Know the Ribbon.............................................................................................. 9
Ribbon Contextual Tabs .......................................................................................................................... 9
Resizing the Ribbon .............................................................................................................................. 10
Using Dialog Box Launchers ................................................................................................................. 11
Minimizing and Hiding the Ribbon ........................................................................................................ 12
Using Ribbon Shortcuts ........................................................................................................................ 13
Quick Access Toolbar...................................................................................................... 15
Switch Between Touch and Mouse Mode ............................................................................................. 16

Identifying the Current Cell............................................................................................. 19

Entering Data into a Worksheet ...................................................................................... 19
Getting Help.................................................................................................................... 21
Screen Tips ........................................................................................................................................... 22
Excel’s Tell Me What You Want to Do Feature ....................................................................................... 22

Summary ........................................................................................................................ 26

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■ CONTENTS

■Chapter 2: Navigating and Working with Worksheets ......................................... 27

Moving Between Cells Using the Keyboard .................................................................... 27
Selecting Cells ............................................................................................................... 30
Selecting Cells Using a Mouse ............................................................................................................. 31
Selecting Cells Using a Keyboard ......................................................................................................... 33
Select Cells by Using Their Cell References in the Name Box .............................................................. 35
Going Directly to Any Cell ..................................................................................................................... 37
Worksheets .................................................................................................................... 38
Naming Worksheets.............................................................................................................................. 39
Adding and Removing Worksheets ....................................................................................................... 39
Changing a Worksheet Tab Color .......................................................................................................... 41
Selecting Multiple Worksheets ............................................................................................................. 42
Hiding and Unhiding Worksheets .......................................................................................................... 42
Reordering and Copying Worksheets.................................................................................................... 43
Using Tab Buttons to Move Through the Worksheets ........................................................................... 44

Summary ........................................................................................................................ 48
■Chapter 3: Best Ways to Enter and Edit Data ....................................................... 49
Data Types ...................................................................................................................... 49
Inserting Special Characters .......................................................................................... 51
How to Change Column Widths ...................................................................................... 55
Automatically Resize Column Widths to Fit Number of Characters in the Cell ..................................... 58
Changing the Column Width for Multiple Columns ............................................................................... 58

How to Change Row Heights .......................................................................................... 61

Correcting Typing Mistakes ............................................................................................ 63
Changing Specific Characters .............................................................................................................. 63
Returning a Cell to Its Original Value .................................................................................................... 63
Clearing the Contents of a Cell That Has Already Been Accepted......................................................... 64

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Shortcuts for Entering and Correcting Data ................................................................... 65

Using the AutoCorrect Feature.............................................................................................................. 65
Using AutoComplete to Enter Data........................................................................................................ 70
Pick from Drop-down List ..................................................................................................................... 71
AutoFill.................................................................................................................................................. 73

Creating, Viewing, Editing, Deleting, and Formatting Cell Comments............................. 82

How to Add a Comment ........................................................................................................................ 82
How to View a Comment....................................................................................................................... 83
How to View all the Comments at the Same Time ................................................................................ 83
How to Change the Default Name for Comments ................................................................................. 83
Editing and Deleting Comments ........................................................................................................... 84
Printing a Comment .............................................................................................................................. 84

Summary ........................................................................................................................ 88
■Chapter 4: Formatting and Aligning Data ............................................................ 89
Formatting Your Text Using the Font Group .................................................................... 89
Using Bold, Italics, Underline, and Double Underline ............................................................................ 90
Changing the Font and Its Size ............................................................................................................. 90
Using the Font Group’s Dialog Box Launcher ....................................................................................... 93
Formatting with Color ........................................................................................................................... 93
Check Which Formats Have Been Applied to the Current Cell .............................................................. 96
Cell Borders .......................................................................................................................................... 99

Formatting Numeric Data Using the Number Group ..................................................... 110

Using Default Formats ....................................................................................................................... 111
Formatting Monetary Values............................................................................................................... 112
Converting Values to Percent Style ..................................................................................................... 113
Converting Values to Comma Style ..................................................................................................... 114
Changing the Number of Decimal Places ........................................................................................... 114
Accessing the Format Cell Dialog Box ................................................................................................ 114

Aligning Data Using the Alignment Group .................................................................... 118

Fitting More Text into a Cell ................................................................................................................ 119
Aligning and Indenting Text in a Cell................................................................................................... 123

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Align Text Vertically and Horizontally .................................................................................................. 123

Rotating Text ....................................................................................................................................... 124
Using Format Painter to Copy Formatting .................................................................... 129
Using the Mini-Toolbars and the Context Menu ........................................................... 132
Inserting, Deleting, Hiding, and Unhiding Rows and Columns ...................................... 134
Hiding and Unhiding Columns and Rows ............................................................................................ 134
Inserting Columns and Rows .............................................................................................................. 139
Deleting Columns and Rows ............................................................................................................... 139
Inserting and Deleting Cells ......................................................................................... 140
Summary ...................................................................................................................... 143
■Chapter 5: Different Ways of Viewing and Printing Your Workbook .................. 145
Views ............................................................................................................................ 145
Page Break Preview ........................................................................................................................... 146
Page Layout View ............................................................................................................................... 151

Printing ........................................................................................................................ 157

Creating a Print Area........................................................................................................................... 157
Adding Additional Cells to the Print Area ............................................................................................ 158
Removing the Print Area ..................................................................................................................... 158
Using Paste Special for Printing ......................................................................................................... 160
Dividing the Excel Window into Panes ......................................................................... 162
Freezing Rows and Columns ....................................................................................... 164
Synchronizing Scrolling................................................................................................ 165
Custom Views How to Create, Show, and Delete .......................................................... 168
Summary ...................................................................................................................... 172
■Chapter 6: Understanding Backstage ................................................................ 173
Backstage Overview..................................................................................................... 173
Info Group–Viewing, Adding, and Editing Information About the Workbook ................. 174
Properties Pane .................................................................................................................................. 175
Protect Workbook Options .................................................................................................................. 178
Check for Issues ................................................................................................................................. 180