BTWs: Mic rosoft Excel 2013: Chapter 5

The Ribbon and Screen Resolution

Excel may change how the groups and buttons within the groups appear on the ribbon,
depending on the computer’s screen resolution. Thus, your ribbon may look different from
the ones in this book if you are using a screen resolution other than 1366 x 768.

Touch Screen Differe nces

The Office and Windows interfaces may vary if you are using a touch screen. For this reason,
you might notice that the function or appearance of your touch screen differs slightly from
this chapter’s presentation.

BTWs
For a complete list of the BTWs found in the margins of this book, visit the BTW resource on
the Student Companion Site located on www.cengagebrain.com. For detailed instructions
about accessing available resources, visit www.cengage.com/ct/studentdownload or contact
your instructor for information about accessing the required files.

Quick Reference
For a table that lists how to complete the tasks covered in this book using touch gestures, the
mouse, ribbon, shortcut menu, and keyboard, see the Quick Reference Summary at the back
of this book, or visit the Quick Reference resource on the Student Companion Site located on
www.cengagebrain.com. For detailed instructions about accessing available resources, visit
www.cengage.com/ct/studentdownload or contact your instructor for information about
accessing the required files.

Q&As
For a complete list of the Q&As found in many of the step-by-step sequences in this book,
visit the Q&A resource on the Student Companion Site located on www.cengagebrain.com.
For detailed instructions about accessing available resources, visit
www.cengage.com/ct/studentdownload or contact your instructor for information about
accessing the required files.

Selecting a Range of Cells

You can select any range of cells with entries surrounded by blank cells by tapping or
clicking a cell in the range and pressing CTRL+SHIFT+asterisk (*).

Sample Data
As you develop more sophisticated workbooks, it will become increasingly important that
you create good test data to ensure your workbooks are free of errors. The more you test a
workbook, the more confident you will be in the results generated. Always take the time to
select test data that tests the limits of the formulas.

Accuracy
The result of an arithmetic operation, such as multiplication or division, is accurate to the
factor with the least number of decimal places.
Summing a Row or Column
You can reference an entire column or an entire row in a function argument by listing only
the column or only the row. For example, = sum(a:a) sums all the values in all the cells in
column A, and = sum(1:1) sums all the values in all the cells in row 1. You can verify this by
entering = sum(a:a) in cell C1 and then begin entering numbers in a few of the cells in
column A. Excel will respond by showing the sum of the numbers in cell C1.

Copying
To copy the contents of a cell to the cell directly below it, tap or click in the target cell and
press CTRL+D.

Creating Customize d Formats

Each format symbol within the format code has special meaning. Table 5–2 summarizes the
more frequently used format symbols and their meanings.

Normal Style
The Normal style is the format style that Excel initially assigns to all cells in a workbook. If
you change the Normal style, Excel applies the new format specifications to all cells that are
not assigned another style.

Conserving Ink and Toner

If you want to conserve ink or toner, you can instruct Excel to print draft quality documents
by tapping or clicking FILE on the ribbon to open the Backstage view and then tapping or
clicking Print in the Backstage view to display the Print gallery. Tap or click the Printer
Properties link, and then, depending on your printer, tap or click the Print Quality button and
choose Draft in the list. Close the Printer Properties dialog box and then tap or click the Pr int
button as usual.

Drilling an Entry
Besides drilling a number down through a workbook, you can drill a format, a function, or a
formula down through a workbook.

Circular References
A circular reference is a formula that depends on its own value. The most common type is a
formula that contains a reference to the same cell in which the formula resides.

Importing Data
Expenses, such as those entered into the range C6:C12, often are maintained in another
workbook, a file, or a database. If the expenses are maintained elsewhere, ways exist to link
to a workbook or import data from a file or database into a workbook. Linking to a workbook
is discussed later in this chapter. For information on importing data, see the ‘ Get Data From
Other Sources’ button (DATA tab | Get External Data group).

3-D References
If you are summing numbers on noncontiguous sheets, hold down the CTRL key rather than
the SHIFT key when selecting the sheets.
Distributing a Document
Instead of printing and distributing a hard copy of a document, you can distribute the document
electronically. Options include sending the document via email; posting it on cloud storage (such
as SkyDrive) and sharing the file with others; posting it on a social networking site, blog, or other
website; and sharing a link associated with an online location of the document. You also can
create and share a PDF or XPS image of the document, so that users can view the file in Acrobat
Reader or XPS Viewer instead of in Excel.

Printing Docume nt Properties

To print document properties, tap or click FILE on the ribbon to open the Backstage view, tap
or click the Print tab in the Backstage view to display the Print gallery, tap or click the first
button in the Settings area to display a list of options specifying what you can print, tap or
click Document Info in the list to specify you want to print the document properties instead of
the actual document, and then tap or click the Print button in the Print gallery to print the
document properties on the currently selected printer.

Consolidation
You also can consolidate data across different workbooks using the Consolidate button
(DATA tab | Data Tools group), rather than by entering formulas. For more information on
the Consolidate button, type consolidate in the Search box in the Excel Help dialog box,
and then tap or click the ‘Consolidate data from multiple worksheets in a single worksheet’
link in the Results list.

Certification
The Microsoft Office Specialist (MOS) program provides an opportunity for you to obtain a
valuable industry credential — proof that you have the Excel 2013 skills required by employers.
For more information, visit the Certification resource on the Student Companion Site located on
www.cengagebrain.com. For detailed instructions about accessing availab le resources, visit
www.cengage.com/ct/studentdownload or contact your instructor for information about accessing
the required files.