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EXCEL tutorial 2016 for beginners

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EXCEL tutorial 2016 for beginners


Chapter 1: Introduction

Microsoft Excel 2016 makes it possible to analyze, manage, and share information in more ways than ever before, helping you make better, smarter decisions. New analysis and visualization tools help you track and highlight important data trends. You can even upload your files to the Web and work simultaneously with others online. Whether you’re producing financial reports or managing personal expenses, Excel gives you more efficiency and flexibility to accomplish your goals.

Chapter 2: Getting Around Excel

The Excel 2016 program window is easy to navigate and simple to use. It has been designed to help you quickly find the commands and tools that you need to complete many tasks within Excel. The interface of Excel 2016 hasn’t changed dramatically as compared to the 2010 to 2013 transition. The switch to Excel 2016 should be relatively seamless as there are only minor changes which we will go over in this guide.

Quick Access Tool Bar

The Quick Access Toolbar displays a small selection of the more commonly used commands in Excel. It is found in the top left hand corner of the application window. It is displayed independently of what tab you are currently working in, so you can always see those popular commands and always have them ready for use. The Quick Access Toolbar is also customizable so you can add commands that you use most frequently. We will address how to customize the Quick Access Toolbar in a later chapter.

The Ribbon

The Ribbon has replaced the toolbar and is the biggest change from Excel 2003 to 2010. The Ribbon contains all the commands related to managing and working with spreadsheets. One of the biggest differences between old-fashioned toolbars and the new-fashioned Ribbon is that the Ribbon is divided into tabs.

Auto Hide Ribbon

Auto Hide allows you to hide the Ribbon from your screen. You can specify if you want it blank, the tabs to show, or tabs and commands to show.

  • Step 1: Click the Ribbon Display Options tool.
  • Step 2: Click on Auto-hide Ribbon.

The Ribbon will disappear.

If you want to just bring back the tabs, click on Show Tabs in the Ribbon Display Options.

If you want to bring everything back (the tabs and commands) click Show Tabs and Commands in the

Ribbon Display Options.

In Excel, seven tabs display by default: Home, Insert, Page Layout, Formulas, Data, Review and View. In addition, you can display the Developer tab, and you might see an Add-Ins tab but we won’t bother with that right now. We will discuss the different tabs in the Ribbon in a later chapter.

Backstage View

The Backstage view contains all the commands related to managing the spreadsheets and customizing the program. It provides an easy way to create, open, save, print, share, and close files; find recently used files; view and update workbook properties; set permissions; set program options; get help; and exit the program.

Dialog Box Launcher

For additional formatting, there are dialog box launchers located at the bottom of the ribbon that are indicated by small arrows in the righthand corners. When these are clicked a dialog box will open providing more options for editing and formatting the spreadsheet. You can also add a dialog box launcher to any group on a Ribbon. In doing this you can add common editing options that you use creating an even easier environment for you to work.

Keyboard Shortcuts

There are a bunch of keyboard shortcuts you can use to get around faster. Here are a few that are commonly used to get you up to speed.

Action Keyboard Shortcut

Copy Ctrl + C

Cut Ctrl + X

">Paste Ctrl + V

Undo Ctrl + Z

Redo Ctrl + Y

Select All Ctrl + A

Move One Cell to the Right Tab

Move One Cell to the Left Shift + Tab

Insert a New Line within Cell Alt + Enter

Enable Editing within a Cell F2

Save Workbook Ctrl + S

Print Workbook Ctrl + P

Chapter 3: Learning the Ribbon

The Ribbon was designed to help make the Office applications easier to work with, and help users discover the rich features and capabilities of Office. The menus and toolbars have expanded over the years making it difficult for users to find the commands they needed quickly and easily. With that in mind, the Ribbon was developed allowing for better usability. Understanding the Ribbon is a great way to help understand what can be done in Excel, especially if you are making the shift between Office 2003 to Office 2010. The ribbon holds all the information in previous versions of Microsoft Office in a more visual stream line manner through a series of tabs that include an immense variety of program features.

Home Tab

The Home is the most used tab; it incorporates all text and cell formatting features such as font and paragraph changes. The Home Tab also includes basic spreadsheet formatting elements such as text wrap, merging cells and cell style.

Insert Tab

The Insert tab allows you to insert a variety of items into a workbook from pictures, clip art, and headers and footers.

Page Layout Tab

The Page Layout tab has commands to adjust page such as margins, orientation and themes.

Formulas Tab

The Formulas tab has commands to use when creating Formulas. This tab holds an immense function library which can assist when creating any formula or function in your spreadsheet.

Data Tab

The Data tab allows you to modifying worksheets with large amounts of data by sorting and filtering as well as analyzing and grouping data.

Review Tab

The Review tab allows you to correct spelling and grammar issues as well as set up security protections. It also provides the track changes and notes feature providing the ability to make notes and changes to someone’s workbook.

View Tab

The View tab allows you to change the view of your workbook including freezing or splitting panes, viewing gridlines and hide cells.

PowerPivot Tab

The View tab allows you to change the view of your workbook including freezing or splitting panes, viewing gridlines and hide cells.

Customizing the Ribbon

Use customizations to personalize the ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands.

This can be done by selecting Options in the Backstage view and then clicking Customize Ribbon. From there you can create new Tabs and Groups selecting the commands you would like to use within them. You can rename and change the order of the default tabs and groups that are built-into Microsoft Office 2010. However, you cannot rename the default commands, change the icons associated with these default commands, or change the order of these commands. The default commands appear in gray text.

IMPORTANT Ribbon customization is specific to the Microsoft Office program you are working in at the time. Ribbon customization does not apply across all Office programs.

To add commands to a group, you must add a custom group to a default tab or to a new, custom tab. To help you identify a custom tab or group and to distinguish from a default tab or group, the custom tabs and groups in the Customize the Ribbon list have (Custom) after the name, but the word (Custom) does not appear in the ribbon.

Chapter 4: New in Excel 2016

This chapter provides a brief look at some of the changes you will find in Excel 2016. Those changes include the new look of Excel and new capabilities that enable you to better protect, share, save, and edit your worksheet. After reading this chapter, you will understand the new tools and features that you can use to create and share professional spreadsheets with ease.

Slightly New Look

Excel 2016 still has a simplified and clean look to make navigating through various commands easy which in turn will make you more efficient. This new look also includes updated Templates that will do much of the formatting for you. When opening PowerPoint, you are immediately presented with template options. Choosing a template sets the ground work and all you need to do is enter your information. The colors may have changed but the user-friendly platform stays the same.

Tell Me

The “Tell Me” feature is a brand new for Microsoft Office 2016 and is located at the end of the ribbon tabs. Sometimes it can be tricky to remember where commands reside the ribbon, especially if you don’t use them often. The “Tell Me” feature acts as a search bar where you can type in what you are looking for and Word will give you a list of commands to choose from. “Tell Me” saves you from searching through the many ribbon tabs and directs you to the exact command you’re searching for.


The new Share button makes it easier than ever to collaborate with others. This button can be found in the upper-right corner, beneath the close button. Once you have saved your document to OneDrive or SharePoint, all you need to do is click the Share button and type in the names of individuals you wish to collaborate with. You can also decide what level of permissions you would like them to have by selecting an option from the drop-down box. Finally, you can include a message with your invite so the recipient knows exactly what you need from them.

Smart Lookup

Smart Lookup is available in all Office 2016 programs, including Word 2016. Think of this new feature as a digital research assistant. It can pull information from the web to enhance your work or assist with unfamiliar content. Simply highlight a word or phrase that you wish to research, then right-click and select Smart Lookup. A pane will appear on the left of the screen with links of information to choose from with more information on the selected text.

Step 1: Highlight word/phrase

Step 2: Right-click the selected text

Step 3: Choose Smart Lookup from the dropdown menu. A pane will appear on the left with web research relating to the selected word or phrase.