Handy keyboard shortcuts Show More Microsoft Windows may get all the press coverage, but when you want to get real work done, you turn your attention to the applications that run on it. And if you use spreadsheets, that generally means Excel. Microsoft sells Office under two models: When you purchase a perpetual version of the suite — say, Office or Office — its applications will never get new features, whereas Office apps are continually updated with new features.
In Office , Excel has all those features, plus several more. Microsoft cheat sheets: Dive into Windows and Office apps ] Most of the tips in this article apply to both Excel and for Windows. Near the end is a section for Excel only. Share this story: IT folks, we hope you'll pass this guide on to your users to help them learn to get the most from Excel and If you need a refresher, see our Excel cheat sheet. The and Ribbon is smaller than it was in Excel , the title bar is solid green rather than white, and the text for the Ribbon tabs File, Home, Insert and so on is a mix of upper- and lowercase rather than all caps.
Click image to enlarge. To find out which commands reside on which tabs on the Ribbon, download our Excel and Ribbon quick reference. Also see the nifty new Tell Me feature described below. Just as in previous versions of Excel, if you want the Ribbon to go away, press Ctrl-F1.
To make it appear again, press Ctrl-F1 and it comes back. To get to them, click the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing PowerPoint. A drop-down menu appears with these three options: Auto-hide Ribbon: This hides the entire Ribbon, both the tabs and commands underneath them.
To show the Ribbon again, click at the top of PowerPoint. Show Tabs: This shows the tabs but hides the commands underneath them. Selecting this shows both the tabs and commands. And if for some reason that nice green color on the title bar is just too much for you, you can turn it white or gray.
Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar.
Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business.
Get things done quickly with Tell Me Excel has never been the most user-friendly of applications, and it has so many powerful features it can be tough to use. Microsoft has made it easier with a feature in Excel and called Tell Me, which puts even buried tools in easy reach.
Keyboard fans can instead press Alt-Q. More on Smart Lookup below. That makes sure that tasks that you frequently perform are always within easy reach. And it puts tasks you rarely do within easy reach as well. Right-click a cell with a word or group of words in it, and from the menu that appears, select Smart Lookup.
Click any result link to open the full page in a browser. If you just want a definition of the word, click the Define tab in the pane.
If you want more information, click the Explore tab in the pane. IDG Smart Lookup is handy for finding general information such as definitions of financial terms. Once you do so, it will be turned on across all your Office applications. Charts are great for visualizing and presenting data, and for gaining insights from it. Excel has two more new chart types, which we'll cover later in the story. If you use the older. Select any to create the chart. IDG Excel includes six new chart types, including waterfall.
These are the six new chart types: This chart type creates a hierarchical view of your data, with top-level categories or tree branches shown as rectangles, and with subcategories or sub-branches shown as smaller rectangles grouped inside the larger ones.
Thus, you can easily compare the sizes of top-level categories and subcategories in a single view. IDG A treemap chart lets you easily compare top-level categories and subcategories in a single view. This chart type also displays hierarchical data, but in a multi-level pie chart.
Each level of the hierarchy is represented by a circle. The innermost circle contains the top-level categories, the next circle out shows subcategories, the circle after that subsubcategories and so on. Sunbursts are best for showing the relationships among categories and subcategories, while treemaps are better at showing the relative sizes of categories and subcategories. IDG A sunburst chart shows hierarchical data such as book categories and subcategories as a multi-level pie chart.
This chart type is well-suited for visualizing financial statements. It displays a running total of the positive and negative contributions toward a final net value.
IDG A waterfall chart shows a running total of positive and negative contributions, such as revenue and expenses, toward a final net value. This kind of chart shows frequencies within a data set. It could, for example, show the number of books sold in specific price ranges in a bookstore. IDG Histograms are good for showing frequencies, such as number of books sold at various price points. This chart, also known as a sorted histogram, contains bars as well as a line graph.
Values are represented in descending order by bars. The cumulative total percentage of each bar is represented by a rising line. In the bookstore example, each bar could show a reason for a book being returned defective, priced incorrectly, and so on.
The chart would show, at a glance, the primary reasons for returns, so a bookstore owner could focus on those issues. IDG In a Pareto chart, or sorted histogram, a rising line represents the cumulative total percentage of the items being measured.
This chart, like a histogram, shows frequencies within a data set but provides for a deeper analysis than a histogram. For example, in a bookstore it could show the distribution of prices of different genres of books. Outliers that are priced outside the whiskers are shown as dots, the median price for each genre is shown with a horizontal line across the box, and the mean price is shown with an x. How to use the new Pareto, Histogram, and Waterfall formats.
But Excel was left out in the cold for live collaboration. Only Word, PowerPoint and OneNote had that feature, with Microsoft saying that at some undetermined time, Excel would be given live collaboration. In July , Microsoft at last rolled out real-time collaboration to the Excel desktop client — but only to Office subscribers. To get live collaboration in the Excel desktop client, you have to be an Office subscriber.
Excel Online is less powerful and polished than the Excel desktop client, but it works well enough if you want to collaborate in real time. To start, head to Excel Online by going to office.
When Excel runs, open the file you want to share. Next, click the Share button at the top right of the screen. A screen pops up over Excel. In it, enter the email address of the person with whom you want to share. If you want to share with more than one person, enter multiple email addresses. Then type in a note if you want. You can click that drop-down to change their permissions or stop sharing the workbook.
Make your selections and click Apply. Then, back on the first pop-up, click Send. Excel now sends an email to all the people with whom you want to collaborate. At this point, they can view the spreadsheet, but not edit it. To edit it, they need to click the Edit in Browser button at the top of the screen or click the Edit Workbook menu and select Edit in Browser. They can then edit the document right in their browser window.
Everyone using the document sees the changes that other people make in real time. As they take actions, such as entering data into a cell or creating a chart, their work instantly appears to everyone else. IDG When people collaborate on a spreadsheet in Excel Online, everyone can see the edits everyone else makes.
On the upper right of the screen is a list of everyone collaborating on the document. Note that even the owner of the workbook must be using Excel Online in order to collaborate in real time. When everybody is done making changes and no longer has the workbook open in their browser, you can reopen the file in the Excel or desktop client.
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Handy keyboard shortcuts Show More Microsoft Windows may get all the press coverage, but when you want to get real work done, you turn your attention to the applications that run on it. And if you use spreadsheets, that generally means Excel. Microsoft sells Office under two models: When you purchase a perpetual version of the suite — say, Office or Office — its applications will never get new features, whereas Office apps are continually updated with new features. In Office , Excel has all those features, plus several more. Microsoft cheat sheets: Dive into Windows and Office apps ] Most of the tips in this article apply to both Excel and for Windows. Near the end is a section for Excel only. Share this story: