Excel 2016 - Introduction to Spreadsheets

Time Length Icon 45:00 Video Icon 113 videos
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Create tables, use simple formulas and manage data. This course is an introduction to the core functions of Excel 2016.

Teaching Format:

  • Online training session to a remote host
  • Attend an eLearning session for a live interaction with your trainer
  • Ask questions and discuss issues as they arise

Training Objectives:

  • Discover Excel 2016 's interface and basic features
  • Create calculation tables and manage data

Training content:

  • What is excel for?
  • User Interface and specific terms
  • Management of workbook sheets
  • Browsing within a document
  • Automatic formatting
  • Customizing options and views
  • Printing and saving
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Hello everyone and welcome to this training session
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to being introduced to Excel 2016.
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Everybody is here, so we can begin.
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Of course before hand we have some instruction to
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make sure that everything went smoothly. So first of all turn
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off the call waiting or else the music on hold will be
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heard by all of the different participants.
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Also remember to mute
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your microphone or else, any background noises could be heard on the training session.
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Lastly keep your screen active at all times. If you let
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your computer going to sleep mode, you'll be automatically
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disconnected from the training session, an so you
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will lose informations.
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So today, we have 45 minutes to see those different points.
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First of all. What is Excel used for? The interface and specific terms of Excel.
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How to manage our workbook sheets. The browsing within a document.
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The automatic formatting.
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How to customize the options and views.
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And how to print and save. The objectives are to discover
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interface and basic features, but also to create calculation
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tables and manage data.
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So what is Excel used for?
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What is the purpose of Excel? This program is
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designed for everyday tasks such as
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setting up a budget, maintaining an address list
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or even keeping track of a list of to do items.
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So the calculation tables, the document creation: invoices, etc
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and the data tables and summary analysis. Those are the main...
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Let's say... Point of importance
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of Excel. This is what we're going to do with it.
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Let's continue. Now, I will open an Excel Document on the screen.
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We want to know more about the interface and specific
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terms of Excel.
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So let's begin with the Top of the screen.
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Right here, we have what we call the quick access toolbar.
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The quick access toolbar will allow me to turn on or off the autosave, but also
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some other things that will talk about a bit later on this training session.
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Then we'll have the different tabs: file, home,
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insert, page layout, that will allow me to change ribbons and
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so having other functionalities and options and as I said, just
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under that we have the ribbons. The ribbons have all of the
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different functionalities of Excel within it.
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Then we'll have right here, the Formula Bar, the formula bar
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will allow me to see the different formulas that have been written
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here, we do not have any formulas or by clicking on the insert
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function button, the different function that we can use in Excel.
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We'll have rows on the left and columns on the top.
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We have the columns headings so as you can see you have:
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date, names etc etc.
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And here we have my table.
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This is a calculation table.
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Everything... This is written in the calculation table.
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In my calculation table I have cells.
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yeah, Lille is a cell, France is a cell, United Kingdom is
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a cell etc. Every little block is a cell.
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And lastly, all of that, this is my page. Everything that I can see here
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it's my page.
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So also we have at the bottom, here the different pages as you can see
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we have the different sheets and also "brut", "New page for training", etc, etc.
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Now I want to know how to create a new document.
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To do that, I can click on "File".
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At the top, and here I will have "New". When I click on "New"
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automatically as you can see I have a blank workbook.
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But also I have templates.
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Those templates will allow me to quickly create an Excel document for specific task.
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For example,
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Bill paying checklist, Household To Do List, Gantt project planner,
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Inventory list, etc, etc. So here without doing much
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I can already have a template of Excel for a specific task.
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So let's create a blank one.
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Here. I have my page, if I do a right click here
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on my page. I can move it. Or copy it.
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If I click on it.
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As you can see I can move it within the different pages,
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but also I can move it
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in my other opened workbook.
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Here, I want to move it to the end.
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OK. And as you can see it has been moved to my
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pages to my other workbook. And here in the pages it's
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right here, right click, and I can delete it.
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As simply as that.
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OK. Now, the trips in debt.
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We want to search some information in it.
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So here well, I can use... right here as
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you can see I have the search bar at the top.
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By clicking on it.
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Here. I'm able to use this search bar to search for some
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information. For example, I want to create a table. I don't know how to,
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so I write "Table". And here as you can see I have "Insert table",
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"pivot table", "format as table", "from table" etc.
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By using this little search bar, I can find every functionalities
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that I have in Excel.
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And by clicking on it, I can for example, here insert table.
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I select where is the data so here for example,
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and automatically I have a table right here.
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But that's not all, if I search for "table" once again.
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Here, I have "get help on table" if I click on it, and I wait a bit.
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As you can see on the right here. I have a little help
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window that has opened.
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And I have different possibility for example, overview of Excel tables,
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create and format tables, using structured reference for
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Excel tables, etc, etc. Those are help about the word that I've searched so "table".
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Create and format table.
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And here I have an explanation on how to do that insert table,
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select a cell, etc, etc, etc.
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I have video also in English that will explain to me how to
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do the specific task.
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And at the bottom I have other informations, overview of Excel
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table, video how to create and format an Excel table, etc.
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So this was a way to find help on Excel.
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Also. I can use the control F shortcut.
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Or, in the Home tab on the far right
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"find and select". By doing so I can find specific information
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within my document. Let's say I'm looking for someone named
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Smith. OK, Smith, "find all".
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And here I will find every instances of The Smiths name.
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If I click on one.
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Automatically, it will move me as you can see here among the
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5006 rows. But if I go here, automatically, 7 rows.
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So, with a single click. I can find a specific information within my document.
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And also if I want to, I can replace, here, I want to replace Smith with...
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Jones let's say... "Replace all".
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607 replacement.
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If I search for Smith.
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"Find all". No result. If I search for Jones.
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Here, I have as you can see on the bottom, 607 cells found.
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This is a quick way to find information and why not, replace it.
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Also. At the bottom of my pages here, I can change
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the order of my different pages.
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If I select here my first page.
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With a single,
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drag and drop,
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I can change where the information is located, it will
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only change the order of the different pages nothing else.
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Also, if I go into "insert" at the top,
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I can search a lot of different things. But one of the most
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important one is that we can
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insert links. Here, I can insert links to a document, but I can
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also the bottom, insert link.
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And here as you can see, I have a lot of different possibilities.
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And here automatically,
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I can add a link to a browsed page.
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Or, select myself an address. For example, I will had the address.
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Let's say...
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Our training platform, I will add a link to our training platform.
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OK, I'm opening it right now.
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Address right here.
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OK. And automatically my hyperlink is in here. If I click on it.
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Automatically... Wait for it a little... It will open...
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Our training platform.
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Let's close that.
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So we have a way of adding hyperlinks.
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Let's continue. Here let's create a table with those
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information so, control + A and I will write right here control + A.
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Select all.
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Control + A, I will format it as a table.
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And here let's say... OK. What is not interesting in here?
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Here as you can see, at the far right, I have column 1.
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This is not an interesting name. I just click on it, and
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here I will have the name field.
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Let's remove that.
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I want to call it...
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Links or web links.
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And automatically it will edit also the text that I have here in my table.
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So. Let's continue, we can, if
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you want to edit a workbook, pages, rows and columns. I can do
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it to begin with my different pages at the bottom.
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Right click on a page.
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And now we'll have tab color.
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I want it in red.
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I want this one in blue.
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I want this one in green. And as you can see my different pages have different colors.
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But that's not all of course.
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I can go into "Page layout".
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And here I can edit the themes of my page.
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Here, I have different themes and if I click on one.
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Um Oh, This page is protected.
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Apparently. This quite strange let's open another document.
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I didn't know it was...
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Um.
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Let's try this one.
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So yeah, it's in French, but it's not a problem, it's just to see the page layout.
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So here.
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As you can see, it's only edited the text, why? Well, is because I
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have no tables. So I have to format it as a table,
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then I going to "page layout" and then afterwards it will be much
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more interesting. As you can see automatically, I'm editing the themes
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of my worksheet.
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And I have a lot of different themes, I can browse for them.
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By doing that I will open my
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search engine within Microsoft.
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To find other things, but I yeah, I can also
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save current themes, so let's edit this one quickly.
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I'm just doing something randomly.
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OK.
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OK. Here. Let's select that, themes, save current.
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And here I have my different themes, I can name it...
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"Test theme". Save.
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I go back here in themes and I have custom test theme right here.
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I can do a right click to add to the quick access
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toolbar or just delete it. If I click on delete it will disappear,
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but still be on my table. I have to myself, edit it.
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OK.
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Still on the editing, I can change the layout.
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So for that, of course, you already saw that a bit, I can
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edit here, the colors. I want that in "slipstream" for example.
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I can edit the font.
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And even the effect within it.
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I can edit the margins or even the orientation. So it will not
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change a lot on the visualization, but it will
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change a lot when you print it for example.
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Size, Print area, breaks, Background, Print titles.
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And also, edit the width, height etc, to scale everything.
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I can see or not the grid line.
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And choose to print them or not.
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Same for the Headings.
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I'll print them or not. Bring forward, backward, etc. It's just
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when we add information for example, pictures, etc.
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So this was on editing the layout.
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Now, I want to edit my workspace.
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I can do a right click on the columns for example, and I can
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choose to insert one.
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Here, I have a new columns directly to the left.
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Or, right click.
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Delete it.
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Lastly, right click, clear contents.
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Everything is empty now.
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And even the name has changed.
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Let's delete that, OK.
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We can do the same with the rows.
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Insert.
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Delete.
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Clear contents.
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But we can also edit the width and height.
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As you can see here.
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I'm editing the size
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of my different rows and columns.
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Just to have a better view of what I have within it.
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So of course, this is not the best example possible right here,
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but I guess you understanding what I'm doing.
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And as you can see here, I can edit everything.
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Just with a simple drag and drop.
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We can also, if we go back into "insert" here.
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We can choose to insert a lot of different
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things within directly our work space here.
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And let's try here, in search, if I do for example, header.
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I will find header and footer. Once again I don't know
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where do I find header and footer so I can go here
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"Header and footer", and how do we add them?
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Here, as you can see in the "Insert" tab,
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in the "Text" group...
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We have "Header & Footer" right here. So it's quite useful to
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use the Help.
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So "Header and footer", and here this will automatically
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add headers and footers, but to the printed page.
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So let's try some of them.
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"Test workpage". And if I go up to the footer... "Today". OK.
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And then...I can choose
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just to... Right here...
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Go back into "Insert". And, as you can see here, everything is grayed
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out. This is because I'm adding
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headers. And if I go into the
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other tab here: everything is normal! But the first table...
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because I'm adding information, I cannot go back into...
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Yeah, because I click a elsewhere, but as you can see
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from the headers, well, everything
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is grayed out, except for specific things related to it.
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And if I go back here: everything is normal once again. If I want
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to go back on my normal view, we're going to "View" right here, and we
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click into "Normal". By knowing
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that, everything is back to normal.
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So, let's continue.
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Now, I want to edit my views and customize Excel.
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So, first of all, I can go directly into the quick access
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toolbar at the Top. And here with the little downward pointing arrow,
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I can add functionality's.
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"Spelling", "Quick print", "Email", etc.
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Everything in it. If I want to remove them: right click, remove.
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But, we do not have
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all of the different commands in it.
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What can I do if I want to add for example, the "Header & Footer"?
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Well, I'm going to "Insert".
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"Header & Footer", right click, "Add to quick access
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toolbar". Automatically, now it's
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right here. So we can customize our Quick Access toolbar just
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like that, with a few clicks.
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Also, we can customize...
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Here... Our ribbon. If I do a right click on the ribbon,
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I have "Customize the ribbon".
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It will open a new window and I can select what I want,
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on the right, in the ribbon.
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And from every existing
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functionalities, right here.
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For example, let's remove the Home tab.
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OK. The Home tab disappeared. The only way to
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access it back is either with research on the Top; or right click,
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"Customize",
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I want "Home" once again. And then, "Home" is here.
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I can choose within
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"Home" for example, I want to
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remove... Right here, as you can see, I have every information,
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every functionality that is within directly "Home" tab.
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I can create a new tab, a new group, or even renamed the
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existing tab. "Home", I want to name it "Basic".
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As you can see, now "Home" is named "Basic".
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Of course I will give it back its real name, if I forgot...
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"Home".
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OK, OK... And we are back
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to "Home". As I said before, into the "View" tab, we can have the
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Normal view. The view with page break to know how it will print.
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and even the page layout, so we literally see A4 pages.
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I can choose to see the gridlines, the headings, the
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Formula bar, "Zoom" and even add new windows,
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directly here on my
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Excel spreadsheet. So for the Zoom, we click on "Zoom" here,
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and we select the zoom. We've existing one or custom one.
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For example, I want
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a 50% view. And you can see here,
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I'm far away from it. At the bottom right, I have also a way
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to increase/decrease zoom level,
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with a simple drag and drop.
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OK, this was just a quick way to use the zoom.
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But also, still in the "View" tab, we can choose to freeze panes.
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What is that?
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If I click here on "Freeze panes", I can choose to freeze the Top row.
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Let's click on that. Let's scroll. And, as you can see, my Top row is frozen.
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But also, "Freeze first column", and if I do on the right
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the first column, here,
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is frozen.
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So freezing them, will allow you to always have the headers
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on your screen, and so you know what information you must
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put in a specific cell.
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Because you always have the headers of the different... here...
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The different panes, let's say... So the Top row and the first column.
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And also we can split directly our window.
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Let's click on "Split", and, as you can see, it
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splits right here. Well... My
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cell was... Hop... "Unhide"... Yeah...
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If I select,
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here, "Split".
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And automatically it will split. And, as you can see, I can move
00:25:09
with the information still in place.
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So, splitting a page whenever I need to always have specific
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information on the Top, on the left, and I can move freely.
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So,for example, I want...
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Here... "High-tech" and "Travels" are at the Top. And if I go scroll,
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it will still be here.
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And if I go at the far Top, as you can see, I have "High-tech" and
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"Travel" first one. So this is just a quick way to always have
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information on the screen.
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Lastly, to talk about the printing and saving of a document.
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If we go into "File".
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Here, I will have "Print". In "Print", I can select my printer.
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But also, I can choose how to print it:
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print active pages, the entire workbook,
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the selection, the selected table.
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"Entire workbook", for example,
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"Selection"... "Selected table" etc.
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I can choose to print different ways: one sided,
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both side. Collated, portrait orientation or landscape.
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A4, normal margins, no scaling, etc, etc. Those are different...
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different way to print our file.
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But also, I can go into "Save as", and when I choose to save, as you can see, on
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the bottom, "Browse". I can save as different types of
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document. I also have
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Excel 2003 right here.
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I can choose to save as an older version, for
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compatibility issues.
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I have a coworker that only work on 2003,
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well, I save as a 2003 document.
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And the compatibility will be alright.
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If we go back on our PowerPoint...
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Here we have the quick access toolbar of course, the tabs, the ribbon,
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the formula bar, the rows and colums, the column heading,
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the calculation tables, the cells and the calculation worksheet,
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right here. This is everything we saw on
00:27:42
the interface. To create a new document, we are going to "File"
00:27:48
tab, we click on "New", we select "Template", we select "New worksheet".
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And we can copy and move them.
00:27:57
To browse and create links, we can change the
00:27:59
spreadsheet orders. We can insert hyperlinks and even
00:28:03
username field to edit the columns names.
00:28:08
We can search data in workbook. Change... We have already saw that: to edit workbook, sheets, rows and columns.
00:28:14
We can change the colors of the tab,
00:28:16
change the layout, insert and delete columns and rows, adjust height and width,
00:28:23
insert headers and footers. To edit, view and customize Excel,
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we can customize the quick access toolbar, the ribbon,
00:28:30
the workbook view, the workbook properties and even zoom.
00:28:35
We can also display formulas of course, freeze panes and
00:28:39
split a window.
00:28:41
To print and save, well, we can manage our printing,
00:28:43
save workbook in other file format, manage the backward compatibility,
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and even save file to remote desktop. The essential point today, well,
00:28:53
the right click, the context menu, the ribbon and context tab.
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Be curious: reads the help bubbles and even used the help.
00:29:02
To benefit from features and ease of use: we have time saving tricks and quick and
00:29:06
easy formatting.
00:29:08
If you have any questions, do not hesitate to ask them right now.
00:29:14
And, of course, if you don't have any question I thank you
00:29:17
for being here today with me. Make a good use of what you learn
00:29:20
today and I bid you all to have a good day. Thank you everyone
00:29:24
and goodbye.

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