to try and work data from a worksheet you will need to know what types of documents you can operate in a Microsoft calculation.
Because of this, we have prepared this article so that you can find all the information related to the step by step you will do to work with the information that you enter into a calculation template.
If you want to know more, you will have to continue reading. We will explain what a formula is and how you can use it in the best way. Finally, we will also tell you what cell moves are and how you should use views.
What kind of documents can be worked on in Excel?
The types of documents that you can work with in Microsoft Excel are as follows:
- link files symbolic.
- Database of type DBF 3 and DBF 4.
- documents of data exchange.
- text files in TWO.
- documents in format XPS.
- file formats from Microsoft Excel.
- Spreadsheet from OpenDocument.
- Images.
- bitmap.
- drawing object of Office in format emf.
- OwnerLink, Object Link, gifs and files JPG.
- PDF.
- Text display.
- Text Unicode.
- delimited values by commas, tabs, or spaces.
Learn step by step how to treat the data in your Excel spreadsheet
Next, we will explain the step by step that you must do to process the data in your Excel spreadsheet:
formulas
MS Excel It is characterized by having a large number of formulas that allow tasks to be carried out in a few steps. In this way, data can be processed and precise results of different topics can be obtained. To access the formulas you will have to enter the tab that bears that name and look for the group of tools, Library of functions.
Section you can find the following formulas:
- when you use this tool, Excel automatically detects the cells that are above the one you positioned the cursor on and gives you the sum of them as a result. It is ideal when you have to perform this arithmetic operation with many addends.
- In this section you will be able to find all the formulas that are related to financial mathematics. With these you will be able to know the internal rate of return, net present value, present value, future value and rate of return, among other elements.
- logics You can use these types of formulas every time you want to interpret and control spreadsheets in which you want to establish a logical value according to the parameters you indicate.
- These types of formulas are used when you work with text data and want to repeat the same, find some variable or move them to a certain place. There is also the function CURRENCYwith which you can transform a text into a currency number.
- Date and Time. Every time you need to establish the number of working days, indicate a date or know the days of the week you must use this group of functions. It is ideal for make accounting tables and personnel control.
- Search and reference. They are formulas widely used every time you want to work with a database or table and you need to extract a certain variable in another sheet or in another sector of the same spreadsheet. It is frequently used when controls are carried out on suppliers, since the information of the seller of the product can be extracted by simply entering a data.
- Mathematics and trigonometrics. In these formulas you will find functions that relate to logarithms, polynomials Y areasamong other concepts.
- Other functions. Excel groups statistical, engineering, and compatibility formulas, among others, in this section. So whenever you want to find a median, average or percentile you will have to use these tools.
data aggregation
When you need to add data you can do it directly through the function AUTOSUMfor this you will have to select all the cells that you want to add and then press Enter.
Another way that you have using the keyboard is to write the sign = Y then enter the first formula Words, Microsoft Excel will help you with autocomplete and it will show you the results in a window that you will find next to the cell that you type. To access the function you want, you can do it by means of the directional arrows and then press Enter.
Movement through the cells
Moving in the cells will allow you to know what formulas each one has and what its syntax is to understand the origin of the data you want to analyze. To do so you will have to use the arrow keys on the keyboard or use the mouse to select the desired cell. If you want to see what is the formula that the cell has you can press the F2 key or well do Double click to know in the same spreadsheet the origin of each field.
insert shapes
When you want your spreadsheet to include graphs that are related to block drawings, stars, flowcharts, or lines, you can use the function What does it offer MS Excel. To do this, you will have to go to the tab Insertthen click on Illustrations and finally select Shapes. Next, you will have to go to the place where you want the graph to appear and press Enter.
If you wish, you may modify the contour lines and fill, for this you will have to right click on the shape and then choose the option shape format. So that a configuration panel appears on the screen in which you can choose the fill and the type of lines. You will also be able to incorporate and edit words if you choose the tab text options. This will allow you to generate text effects or include boxes within the graphic shape.
When you have several drawings in your template, you can order them by moving them forwards or backwards if you press the right mouse button and choose the option bring to front either send to back. In case you want to group them to move them all together so you can copy them and modify their size, you will have to work with the option Group once you have selected all of them by holding the key Ctrl pressed.
autocomplete cells
The cell autofill tool allows you to quickly and accurately find the formula you want. For this you will have to insertin the cell in which you want Excel gives you the result, the sign = and then start to write the name of the formula.
You will see a popup window which will be located next to the cell you are typing in. In this table you will find all the suggestions that the program gives you so that you can choose the correct formula. When you find what you need you will have to select it with the mouse or, with an arrow of the keyboard.
Add or delete rows or columns
When you want to add rows or columns you can do it completely or add or delete certain cells. That is, it will not be necessary for you to incorporate an entire horizontal or vertical line.
In the first case you will have to select the column or row and then right click. Next, you will have to choose the option Insert (or Delete, as the case may be) to finish your goal. In the event that you need to add or remove certain cells, you will have to select them and right-click to choose Insert or Delete.
Next, you will have to choose:
- scroll cells to the right.
- scroll cells towards down.
- Insert all one row.
- Insert all one column.
You must bear in mind that this movement may affect the format from the rest of the data table, especially if you have merged cells.
Hide rows or columns
If you have a spreadsheet that has auxiliary calculations that allow you to better analyze the information, you will be able to hide these reinforcement operations so that they do not appear in the printout of the spreadsheet nor do they create a visual complication on your screen. You can hide both cells and rows completely.
In this case, you must select the line you want to stop seeing clicking the mouse on the header of the row or column. Then you will have to do right click and select Hide or Show (depending on your case). A quick way that you have to choose what you want is to do it through the keyboard. For a column you will have to jointly press the keys Ctrl and the space bar. If you want to select a row, you are going to use the shortcut Spacebar + Shift.
Wrap text in cells
If you need to accommodate a text in the cell or a combination of these, you will have to use the Fit text function. This will allow you to find all the words you have written inside the cell, but you must take into account that the height of the cell will change.
To perform this task you will have to do right click in the cell you want to have sorted and then choose the option Cell format. A new window will open in which you will have to choose the tab Alignment and enable, in the field text controlthe tool Adjust text. You can also do these steps if you go to the Home tab and look in the group Alignmentthe function Adjust text. This is very useful when you work with charts and need to sort the column or row titles.
text format
The text format in Microsoft Excel refers to the type of data that will appear in the cells and with which you will work as if they were words and not as dates, numbers or currencies. This brings the advantage that Excel it will not add or average this data, among other functions.
Also, you can use logical formulas that will help you to find different variables. To convert a cell to a format of text you will have to select it and do right click. Then, you will have to choose the option Cell format and choose the tab Number. When you are in this place, look in the list of Category the function Text.
absolute references
A absolute reference is one that is always related to the same cell (or range of these) and allows the formula to remain unchanged when it includes that cell. In this way, you can move the absolute reference cell to either side of the calculation template and you will be sure that the result will not suffer alterations.
To make an absolute reference you will have to create the formula with the appropriate syntax and then enter before the name of the column and row the $ symbol. For example, if you have the cell D4you can do it as absolute reference $D$4. This is very useful when you want a formula that you have created to span other cells, but if you drag it with the mouse MS Excel it will take it as a moving reference. For this reason, it is a good idea to use the absolute reference.
Views
This tool is about how you can see the Excel template on your screen with which you are working. You can opt for a normal view, in which you will have the classic vision offered by the program or choose one page break viewa view of how the document will look when printed. You will also be able to create custom views.
To do…
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