Microsoft Excel 2016: How to

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The Basics

Create a New Workbook

Option 1Click file, Click new, select a workbook

  1. Click File
  2. Click New
  3. Double Click workbook


Option 2

  • Press Ctrl + N on your keyboard


Open a Workbook

Option 1Click file, Click Open, select your file

  1. Click File
  2. Click Open
  3. Select your file if it’s displayed
    • Browse through various drives or online accounts connected
  4. Press Open


Option 2

  • Press Ctrl + O on your keyboard


To Undo Click Undo

Option 1

  • Click Undo


Option 2

  • Press Ctrl + Z on your keyboard


RepeatClick redo

Option 1

  • Click Redo


Option 2

  • Press Ctrl + Y on the keyboard


Close a Workbook

Option 1Click the close button

  • Click the Close button


Option 2

  • Click Ctrl + W on the keyboard


Get Help

Option 1Type in the Search bar

  • Press F1


Option 2

  • Type in Search bar
    • It says Tell Me What you Want to Do


Cell AddressesLook here for the cells address

  • Look at the name box for its address





Select a Cell

  • Click or use the keyboard arrows


Select a Cell Range

Option 1Select multiple Cells

  • Click and hold the corner and drag


Option 2

  • Hold down Shift while clicking desired cells


Select an Entire Worksheet

Option 1Select all

  • Click Select All button


Option 2

  • Click Ctrl + A on the keyboard


Minimize the Ribbon

Option 1Select min

  • Click the Minimize Ribbon


Option 2

  • Press Ctrl + F1 on the keyboard


Change Program SettingsClick File, Click Options, make changes

  1. Click File
  2. Select Options
  3. Make your Changes
  4. Press the OK button when done



Enable MacrosClick File, Click Options, CLick Customize Ribbon, Click Developer

  1. Click File
  2. Select Options
  3. Click Customize Ribbon
  4. Check the Developer box
  5. Press the OK button when done


Use Zoom

Option 1Use the Zoom bar

  • Click and drag on the Zoom bar
  • or Click the  + & buttons


Option 2

Click Ctrl and – or Ctrl and +



Change Viewsclick view, select an option

  1. Click the View tab
  2. Select a View from the options
    • Normal: Normal view
    • Page Break Preview: Shows the breaks when printing
    • Page Layout: Shows how it will look when printing
    • Custom Views: Save views for quick access later




Edit a Cells Contents

Option 1double click the cell and type

  1. Double-click the cell
  2. Start Typing




Option 2Click in the cell, Click in the Formula bar

  1. Select the cell
  2. Click the Formula Bar
  3. Start Typing




Clear a Cells Contents

Option 1

  1. Select the cell
  2. Press Delete


Option 2Highlight the cells, Click Clear, Select Clear Contents

  1. Click the Home tab
  2. Click Clear button
  3. Select Clear Contents option




Cut, Copy and Paste Data

  Cut Copy Paste
Option 1


Press Ctrl + X Press Ctrl + C Press Ctrl + V
Option 2


Click the Cut button Click the Copy button Click the Paste button
Option 3



  1. Right Click
  2. Click Cut
  1. Right Click
  2. Click Copy
  1. Right Click
  2. Click Paste


Preview an Item before PrintingClick File, Click Print, look to the left

  1. Click File
  2. Click Print
  3. Change options as needed before printing



Paste SpecialClick the down arrow below Paste

  1. Use the Paste button list arrow
  2. Select paste special




Insert a Column or RowRight click the rows or columns, select Insert

Option 1

  1. Right-click the column/row label
  2. Select Insert



Option 2Click Insert. Select Insert, choose Insert Sheet Rows or Columns

  1. Click the Home tab
  2. Click in the row/column you want to remove
  3. Click the Insert button
  4. Select Insert Sheet Rows or Insert Sheet Columns 



Delete a Column or Row

Option 1Right click the rows or columns, select Delete

  1. Right-click the column/row label
  2. Select Delete




Option 2Click Delete, Select Delete sheet rows or columns

  1. Click the Home tab
  2. Click in the row/column you want to remove
  3. Click the Delete button
  4. Select Delete Sheet Rows or Delete Sheet Columns 



Insert a CommentRight click, select Insert Comment

  1. Right click where you want the Comment
  2. Select Insert Comment



Formulas and Functions

Total a Cell Range

Option 1Click Home, Click AutoSum

  1. Click the cell where you want the total
  2. Click the AutoSum button




Option 2quick icon, Totals, Sum

  1. Highlight the cells you want to be totalled
  2. Click the Quick Analisis icon
  3. Select Totals
  4. Pick Sum or other preferred option



Enter a Fopress = then type equationrmula

  • Type = then the equation you want





Insert a FunctionInsert tab, Function button

  1. Select the cell
  2. Press Insert a Function



Reference a Cell in a Formula

Option 1type to reference

  • Just type in the cell reference(ex =B5)





Option 2click to reference

  • Click the cell to reference






Create an Absolute Cell ReferenceAbsolute Cell Reference

  • Absolute references do not change when copied or filled.
  • Can use an absolute reference to keep a row and/or column constant.

Option 1

  • Precede the references with $


Option 2

  • Press F4 
    • ex. A1 to $A1 to $A$1



Format Textadjust Font

  • Use the Font options
    • Colour, Size etc.




Format Valuesadjust Number format

  1. Use the Number group
    • Change the display to Time, Currency etc.
  2. Click More for more options



Copy Formatting with the Format PainterFormat Painter

  1. Select cells you want to copy the format of
  2. Click the Format Painter
  3. Click the cell to change



Format a Cell Range as a TableFormat as Table

  1. Click Home tab
  2. Highlight the cells for the table
  3. Click Format as Table
  4. Choose the desired design



Apply Conditional FormattingConditional formatting

  1. Select the cells to edit
  2. Click the Home tab
  3. Click the Conditional Formatting button
  4. Select one of the options
    • Highlight Cells Rules
    • Top/Bottom Rules
    • Data Bars
    • Color Scales
    • Icon Sets


Adjust Column Width or Row Height

Option 1click and drag

  • Click and Drag accordingly
    • You can see the sizing while dragging it


Option 2

  • Double click it for it to auto-adjust


 Option 3Format, Cell size

  1. Click the Home tab
  2. Click the Format button
  3. Select a Sizing Option
    • Row Height
    • AutoFit Row Height
    • Column Width
    • AutoFit Column Width


Workbook Management

Insert a New WorksheetClick the New sheet button

  • Click the Insert Worksheet button




Delete a WorksheetRight click the sheet, Select Delete

  1. Right click the tab
  2. Press Delete




Rename a Worksheet

Option 1Right click the sheet name, click rename

  1. Right click the tab
  2. Press Rename
  3. Type in the name



Option 2 double click the name

  1. Double click the name
  2. Type in the new name




Change a Worksheets Tab colorRight click, select Tab Color, choose a color

  1. Right click the tab
  2. Select Tab Color
  3. Select a preferred color



Move or Copy a Worksheet

Option 1Click and drag

  • Click and drag the tab


Option 2

  • Press Ctrl at then click to copy it


Freeze PanesClick view tab, Freeze pane button, select option

  1. Click the View tab
  2. Click Freeze Panes button
  3. Select your option
    • Unfreeze Panes
    • Freeze Top Row
    • Freeze First Column


Adjust Page Margins, Orientation, Size and BreaksClick page layout, use the page Setup group

  1. Click Page Layout tab
  2. Use the Page Setup grouping
  3. Click more for more options



Protect or Share a WorkbookClick review tab, use Changes groupings

  1. Click Review tab
  2. Use the protect options
    • Protect Sheet
    • Protect Workbook
    • Share Workbook
    • Protect and Share
    • Allow Users to Edit Ranges
    • Track Changes


Recover AutoSaved VersionsLook under Manage Workbook

  1. Click File
  2. Look under the Manage Workbook section
  3. Select an AutoSaved version



ChartsUse chart groupings

  1. Click the Insert tab
  2. Pick a chart from the grouping
  3. Click More for more options




Keyboard Shortcuts

Keys Task Keys Task
Ctrl + O Open a workbook Shift + Enter Up One Cell
Ctrl + N Create New Ctrl + Home To Cell A1
Ctrl + S Save F5 Go to Dialog box
Ctrl + P Preview and print Ctrl + X Cut
Ctrl + W Close a Workbook Ctrl + C Copy
F1 Help Ctrl + V Paste
F7 Spelling check Ctrl + Z Undo
F9 Calculate Worksheets Ctrl + Y Redo
F4 Create Reference Ctrl + F Find
Tab Right One Cell Ctrl + A Select All
Shift + Tab Left One Cell F2 Edit Selected Cell
Enter Down Once Cell Delete Clear Contents

Click here for the brochure.