The use of “IT tool” is an effective way to quickly create well-formatted documents. For example, using Excel’s automatic calculations solves the burden of data aggregation and allows for smooth documentation.
However, many beginners may suffer from the inability to effectively use Excel and the time-consuming process of creating documents.
In this issue, we will focus on how to create documents with Excel and its basic operations for below people.
- “Excel beginners in our company do not know what functions and settings to use, and it is taking a long time to create documents.
- “I want to know the specific procedures for creating documents using Excel and unify the document creation flow.”
- “If there is a way to make documentation easier than it is now, I want to implement it immediately.”
This article will help you understand the basic operations and settings that even Excel beginners can use right away, and anyone can create documents easily.
Contents
- 1 List of basic Excel functions
- 2 Useful settings available in Excel
- 3 List of useful functions in Excel
- 4 How to create documents in Excel
- 5 Important: What are the important points to keep in mind when creating documents in Excel?
- 6 How to make document easier than Excel?
- 7 Summary of how to use Excel for beginners
List of basic Excel functions
The following basic functions of Excel will simplify your work and make it easier to create documents.
| Function | How to use |
|---|---|
| Cell | “Cell” is a square in which numbers and letters are entered. Click on a cell to enter data directly, or type information into the formula bar to have the data reflected in the cell. |
| Worksheet | Refers to the entire grid of cells in an Excel sheet. |
| Menu bar | The menu bar is the place where the functions used in Excel are listed. |
| Column | Vertical rows of squares, each with a letter of the alphabet assigned to it, starting with A. When columns are added or deleted, the alphabet is automatically modified. When columns are added or deleted, the alphabet is automatically modified. |
| Row | A row is a horizontal row of squares, with numbers assigned in numerical order from 1. When a row is added or deleted, the numbers are automatically corrected. |
| Name box | A place to indicate the position of a cell or selection by a letter and a number. For example, if you select a cell in the first row of column A, the name box will show “A1”. |
| Formula bar | Refers to a place that shows the details of the data entered in a cell. It is characterized by the fact that it is easier to enter information because the string is displayed longer than it would be typed in a cell. After clicking on the cell you wish to enter, type in the information on the formula bar, and the data will be reflected in the cell. |
| Sheet | A sheet is a page on which Excel work is performed. For example, when creating a shift list, you can divide the information into “Sheet1” for January and “Sheet2” for February. For example, when creating a shift list, you can divide the information into “Sheet1 for January” and “Sheet2 for February”. |
If you are a beginner in Excel, start with the basic operations described above, including the names of the functions.
Excel also supports shortcut keys to help you work quickly. For example, the following shortcut keys in Windows will help you save time when creating documents using Excel.
- F12 (Save As)
- Ctrl + S(Save overwrite)
- Ctrl + C(Copy)
- Ctrl + V(Paste)
- Ctrl + Z(revert to a previous state)
- Alt + H、B(add a rule)
- Alt + H、D、C(delete column)
As you can see, the use of shortcut keys is a good way to simplify the document creation flow.
Useful settings available in Excel
In addition to basic operations, Excel can be made more convenient by changing its settings. The settings introduced below are settings that are used in many situations, so be sure to check them.
Auto save settings
You can save updated data using the Overwrite button or Ctrl+S, but you can also set up automatic saving on Excel.
- From the menu bar, click “File” > “Other” > “Options” to open the settings window.
- Click “Save” and check the “Save data for automatic recovery at the following intervals” checkbox.
- Set the interval for automatic saving if necessary (can be set from 1 minute).
- Select the file format and click “OK” to save the data.
The above settings will make it easier to back up data in the event of a computer malfunction that causes a freeze.
Setting to disable hyperlinks
In Excel, when you enter an address or URL, it is displayed as a hyperlink (information is tied to a string).
If hyperlinks are set, for example, “clicking on an address will launch an e-mail application” or “clicking on a URL will open the corresponding website”, which may make it difficult to click on the cell. Therefore, if you change the settings according to the following procedure, hyperlinks will not be linked.
- From the menu bar, click “File” > “Other” > “Options” to open the settings screen.
- Click on “Text Proofreading” and then click on “AutoCorrect Options”.
- Open “Input AutoFormat” and uncheck “Change Internet and network addresses to hyperlinks”.
- Click “OK” to save the file.
If you do not need the hyperlink setting, set the above settings.
Setting to specify the file saving format
You can change the settings from the default saving format to any saving format.
In Excel, there are “.xlsx”, “.xls”, and “.xlsm” saving formats, and in recent years, the default setting is “.xlsx” format. In particular, there is a risk that “.xlsx” may not be able to be opened if you are using an Excel version from 2006 or earlier. If the version of Excel used in your company is older, follow the steps below to change the saving format.
- From the menu bar, open the settings screen by selecting “File” > “Other” > Options
- Click on “Save” in the “Options” tab to open the “File Save Format” tab.
- Select the file format and click “OK” to save the file.
Change the saving format according to the version of your Excel software.
List of useful functions in Excel
The use of functions is essential to take advantage of automatic calculations in Excel. In particular, the following functions can help you save time when creating documents, so be proactive about using them.
| Function | Effect | Input Method |
|---|---|---|
| SUM | Calculates the sum of numbers in a cell. | =SUM(cells) or =SUM(cell name:cell name) [Example] =SUM(A3,A4,A5) or =SUM(A3:A5) |
| IF | Specify the contents to be displayed for “if” and “if not” for a certain condition (Example) When using the IF function for training test results, display “True” for a score of 80 or more, and “false” for a score of less than 80. | =IF(cell name<number, “condition if number is met”, “condition if number is below”) [Example] =IF(A4<80, “Pass”, “Retest”) |
| SUMIF | Calculates the sum of cell values that meet the condition in the selected range. (e.g.) To find out the inventory of pencils among the company’s supplies. | =SUMIF([sum_range], criteria, [criteria_range]) [Example] =SUMIF(A10:A20, “Pencil “B10,B20) |
| PRODUCT | Calculates a number multiplied by a numerical value | =PRODUCT(number1, [number2], …) OR =PRODUCT(cell name:cell name) [Example] =PRODUCT(A3,A4,A5) or =PRODUCT(A3:A5) |
| AVARAGE | Calculates the average of specified numbers | =AVARAGE(number1:number2,…) [Example] =AVARAGE(A3:A5) |
| MAX | Displays the maximum value from a specified range of values | =MAX(cell name:cell name) [Example] =MAX(A3:A5) |
| MIN | Displays the minimum value from a specified range of numbers | =MIN(cell name:cell name) [Example] =MIN(A3:A5) |
| MEDIAN | Displays the median value from a specified range of values | =MEDIAN(cell name:cell name) [Example] =MEDIAN(A3:A5) |
| RANK.AVG | Calculates the rank of the corresponding number from the specified range (* However, if there are multiple numbers with the same rank, the average rank is displayed) | =RANK.AVG(number,ref,[order]) [Example]=RANK.AVG(A3,A3:A5) |
| COUNTIF | Counts cells in the specified range that match the specified conditions | =COUNTIF(range, “search condition”) Example: Extract cells with a numerical value of 80 or less → =COUNTIF(D5:D20,”>=80″) |
| SUBSTITUTE | Searches for a string and replaces it with a specific word | =SUBSTITUTE(text, old_text, new_text, [instance_num]) Replace “store” with “branch” → =SUBSTITUTE(C3:C4, “store”, “branch”) |
| VLOOKUP | Searches the specified range down by columns and displays the values of the applicable cells | =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) [Example] =VLOOKUP(A2,B6:D20,3,TRUE) |
If the above functions are used correctly, it is difficult to make mistakes in calculations as with manual calculations, and also allows for quicker tabulation and extraction of information.
How to create documents in Excel
If you are not familiar with Excel, follow the steps below to get started.
(1) Creating a document with text as the main part
When creating text in Excel, follow the steps below.
- Select “Insert”→Text from the menu bar
- Select a vertical or horizontal text box, paste the text box in the sheet and enter the text
- Move it to the desired position
After following the above steps, you will see the following figure.
(2) Creating a document with tables as the main part
When creating a table in Excel, proceed as follows.
- Enter titles and headings
- Enter row heading information item by item
- Enter column heading information for each item
- Enter the data corresponding to each column and row
- Select a range of cells and draw a border from the menu bar
- Change the background color, highlight the heading text, etc. to improve the appearance
After following the above steps, you will get the following figure.
(3) Create a document with graphs as the main part
When creating a graph in Excel, perform the following steps. If you have created a table in advance, you can utilize the data in the table to create a graph.
- Select the range of data to be graphed
- From the menu bar, select Insert → Graph in the desired format
- Edit the title of the displayed graph image and enter information
- Double-click on the horizontal and vertical axes of the graph to adjust the minimum and maximum values to be displayed, etc.
- Double-click on the graph to open the formatting and adjust the colors and text of the graph.
After following the above steps, the graph should look like the one below.
Important: What are the important points to keep in mind when creating documents in Excel?
When creating documents in Excel, you must be careful that all members of the team are familiar with the software.
To use Excel, it is a prerequisite to learn how to operate it. Therefore, if a member does not know how to use it, he or she will have to look it up every time, and if a member who is not familiar with it uses it, it may actually reduce the efficiency of the work.
In addition, Excel is spreadsheet software and is not suitable for information management. As the number of files increases, management becomes more complicated, and there is a risk that necessary information may not be found.
Therefore, instead of using Excel to create documents, use a simple information sharing tool like Stock to create an environment where everyone can easily create documents.
How to make document easier than Excel?
Below is best way to create documents more easily than Excel.
Excel is a useful tool in that it is “easy to create tables and graphs” and has “automatic calculation functions. However, to master Excel, it is necessary to learn not only basic operations but also functions, and some people may fall behind before they get used to using it.
In addition, Excel is a spreadsheet software, which requires more man-hours due to the fact that it has to be converted into a file, and it does not have an information sharing function. Therefore, even if documents are created, it is difficult to share and manage them efficiently.
Therefore, use an “information sharing tool that completes the process of creating, sharing, and managing documents. In conclusion, we choose the information sharing tool Stock, which can be easily operated even by anyone.
“Note” of Stock allows users to create text, images, and tables without complicated operations, and updated information is instantly shared with any member. In addition, “Message” and “Task” can be associated with notes, so that topics related to the documents you have created are not mixed up, and information management is easy.
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
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- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
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Summary of how to use Excel for beginners
We have focused on how to create documents in Excel for the person who is not good at using Excel.
In order to create documents smoothly with Excel, it is important to understand basic operations and shortcut keys. In addition, by “changing various settings to suit your company” and “utilizing functions”, it is possible to compile information more quickly and accurately.
However, without learning how to use Excel’s functions, work cannot proceed efficiently and creating documentation takes time. Furthermore, as the number of Excel files increase, version management also becomes more complicated.
Therefore, you should use “information sharing tool” that can perform everything from document preparation to management in a single tool. In conclusion, “Stock”, an information sharing tool that allows employees without Excel knowledge to create and manage documents without burden, is the best choice.
Free registration takes only a minute, so using Stock and create an environment where all members can easily create documents.
