Getting started with

Excel 2016
IT Showcase Productivity
Guide

Published September 2015

With new chart types and improvements to PivotTables and

business intelligence (BI), Microsoft Excel 2016 makes it easier to
work with large amounts of data and give it even more meaning.
Unlock insights, and tell the story in your data by organizing it in
spreadsheets (workbooks). View your data in context, and use
the analytic capabilities of Microsoft Excel to make more
informed decisions.
And it is easier than ever to save and work with your workbooks
in the cloud, and to collaborate with others who need to see and
edit your data. With Microsoft Office 365, you can get Excel on
your PC, iPad, Android tablet, iPhone, or Android or Microsoft
Windows phone, letting you stay productive whether you are at
work, at home, or on the go.
Topics in this guide include:

Whats new

Getting started

Making your data

shine

Working with
Excel in a browser

Collaborating and
sharing

Using Excel on a
phone or tablet

For more
information

Page 2|Getting started with Excel 2016

Whats new
Tell Me
You do not need to be a power user to use the power of Excel 2016. Tell Me will guide
you to the feature you need, to get the results you want. This built-in search saves
time that you would spend looking for a specific feature.
Using Tell Me
1

At the top of the ribbon, type what you are looking for in the Tell Me box. As you
type, possible results display.

1.

Select the result that applies to your task.

For example, when you want to add rows between existing rows, just type row or
add row, and Tell Me will bring back the Insert Sheet Rows command.
Viewing previous commands

Click or tap in the Tell Me box. The Recently Used drop-down list appears
and displays the last five commands you executed from Tell Me.

Smart Lookup
Smart Lookup, powered by Bing, uses the term you highlight and other contextual
information from within your document to deliver search results from the web while
you read or work on a document. With information from a variety of sources, you can
find anything from a quick definition to a detailed exploration without leaving Excel.
Accessing Smart Lookup
1

Highlight the word or phrase you want to find information on.

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Do one of the following:

Right-click the word or phrase, and then select Smart Lookup on the menu
that appears.
On a touchscreen device, press and hold the word or phrase, and select the
arrow at the right edge of the floating formatting toolbar. On the menu that
appears, select Smart Lookup.

On the ribbon, on the Review tab, select Smart Lookup.

The Insights pane opens, displaying information relevant to your selection.

Note: If you are just looking up Insights for one word, you can skip
selecting and simply right-click or press and hold on the word.

Improved file version history

Have no fear as you and your team make changes to your documents. An improved
version history allows you to view or go back to earlier drafts. These changes make it
easy to find previous versions of files stored on Microsoft SharePoint Online or Microsoft
OneDrive for Business.
Open a previous version
1

On the File tab, select History. The History tab opens to the right of the
document.
If you do not see History on the File tab, your document is not saved to the cloud
or to a location that has version history tracking enabled.

On the History tab, select the version of the document you want to restore.

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Easier collaboration and sharing

Use the Share command to easily share files and make them available to others for
review, comment, and collaboration. You will find the Share button in the upper-right
area, above the ribbon.

Data analysis enhancements

The capabilities of Power Query for Excel, which was a separate downloadable
add-in for Microsoft Excel 2013 and Microsoft Excel 2010, is now fully integrated
into Excel 2016 and can be found under the Get & Transform section on the Data
tab. This set of features provides an intuitive and consistent experience for
discovering, combining, and refining data across a wide range of sources, including
tables in public websites, corporate data in databases and cubes, cloud-based
sources like Azure, unstructured data like Hadoop, and services like Salesforce.

The Forecast Sheet button on the Data tab lets you use historical time-based
data to create a forecast that predicts things like future sales, inventory
requirements, or consumer trends. This new capability uses an industry standard
Exponential Smoothing (ETS) algorithm to give you quick and reliable forecasting
data. For more in-depth analysis, use intuitive options to adjust common forecast
parameters, like seasonality and confidence intervals.

New statistical worksheet functions are available that replace FORECAST,

which is maintained for backward compatibility with earlier versions of Excel.

FORECAST.LINEAR: Calculates, or predicts, a future value along a linear trend

by using existing values.

FORECAST.ETS: Returns the forecasted value for a specific future target date
by using the exponential smoothing method.

FORECAST.ETS.CONFINT: Returns a confidence interval for the forecast value

at the specified target date.

FORECAST.ETS.SEASONALITY: Returns the length of the repetitive pattern

that Excel detects for the specified time series.

FORECAST.ETS.STAT: Returns the requested statistic for the forecast.

Automatic relationship detection detects and creates all relationships among

the tables used for your Data Model PivotTable, so you do not have to do any of
that work yourself. When you add two or more tables to your Data Model, you are
notified to run Automatic Relationship Detection. Automatic relationship detection
can also be run through the Relationship dialog box.

Relationships across time-related fields are now automatically detected and

grouped together when you add rows of time fields to your PivotTables. Once
grouped together, simply drag the group to your Pivot Table in one action and
immediately begin your analysis across the different levels of time with drill-down
capabilities.

Use new buttons on your Pivot Charts to drill in and out across groupings of
time and other hierarchical structures within your data.

Search in the PivotTable field list great for long lists of available fields.

3D Maps (previously named Power Map) is now native to the Excel experience!
Get access to the popular 3D geospatial visualization tool that allows you to
discover patterns in your data as it relates to location, time and geopolitical
context. Access this tool from the Insert tab, next to other visualization options.

Publish to Power BI is an option to publish your workbooks to the new Power

BI service directly from within Excel

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New charts
Excel recommends the charts that are best suited to your data and gives you a preview
of how your data will look. And a set of six new modern charts and graphs give you
more ways to explore and tell compelling stories with your business data. These are
particularly good for visualizing sets of related financial income and expenditure by
department or area, in addition to making it easier for you to discover meaning from
the data and then communicate your insights to others.

Waterfall
A waterfall chart quickly illustrates the line items in your data. A waterfall chart is
effective at showing the running total as values are added or subtracted.
Pareto
A Pareto chart automatically sorts the frequency of the most prevalent issues and adds
a Pareto line that shows the additive contribution of each issue as you move along the
horizontal axis.
Treemap
A treemap chart is the ideal visualization for your sources of revenue, because it
provides a hierarchical view of your data and an easy way to compare categories.
Histogram
A histogram, commonly used in statistics, automatically displays the frequencies within
a distribution.
Box & Whisker
A box & whisker chart shows a distribution, highlighting the range, quartiles, mean,
and outliers.
Sunburst
A sunburst chart shows the full hierarchy of groups, so it is easy to spot the largest
contributing segments.

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Getting started
To create a workbook, you can start from a new, blank workbook, base the new
workbook on an existing workbook, or use a template with a built-in style and
structure.

Open a new, blank workbook

If you like working from scratch, this is for you.
1

Select the File tab, and then select New.

2.

Under Featured, select Blank workbook.

Tip: To quickly create a new, blank workbook, select any tab (other than File), and
press Ctrl+N.

Base a new workbook on an existing workbook

If you do not want to start with a blank workbook or deal with templates, you can
create a new workbook by opening an existing workbook and then using the Save As
command.
1

Open the workbook you want to base the new workbook on.

Select the File tab, select Save As, and browse to the folder or network location
where you want to save the new workbook.
Type a name for the new workbook, and select Save.

3.

Base a new workbook on a template

If you want to start with something that will get you up and running quickly, use one of
the hundreds or even thousands of templates that Excel experts everywhere have
createdthere is probably one out there that fits your specific needs.
1

Select the File tab, and then select New.

Do one of the following:

To use one of the more popular sample templates that come with Excel, select
Featured, and then select the template you want.
To find a template that is not listed under Featured, type in the Search for
online templates box. You might want to use some of the suggested search
terms below the box to narrow down to the template you are looking for.
You can use one of your own personal templates that you have saved earlier.
Select Personal, and then choose the template you want.

To get even more workbook templates, you can download them from Office.com. Go to
Templates for Excel, choose a featured template or browse for a category, and then
select the template you want to download.

Save your new workbook

1

Select the Save button on the Quick Access Toolbar, or press Ctrl+S.
Note: If you based the new document on an existing document and do not
want to write over the previous document, make sure you save by using
the Save As tab on the File menu so you do not overwrite the original
workbook.

If you have already saved your workbook before, you are done.
If you are saving your workbook for the first time, complete the next steps.

Under Save As, pick where to save your workbook, and then browse to a folder.

In the File name box, enter a name for your workbook.

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Select Save to finish.

Working with your data

Enter your data
1

Select an empty cell, such as cell A1 on a new sheet.

Tip: Cells are referenced by their row and column on the sheet, so cell A1 is in the
first row of column A.

9
4.

Type text or a number in the cell.

Press Enter or Tab to move to the next cell.

Use Sum to add your data

When you have entered numbers in your sheet, you might want to add them up. A fast
way to do that is by using AutoSum.
1
5.

Select the cell to the right or below the numbers you want to add.
Select Home > AutoSum, or press Alt+=.

AutoSum adds up the numbers and shows the result in the cell you selected.
Create a simple formula
Adding numbers is useful, but Excel can do other math too. Try some simple formulas
to add, subtract, multiply, or divide your numbers.
1

Pick a cell, and type an equal sign (=). That tells Excel that this cell will contain a
formula.

10 Type a combination of numbers and mathematical operators, like the plus sign
(+) for addition, the minus sign () for subtraction, the asterisk (*) for
multiplication, or the forward slash (/) for division.
6.

For example, enter =2+4, =42, =2*4, or =4/2.

Press Enter to run the calculation.

Use functions in your formulas

Unleash the power of Excel worksheet functions to get the answers you need. In
addition to entering formulas that perform basic mathsuch as addition, subtraction,
multiplication, and divisionyou can use a vast library of built-in worksheet functions
in Excel to do much more.
You can use these functions to return information, such as:

Getting the current date.

Finding the number of characters in a cell.

Manipulating textfor example, converting hello to Hello or even HELLO.

Calculating a loan payment.

Testing the contents of two cells to see which is larger or whether they are
identical.

To use a function in a formula, do the following:

1

In a cell, type an equal sign (=), and then type a letter, such as a, to see a list
of available functions.

11 Use the Down Arrow key to scroll down the list.

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Tip: As you scroll through the list, you will see a ScreenTip (a brief description) for
each function. For example, the ScreenTip for the ABS function is Returns the
absolute value of a number, a number without its sign.
12 In the list, double-click the function you want to use. Excel enters the function
name in the cell, followed by an opening parenthesisfor example, =SUM(
13 Enter one or more arguments after the opening parenthesis, if necessary. An
argument is a piece of information that the function uses. Excel shows you what
type of information you should enter as an argument. Sometimes this is a number,
sometimes it is text, and sometimes it is a reference to another cell.
For example, the ABS function requires one number as its argument. The UPPER
function (which converts any lowercase text to uppercase text) requires one string
of text as its argument. The PI function requires no arguments, because it simply
returns the value of pi (3.14159...).
14 Complete the formula, and then press Enter to see the result.
Here are some examples of functions used in a formula.
Formula that uses a
function

Result

Description

=TODAY()

7/10/2015

Gets the current date, which

in this example is July 10,
2015.

=SUM(3,2,5)

10

Adds the three numbers

within the parentheses, with a
result of 10.

=MAX(42.7,12.55,84,-30.3)

84

Compares the four arguments

within the parentheses to find
the maximum number, 84.

=UPPER(hello world)

HELLO
WORLD

Converts the lowercase text

string hello world to the
uppercase string, HELLO
WORLD.

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Making your data shine

Charts and color formatting make your data pop and help tell the story visually. Excel
has a variety of tools that make it easy to create a chart or apply conditional
formatting.

Create a chart
Have you ever picked a type of chart only to find that it does not work well for your
data? With Excel 2016, this is a thing of the past! Try the Recommended Charts
command on the Insert tab to create a chart that is just right for your data.
1

Select the data to use to create a chart.

15 Select Insert > Recommended Charts.

16 On the Recommended Charts tab, scroll through the list of charts that Excel
recommends for your data, and select any chart to see how your data will look.

17 If you do not see a chart you like, select All Charts to see all available chart types.
18 When you find the chart you like, select it, and then select OK.

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19 Use the Chart Elements, Chart Styles, and Chart Filters buttons next to the
upper-right corner of the chart to add chart elements like axis titles or data labels,
customize the look of your chart, or change the data that is shown in the chart.

Use Quick Analysis on your data

Conditional formatting and sparklines can highlight your most important data or show
data trends. Use the Quick Analysis tool for a live preview to try it out.
1

Select the data you want to examine more closely.

20 Select the Quick Analysis button

your selection.

that appears in the lower-right corner of

21 Explore the options on the Formatting and Sparklines tabs to see how they
affect your data.

For example, apply a conditional format by picking a color scale in the Formatting
gallery to differentiate high, medium, and low temperatures.

A sparkline is a tiny chart that shows trends for a range of data. The following
example shows sparklinesExcel inserted them into the four cells just to the right
of the Dec column.

7.

When you decide on a format you would like to use, select that option.

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Working with Excel in a browser

With Microsoft Office 365 for Business, you can use Excel on a desktop or laptop PC,
iPad, Android tablet, iPhone, or Android or Windows phone. Work on your Excel files
anytime, anywhere.

Create a new Excel workbook in the browser

Sign in to Office 365 with your Microsoft account at https://portal.office.com/.
1

At the upper left of the page, select the app launcher

Online.
22 Select New blank workbook.

, and then select Excel

You can do your work in the browser, or you can get the full power of the Excel
experience by editing your workbook in Excel for the desktop. Do one of the following:

With your workbook open in Microsoft Excel Online, select Open In Excel.

In your OneDrive for Business folder, right-click your workbook, and then select
Open In Excel.

Save a new workbook in Excel Online

When you create, open, or edit a document in OneDrive for Business, it is
automatically saved to the current location.

To save a new workbook in Excel Online, select Book, and then type the new
name.

Tip: After you save your new file, you can move it to another Microsoft OneDrive
folder.

Collaborating and sharing

Odds are, you will not be the only one looking at your work. After you have created
your online workbook, you can share it with coworkersor even people outside your
organization. These individuals can view your data and charts, sort and filter your data,
and drill into the details of PivotTables on the web or even on their mobile device.
Use the Share command to easily share files and make them available to others for
review, comment, and collaboration. You will find the Share button in the upper-right
area of Excel, above the ribbon.

If you and other people open your workbook in Excel Online, you can all work on it at
the same timeeven in nearby cells on the same sheet! Co-authoring lets you work
smarter and faster by allowing you to keep your document in one place while providing
easy access and editing capabilities for your team. This means you no longer have to
send documents around in email and amass multiple copies that are hard to keep track
of.

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Using Excel on a phone or tablet

In addition to working with Excel on your computer, you can use Excel (part of
Microsoft Office Mobile) on a Windows phone, an iPhone or iPad, or an Android tablet or
phone.
Use the following links to get started:
Use Excel Mobile for Windows Phone
https://support.office.com/en-US/article/Use-Excel-Mobile-for-Windows-Phonea39cc086-5230-46c5-bac5-8964bbc453f1
Install and set up Office on an iPhone or iPad with Office 365
https://support.office.com/en-US/article/Install-and-set-up-Office-on-an-iPhone-or-iPadwith-Office-365-9df6d10c-7281-4671-8666-6ca8e339b628
Microsoft Office for Android Tablet
https://products.office.com/en-us/mobile/office-android-tablet
Office Mobile for Android phones
https://support.office.com/en-US/article/Office-Mobile-for-Android-phones-ee59813359d1-43c3-b47c-aac3f2d9a605

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