Ms excel 2019

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Your modernized Office

Create content, stay organized, and work together with updated versions of Word, Excel, PowerPoint, and other apps in Office 2021.

Create with confidence

Produce engaging documents and presentations with new, modern visuals and quickly find what you need with improved navigation features and search functions.

Organize your work and life

Efficiently manage your messages, appointments, contacts, and tasks in one place. Easily stay on top of meetings, deadlines, and family time, too.

Track and organize effortlessly

Use fewer and more robust formulas to quickly build spreadsheets that update as information changes. Find data fast with improved navigation features and search functions.

Work together seamlessly

Easily share files and get notified when others make edits or mention you in comments and quickly catch up on what’s changed every time you open a document.1 Improved performance features help your system run faster and new autosave1 means you’ll never lose your work again.

Achieve even more with Microsoft 365

Your hub for teamwork

Bring all your groups and resources together in one place with Microsoft Teams.

1 TB of file storage and sharing

Stay connected to what’s important—like your files and projects—anywhere, on any device.

Support when you need it

Get access to call or chat support around the clock with Microsoft 365 experts.

Choose the best productivity suite for your business

Compare and choose from a variety of plans designed for businesses like yours.

  • Office Home & Business 2021

    $249.99

    Office Home & Business 2021$249.99

    (one-time purchase)

    Office Home & Business 2021

      • Fully installed versions of Outlook, Word, Excel, PowerPoint for Windows or Mac

        Included

      • Web versions of Word, Excel, PowerPoint, and OneNote

      • Real-time coauthoring so multiple users can work in the same document, simultaneously

      • Fully installed and always up-to-date versions of Word, Excel, PowerPoint, OneNote for iOS, Android, or Windows mobile devices

      • Each user can install the Office apps on up to 5 phones and 5 tablets

      • 1 TB of OneDrive storage for file storage and sharing

      • Work on a file and save it directly to OneDrive or SharePoint; changes are updated across synched devices.

      • Share files with external contacts by providing access or guest links

      • Securely share documents and send emails so only those with the right permissions can access the information

      • Access and sync files on PC or Mac and mobile devices

      • Meets key international, regional, and industry-specific standards and terms, with more than 1,000 security and privacy controls

      • Control who and when someone can access your business information with security groups and custom permissions

      • Create password policies that require users to reset their passwords after a specified number of days.

      • Around the clock phone and online support

      • Have peace of mind with financially backed 99.9% uptime guarantee

      • Gather feedback from customers and employees with Microsoft Forms

      • Plan schedules and daily tasks with Microsoft Teams

      • Make it easier for customers to schedule and manage appointments with Microsoft Bookings

      • Email hosting with 50 GB mailbox

      • Use your own custom domain name (e.g. [email protected])

      • Business-class email on phones, tablets, desktops, and the web with Exchange

      • Manage your calendar, share available meeting times, schedule meetings, and get reminders

      • Easily schedule meetings and respond to invitations using shared calendars

      • Host online meetings and video calls for up to 300 people with Microsoft Teams

      • Chat with your team from your desktop or on the go with Microsoft Teams

      • Bring together your team’s chats, meetings, files, and apps to easily connect and collaborate in one place with Microsoft Teams

      • Create team sites to share information, content, and files throughout your intranet using SharePoint

      • Join meetings on the go with a dial-in number using Audio Conferencing

      • Host webinars that include attendee registration pages, email confirmations, and reporting

  • Microsoft 365 Apps for business

    $8.25

    Microsoft 365 Apps for business$8.25

    user/month

    (annual subscription–auto renews)

    Microsoft 365 Apps for business

      • Fully installed versions of Outlook, Word, Excel, PowerPoint for Windows or Mac

        Included

        Plus Access and Publisher (for PC only)

      • 5 PCs or Macs, 5 tablets, and 5 mobile devices

      • Web versions of Word, Excel, PowerPoint, and OneNote

        Included

      • Real-time coauthoring so multiple users can work in the same document, simultaneously

        Included

      • Fully installed and always up-to-date versions of Word, Excel, PowerPoint, OneNote for iOS, Android, or Windows mobile devices

        Included

      • Each user can install the Office apps on up to 5 phones and 5 tablets

        Included

      • 1 TB of OneDrive storage for file storage and sharing

        Included

      • Work on a file and save it directly to OneDrive or SharePoint; changes are updated across synched devices.

        Included

      • Share files with external contacts by providing access or guest links

        Included

      • Securely share documents and send emails so only those with the right permissions can access the information

        Included

      • Access and sync files on PC or Mac and mobile devices

        Included

      • Meets key international, regional, and industry-specific standards and terms, with more than 1,000 security and privacy controls

        Included

      • Control who and when someone can access your business information with security groups and custom permissions

        Included

      • Create password policies that require users to reset their passwords after a specified number of days.

        Included

      • Around the clock phone and online support

        Included

      • Have peace of mind with financially backed 99.9% uptime guarantee

        Included

      • Gather feedback from customers and employees with Microsoft Forms

        Included

      • Plan schedules and daily tasks with Microsoft Teams

      • Make it easier for customers to schedule and manage appointments with Microsoft Bookings

      • Email hosting with 50 GB mailbox

      • Use your own custom domain name (e.g. [email protected])

      • Business-class email on phones, tablets, desktops, and the web with Exchange

      • Manage your calendar, share available meeting times, schedule meetings, and get reminders

      • Easily schedule meetings and respond to invitations using shared calendars

      • Host online meetings and video calls for up to 300 people with Microsoft Teams

      • Chat with your team from your desktop or on the go with Microsoft Teams

      • Bring together your team’s chats, meetings, files, and apps to easily connect and collaborate in one place with Microsoft Teams

      • Create team sites to share information, content, and files throughout your intranet using SharePoint

      • Join meetings on the go with a dial-in number using Audio Conferencing

      • Host webinars that include attendee registration pages, email confirmations, and reporting

  • Microsoft 365 Business Standard

    $12.50

    Microsoft 365 Business Standard$12.50

    user/month

    (annual subscription–auto renews)

    Microsoft 365 Business Standard

Sours: https://www.microsoft.com/en-us/microsoft-365/get-started-with-office-2021

If you're upgrading to Excel 2019 for Windows from an earlier Excel version, you'll still have all the features you're used to—and you'll notice a few new ones as well!

We continue to make improvements with Excel, and its native functions.

CONCAT

This new function is like CONCATENATE, but better. First of all, it's shorter and easier to type. But it also supports range references, in addition to cell references. Learn more about CONCAT.

IFS

Tired of typing complicated, nested IF functions? The IFS function is the solution. With this function, conditions are tested in the order that you specify. If passed, the result is returned. You can also specify an else "catch all" if none of the conditions are met. Learn more about IFS.

MAXIFS

This function returns the largest number in a range, that meets a single or multiple criteria. Learn more about MAXIFS.

MINIFS

This function is similar to MAXIFS, but it returns the smallest number in a range, that meets a single or multiple criteria. Learn more about MINIFS.

SWITCH

This function evaluates an expression against a list of values in order, and returns the first matching result. If no results match, the "else" is returned. Learn more about SWITCH.

TEXTJOIN

This function combines text from multiple ranges, and each item is separated by a delimiter that you specify. Learn more about TEXTJOIN.

Funnel charts

Funnel charts show values across multiple stages in a process. For example, you could use a funnel chart to show the number of sales prospects at each stage in a sales pipeline. Typically, the values decrease gradually, allowing the bars to resemble a funnel.

Funnel chart showing sales pipeline; stages listed in the first column, values in the second

We introduced Inking features in Office 2016, but we're constantly improving, and adding features.

Customizable, portable pen set

Create a personal set of pens to suit your needs. Office remembers your pen set in Word, Excel, and PowerPoint across all your Windows devices.

Pen gallery

Ink equations

Including math equations has gotten much easier. Now, you can go to Insert > Equation > Ink Equation, any time you want to include a complex math equation in your workbook. If you have a touch device, you can use your finger or a touch stylus to write math equations by hand, and Excel will convert it to text. (If you don't have a touch device, you can use a mouse to write, too). You can also erase, select, and correct what you've written as you go.

Equation button on the Excel 2016 ribbon

Show ink equation pane in PowerPoint

New Ink Replay button

Using ink in your spreadsheets? Now you can replay or rewind your ink to better understand the flow of it. Or your peers can replay it to get step-by-step instructions. You'll find Ink Replay on the Draw tab. Give it a try!

Lasso Select at your fingertips

Excel now has Lasso Select The Lasso Select button on the Draw tab in Office., a free-form tool for selecting ink. Drag with the tool to select a particular area of an ink drawing, and then you can manipulate that object as you wish. For more information, see Draw and write with ink in Office.

Convert ink drawing to shapes

The Draw tab lets you select inking styles and start making ink annotations on your touch-enabled device. However, you can also convert those ink annotations to shapes. Just select them, and then select Convert to Shapes. That way, you get the freedom of freeform drawing with the uniformity and standardization of Office graphic shapes. To learn more about inking in Office, see Draw and write with ink in Office.

Use your Surface pen to select and change objects

In Excel, with a Surface pen, you can select an area without even tapping the selection tool on the ribbon. Just press the barrel button on the pen and draw with the pen to make a selection. Then you can use the pen to move, resize, or rotate the ink object. For more information, see Draw and write with ink in Office.

One-click fixes for accessibility issues

The Accessibility Checker is better than ever with updated support for international standards, and handy recommendations to make your documents more accessible.

Computer screen with document on the left and Accessibility visual with a check mark on the right

View and restore changes in workbooks that are shared

Quickly view who has made changes in workbooks that are shared, and easily restore earlier versions. For more information, see View historical versions of Office files.

Quickly save to recent folders

This feature was highly requested by our customers: Go to File > Save As > Recent, and you’ll see a list of recently accessed folders that you can save to.

Precision selecting

Ever selected too many cells or the wrong ones? You can now deselect extraneous cells without having to start over.

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Improved autocomplete

Excel autocomplete isn't as picky as it was before. For example, let's say you want to use the NETWORKDAYS function, but you can't remember how it is spelled. If you just type =DAYS, the autocomplete menu will bring back all of the functions that contain "DAYS," including, NETWORKDAYS. Before, you had to spell the function name exactly.

New Themes

There are now three Office Themes that you can apply: Colorful, Dark Gray, and White. To access these themes, go to File >Options > General, and then click the drop-down menu next to Office Theme.

Black Theme

The highest-contrast Office theme yet has arrived. To change your Office theme, go to File > Account, and then click the drop-down menu next to Office Theme. The theme you choose will be applied across all your Office apps. To learn more about Office themes, see Change the look and feel of Office for Windows with Office themes.

Break the language barrier

Translate words, phrases, or sentences to another language with Microsoft Translator. You can do this from the Review tab in the ribbon.

Translator button, and one word in English and its translation in French

No warnings when saving a CSV file

Remember this warning? "This file may contain features that are not compatible with CSV..." Well, you asked for it! We will no longer show this when saving a CSV file.

CSV (UTF-8) support

You can now open and save CSV files that use UTF-8 character encoding. Go to File > Save As > Browse. Then click the Save as type menu, and you'll find the new option for CSV UTF-8 (Comma delimited). CSV UTF-8 is a commonly used file format that supports more characters than Excel’s existing CSV option (ANSI). What does this mean? Better support for working with non-English data, and ease of moving data to other applications.

Data Loss Protection (DLP) in Excel

Data Loss Protection (DLP) is a high-value enterprise feature that is well loved in Outlook. We are introducing DLP in Excel to enable real time scan of content based on a set of predefined policies for the most common sensitive data types (e.g., credit card number, social security number, and US bank account number). This capability will also enable the synchronization of DLP policies from Office 365 in Excel, Word, and PowerPoint, and provide organizations with unified policies across content stored in Exchange, SharePoint and OneDrive for Business.

Excel is known for its flexible and powerful analysis experiences, through the familiar PivotTable authoring environment. With Excel 2010 and Excel 2013, this experience was significantly enhanced with the introduction of Power Pivot and the Data Model, bringing the ability to easily build sophisticated models across your data, augment them with measures and KPIs, and then calculate over millions of rows with high speed. Here are some of the enhancements we made, so that you can focus less on managing your data and more on uncovering the insights that matter.

Personalize the default PivotTable layout

Set up a PivotTable the way you like. Choose how you want to display subtotals, grand totals, and the report layout, then save it as your default. The next time you create a PivotTable, you will start with that layout.

Automatic relationship detection

Discovers and creates relationships among the tables used for your workbook’s data model, so you don’t have to. Excel knows when your analysis requires two or more tables to be linked together, and notifies you. With one click, it does the work to build the relationships, so you can take advantage of them immediately.

Creating, editing, and deleting custom measures

Can now be done directly from the PivotTable fields list, saving you a lot of time when you need to add additional calculations for your analysis.

Automatic time grouping

Helps you to use time-related fields (year, quarter, month) in your PivotTable more powerfully, by auto-detecting, and grouping them on your behalf. Once grouped together, simply drag the group to your PivotTable in one action, and immediately begin your analysis across the different levels of time with drill-down capabilities.

PivotChart drill-down buttons

Allow you to zoom in and out across groupings of time, and other hierarchical structures within your data.

Search in the PivotTable

Field list helps you get to the fields that are important to you across your entire data set.

Smart rename

Gives you the ability to rename tables and columns in your workbook’s data model. With each change, Excel automatically updates any related tables, and calculations across your workbook, including all worksheets and DAX formulas.

Multiple usability improvements

Have also been made. For example, delayed updating allows you to perform multiple changes in Power Pivot without the need to wait until each is propagated across the workbook. The changes will be propagated at one time, once the Power Pivot window is closed.

PivotTable with callouts showing the new features in Excel 2016

Multi-select Slicer

You can select multiple items in an Excel Slicer on a touch device. This is a change from prior versions of Excel, where only one item in a Slicer could be selected at a time using touch input. You can enter Slicer multi-select mode by using the new button located in the Slicer’s label.

Slicer choices with the multi-select button highlighted

Faster OLAP PivotTables!

If you work with connections to OLAP servers, your PivotTables are now faster. The June 2016 update contains query and cache improvements in this powerful feature’s performance. You could benefit from this work, whether you use PivotTables to answer one-off questions, or build complicated workbooks with dozens of PivotTables. It doesn’t matter if your PivotTables are connected to a tabular or multi-dimensional model, Any PivotTable connected to Microsoft SQL Server Analysis Services, 3rd party OLAP providers, or the Power Pivot Powerful data analysis and data modeling in Excel will likely give you fresh data, faster. Additionally, now if you disable Subtotals and Grand Totals, PivotTables can be much faster when refreshing, expanding, collapsing, and drilling into your data. The bigger the PivotTable, the bigger the potential improvement. Specifically, we have made improvements in three major areas while querying OLAP servers:

  • Improved query efficiency: Excel will now query for Subtotals and Grand Totals only if they’re required to render the PivotTable results. This means you wait less for the OLAP server to finish processing the query, and you wait less while waiting for the results to transfer over your network connection. You simply disable Subtotals and Grand Totals from the PivotTable Design tab just like you would normally. See: Show or hide subtotals and totals in a PivotTable.

  • Reduced the number of queries: Excel is smarter when refreshing your data. Queries will now only refresh when they’ve actually changed and need to be refreshed.

  • Smarter caches: When the PivotTable schema is retrieved, it is now shared across all of the PivotTables on that connection, further reducing the number of queries.

Save relationship diagram view as picture

Save the data model diagram view as a high resolution image file that can then be used for sharing, printing or analyzing the data model. To create the image file, in the Power Pivot pane, click File > Save View as Picture.

Enhanced Edit Relationship dialog creates faster and more accurate data relationships

Power Pivot users can manually add or edit a table relationship while exploring a sample of the data—up to five rows of data in a selected table. This helps create faster and more accurate relationships, without the need to go back and forth to the data view every time you wish to create, or edit a table relationship.

Power Pivot - Enhanced Edit Relationship dialog

Table selection using keyboard navigation

In the Edit Relationship dialog, type the first letter of a table name to move the first column name starting with the selected letter.

Column selection using column navigation

In the Edit Relationship dialog, type the first letter of a column name to move the first column starting with the selected letter. Retype the same letter moves to the next column starting with the selected letter.

Auto column suggestion for same column name in both tables

After selecting the first table and column, on the selection of the second table, if a column with the same name exists, it is auto-selected (works both ways).

Fixes that improve your overall modeling user experience

1) The Power Pivot data model is no longer lost when working with hidden workbooks; 2) You can now upgrade an earlier workbook with a data model to Excel 2016 and later; and 3) You can add a calculated column in Power Pivot, unless it contains a formula.

If you have a Power BI subscription, you can now publish files that are stored locally to Power BI. To get started, first save your file to your computer. Then click File > Publish > Publish to Power BI. After you upload, you can click the Go To Power BI button to see the file in your web browser. 

This section contains improvements made to Power Query (formerly Get & Transform)).

New and improved connectors

We have new connectors in Excel 2019. For example, there's the new SAP HANA connector. We also have improved many of our existing connectors so that you can import data from a variety of sources with efficiency and ease. For more information on our connectors, see Import data from external data sources.

Data > Get & Transform > Get Data options

General improvements

Excel 2019 also has some general improvements across the Get & Transform area in Excel 2019. One notable improvement is the new Queries & Connections side pane, which lets you manage queries and connections easily . There are also many improvements to the Power Query Editor as well, including “select-as-you-type” drop-down menus, date picker support for date filters and conditional columns, the ability to reorder query steps via drag-and-drop, and the ability to keep the layout in Excel when refreshing. For general information about how to get started with Get & Transform, see the article, About Power Query in Excel.

For more information on updates to Get & Transform, check out the Excel Blog.

Grow your Office skills

Sours: https://support.microsoft.com/en-us/office/what-s-new-in-excel-2019-for-windows-5a201203-1155-4055-82a5-82bf0994631f
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Your modernized Office

Create content, stay organized, and work together with updated versions of Word, Excel, PowerPoint, and other apps in Office 2021.

Create with confidence

Produce engaging documents and presentations with new, modern visuals and quickly find what you need with improved navigation features and search functions.

Organize your work and life

Efficiently manage your messages, appointments, contacts, and tasks in one place. Easily stay on top of meetings, deadlines, and family time, too.

Track and organize effortlessly

Use fewer and more robust formulas to quickly build spreadsheets that update as information changes. Find data fast with improved navigation features and search functions.

Work together seamlessly

Easily share files and get notified when others make edits or mention you in comments and quickly catch up on what’s changed every time you open a document.1 Improved performance features help your system run faster and new autosave1 means you’ll never lose your work again.

Achieve even more with Microsoft 365

Your hub for teamwork

Bring all your groups and resources together in one place with Microsoft Teams.

1 TB of file storage and sharing

Stay connected to what’s important—like your files and projects—anywhere, on any device.

Support when you need it

Get access to call or chat support around the clock with Microsoft 365 experts.

Choose the best productivity suite for your business

Compare and choose from a variety of plans designed for businesses like yours.

  • This product is currently unavailable for your country or region.

    (one-time purchase)

      • Fully installed versions of Outlook, Word, Excel, PowerPoint for Windows or Mac

        Included

      • Web versions of Word, Excel, PowerPoint, and OneNote

      • Real-time coauthoring so multiple users can work in the same document, simultaneously

      • Fully installed and always up-to-date versions of Word, Excel, PowerPoint, OneNote for iOS, Android, or Windows mobile devices4

      • Each user can install the Office apps on up to 5 phones and 5 tablets

      • 1 TB of OneDrive storage for file storage and sharing

      • Work on a file and save it directly to OneDrive or SharePoint; changes are updated across synched devices.

      • Share files with external contacts by providing access or guest links

      • Securely share documents and send emails so only those with the right permissions can access the information

      • Access and sync files on PC or Mac and mobile devices

      • Meets key international, regional, and industry-specific standards and terms, with more than 1,000 security and privacy controls

      • Control who and when someone can access your business information with security groups and custom permissions

      • Create password policies that require users to reset their passwords after a specified number of days.

      • Around the clock phone and online support

      • Have peace of mind with financially backed 99.9% uptime guarantee

      • Gather feedback from customers and employees with Microsoft Forms

      • Plan schedules and daily tasks with Microsoft Teams

      • Make it easier for customers to schedule and manage appointments with Microsoft Bookings

      • Email hosting with 50 GB mailbox

      • Use your own custom domain name (e.g. [email protected])

      • Business-class email on phones, tablets, desktops, and the web with Exchange

      • Manage your calendar, share available meeting times, schedule meetings, and get reminders

      • Easily schedule meetings and respond to invitations using shared calendars

      • Host online meetings and video calls for up to 300 people with Microsoft Teams

      • Chat with your team from your desktop or on the go with Microsoft Teams

      • Bring together your team’s chats, meetings, files, and apps to easily connect and collaborate in one place with Microsoft Teams

      • Create team sites to share information, content, and files throughout your intranet using SharePoint

      • Join meetings on the go with a dial-in number using Audio Conferencing5

      • Host webinars that include attendee registration pages, email confirmations, and reporting

  • Microsoft 365 Apps for business

    This product is currently unavailable for your country or region.

    (annual subscription–auto renews)

    Microsoft 365 Apps for business

      • Fully installed versions of Outlook, Word, Excel, PowerPoint for Windows or Mac

        Included

        Plus Access and Publisher (for PC only)

      • 5 PCs or Macs, 5 tablets, and 5 mobile devices

      • Web versions of Word, Excel, PowerPoint, and OneNote

        Included

      • Real-time coauthoring so multiple users can work in the same document, simultaneously

        Included

      • Fully installed and always up-to-date versions of Word, Excel, PowerPoint, OneNote for iOS, Android, or Windows mobile devices4

        Included

      • Each user can install the Office apps on up to 5 phones and 5 tablets

        Included

      • 1 TB of OneDrive storage for file storage and sharing

        Included

      • Work on a file and save it directly to OneDrive or SharePoint; changes are updated across synched devices.

        Included

      • Share files with external contacts by providing access or guest links

        Included

      • Securely share documents and send emails so only those with the right permissions can access the information

        Included

      • Access and sync files on PC or Mac and mobile devices

        Included

      • Meets key international, regional, and industry-specific standards and terms, with more than 1,000 security and privacy controls

        Included

      • Control who and when someone can access your business information with security groups and custom permissions

        Included

      • Create password policies that require users to reset their passwords after a specified number of days.

        Included

      • Around the clock phone and online support

        Included

      • Have peace of mind with financially backed 99.9% uptime guarantee

        Included

      • Gather feedback from customers and employees with Microsoft Forms

        Included

      • Plan schedules and daily tasks with Microsoft Teams

      • Make it easier for customers to schedule and manage appointments with Microsoft Bookings

      • Email hosting with 50 GB mailbox

      • Use your own custom domain name (e.g. [email protected])

      • Business-class email on phones, tablets, desktops, and the web with Exchange

      • Manage your calendar, share available meeting times, schedule meetings, and get reminders

      • Easily schedule meetings and respond to invitations using shared calendars

      • Host online meetings and video calls for up to 300 people with Microsoft Teams

      • Chat with your team from your desktop or on the go with Microsoft Teams

      • Bring together your team’s chats, meetings, files, and apps to easily connect and collaborate in one place with Microsoft Teams

      • Create team sites to share information, content, and files throughout your intranet using SharePoint

      • Join meetings on the go with a dial-in number using Audio Conferencing5

      • Host webinars that include attendee registration pages, email confirmations, and reporting

  • Microsoft 365 Business Standard

    This product is currently unavailable for your country or region.

    (annual subscription–auto renews)

    Microsoft 365 Business Standard

      • Fully installed versions of Outlook, Word, Excel, PowerPoint for Windows or Mac

        Included

        Plus Access and Publisher (for PC only)

      • 5 PCs or Macs, 5 tablets, and 5 mobile devices

Sours: https://www.microsoft.com/en-ww/microsoft-365/get-started-with-office-2019
Microsoft Excel 2019 - Full Tutorial for Beginners in 17 MINUTES!

Excel 2016 and 2019 cheat sheet

Microsoft Windows may get all the press coverage, but when you want to get real work done, you turn your attention to the applications that run on it. And if you use spreadsheets, that generally means Excel.

Excel is, of course, part of Microsoft’s Office suite of productivity tools. Microsoft sells Office under two models: Individuals and businesses can pay for the software license up front and own it forever (what the company calls the “perpetual” version of the suite), or they can purchase an Office 365 subscription, which means they have access to the software for only as long as they keep paying the subscription fee.

When you purchase a perpetual version of the suite — say, Office 2016 or Office 2019 — its applications will never get new features, whereas Office 365 apps are continually updated with new features. (For more details, see “What are the differences between Microsoft Office 2019 and Office 365?”)

This cheat sheet gets you up to speed on the features that were introduced in Excel 2016 and Excel 2019, the perpetual-license versions of Excel included with Office 2016 and Office 2019, respectively. In Office 365, Excel has all those features, plus several more. If you or your organization has an Office 365 subscription, see our separate Excel for Office 365 cheat sheet for coverage of all the latest features.

Most of the tips in this article apply to both Excel 2016 and 2019 for Windows. Near the end is a section for Excel 2019 only.

Share this story: IT folks, we hope you'll pass this guide on to your users to help them learn to get the most from Excel 2016 and 2019.

Use the Ribbon

The Ribbon interface that you came to know and love (or perhaps hate) in earlier versions of Excel hasn’t changed much in Excel 2016 or 2019. Since the Ribbon has been included in Office suite applications since Office 2007, we assume that by now you’re familiar with how it works. If you need a refresher, see our Excel 2010 cheat sheet.

As in Excel 2013, the Ribbon in Excel 2016 and 2019 has a flattened look that’s cleaner and less cluttered than in Excel 2010 and 2007. The 2016 and 2019 Ribbon is smaller than it was in Excel 2013, the title bar is solid green rather than white, and the text for the Ribbon tabs (File, Home, Insert and so on) is a mix of upper- and lowercase rather than all caps. But it still works in the same way, and you’ll find most of the commands in the same locations as in earlier versions.

excel 2016 2019 ribbonIDG

To find out which commands reside on which tabs on the Ribbon, download our Excel 2016 and 2019 Ribbon quick reference. Also see the nifty new Tell Me feature described below.

Just as in previous versions of Excel, if you want the Ribbon to go away, press Ctrl-F1. To make it appear again, press Ctrl-F1 and it comes back.

You’ve got other options for displaying the Ribbon as well. To get to them, click the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing PowerPoint. A drop-down menu appears with these three options:

  • Auto-hide Ribbon: This hides the entire Ribbon, both the tabs and commands underneath them. To show the Ribbon again, click at the top of PowerPoint.
  • Show Tabs: This shows the tabs but hides the commands underneath them. It’s the same as pressing Ctrl-F1. To display the commands underneath the tabs when they’re hidden, press Ctrl-F1, click a tab, or click the Ribbon display icon and select “Show Tabs and Commands.”
  • Show Tabs and Commands: Selecting this shows both the tabs and commands.

And if for some reason that nice green color on the title bar is just too much for you, you can turn it white or gray. (In Excel 2019, there’s also a black option.) To do it, select File > Options > General. In the “Personalize your copy of Microsoft Office” section, click the down arrow next to Office Theme, and select Dark Gray or White (or Black) from the drop-down menu. To make the title bar green again, instead choose the “Colorful” option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar.

Excel 2016 change ribbon colorIDG

There’s a very useful feature in what Microsoft calls the backstage area that appears when you click File on the Ribbon: If you click Open or Save As from the menu on the left, you can see the cloud-based services you’ve connected to your Office account, such as SharePoint and OneDrive. Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business. You’ll be able to see at a glance which is which.

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Get things done quickly with Tell Me

Excel has never been the most user-friendly of applications, and it has so many powerful features it can be tough to use. Microsoft has made it easier with a feature in Excel 2016 and 2019 called Tell Me, which puts even buried tools in easy reach.

To use it, click the “Tell me what you want to do” text to the right of the View tab on the Ribbon. (Keyboard fans can instead press Alt-Q.) Then type in a task you want to do, such as “create a pivot table.” You’ll get a menu showing potential matches for the task. In this instance, the top result is a direct link to the form for creating a PivotTable — select it and you’ll start creating the PivotTable right away, without having to go to the Ribbon’s Insert tab first.

If you’d like more information about your task, the last two items that appear in the Tell Me menu let you select from related Help topics or search for your phrase using Smart Lookup. (More on Smart Lookup below.)

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Even if you consider yourself a spreadsheet jockey, it’ll be worth your while trying out Tell Me. It’s a big time-saver, and far more efficient than hunting through the Ribbon to find a command. Also useful is that it remembers the features you’ve previously clicked on in the box, so when you click in it, you first see a list of previous tasks you’ve searched for. That makes sure that tasks that you frequently perform are always within easy reach. And it puts tasks you rarely do within easy reach as well.

Use Smart Lookup for online research

Another new feature, Smart Lookup, lets you do research while you’re working on a spreadsheet. Right-click a cell with a word or group of words in it, and from the menu that appears, select Smart Lookup.

When you do that, Excel uses Microsoft’s Bing search engine to do a web search on the word or words, then displays definitions, any related Wikipedia entries, and other results from the web in the Smart Lookup pane that appears on the right. Click any result link to open the full page in a browser. If you just want a definition of the word, click the Define tab in the pane. If you want more information, click the Explore tab in the pane.

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For generic terms, such as “payback period” or “ROI,” it works well. But don’t expect Smart Lookup to research financial information that you might want to put into your spreadsheet, at least based on my experience. When I did a Smart Lookup on “Inflation rate in France 2016,” for example, I got results for the UEFA Euro 2016 soccer tournament, and other information telling me that 2016 was a leap year. And when I searched for “Steel output United States,” Smart Lookup pulled up the Wikipedia entry for the United States.

Note that in order to use Smart Lookup in Excel or any other Office app, you might first need to enable Microsoft’s intelligent services feature, which collects your search terms and some content from your spreadsheets and other documents. (If you’re concerned about privacy, you’ll need to weigh whether the privacy hit is worth the convenience of doing research from right within the app.) If you haven’t enabled it, you’ll see a screen when you click Smart Lookup asking you to turn it on. Once you do so, it will be turned on across all your Office applications.

Chart the new chart types

Spreadsheets aren’t just about raw data — they’re about charts as well. Charts are great for visualizing and presenting data, and for gaining insights from it. To that end, Excel 2016 has six new chart types, including most notably a histogram (frequently used in statistics), a “waterfall” that’s effective at showing running financial totals, and a hierarchical treemap that helps you find patterns in data. (Excel 2019 has two more new chart types, which we'll cover later in the story.) Note that the new charts are available only if you’re working in an .xlsx document. If you use the older .xls format, you won’t find them.

To see all the new charts, put your cursor in a cell or group of cells that contains data, select Insert > Recommended Charts and click the All Charts tab. You’ll find the new charts, mixed in with the older ones. Select any to create the chart.

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These are the six new chart types:

Treemap. This chart type creates a hierarchical view of your data, with top-level categories (or tree branches) shown as rectangles, and with subcategories (or sub-branches) shown as smaller rectangles grouped inside the larger ones. Thus, you can easily compare the sizes of top-level categories and subcategories in a single view. For instance, a bookstore can see at a glance that it brings in more revenue from 1st Readers, a subcategory of Children’s Books, than for the entire Non-fiction top-level category.

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Sunburst. This chart type also displays hierarchical data, but in a multi-level pie chart. Each level of the hierarchy is represented by a circle. The innermost circle contains the top-level categories, the next circle out shows subcategories, the circle after that subsubcategories and so on.

Sunbursts are best for showing the relationships among categories and subcategories, while treemaps are better at showing the relative sizes of categories and subcategories.

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Waterfall. This chart type is well-suited for visualizing financial statements. It displays a running total of the positive and negative contributions toward a final net value.

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Histogram. This kind of chart shows frequencies within a data set. It could, for example, show the number of books sold in specific price ranges in a bookstore.

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Pareto. This chart, also known as a sorted histogram, contains bars as well as a line graph. Values are represented in descending order by bars. The cumulative total percentage of each bar is represented by a rising line. In the bookstore example, each bar could show a reason for a book being returned (defective, priced incorrectly, and so on). The chart would show, at a glance, the primary reasons for returns, so a bookstore owner could focus on those issues.

Note that the Pareto chart does not show up when you select Insert > Recommended Charts > All Charts. To use it, first select the data you want to chart, then select Insert > Insert Statistic Chart, and under Histogram, choose Pareto.

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Box & Whisker. This chart, like a histogram, shows frequencies within a data set but provides for a deeper analysis than a histogram. For example, in a bookstore it could show the distribution of prices of different genres of books. In the example shown here, each “box” represents the first to third quartile of prices for books in that genre, while the “whiskers” (the lines extending up and down from the box) show the upper and lower range of prices. Outliers that are priced outside the whiskers are shown as dots, the median price for each genre is shown with a horizontal line across the box, and the mean price is shown with an x.

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For more information about the new chart types, see PCWorld’s “What to do with Excel 2016’s new chart styles: Treemap, Sunburst, and Box & Whisker” and “Excel 2016 charts: How to use the new Pareto, Histogram, and Waterfall formats.”

Collaborate live with Excel Online

When Office 2016 was released, the most trumpeted new feature was real-time collaboration that let people work simultaneously with each other on documents no matter where they were, as long as they had internet connections. (Microsoft calls this “co-authoring.”) When you collaborate with others live, everyone with access to a document can work on it simultaneously, with everyone seeing what everyone else does as they edit.

But Excel was left out in the cold for live collaboration. Only Word, PowerPoint and OneNote had that feature, with Microsoft saying that at some undetermined time, Excel would be given live collaboration.

In July 2017, Microsoft at last rolled out real-time collaboration to the Excel desktop client — but only to Office 365 subscribers. (See “How to use Excel’s new live collaboration features” for a complete walkthrough of how to use them.)

Many people (myself included) expected that Excel 2019 would get co-authoring features, but that’s not the case. To get live collaboration in the Excel desktop client, you have to be an Office 365 subscriber.

Perpetual-license Excel 2016 and 2019 users can, however, collaborate live using the web-based version of Excel, and I’ll show you how to do that here. Excel Online is less powerful and polished than the Excel desktop client, but it works well enough if you want to collaborate in real time.

To collaborate using the online version of Excel, the file you want to share needs to be in OneDrive, OneDrive for Business, SharePoint or Dropbox. To start, head to Excel Online by going to office.com; then sign in using your Microsoft ID and click the Excel button. When Excel runs, open the file you want to share.

Next, click the Share button at the top right of the screen. A screen pops up over Excel. In it, enter the email address of the person with whom you want to share. If you want to share with more than one person, enter multiple email addresses. Then type in a note if you want.

If you’re signed in with an individual Microsoft account, the people you share the document with can edit the document by default; however, you can give them read-only access instead by clicking the “Recipients can edit” link under the “Add a quick note” area and choosing “Recipients can only view” from the drop-down list. When you do that, you’ll also see an option to designate whether recipients need to be signed in with a Microsoft account to see the workbook. When you’re ready, click the Share button.

When you’re done, a screen pops up confirming to whom you’ve sent the email, and whether they can edit or only read the document. You can click that drop-down to change their permissions or stop sharing the workbook. On this screen you can also send another email to share with others, by clicking the “Invite people” link in the left pane. When you’re done with the screen, click Close.

If you’re signed in with a corporate account, the process is slightly more streamlined. On the initial pop-up screen where you enter recipients’ emails, you’ll see a box that says, “Only the people you specify who have this link can edit.” Click it and you’ll see a screen with more sharing options, including anyone, people in your organization, and people with existing access. There’s also a checkbox to allow them to edit the workbook or not. Make your selections and click Apply. Then, back on the first pop-up, click Send.

Excel now sends an email to all the people with whom you want to collaborate. When they click the “View in OneDrive” or “Open” button, they’ll open the spreadsheet. At this point, they can view the spreadsheet, but not edit it. To edit it, they need to click the Edit in Browser button at the top of the screen or click the Edit Workbook menu and select Edit in Browser. They can then edit the document right in their browser window.

Everyone using the document sees the changes that other people make in real time. Each person’s presence is indicated by a colored cursor, and everyone gets a different color. As they take actions, such as entering data into a cell or creating a chart, their work instantly appears to everyone else.

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On the upper right of the screen is a list of everyone collaborating on the document. Click a name to see the location of the cell they’re currently working on (for example, G11). You can also hover your mouse over someone’s colored cursor and see their name.

Chat isn’t available. But if you click the Skype icon on the upper right of the screen, you can launch Skype, see if they’re on the service, and communicate with them that way.

Note that even the owner of the workbook must be using Excel Online in order to collaborate in real time. If you have the workbook open in a perpetual version of the Excel 2016 or 2019 desktop client, no one else will be able to make changes in their browser; they’ll see a message saying the file is locked. If you’re using Excel Online, everybody can make changes (assuming you’ve given them editing privileges). When everybody is done making changes and no longer has the workbook open in their browser, you can reopen the file in the Excel 2016 or 2019 desktop client.

7 inconvenient truths about the hybrid work trend

Sours: https://www.computerworld.com/article/3193992/excel-2016-and-2019-cheat-sheet.html

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