Microsoft Office 2016: The Complete Guide (2015)

THE EXCEL FUNCTION FOR iPhones

iPhone lovers will be very satisfied and pleased with the current offerings from Excel. You can now install and sign in to the Excel application. You will be able to carry out numerous tasks on your iPhone with this new feature. The function allows you to do mathematical calculations, freeze panes, freeze multiple rows and columns, unfreeze panes, fill the same data in adjacent cells, merge cells, unmerge cells, and start a new line inside a cell.

You will also be able to open files on your iPhone, open an email attachment, save a new file, and delete a new file. You can work offline if you do not currently have a connection to the internet.

There are copious amounts of other benefits to be derived from installing and using the new Excel function. You will come across more of these that will be found further down in the article.

Using AutoSum to sum numbers

Excel can do math calculations on your iPhone. You can add or sum the contents of a row or column. This is very simple. Follow the steps below:

To add the numbers in a column, click on the cell that is directly below the last number in the column.

Click on the Formulas tab that is on the ribbon button.

On the Formulas tab, select AutoSum, then Sum and Return

How to freeze panes to lock rows and columns?

Freezing panes is a convenient way to scroll through a worksheet and have the row and column headers always visible. To do this, you click on the View tab, then select Freeze Panes and choose the option you need.

Freezing multiple rows and columns

Click on the row immediately below the last row that you want to freeze

Click on the ribbon button and then select the View tab

Click on Freeze Panes

If you want to freeze several columns, beginning from column A, click on the column located on the right of the column that you want to freeze and steps i & ii above.

Unfreezing panes

To unfreeze the panes, click the ribbon button and then go to the View tab and clear all selected options.

Filling data in a row or a column

Filling in the same data in adjacent cells

There are times when an entry needs to be duplicated in several cells or a table listing the months of the year needs to be created in the first row. There is a way to fill in the data and avoid repetitious typing if the cells are adjacent. The instructions below will guide you accordingly:

Select the cell that has the data you want copied in the other cells. Tap on the selected cell to open the Edit menu.

Click on Fill drag the fill arrows either down or to your right.

Select Freeze Panes. To freeze multiple columns, beginning with Column A, choose the column that is on the right of the last column that you want to freeze and repeat steps i & ii.

Filling adjacent cells with number series, or dates, or other built-in series

First you enter a starting value for the series.

To establish a pattern, enter a value in the cell either to the right or below the cell with the starting value.

Select the first cell with the starting value then drag the selection handle around the second value.

Select the Fill button from the Edit menu and drag the fill arrow either to the right or down.

Merging cells

When two or more cells are merged, the combination creates a larger single cell. This can be done to create a label that covers several columns. In the following illustration, if you want to create a label called “Monthly Sales” which cover three months’ sales where each month is recorded in a column, namely C1, D1 & E1 respectively; these are the steps you would follow to merge the label across all three columns:

Drag the selection handle from C1 to E1.

Click to open the ribbon and then click on the Home tab if it was not already selected.

Click Merge & Center.

From a range of selected cells, only the data from the upper-left cell will stay in the merged cell. Excel will delete any data that was in the other cells from the selected range.

How to unmerge cells:

First select a merged cell.

Click on the ribbon to open it, and then click the Home tab if it was not selected already.

Click Merge & Center.

If Merge & Center button is showing a greyed-out hue, this means the selected cell may not be a merged cell.

How to start a new line inside a cell?

This version of Excel does not allow users to start a new line of text inside a cell.

Can I add a comment?

In this version of Excel, you cannot add or edit comments. If the file you are working with already has comments, then you will only be able to view them.

Opening files on your iPhone

You have to upload files to Dropbox, OneDrive, email files, or a team site as attachments to yourself before you are able to open them on your iPhone.

How to upload and open files

Open your web browser on your computer and then go to Dropbox, OneDrive, or Office 365 team site where you can upload your file.

Upload file.

Click to sign in to the application on your iPhone. If you have signed in already, click Open, and also click the service you saved the file to and find it.

If you have an open file, click Back first.

Opening email attachments

Go to the Mail application on your iPhone to find the email and attachment. Attachments are found at the bottom of the email message. You might have to tap the attachment once for it to download.

Click and hold the attachment until a menu comes up.

Look for the Open in… icon located on the menu and click to open your file in Excel.

Location of Save As

Save As is found on the File tab. Go to the File tab and select Duplicate. Then choose where you want your file to be saved. Enter the name you choose to give the file and click Save.

While you are working, the Office applications save your work automatically. Create a duplicate or copy before you start making changes so as to prevent overwriting of the original file.

Saving a new file

To save a file that you have just created a new file, follow these steps:

Click the File tab

Select Name.

Choose where you want the file to be saved.

Enter the name you want to give the file and click on Save.

How to delete a file?

Deleting a file is simple. Just click Open and select the service that you saved the file to. If the file is opened, click Back first. Locate and identify the file you want deleted and click File Actions and select Delete.

Is working offline possible?

Working offline is possible. AutoSave is always on and it saves your changes as you are working. If you turn off your internet connection or lose the connection, as soon as you are online again any pending changes you had will synchronize.

If you have to work in a location that does not have internet connection, open the files you need on your iPhone before you go offline. This downloads the files locally so you can work. Any editing you do will upload when you are online again.

To turn AutoSave on or off, click the File tab and then select the AutoSave switch on or off.

Sharing your spreadsheet

When you have saved your spreadsheet to the cloud, it can be shared. Invite people to view or edit your spreadsheet or send them a direct link. Each time the spreadsheet is updated every person you shared with will also have the most recently updated version.

If you do not want to save your file to the cloud, you can send a copy as an email attachment.

Open the spreadsheet you want to share, click More or Share, and then tap one of the available options:

Inviting People

To invite people to share your spreadsheet, just add each person’s email address and a brief message. Turn on Can Edit if you want them to edit your spreadsheet. When you click Send, every person that was invited by you will get an email with a link to the file to be shared.

Copying a Link

Copy and paste the link into an email or message application and send it to the people you want to share your spreadsheet with.

Emailing a file as an Attachment

Click Send Excel Workbook or Send PDF. Excel will open your email application and attach the file to a new message. Fill in the details, such as email addresses and a brief message, and then click Send.

Changing auto-renew and subscription options

Your Office 365 subscription and auto-renewal options can be changed in the iPhone Application Store.

On the home screen of your iPhone tap App Store.

At the bottom of the screen select Featured.

Scroll to the bottom and tap the Apple ID button or the Sign in button if you are not already signed in.

Tap on View Apple ID and type in your Apple ID password.

Tap Manage Under SUBSCRIPTIONS.

How to turn off auto-renewal

At the end of each subscription period your subscription is renewed automatically. You can turn the option off to stop auto-renewal.

Cancelling a subscription

To end your subscription, turn off auto-renewal option. Your subscription will continue until the end of the subscription period.

Switching between yearly and monthly subscriptions

You have the option of switching between yearly and monthly subscriptions. If you had a monthly or yearly subscription plan and you realize it does not fit you, you can exercise your options and make a switch. However, your new subscription will start where the present plan ends. If you are switching from yearly to monthly and the yearly end date is September 30th, then the monthly start date will be September 30th.

Typing in a bi-directional language in Office for iPad or iPhone (iOS 8)

To type in a bi-directional or right-to-left (RTL) language in Office on your iPad or iPhone, you need to first add the language and keyboard you want to use. Then you open Word, Excel, or PowerPoint and switch to the new keyboard.

Adding a language

On the Home screen of your iPad or iPhone, tap on Settings.

On the Settings screen, tap General, then Language & Region, then Other Languages or Add Language. If you have more than one language installed, you will see Add Language instead of Other Languages.

Choose the language you want to activate, such as French, Spanish or Thai, and then select Done.

On the Add Preferred Language screen, chose the option that suits you:

If you want to change the default language for your iPad to the new language, tap Prefer [New Language].

If you want the new language to be available, but do not want it to be the default, tap Prefer [Current Language].

Adding a Keyboard

After you have activated a language, add the keyboard for that language so it will be available in Excel, Word and PowerPoint.

Choose Settings from the Home screen.

On the Settings screen, tap General, then Keyboard, then Keyboards Then Add New Keyboard.

Select the keyboard that you want to add.

To switch to the new keyboard, the next time you open Excel, Word, or PowerPoint, hold down the globe key and tap the language on the keyboard.