Microsoft Excel 2013

Excel is the second-most widely used productivity app in the world, and it's second only to Microsoft Word. If you use Excel every day, but you don't need Word or Outlook or PowerPoint or the rest of the enormous toolbox that makes up Office 2013, you don't need to buy the whole Office suite. A long-standing but little-known option makes it possible to buy Excel alone. Just visit Microsoft's Office store, scroll down until you find the tiny icons that let you but the Office apps separately, and click on the icon that lets you buy Excel 2013 for $109.99. Just don't ask why Microsoft chose that price, because Microsoft isn't saying. It's a strange price, but for all the power the app offers, it's an excellent deal.

Excel 2013 deserves a longer and deeper look than we had room for in our write-up of the full Office 2013 suite, partly because Microsoft seems to have packed more new features and conveniences into Excel 2013 than into any of the other apps in the suite. Some of these new features add functions that Excel never had before, but most of them make it effortless to use features that took a lot of time, trouble, and expertise to use in earlier versions.

What's Obviously New
Some of the new features are obvious, such as the way Excel now opens multiple worksheets in separate Excel windows, each with its own ribbon interface, instead of as separate panes in a single Excel window sharing one ribbon. This makes it easy to manage different worksheets in a dual-monitor setup, while also bringing Excel into line with Word, which has used separate windows for separate documents for ages. Some are under the hood, including fifty new functions for use in formulas, including one that converts strings to numbers in a customizable way, so that "15%" appears as to "0.15" without requiring a trip to the "Format cell" dialog to change a cell's appearance.

Other new features streamline existing features, making it surprisingly easy for beginners to perform tasks that used to be limited to experts. When you select a block of data, a Quick Analysis icon appears at the lower right of the selection. Click on it, and Excel displays a gallery of suggested formatting, charts, totals, and much more. For example, as you move through the suggested choices, Excel displays a row or column of totals, running totals, averages, and other calculations based on the selected data.

Quick Analysis also suggests suitable charts, or custom formatting that color-codes the data, or displays icons in each cell indicating whether the number of greater or less than the preceding cell. The same gallery also suggests possible pivot tables for custom views of the data, making this feature more accessible than ever. All these various options were (and still are) available from the Ribbon if you had the knowledge and patience to find them, but now Excel goes out of its way to offer them. By the way, keyboard aficionados will be glad to know that the Quick Analysis gallery, like everything else in Excel, can be opened with a keyboard shortcut, in this case Ctrl-Q.

My favorite new feature, because it saves a tremendous amount of time-wasting effort, is called Flash Fill, and it's one of many features where Excel acts as it it's using its brain, not just its raw number-crunching power. If you have a column of first names and a column of last names, and you want a single column containing cells with a last name followed by a comma, then a first name. I used to accomplish this by copying the names into Word, combining them there by replacing tabs with commas, and then copying the results back into Excel. Now, all I need to do is go to the top row of the columns of names, containing, for example, "Arthur" and "Andersen," find an empty cell on that row, and enter "Andersen, Arthur". Then I start typing a similar combination of names on the next cell down, corresponding to the names in the second row, and Excel fills in that cell, and the whole rest of the column, with the combined names that I want. The filled-in data appears in gray until I click on an icon that invites me to confirm that I got the data I want.

You can use the same trick in reverse, too, extracting the first or last word from cells that contain multiple words, instead of combining multiple words into one cell. With some experimentation, you may find that Flash Fill is smarter than you expect. For example, if you have a column of dates such as "2012, 1995, 1987, 1990" and you enter "2000s, 1990s" in the column next to them, Excel will instantly suggest "1980s," and "1980s" to continue the series correctly.

What's Under the Hood
Some of Excel's best new features aren't visible in Excel itself because they exist only on the Web. One especially nifty feature lets you add a view-in-Excel button to almost any table that you want to include on a webpage. This can be a webpage on your own site or a blog or anywhere else. All you need to do is to visit Microsoft's site, click a few buttons to get the two chunks of HTML code that you need, and then paste that code above and below a table in a web page.

Source: http://feedproxy.google.com/~r/ziffdavis/pcmag/~3/owSp9WUPubk/0,2817,2417132,00.asp

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