Exp07 e04 Ppt

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11Copyright © 2008 Prentice-Hall. All rights reserved.Committed to Shaping the Next Generation of IT Experts.

Exploring Microsoft Office Excel 2007

Chapter 4:

Working with Large

Worksheets and TablesRobert Grauer, Keith Mulbery, Judy Scheeren

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2

Objectives

Freeze rows and columns Hide and unhide rows, columns, and worksheets Protect a cell, a worksheet, and a workbook Control calculation Print large worksheets Explore basic table management Sort data Filter and total data


Freezing Rows and Columns

Freezing is the process of keeping headings on the screen at all times

Allows you to work more easily with large worksheets

You can freeze both rows and columns or just the top row or the first column


Hiding and Unhiding Rows, Columns, and Worksheets

Hidden refers to a state in which rows, columns, and sheets are invisible

Often done to conceal nonessential information, information not needed at a particular time, confidential information, or sensitive data Examples include Social Security numbers, salary or rate

of pay, pricing data, and trade secret information


Protecting a Cell, a Worksheet, and a Workbook

Protection controls can ensure the right people see only the right data

Protection is important because it can determine if users can change an element of a workbook Unauthorized users will not be able to access the

spreadsheet Authorized users can edit only designated areas


Protecting a Cell, a Worksheet, and a Workbook (continued)


Controlling Calculation

Calculation is the computation of formulas and displaying the results or values in the cells that contain the formulas

The default recalculation takes place when the cells that formula refers to change

Excel has a variety of recalculation schemes Can be accessed by clicking the Microsoft Office Button,

Clicking Excel Options, and then clicking the Formulas category


Printing Large Worksheets

Must consider Page Breaks, Page Orientation, Printing a selection, and the order in which pages print

You can adjust column widths, margins, and page orientation before printing and wasting paper


Page Breaks

Page Break Preview Shows where page breaks occur Gives you the opportunity to change them

To adjust page breaks: Click the Page Break Preview button on the status bar

If the Welcome to Page Break Preview dialog box appears, check the Do not show this dialog again box and click OK

Watermark shows the page numbers Move the dashed blue lines as appropriate to adjust

the page breaks


Page Orientation

Printing an entire worksheet on a single page is more efficient

Can be accomplished by changing the page orientation

Page orientation can be either Portrait (tall) or Landscape (wide)

To change page orientation to print more of a worksheet on a page: Click Orientation on the Page Layout tab Select Portrait or Landscape


Print a Selection

May want to print only a portion of a worksheet Select an area to print prior to actually printing To print a selection or range of a worksheet:

Select the portion of the worksheet you want to print Click the Page Layout tab and then select the Page Setup

dialog box launcher in the Page Setup group Click Print; then click Selection in the Print what section Verify the selection using Preview


Control Print Page Order

Sometimes necessary to change the order that pages print Data may make more sense if the order is changed Use to keep like data together

When you have four pages to print, you can print left to right or top to bottom

Choose order based on your worksheet data To change the print page order:

Click the Page Setup dialog box launcher of the Page Layout tab

Click the Sheet tab Change the Page Order options, as appropriate


Excel Tables

A table is an area in the worksheet that contains rows and columns of similar or related information Can be used as part of a database or organized

collection of related information Worksheet rows represent the records; worksheet

columns represent the fields in a record The first row contains the column labels or field

names Identifies data to be entered in the columns

Each row in the table contains a record


Excel Tables

Every cell in the table area, except the field names, contains a specific value for a specific field in a specific record

Every record (row) contains the same fields (columns) in the same order as every other record


Excel Tables (continued)

First row contains field names

Each row is a record


Create Tables

Create table from data already in a spreadsheet: Select the range of cells that contains the data Click the Insert tab and click Table in the Tables group

The Create Table dialog box appears; make appropriate changes Click OK to complete the table creation and display the

contextual Design tab Create table and then add the data:

Select a range of cells on a sheet Click the Insert tab and click Table in the Tables group

The Create Table dialog box appears asking for the range of data for the table

Click OK to display the contextual Design tab


Add, Edit, or Delete Records and Fields Edit any field in any record in the same way you

change entries in a spreadsheet Click on the field (cell) of the data to be edited Edit the data as desired Press Enter to accept change

Add records as your data table expands Select a cell in the record below where you want the new

record inserted Open the Insert drop-down list in the Cells group on the

Home tab Select Insert Table Rows Above


Add, Edit, or Delete Records and Fields (continued)

Delete records as your data table contracts Select the record to be deleted Open the Delete drop-down list in the Cells group on the

Home tab Select Delete Table Rows

To delete one or more fields from a table: Select the column or columns to be deleted Open the Delete drop-down list in the Cells group on the

Home tab Select Delete Table Columns


Find and Replace

Find and Replace allows global editing of data

The field shown in column H is each player’s class

Find and Replace is used to advance the class level at the end of each school year


Format the Table

Make tables more attractive, easier to read and emphasize important data

Standard types are also available for use with tables Cell height and width are available in the Format drop-

down list of the Cells group on the Home tab Other options available in the Cell Styles gallery of the

Styles group on the Home tab Other options are present in the Number, Alignment,

and Font groups of the Home tab


Sorting Data

Sorting arranges records in a table by the value in field(s) within a table

The sort command puts lists in ascending or descending order according to specified keys

Keys are the fields on which records are sorted


Sorting Data (continued)

Sorted by instrument Sorted by class


Multiple Level Sorts

A single key does not always uniquely identify a record

Using multiple level sorts allows differentiation among records with the same data in the first key

Example─when the table includes last name and first name fields There are multiple records where the last name is

not unique Need to use first name field to differentiate


Multiple Level Sorts


Filtering and Totaling Data

Data refers to a fact or facts about a specific record or sets of records

Information is data that has been arranged in some form and viewed as useful


Use AutoFilters

A quick way to display a subset of data from a table

Filtered data displays only the records that meet the criteria you specify

To apply a simple AutoFilter to a data table, click the arrow in the column header


Using AutoFilters (continued)

Filter drop-down list

List filtered to display only juniors


Using Multiple AutoFilters

Multiple AutoFilters can be used to return a more specific result by applying a filter on more than one criteria

Filters are additive, which means that each additional filter is based on the current filtered data and further reduces a data subset

Repeat the steps described above until the subset of data is exactly what is desired


Multiple AutoFilters (continued)

Filters applied until the data shows only records for those who play snare drum and are juniors


Insert Column Totals

Some fields may require calculation in order to best display some or all of the data contained in the table

To insert column totals: Select a cell in the table and be sure the Design

Tab is available Place a check mark in the Total Rows box of the

Table Style options of the Design tab


Create a Summary Report

Compute subtotals for groups of records within a list

Subtotals command inserts a subtotal row into the list when the value of a designated field, such as Class, changes from one record to the next

Grand total is displayed after the last record


Create a Summary Report

Shows subtotals by Class


Create a Summary Chart


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Exp07 e04 Ppt