Finalizing a Worksheet Practical Office 2007 Chapter 7

What’s Inside and on the CD? In this chapter, you will learn how to: Finalize your worksheets Prepare your worksheets for printing Turn your worksheets into Web pages Practical Office 2007 Chapter 7

Can I sort data in a worksheet? Data in Excel can be sorted in: Ascending order – alphabetically, A to Z Descending order – reverse alphabetically, Z to A Good practice to save worksheet before sorting data Select all columns of related data before sorting data Practical Office 2007 Chapter 7

Can I sort data in a worksheet? Cont’d. Click Undo button if you forget to select all columns before sorting Use Sort A to Z or Sort Z to A buttons on the ribbon if you want to sort data in first column Use procedure shown in the figure on the next slide to sort by other than first column, or by several columns Practical Office 2007 Chapter 7

Can I sort data in a worksheet? Cont’d. Practical Office 2007 Chapter 7

Practical Office 2007 Chapter 7 How do I create a chart? Pick chart type that suits data: Line charts used to show data that changes over time Pie charts illustrate proportion of parts to whole Bar charts (“column charts”) used to show comparisons Practical Office 2007 Chapter 7

How do I create a chart? Cont’d. To create a chart, select range of data to include in chart. Click the Insert tab, select the type of chart from the Charts group, and then select the chart Subtype If the data is not charted correctly, click the Switch Row/Column button in the Data group on the Chart Tools Design contextual tab Practical Office 2007 Chapter 7

How do I create a chart? Cont’d. By default, the chart is inserted into the current worksheet To edit completed chart, click chart border Use options on Chart Tools contextual tabs to change chart type, modify chart’s appearance, adjust chart’s data range, change other chart elements Charts can be moved or resized by dragging sizing handles Practical Office 2007 Chapter 7

How do I create a chart? Cont’d. Practical Office 2007 Chapter 7

Can I add graphics to a worksheet? Worksheet graphics used to highlight important sections, add interest, or graphically illustrate spreadsheet data. To insert Clip Art: Click cell where graphic will be placed Click Insert tab Click Clipart Choose image from available pictures Practical Office 2007 Chapter 7

Can I add graphics to a worksheet? Cont’d. Resize graphics using round “handles” on edges of selected graphic Move graphic by holding mouse button down while dragging it to new location Rotate graphic by dragging green rotate handle right or left Practical Office 2007 Chapter 7

Can I add graphics to a worksheet? Cont’d. Shapes tools allow you to draw simple lines and shapes The SmartArt button in the Illustrations group on the Insert tab allows you to insert SmartArt into your worksheet Practical Office 2007 Chapter 7

Can I add graphics to a worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I check spelling in a worksheet? Excel can check spelling of all labels in worksheet Doesn’t show misspelled words Doesn’t provide a grammar checker Important that you proofread Begin checking with any cell selected If you make A1 active cell, avoid the question in Step 2 in the figure on the following slide Practical Office 2007 Chapter 7

How do I check spelling in a worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I check spelling in a worksheet? Cont’d. If correct spelling appears in Suggestions list, click to select, then click Change button If no suggested spellings are displayed, click Not in Dictionary text box, then type correct word. Click Change button to replace misspelled word Click Ignore once button if the word is correct Practical Office 2007 Chapter 7

How do I check spelling in a worksheet? Cont’d. Click Ignore All to ignore all other occurrences of word throughout worksheet If word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled Practical Office 2007 Chapter 7

How do I test my worksheet? Always test worksheet before relying on results Possible to enter wrong value in cell, use wrong cell reference in formula, or other error Good idea to use the Save As option to rename and save extra copy of worksheet before testing Practical Office 2007 Chapter 7

How do I test my worksheet? Cont’d. One test is to enter series of consistent, easily verified values, such as 1 or 10, into data cells Another test is to enter real-world values for which you already know results Compare calculated results with real-world results This testing also helps identify formatting problems Practical Office 2007 Chapter 7

How do I test my worksheet? Cont’d. Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheet Small values, including zero, can lead to errors such as division by zero Large values can lead to results not fitting in cell where answer to be displayed In this case, make those columns wider Practical Office 2007 Chapter 7

How do I test my worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Print Preview shows how worksheet will look when printed Click the Microsoft Office button, point to Print, and then click Print Preview Can open Print Preview by clicking Preview button on Print Dialog box Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Cont’d. Zoom button toggles between close-up and normal view Click to switch between them In close-up mode, look for ##### symbol indicating columns needing to be wider Adjust margins by: Clicking Show Margins check box Position pointer over margin line to change to or Drag line to new position Release mouse button Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Cont’d. Also set margins using Page Setup dialog box Outside top and bottom margin lines control location of header and footer Inside lines control placement of worksheet data More options for controlling printed format in Page Setup dialog box Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Cont’d. Page tab contains settings for orientation and scaling Portrait orientation – vertically oriented Landscape orientation – horizontally oriented Scaling options Adjust worksheet’s overall size Force to fit within width of one page Printing large worksheet on one page makes it easier to read, as long as font legible Cancel scaling – click Adjust to option button and change to 100% normal size Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Cont’d. Margins tab allows you to specify margin settings Header/Footer tab allows you to work with headers and footers Sheet tab allows you to specify section of worksheet to print Useful for printing selected section of large worksheet Specify whether to print gridlines or row and column headings Printouts with both are useful when you want to show structure of worksheet Practical Office 2007 Chapter 7

How do I use Print Preview and Page Setup? Cont’d. Practical Office 2007 Chapter 7

How do I add headers and footers to a worksheet? Excel worksheets can contain headers and footers Header is text that appears at top of every page Footer is text that appears at bottom of every page Excel includes predefined headers and footers: Title Date Page number Practical Office 2007 Chapter 7

How do I add headers and footers to a worksheet? Cont’d. Create your own headers and footers Dialog boxes for Excel headers and footers different from Word Footers work just like headers –select appropriate footer option Custom dialog boxes have options to insert commonly used elements Practical Office 2007 Chapter 7

How do I add headers and footers to a worksheet? Cont’d. Click buttons to: Format header text Insert page numbers Insert total number of pages Insert current date Insert current time Insert file path Insert name of file Insert worksheet tab name Insert picture Format picture Practical Office 2007 Chapter 7

How do I add headers and footers to a worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I set up a multipage worksheet? Large worksheets may need additional setup to print correctly on multiple pages Use Page Break Preview to examine, and modify page breaks for logical data arrangement Good practice to include row and column labels on every printed page to assist with data identification Practical Office 2007 Chapter 7

How do I set up a multipage worksheet? Cont’d. Use Page Setup dialog box to specify order in which multipage worksheets print To view page breaks, click the View tab, then click Page Break Preview in the Workbook Views group To insert a new page break, click a location for the new page break. Click the Page Layout tab, click Breaks in the Page Setup group, then click Insert Page Break Practical Office 2007 Chapter 7

How do I set up a multipage worksheet? Cont’d. To include column or row labels on every page, use the Page Setup dialog box On Sheet tab, use Print titles text boxes to specify row and column that contain headings To specify order in which pages of multipage worksheet are printed, use Sheet tab of Page Setup dialog box In Page Order section choose Down, then over or Over, then down Practical Office 2007 Chapter 7

How do I set up a multipage worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I print a worksheet? Click Print dialog box to print single copy of current worksheet For more printing options, use advanced print options Default setting prints only current worksheet Practical Office 2007 Chapter 7

How do I print a worksheet? Cont’d. Determine what you want to print before opening Print dialog box By default, Excel prints entire active worksheet To print only a section of worksheet, select range of cells before you click File and click Print Click Selection option in Print what section of dialog box Practical Office 2007 Chapter 7

How do I print a worksheet? Cont’d. Click Active sheet(s) option in Print what section to print only current worksheet Click Entire workbook option to print all worksheets in current workbook Click Preview button to see how worksheet or workbook will look when printed If worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print Dialog box Practical Office 2007 Chapter 7

How do I print a worksheet? Cont’d. Practical Office 2007 Chapter 7

How do I save a worksheet as a Web page? You can save worksheet as Web page to post on Internet Easy way to make data accessible to large number of people Practical Office 2007 Chapter 7

How do I save a worksheet as a Web page? Cont’d. Good practice to save worksheet as normal worksheet before saving it as Web page Tables are a valuable formatting tool for creating Web pages. You can use Excel to create a table for this purpose Some formatting options available in Excel cannot be duplicated in a Web page Not all worksheets convert successfully to Web pages, so you should preview your worksheet in a Web browser to make sure the conversion is acceptable Practical Office 2007 Chapter 7

How do I save a worksheet at a Web Page? Cont’d. Tables valuable formatting tool: Select range of cells to include in table, then follow same steps to save as Web page In Save As dialog box, click Selection option, then name file and click Save Not all Excel formatting options can be duplicated in Web page Notification of any problem areas Option of canceling or continuing with save Practical Office 2007 Chapter 7

How do I save a worksheet as a Web page? Cont’d. Not all worksheets successfully convert to Web pages Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet Practical Office 2007 Chapter 7

How do I save a worksheet as a Web page? Cont’d. Practical Office 2007 Chapter 7