Computer Fundamentals Spreadsheets II

Charts Powerful Charting tool Simplest way to use is to generate data to plot Select range and use chart wizard Chart option on the Insert Tab Different chart types are available (Line, Column, Pie etc.)

Charts If a chart of subtotals is to be created, the unnecessary levels of detail have to be hidden using the outline

Chart Wizard Select the required Chart Type A preview will appear of what your graph will look like with the currently selected type

Chart Wizard Confirm that the data range is correct Make sure the row/column selection is correct

Chart Wizard Adjust the various chart options to suit on the Layout Tab (Chart Title, Axis Titles, Legend, Data Labels)

Chart Wizard Adjust the various chart options to suit on the Design Tab (i.e. Axis Titles etc.)

Chart Wizard Move the location of the Chart. Go to the Design Tab. Click on Move Chart Option

Data Manipulation Excel has some fairly powerful data manipulation tools Sorting Data Filtering Results Subtotals Grouping Also possible to retrieve data from databases to populate a spreadsheet Features available from the Data menu

Sorting Data Columns in a worksheet can be sorted alphabetically, ascending or descending This feature is available from the Data tab

Filtering Filtering produces a subset of data from a list according to a set criteria This is available from the Data menu For easy queries use Filter (Number filters) For more complex queries use the Advanced on the Sort & Filter Option on the Data Tab

Formatting Many options available Standard font formatting through windows Cell borders and background can be set Can align the text within the cell to a multitude of positions within the cell Text wrapping Conditional Formatting

Conditional Formatting Set the format depending on the value of the cell Relatively new feature This feature can be found on the Home Tab/Styles Option

Using a Spreadsheet in Other applications Can copy your spreadsheet to use in other applications Select the cells that you wish to copy Several options when pasting Choose paste special and you are able to select the format

Paste Options Pasting as Excel object actually pastes a spreadsheet It is possible then to open the spreadsheet from where it is pasted to change the information This is called embedding an object – in this case an Excel Spreadsheet Other options just paste the data or image directly Also can paste a link to the spreadsheet Inserts a reference to your data As this ‘points’ to the information it always stays up to date with any changes you make with the spreadsheet file.

Subtotals This tool is used to automatically introduce subtotals and a grand total in a list In order to use the Subtotals tool, the list will have to be sorted first, since a new subtotal is calculated each time there is a change of values “Subtotals” is available from the Data tab and the Outline Option

Subtotals II Subtotals is available from the Data tab and the Outline Option

Subtotals III Subtotals are added after there is a change in a particular column A grand total is inserted at the end An outline is created

Outline An outline for the data allows to show and hide levels of detail Outlines can only exist for data in list format

Macros Many tasks are repeated many times Macros allow common tasks to be automated The simplest way is to record a sequence of actions Excel converts this into Visual Basic code can then be re-used Sequentially ‘steps’ through each line

Recording a Macro - I If the Developer tab is not available, click on File, and then click Options. In the Customize Ribbon category, select the Developer check box, and then click OK.

Recording a Macro - II Need to set the security level temporarily to enable all macros On the Developer tab, in the Code group, click Macro Security. Under Macro Settings, click Enable all macros (not recommended, potentially dangerous code can run), and then click OK.  Note   To help prevent potentially dangerous code from running it is recommended that you return to any one of the settings that disable all macros after you finish working with macros

Recording a Macro - III From the Developer tab, Select Record Macro from Code group Enter a name for the macro and hit ok Once you have finished the actions you want to record push the Stop Recording button

Running a Macro - IV Select the macro that has been recorded from the list in the dialog. It is also possible View the macro code Edit and change the macro

Viewing a Macro