8.03 Spreadsheet Operations

Spreadsheet Operations— increase . . . . . the efficiency of data entry the performing of calculations, and the presentation of information.

Types of Spreadsheet Operations Sorts Primary Sort Secondary Sort Freeze Panes Fill Series Print Print Preview Print a Selection Linking and Embedding Target Source

Sorts A Sort-arranges data in alphabetical or chronological order Ascending Descending Examples of: Alphabetical order—Ascending A to Z Alphabetical order—Descending Z to A Numerical order—Ascending 1 to 10 Numerical order—Descending 10 to 1

Sorts Primary sort – indicates the primary order for data Also known as a single sort (i.e., last name) Secondary sort – indicates the next order of data after the primary. Also known as a multiple sort (i.e., first name) Examples of primary and secondary sort: Smith, Chris Smith, Ryan Stevens, John Can you answer this question?: Mr. Smith sorted the student athletes in order by GPA, last name, first name, and homeroom. GPA is an example of which part of the sort operation?

Freezing Panes Allows the user to work in multiple areas of a large spreadsheet Focus the view on specific cell ranges. Freezing Panes allows the row and/or columns labels or titles to remain stationary on the screen while you scroll. Examples: John arranged his spreadsheet so that he could view the cell range B1:B10 and Row 3 while he worked in cells on Row 180. He would Freeze the Panes so he could see Row 3 and Row 180 at the same time. Example 2: If Sue wants to keep rows and columns visible so they don’t scroll off the screen as she moves around on the worksheet, she would use the Freeze Panes operation. 8.03 Spreadsheet Operations

Fill Series Used to fill a column or row with consecutive data Examples: the days of the week Months of the year Numerical numbers (Such as check numbers) Important: these cell must be adjacent (next to each other)

Fill Handle the Fill Handle is used to create the continuation of a data series. The Fill Handle is the square located at the bottom right of the cell. Click and drag on the Fill Handle to complete the series

Fill Examples Date Series Months Series Years Series

Printing a Spreadsheet Printing is used to provide a hard copy. Print preview is used to view how data is represented on paper. Print a selection is used to print a portion of a spreadsheet

Printing Options Portrait — paper taller than wide (8.5x11) To print all of the column headings at the top of each page: File, Page Setup, Sheet, Print Titles Portrait — paper taller than wide (8.5x11) Landscape — paper wider than tall (11x8.5) To print with or without gridlines or with or without row and column headings:

Linking and Embedding Linking and/or Embedding are used to integrate spreadsheet data with other software applications. Two items needed for either process: Target document Source document

Linking Linking maintains a connection between two files or objects: 1. the Source in which it is created 2. the Target into which it is inserted The linked object in the Target file will be updated when the Source file is updated. Example: A word processing document (target) may contain a link to a spreadsheet (source) that will update anytime the spreadsheet data is edited.

Linked Object An object created and inserted into the presentation file. Maintains a connection between the original and destination file. (Source) Can be updated when the original source file is updated. A linked object means that the container (presentation file) merely saves the actual filename, as opposed to the whole file. If linked, make sure the presentation, including all supporting files are packaged before saving to another computer. 8.03 Spreadsheet Operations

Embedded Objects Embedding does NOT maintains a connection between two files or objects: Once embedded, the object becomes part of the destination/target file. Changes made to the embedded object are reflected in the destination/target file. Does NOT Maintains a connection between the source/original and destination/target file. An embedded object is actually stored in the container (presentation file) rather than pointing to a linked document or file somewhere else. 8.03 Spreadsheet Operations

Embedding examples: An embedded spreadsheet is converted into a graphic image when placed in a Target document and does NOT change to reflect edits made at the Source. (2) To ensure that an object does NOT change in a word processing document when it is edited in the spreadsheet of its original creation, the object must be embedded in the word processing document.

Linked vs Embedded Objects Difference between linked objects and embedded objects. Where you store data. How you update the data after placing it in the file. http://office.microsoft.com/en-us/powerpoint-help/about-linked-objects-and-embedded-objects-HP005243149.aspx 8.03 Spreadsheet Operations