1 Excel Lesson 6 Enhancing a Worksheet Microsoft Office 2010 Introductory Pasewark & Pasewark

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 222 Objectives Sort and filter data in a worksheet. Apply conditional formatting to highlight data. Hide worksheet columns and rows. Insert a shape, SmartArt graphic, picture, and screenshot in a worksheet. Use a template to create a new workbook.

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 333 Objectives (continued) Insert a hyperlink in a worksheet. Save a workbook in a different file format. Insert, edit, and delete comments in a worksheet. Use the Research task pane.

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data Sorting rearranges data in a more meaningful order. In an ascending sort, data with letters is arranged in alphabetical order (A to Z), numbers are arranged from smallest to largest. The reverse order occurs in a descending sort. 444

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data Descending order sort arranges data with letters from Z to A, data with numbers from highest to lowest, and data with dates from oldest to newest. 555

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data When you sort data contained in columns of a worksheet, Excel does not include the column headings. To sort data, you first click a cell in the column by which you want to sort a range of data. Click the Data tab on the Ribbon. In the Sort and Filter group, click ascending or descending sort. 666

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data You can sort by more than one column of data. The columns will be sorted in order by the first-level sort criteria first, and then by the second-level sort criteria. 777

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data Example: You might want to sort a list of names in alphabetical order by last name and then within last names by first name. In this case, you need to create a sort with different levels of criteria. The last name is the first-level sort and the first name is the second-level sort. 888

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data If data is formatted with different font or fill colors, you can sort the data by color. 999

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Sorting Data (continued) Sort dialog box 10

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Filtering Data Filtering displays a subset of data that meets certain criteria and temporarily hides the rows that do not meet the specified criteria. You can filter by value, by criteria, or by color. 11

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Filtering Data Filtering data will not remove errors. On the Data tab of the Ribbon, click the Filter button. Filter arrows appear in the lower- right corners of the cells with column headings. When you click a filter arrow, the AutoFilter menu for that column appears. 12

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Filtering Data The AutoFilter menu displays a list of all the values that appear in that column along with additional criteria and color filtering options. When you want to see all the data in a worksheet again, you can restore all the rows by clearing the filter. Click the filter arrow and then click the Clear Filter From. 13

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Filtering Data (continued) AutoFilter menu 14

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 15 Applying Conditional Formatting Conditional formatting changes the appearance of cells that meet a specified condition. To add conditional formatting, select the range you want to analyze. In the styles group on the Home tab, click the Conditional Formatting button.

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 16 Applying Conditional Formatting The Highlight Cells Rules format cells based on comparison operators such as greater than, less than, between, and equal to. – Highlights worksheet data by changing the look of cells that meet a specified condition.

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 17 Applying Conditional Formatting The Top/Bottom Rules format cells based on their rank, such as the top 10 items, above average or below average.

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 18 Hiding Columns and Rows Hiding a row or column temporarily removes it from view. Hiding rows and columns enables you to use the same worksheet to view different data. To hide data, select the rows or columns you want to hide, and then right-click the selection. On the shortcut menu that appears, click Hide. 18

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 19 Adding a Shape to a Worksheet Shapes, such as rectangles, circles, and arrows can help make a worksheet more informative. To open the Shapes gallery, click the Insert tab on the Ribbon, and then in the Illustrations group, click the Shapes button. 19

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 20 Adding a Shape to a Worksheet You can make a perfect square or circle by pressing and holding the shift key as you drag in the worksheet to draw the shape. When the shape is selected, the Drawing Tools appears on the Ribbon and contain the Format contextual tab. 20

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 21 Adding a Shape to a Worksheet Shapes are inserted in the worksheet as objects. An object is anything that appears on the screen that you can select and work with as a whole. When you no longer need a shape or any other object in a worksheet, you can delete it. First, click the object to select it, then press the Delete key. 21

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Adding a Shape to a Worksheet (continued) Shapes gallery 22

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 23 Adding a SmartArt Graphic to a Worksheet SmartArt graphics enhance worksheets by providing a visual representation of information and ideas. SmartArt graphics are often used for organizational charts, flowcharts, and decision trees. 23

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 24 Adding a SmartArt Graphic to a Worksheet To insert a SmartArt graphic, click the SmartArt button in the Illustrations group on the Insert tab. The choose a SmartArt Graphic dialog box appears. When the SmartArt graphic is selected, SmartArt Tools appear on the Ribbon and contain the Design and Format contextual tabs. 24

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Adding a SmartArt Graphic to a Worksheet (continued) Choose a SmartArt Graphic dialog box 25

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 26 Adding a Picture to a Worksheet A picture is a digital photograph or other image file. You can insert a picture in a worksheet by using a picture file, by using the Clip Art task pane, or from Office.com. 26

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 27 Adding a Picture to a Worksheet To insert a picture from a file, click the Picture button on the Illustrations group on the Insert tab of the Ribbon. A picture is inserted in the workbook as an object. format As with shapes, you can move, resize, or format the picture to fit your needs. 27

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 28 Adding a Picture to a Worksheet The Format tab contains tools to edit and format the picture. If you want to adjust the brightness and contrast of a picture, you access the Format Contextual tab, and use the tools in the Adjust group to change the brightness and contrast. 28

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 29 Adding a Picture to a Worksheet If you want to change a picture’s shape and border, you access the Format Contextual tab and use the tools in the Picture Styles group to change the shape and color. 29

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 30 Adding a Picture to a Worksheet All images are protected by a copyright law. You cannot download and use a picture you find on a Website without permission. Some Web sites offer free images for noncommercial use. Others offer images you purchase for a fee. 30

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 31 Adding a Screenshot or Screen Clipping to a Worksheet A screenshot is a picture of all or part of something you see on your monitor. When you take a screenshot, you can include everything visible on your monitor or a screen clipping, which is the area you choose to include. 31

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Adding a Screenshot or Screen Clipping to a Worksheet (continued) Screen clipping inserted in the worksheet 32

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 33 Using a Template Templates are predesigned workbook files that you can use as the basis or model for new workbooks. The template includes all the parts of a workbook that will not change, such as text labels, formulas, and formatting. Excel includes a variety of templates, which you access from the New tab in Backstage view. 33

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory Using a Template (continued) New tab in Backstage view 34

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 35 Inserting a Hyperlink A hyperlink is a reference in a workbook that opens another file or page when you click it. You can create hyperlinks that opens a Web page, a file, a specific location in the current workbook, a new document, or an address when you click it. 35

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 36 Inserting a Hyperlink The worksheet cell is the hyperlink, not the contents entered in that cell. To create or edit a hyperlink, you use the Hyperlink button on the Insert tab of the Ribbon. 36

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 37 Inserting a Hyperlink In order to access the Insert Hyperlink you: 1. Click the cell you want to use for the hyperlink. On the Insert tab of the Ribbon, in the Links group, click the Hyperlink button. 2. Right-click the cell or object, and then click Hyperlink on the shortcut menu. 37

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 38 Inserting a Hyperlink 3. In order to enter a ScreenTip to go with your Hyperlink, you would click Screen Tip in the dialog box. The Set Hyperlink Screen Tip Dialog Box will appear. 38

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 39 Saving a Workbook in a Different Format Excel workbooks can be saved in different file formats so that they can be opened in other programs. 39

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 40 Working with Comments A comment is a note attached to a cell that you can use to explain or identify information contained in the cell. All of the comments tools are located on the Review tab of the Ribbon. To edit a comment, click the cell that contains the comment. Then click the Edit Comment button on the Review tab. 40

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 41 Working with Comments Note: If you are working on another worksheet that belongs to someone else and you enter a comment, the username in the comment box will match the user name entered for that copy of Excel. If you want to change the username, click the File tab, and then click Options in the navigation bar. 41

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 42 Working with Comments You can show or hide all the comments in a worksheet by toggling the Show All comments button on the comments group. 42

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 43 Using the Research Task Pane The Research task pane provides access to information typically found in references such as dictionaries and encyclopedias. In Excel, the Research task pane also provides numerical data typically used in a worksheet, such as statistics or corporate financial data. To open the Research task pane, click the Review tab on the Ribbon, and then, in the Proofing group, click the Research button. 43

Excel Lesson 6 Pasewark & Pasewark Microsoft Office 2010 Introductory 44 Using the Research Task Pane You can change which reference books and research sites are available from the Research task pane by clicking the Research options link at the bottom of the task pane. 44