Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.1 Exploring Microsoft Office Excel Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Chapter 4: Working with Large Worksheets and Tables Robert Grauer, Keith Mulbery, Judy Scheeren

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.2 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

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.3 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

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.4 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

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.5

6 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

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.7 Printing Large Worksheets  Page Breaks, Page Orientation, Printing a selection, and the order in which pages print must be considered  You can adjust column widths, margins, and page orientation before printing to avoid wasting paper

 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 message 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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 8

 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 Setup group on Layout tab ◦ Select Portrait or Landscape Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.9

10 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 ◦ Click Print in the Print group on the Print Preview tab.

 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 on the Page Layout tab ◦ Click the Sheet tab ◦ Change the Page Order options, as appropriate Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.11

 A table is an area in the worksheet that contains rows and columns of 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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.12

 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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.13

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.14 First row contains field names Each row is a record

 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 opens; 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, the contextual Table Tools Design tab becomes active once the table is created Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.15

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.16 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 ◦ Click the Insert down arrow in the Cells group on the Home tab ◦ Select Insert Table Rows Above

 Delete records as your data table contracts ◦ Select the record to be deleted ◦ Click the Delete arrow 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 ◦ Click the Delete down arrow in the Cells group on the Home tab ◦ Select Delete Table Columns Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.17

 Find and Replace enables 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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 18

 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 in 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 on the Home tab Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.19

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.20 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 sort files

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.21 Sorted by instrumentSorted by class

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.22 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 (primary) sort field  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

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 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  A filter is a condition that displays a subset of data meeting your specifications. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.24

 You can use AutoFilter to set a filter 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 filter in the header row Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.25

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.26 Filter drop- down list List filtered to display only juniors

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.27 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

 Filters applied until the data shows only records for those who play snare drum and are juniors Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 28

 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 Table tools Design tab is available ◦ Click the Total Row check box on the Table Style Options group on the Design tab. Excel inserts a total row and totals the last column using the SUBTOTAL function. ◦ Click in the total cell to see a drop-down arrow. ◦ Click the drop-down arrow to select another function, such as Average, or select None to remove the total if it is not relevant to that column. ◦ Click in other cells on the total row and repeat step 4 to apply totals to other columns. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.29

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.30 Create a Summary Report  Compute subtotals for groups of records within a range of data  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

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.31 Shows subtotals by Class

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.32