IC 3 BASICS, Internet and Computing Core Certification Key Applications Lesson 11 Organizing the Worksheet

Organizing the Worksheet – Lesson 112 Objectives Insert and delete rows and columns. Clear and delete data. Copy and move data. Fill the same data in adjacent cells. Fill a data series in adjacent cells. Create multiple worksheets. Hide and unhide columns and rows. Freeze and unfreeze columns and rows. Sort data. Change the page setup. Print the worksheets.

Organizing the Worksheet – Lesson 113 Insert and Delete Rows and Columns When you insert or delete cells in an Excel worksheet, all existing data is shifted in some direction. When you insert a row, all data below the new row is shifted down one row. Excel automatically updates cell references. You can insert and delete rows and columns several ways: Using commands on the Edit menu Using commands on the Insert menu Using the column and row labels You can insert multiple rows at one time.

Organizing the Worksheet – Lesson 114 Insert and Delete Rows/Columns You can click inside any cell, then click the Edit menu, and then choose Delete. When the dialog box at right appears, select the Entire row or Entire column option to delete the object of your choice. You can click in any cell, then click the In- sert menu, then select Rows or Columns to insert a new row above the existing row or to the left of the existing column. Click on a column or row label to select the column or row. Click the Insert menu and select Rows or Columns to insert a new row or column.

Organizing the Worksheet – Lesson 115 Delete Data from a Worksheet To delete cell contents, but leave the formatting intact: Select the cell and press the Backspace or Delete key. This clears the contents of the cell, but not the format. If you enter new data, it is formatted the same way as the old data. To remove the format from a cell and leave the contents: Select the cell, press the Edit menu, point to Clear, and select Format. This removes the format, but leaves the data intact.

Organizing the Worksheet – Lesson 116 Copy and Move Data To copy data from one or more cells to other cells: Select the cells to be copied. Click the Copy button on the toolbar. Place the pointer in the new cell. Press the Paste button on the toolbar. To move data from one or more cells to other cells: Follow the same steps as above, but click the Cut button on the toolbar instead of the Copy button.

Organizing the Worksheet – Lesson 117 Using Cut, Copy, and Paste When you use Cut and Copy to move or copy data, the cells you have selected will display an animated border, as shown below, when you click the toolbar button. This clearly shows you which cells are being affected by the operation. When you move or copy data, the cell formats are also moved and copied. Additionally, the data being moved or copied will replace any existing data in the new destination cells. If you don’t want to lose that data, move it to different cells before executing the paste command.

Organizing the Worksheet – Lesson 118 Use AutoFill to Fill Data in Adjacent Cells You can also copy data using fill commands. This can only be used when the destination cells are adjacent to the source cells. You can fill data up or down in the same column. You can fill data left or right in the same row. To fill adjacent cells: Select the source cell. A small black handle will appear in the lower right corner. Drag the fill handle in the desired direction.

Organizing the Worksheet – Lesson 119 Using AutoFill In this example, a cell has been selected. Note the fill handle. When you drag the fill handle down as shown here, it becomes a plus sign, and a ScreenTip becomes visible indicating what value is being filled in the selected cells. Release the mouse button to fill the cells. Display the AutoFill options box shown here to specify cell content as fill only or content and format.

Organizing the Worksheet – Lesson 1110 Use Help to Learn Other Fill Techniques The Fill command can also be used to fill cells with a series of numbers and increase or decrease cell content in increments based on the contents of the source cells. To use Help to learn more about Fill commands: 1. Click the Help menu and choose Microsoft Excel Help. 2. Click the Index tab to show the dialog box at right. 3. Enter fill in the Type keywords text box. 4. Click the Search button to see a list of topics related to Fill. 5. Click on a topic to read about it.

Organizing the Worksheet – Lesson 1111 Fill a Data Series in Adjacent Cells You can use the fill feature to fill in a series of numbers and dates. To do so, a pattern must be established in the initially selected cells. When you drag the fill handle, the pattern is continued. When you drag the handle down, the series increases. When you drag the handle up, the series decreases.

Organizing the Worksheet – Lesson 1112 Create Multiple Worksheets When you open a new worksheet, it is automatically set up with three worksheets in it. Excel documents are called workbooks, and each workbook contains worksheets. A tab for each worksheet is visible at the bottom of the screen. Click on a tab to switch to that worksheet. Double-click the tab to enter a new name. Insert additional worksheets using the Worksheet option on the Insert menu.

Organizing the Worksheet – Lesson 1113 Worksheet Tabs The figure below shows a workbook with three worksheet tabs and their default names. Double-click on a tab and type a new name to rename it. Click any tab to view that worksheet. You can delete an unused sheet by clicking the tab, clicking the Edit menu, and then selecting Delete Sheet.

Organizing the Worksheet – Lesson 1114 Hide and Unhide Columns and Rows Excel allows you to temporarily remove rows and columns from display. This is handy when working with a very wide spreadsheet and you only need to work on specific columns. It is also helpful in printing only a portion of the worksheet. To hide a column: Click the label for the column. Click the Format menu, point to Column, then click Hide. To redisplay a hidden column: Select the columns outside the hidden cells. Click the Format menu, point to Column, then click Unhide. The same technique is used for hiding and redisplaying rows.

Organizing the Worksheet – Lesson 1115 A Worksheet with Hidden Columns Note in the figure below that columns B and C are hidden. This allows someone to work with the data in columns A, D, and E without being distracted by other data in between. To redisplay the missing data, click the labels for columns A and D to select them, click the Format menu, point to Column, then click Unhide.

Organizing the Worksheet – Lesson 1116 Freeze Columns and Rows Worksheets frequently become so large as you scroll down to see data that you lose the column headers or labels. Freezing columns and rows can fix that problem. You can use the Freeze command for all rows above a selected row. You can use the Freeze command for all columns to the left of a selected column. Select a column or row. Click the Window menu, then click Freeze Panes. Use the Unfreeze Panes option to restore normal scrolling.

Organizing the Worksheet – Lesson 1117 Sort Data Using a Single Sort Field You can sort Excel data by selecting a column to sort on. The data in all rows will move accordingly with the sorted field. Click the Sort Ascending button to sort the data A to Z or smallest to largest. Click the Sort Descending button to sort Z to A or largest to smallest. Excel can determine whether your work- sheet has a header row and will not include that row in the sort process.

Organizing the Worksheet – Lesson 1118 Sort Data Using Multiple Sort Fields If you need to sort on more than one field, click the Data menu, then click Sort to open the dialog box shown here. You can sort up to three different columns in ascending or descend- ing order. Click the list arrow at the right side of each sort box to select the columns. Indicate whether you have a headers row here.

Organizing the Worksheet – Lesson 1119 Use Print Preview Excel has a Print Preview mode that you can access from the Print Preview button on the Standard toolbar. This allows you to see the worksheet as it will look when it is printed. This provides an opportunity to look for errors in layout before printing multiple copies of a defective worksheet. Use the Page Setup dialog box to fix any errors in layout that you spot.

Organizing the Worksheet – Lesson 1120 Change the Page Setup Click the File menu, then Page Setup to open the Page Setup dialog box. Click the Page tab if necessary. If Print Preview showed that a column or two would not fit on the same page as the rest of the data: Change the Scaling option to Fit to. Or change the orientation to Landscape to make the paper wider than it is tall.

Organizing the Worksheet – Lesson 1121 The Page Setup Dialog Box Use the Page tab of the Page Setup dialog box to change the orientation used for printing your worksheet. Change the Scaling options to make more data fit on the same page. Choose the paper size here.

Organizing the Worksheet – Lesson 1122 Center the Worksheet on the Page This figure shows the Margins tab of the Page Setup dialog box. Change the page margin settings here. Center the worksheet data horizontally, vertically, or both.

Organizing the Worksheet – Lesson 1123 Add Headers and Footers to Your Worksheet A header is data that appears at the top of every page when the worksheet is printed. Footers contain data that prints at the bottom of every page. Headers and footers are only visible in Print Preview mode or when the worksheet is actually printed. Headers and footers are used to provide descriptive text as to what the purpose of the workbook is for, to show the date it was printed, or for other reasons.

Organizing the Worksheet – Lesson 1124 Header and Footer Setup This figure shows the Header and Footer tab of the Page Setup dialog box. Click the drop-down arrows on the Header and Footer list boxes to see a set of pre- defined formats that you can select from. If none of those are acceptable, click the Custom Header and Custom Footer buttons to define your own.

Organizing the Worksheet – Lesson 1125 Print the Worksheet Click the Print button on the Standard toolbar to print the worksheet with default settings. Click the File menu, then Print to open the Print dialog box to Print the entire worksheet. Print a selected area of the worksheet. Print multiple copies. Excel determines where page breaks should occur, but you can set your own if you don’t like where Excel sets them.

Organizing the Worksheet – Lesson 1126 The Print Dialog Box This figure shows the Print dialog box where you can customize what is sent to the printer. Specify how many copies to print. Specify the print range. Specify what to print.

Organizing the Worksheet – Lesson 1127 A Print Preview with Headers, Footers, and Page Break This shows a worksheet in Print Preview mode. Note the header at the top of the page and the footer at the bottom. This worksheet has also had a manual page break inserted which is not shown in the figure itself.

Organizing the Worksheet – Lesson 1128 Additional Options for Worksheet Data In addition to the topics covered so far, you can also set other options for your data, including Cell borders and shading. Show or hide gridlines when printing. Create and apply text styles. Adjust cell alignments. Repeat rows and columns.

Organizing the Worksheet – Lesson 1129 Summary When you insert or delete rows and columns, all existing data is shifted up, down, left, or right. To reorganize a worksheet, you can delete, copy, or move the data. The AutoFill command enables you to copy data from one cell to another or enter certain kinds of data such as months, days of the week, or a series of numbers. You can add one or several worksheets to a workbook, and you can rename each worksheet. Freezing a column or row enables you to keep the column and row labels visible as you scroll through a worksheet.

Organizing the Worksheet – Lesson 1130 Summary (continued) Hiding columns and rows temporarily removes them from the display. This can be helpful when you are working with a wide spreadsheet or you do not need to view all of the columns or rows. The sort feature provides options for organizing worksheet data numerically or alphabetically. You can sort the data based on a single column, or you can sort the data based on multiple criteria.

Organizing the Worksheet – Lesson 1131 Summary (continued) Before you print, you can preview the worksheet on the screen to see what it will look like when it is printed. You can change the page orientation or use the Fit to feature to fit all of the data on one page. You can choose to print the active worksheet only, or you can choose to print all worksheets in a workbook.