1. Finalizing a Worksheet
Practical Office 2007 Chapter 7

2. What’s Inside and on the CD?
In this chapter, you will learn how to:
Finalize your worksheets
Prepare your worksheets for printing
Turn your worksheets into Web pages
Practical Office 2007 Chapter 7

3. Can I sort data in a worksheet?
Data in Excel can be sorted in:
Ascending order – alphabetically, A to Z
Descending order – reverse alphabetically, Z to A
Good practice to save worksheet before sorting data
Select all columns of related data before sorting data
Practical Office 2007 Chapter 7

4. Can I sort data in a worksheet? Cont’d.
Click Undo button if you forget to select all columns before sorting
Use Sort A to Z or Sort Z to A buttons on the ribbon if you want to sort data in first column
Use procedure shown in the figure on the next slide to sort by other than first column, or by several columns
Practical Office 2007 Chapter 7

5. Can I sort data in a worksheet? Cont’d.
Practical Office 2007 Chapter 7

6. Practical Office 2007 Chapter 7
How do I create a chart?
Pick chart type that suits data:
Line charts used to show data that changes over time
Pie charts illustrate proportion of parts to whole
Bar charts (“column charts”) used to show comparisons
Practical Office 2007 Chapter 7

7. How do I create a chart? Cont’d.
To create a chart, select range of data to include in chart. Click the Insert tab, select the type of chart from the Charts group, and then select the chart Subtype
If the data is not charted correctly, click the Switch Row/Column button in the Data group on the Chart Tools Design contextual tab
Practical Office 2007 Chapter 7

8. How do I create a chart? Cont’d.
By default, the chart is inserted into the current worksheet
To edit completed chart, click chart border
Use options on Chart Tools contextual tabs to change chart type, modify chart’s appearance, adjust chart’s data range, change other chart elements
Charts can be moved or resized by dragging sizing handles
Practical Office 2007 Chapter 7

9. How do I create a chart? Cont’d.
Practical Office 2007 Chapter 7

10. Can I add graphics to a worksheet?
Worksheet graphics used to highlight important sections, add interest, or graphically illustrate spreadsheet data. To insert Clip Art:
Click cell where graphic will be placed
Click Insert tab
Click Clipart
Choose image from available pictures
Practical Office 2007 Chapter 7

11. Can I add graphics to a worksheet? Cont’d.
Resize graphics using round “handles” on edges of selected graphic
Move graphic by holding mouse button down while dragging it to new location
Rotate graphic by dragging green rotate handle right or left
Practical Office 2007 Chapter 7

12. Can I add graphics to a worksheet? Cont’d.
Shapes tools allow you to draw simple lines and shapes
The SmartArt button in the Illustrations group on the Insert tab allows you to insert SmartArt into your worksheet
Practical Office 2007 Chapter 7

13. Can I add graphics to a worksheet? Cont’d.
Practical Office 2007 Chapter 7

14. How do I check spelling in a worksheet?
Excel can check spelling of all labels in worksheet
Doesn’t show misspelled words
Doesn’t provide a grammar checker
Important that you proofread
Begin checking with any cell selected
If you make A1 active cell, avoid the question in Step 2 in the figure on the following slide
Practical Office 2007 Chapter 7

15. How do I check spelling in a worksheet? Cont’d.
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16. How do I check spelling in a worksheet? Cont’d.
If correct spelling appears in Suggestions list, click to select, then click Change button
If no suggested spellings are displayed, click Not in Dictionary text box, then type correct word. Click Change button to replace misspelled word
Click Ignore once button if the word is correct
Practical Office 2007 Chapter 7

17. How do I check spelling in a worksheet? Cont’d.
Click Ignore All to ignore all other occurrences of word throughout worksheet
If word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled
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18. How do I test my worksheet?
Always test worksheet before relying on results
Possible to enter wrong value in cell, use wrong cell reference in formula, or other error
Good idea to use the Save As option to rename and save extra copy of worksheet before testing
Practical Office 2007 Chapter 7

19. How do I test my worksheet? Cont’d.
One test is to enter series of consistent, easily verified values, such as 1 or 10, into data cells
Another test is to enter real-world values for which you already know results
Compare calculated results with real-world results
This testing also helps identify formatting problems
Practical Office 2007 Chapter 7

20. How do I test my worksheet? Cont’d.
Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheet
Small values, including zero, can lead to errors such as division by zero
Large values can lead to results not fitting in cell where answer to be displayed
In this case, make those columns wider
Practical Office 2007 Chapter 7

21. How do I test my worksheet? Cont’d.
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22. How do I use Print Preview and Page Setup?
Print Preview shows how worksheet will look when printed
Click the Microsoft Office button, point to Print, and then click Print Preview
Can open Print Preview by clicking Preview button on Print Dialog box
Practical Office 2007 Chapter 7

23. How do I use Print Preview and Page Setup? Cont’d.
Zoom button toggles between close-up and normal view
Click to switch between them
In close-up mode, look for ##### symbol indicating columns needing to be wider
Adjust margins by:
Clicking Show Margins check box
Position pointer over margin line to change to or
Drag line to new position
Release mouse button
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24. How do I use Print Preview and Page Setup? Cont’d.
Also set margins using Page Setup dialog box
Outside top and bottom margin lines control location of header and footer
Inside lines control placement of worksheet data
More options for controlling printed format in Page Setup dialog box
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25. How do I use Print Preview and Page Setup? Cont’d.
Page tab contains settings for orientation and scaling
Portrait orientation – vertically oriented
Landscape orientation – horizontally oriented
Scaling options
Adjust worksheet’s overall size
Force to fit within width of one page
Printing large worksheet on one page makes it easier to read, as long as font legible
Cancel scaling – click Adjust to option button and change to 100% normal size
Practical Office 2007 Chapter 7

26. How do I use Print Preview and Page Setup? Cont’d.
Margins tab allows you to specify margin settings
Header/Footer tab allows you to work with headers and footers
Sheet tab allows you to specify section of worksheet to print
Useful for printing selected section of large worksheet
Specify whether to print gridlines or row and column headings
Printouts with both are useful when you want to show structure of worksheet
Practical Office 2007 Chapter 7

27. How do I use Print Preview and Page Setup? Cont’d.
Practical Office 2007 Chapter 7

28. How do I add headers and footers to a worksheet?
Excel worksheets can contain headers and footers
Header is text that appears at top of every page
Footer is text that appears at bottom of every page
Excel includes predefined headers and footers:
Title
Date
Page number
Practical Office 2007 Chapter 7

29. How do I add headers and footers to a worksheet? Cont’d.
Create your own headers and footers
Dialog boxes for Excel headers and footers different from Word
Footers work just like headers –select appropriate footer option
Custom dialog boxes have options to insert commonly used elements
Practical Office 2007 Chapter 7

30. How do I add headers and footers to a worksheet? Cont’d.
Click buttons to:
Format header text
Insert page numbers
Insert total number of pages
Insert current date
Insert current time
Insert file path
Insert name of file
Insert worksheet tab name
Insert picture
Format picture
Practical Office 2007 Chapter 7

31. How do I add headers and footers to a worksheet? Cont’d.
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32. How do I set up a multipage worksheet?
Large worksheets may need additional setup to print correctly on multiple pages
Use Page Break Preview to examine, and modify page breaks for logical data arrangement
Good practice to include row and column labels on every printed page to assist with data identification
Practical Office 2007 Chapter 7

33. How do I set up a multipage worksheet? Cont’d.
Use Page Setup dialog box to specify order in which multipage worksheets print
To view page breaks, click the View tab, then click Page Break Preview in the Workbook Views group
To insert a new page break, click a location for the new page break. Click the Page Layout tab, click Breaks in the Page Setup group, then click Insert Page Break
Practical Office 2007 Chapter 7

34. How do I set up a multipage worksheet? Cont’d.
To include column or row labels on every page, use the Page Setup dialog box
On Sheet tab, use Print titles text boxes to specify row and column that contain headings
To specify order in which pages of multipage worksheet are printed, use Sheet tab of Page Setup dialog box
In Page Order section choose Down, then over or Over, then down
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35. How do I set up a multipage worksheet? Cont’d.
Practical Office 2007 Chapter 7

36. How do I print a worksheet?
Click Print dialog box to print single copy of current worksheet
For more printing options, use advanced print options
Default setting prints only current worksheet
Practical Office 2007 Chapter 7

37. How do I print a worksheet? Cont’d.
Determine what you want to print before opening Print dialog box
By default, Excel prints entire active worksheet
To print only a section of worksheet, select range of cells before you click File and click Print
Click Selection option in Print what section of dialog box
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38. How do I print a worksheet? Cont’d.
Click Active sheet(s) option in Print what section to print only current worksheet
Click Entire workbook option to print all worksheets in current workbook
Click Preview button to see how worksheet or workbook will look when printed
If worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print Dialog box
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39. How do I print a worksheet? Cont’d.
Practical Office 2007 Chapter 7

40. How do I save a worksheet as a Web page?
You can save worksheet as Web page to post on Internet
Easy way to make data accessible to large number of people
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41. How do I save a worksheet as a Web page? Cont’d.
Good practice to save worksheet as normal worksheet before saving it as Web page
Tables are a valuable formatting tool for creating Web pages. You can use Excel to create a table for this purpose
Some formatting options available in Excel cannot be duplicated in a Web page
Not all worksheets convert successfully to Web pages, so you should preview your worksheet in a Web browser to make sure the conversion is acceptable
Practical Office 2007 Chapter 7

42. How do I save a worksheet at a Web Page? Cont’d.
Tables valuable formatting tool:
Select range of cells to include in table, then follow same steps to save as Web page
In Save As dialog box, click Selection option, then name file and click Save
Not all Excel formatting options can be duplicated in Web page
Notification of any problem areas
Option of canceling or continuing with save
Practical Office 2007 Chapter 7

43. How do I save a worksheet as a Web page? Cont’d.
Not all worksheets successfully convert to Web pages
Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet
Practical Office 2007 Chapter 7

44. How do I save a worksheet as a Web page? Cont’d.
Practical Office 2007 Chapter 7