Exploring Microsoft Office Excel 2007

Exploring Microsoft Office Excel 2007
Chapter 4: Working with Large Worksheets and Tables Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Prentice-Hall. All rights reserved. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1

Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives Freeze rows and columns Hide and unhide rows, columns, and worksheets Protect a cell, a worksheet, and a workbook Control calculation Print large worksheets Explore basic table management Sort data Filter and total data The objectives of Chapter 4 include: Freezing rows and columns Hiding and unhiding rows, columns, and worksheets Protecting a cell, a worksheet, and a workbook Controlling calculation Printing large worksheets Exploring basic table management Sorting data Filtering and totaling data Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 To freeze columns and rows: 1. Select the cell below the row(s) and to the right of the column(s) you want to freeze. 2. Click the View tab and click Freeze Panes in the Window group. You can freeze both rows and columns or just the top row or the first column. You can also unfreeze the rows and/or columns Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 Hiding an element of a worksheet does not affect the data in that element, nor does it affect any other visible cell that might reference data in the hidden element. Formulas will still display correct results even when the references used in the formula are hidden. To hide a particular row or column in a worksheet: 1. Select the row or column to be hidden. 2. Click the Home tab. 3. Open the Format menu in the Cells group and select Hide or Unhide. Select the appropriate hide option. To hide a worksheet: 1. Make active the sheet to be hidden. 3. Open the Format menu in the Cells group and select Hide and Unhide. Select Hide Sheet. To unhide a worksheet: 1. Click the Home tab. 2. Open the Format menu in the cells group and select Hide and Unhide. 3. Select Unhide Sheet. A dialog box appears asking which sheet is to be unhidden. Click the sheet to be unhidden and click OK. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 All cells in a workbook have a locked property that determines if changes can be made to a cell. The locked property only works when the worksheet is protected. Locking prevents viewers from making any changes to the cells. To enable protection: 1. Select the cells where entering or changing data will be allowed. 2. Click the Home tab and open the Format menu from the Cells group and click Cells to open the Custom Lists dialog box. 3. Select the Protection tab and clear the check mark from the Locked box. 4. Click the Home tab and open the Format menu from the Cells group and click Protect Sheet. 5. Select a password if desired and clear the check mark from Select locked cells. Click OK. To unprotect the sheet and unlock all cells, click the Home tab and open the Format menu from the Cells group. Select Unprotect Sheet. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Protecting a Cell, a Worksheet, and a Workbook (continued)
Protecting workbooks prevent anyone from changing the structure or windows of a workbook like renaming or deleting sheets, copying worksheets to other workbooks, etc. To protect a workbook: 1. Click the Review tab and click Protect Workbook in the Changes group. 2. Click the boxes for the protection desired as shown in Figure above. 3. Enter a password if desired in the Protect Workbook dialog box. Click OK. Remember, protection is a two-step process. First, you unlock the cells that you want to be able to change after the worksheet has been protected, and then you protect the worksheet. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 For example, to manually recalculate, do the following─in the Calculation group on the Formulas tab, click Calculate Now or press the F9 key. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Printing Large Worksheets
Must consider Page Breaks, Page Orientation, Printing a selection, and the order in which pages print You can adjust column widths, margins, and page orientation before printing and wasting paper When printing large worksheets, consider Page Breaks, Page Orientation, selection printing, and which pages to print. You can make adjustments to column widths, row heights, and margins before printing. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Page Breaks 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 dialog 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 The dashed blue line in the Page Break Preview indicates where the default page breaks occur. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Page Orientation 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 Layout tab Select Portrait or Landscape Page Orientation refers to the way the worksheet is printed on the page. Portrait prints 8-1/2 x 11 vertically; landscape prints 11 x 8-1/2 horizontally. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 To set print areas: Press and hold Ctrl key as you click and drag to select one or more areas in the worksheet. Next, click Set Print Area in the Page Setup group on the Page Layout tab. This highlights the print area. On executing the Print command, only the print area(s) are printed with each print area appearing on a separate page. Use Clear Print Area in the Page Setup group to clear print area. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Control Print Page Order
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 of the Page Layout tab Click the Sheet tab Change the Page Order options, as appropriate In order for the worksheet data to make the most sense, you may want to print the pages in a different order than the default. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Excel Tables A table is an area in the worksheet that contains rows and columns of similar or 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 Tables contains rows and columns of related information that can be used as part of a database or to organize a collection of the related information. Rows represent records; columns represent fields. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Excel Tables 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 © 2008 Pearson Prentice Hall. All rights reserved.

Excel Tables (continued)
First row contains field names Each row is a record Each column heading specifies a field name. Each field name must be unique. Each table row identifies a specific record. Each cell contains specific data for a specific field in a unique record. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Create Tables 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 appears; 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 The Create Table dialog box appears asking for the range of data for the table Click OK to display the contextual Design tab When you create a table: Excel automatically applies the default Table Style Medium 9 banded rows to your table. The contextual Table Tools tab is the active tab and each cell in the header row has sort arrows. Shortcut key to insert a table is to first select the table range and then press the F9 key. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 Open the Insert drop-down list in the Cells group on the Home tab Select Insert Table Rows Above If you wanted to insert a field (column) in a table, you would make the field to the right of where the field is to be inserted active and repeat the previous steps, except that the selection from the Insert drop-down list is Insert Table Columns to the Left. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Add, Edit, or Delete Records and Fields (continued)
Delete records as your data table contracts Select the record to be deleted Open the Delete drop-down list 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 Select Delete Table Columns Multiple records, contiguous or noncontiguous, may be deleted in this manner. Extreme caution must be exercised when deleting records or fields. Note: The Clear Contents command only clears the contents of the cells, but does not delete the cell. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Find and Replace Find and Replace allows 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 To use Find and Replace: 1. Select the field that is to be edited. 2. Select Replace from the Find & Select tab of the Editing group on the Home tab. 3. Enter the data to be changed in the Find What box. 4. Enter the data that will replace the changed data in the Replace with: box. 5. The user can change each occurrence individually or click Replace All to replace all occurrences at one time. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Format the Table 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 of 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 of the Home tab The Design contextual tab provides a variety of formatting options for tables. The Table Styles group presents a selection of predefined table styles. The Table Style Options group contains a set of boxes to select specific format actions in a table. Use caution while applying formats; it is not good to apply too many formatting effects. The message you want to present with the data may be obscured or lost. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 keys Keys are the fields on which records are sorted The data in a table is often easier to understand and work with if it is in some meaningful order. It is also possible to sort on more than one field at a time. Keys dictate the sequence of the records in the table Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Sorting Data (continued)
Sorted by instrument Sorted by class To sort in Ascending or Descending order using one key cell: 1. Click in any cell in the column to be sorted. Click either Sort A to Z or Sort Z to A in the Sort & Filter group on the Data tab. The first figure shows the roster sorted alphabetically by instrument in ascending order. The second figure shows all the records in the roster sorted alphabetically by class in ascending order. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 key 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 Excel allows sorts on 64 different keys. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Multiple Level Sorts To perform a multiple level sort: 1. Click in any cell in the table. 2. Click the Sort button in the Sort & Filter group on the Data tab. This opens the Sort dialog box. Click Add Level button and choose the first key from the Sort by drop-down list. Verify the results are correct. Continue to click the Add Level button and add keys until you have entered all desired sort keys. Click OK. The figure displays the Sort dialog box with multiple sort selection. This shows that the roster would be sorted first based on Class, then by Last name, and finally by First name in ascending order from A to Z. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Filtering and Totaling Data
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 Data is the raw material and information is the final product selected based on that data. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Use AutoFilters A quick way 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 arrow in the column header Records that do not meet the specified criteria in AutoFilter are hidden. These hidden records are not deleted; they are just not displayed. TextFilters or Number Filters will display according to the type of data in the column. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using AutoFilters (continued)
List filtered to display only juniors Filter drop- down list The figure depicts the marching band roster with AutoFilter applied to display only juniors. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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 Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Insert Column Totals 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 Design Tab is available Place a check mark in the Total Rows box of the Table Style options of the Design tab Use Help to learn more about database functions that may be used in Excel. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Create a Summary Report
Compute subtotals for groups of records within a list 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 Remember that the subtotals command will not function with data in tables. Automatic row insertions are not permitted in a data table. To create a summary report: 1. To make sure the data is a list and not a table, click Convert to Range in the Tools group on the Design tab as necessary. 2. Click in the list and then click Subtotal in the Outline group on the Data tab. 3. Select the criteria and the Add subtotal categories as appropriate. 4. Click OK. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Create a Summary Report
Shows subtotals by Class The Figure displays a summary report showing the scholarships’ subtotals for each class. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Create a Summary Chart A Summary Chart is an ideal way to graphically depict the data from the summary report. To create a summary chart: 1. Select data fields to be charted. 2. Click on the Insert tab and open the Charts group. 3. Select the type of chart appropriate for the data and click OK. 4. Format and move the chart as appropriate. The figure displays a pie chart (summary chart) showing scholarship amount by class. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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