2. 1 CA202 Spreadsheet Application Setting up a Workbook Lecture # 2

3. 2 Objectives Make workbooks easier to work with Navigation and Selection Make data easier to read Add graphic to read

4. 3 Make Workbooks Easier to Work With Change worksheet’s name, Right Click on worksheet Tab and click Rename Change No. of default worksheets –Tool  Option  General and change there Insert  Column Insert  Row Insert  Cell Delete a Cell, Row, or Column –Edit  Delete… Hide or Unhide Column

5. 4 Advance Navigation and Selection You know there are 16,777,216 cell in the worksheet to move on

6. 5 Knowing your place Excel gives you a highlight to row and column to know where you are

7. 6 Keyboard Navigation (contd.) To go herekey combination Active cellCtrl + Backspace Next unlocked cellTab Beginning of current rowHome Last filled columnEnd, then Enter Beginning of worksheetCtrl + Home Last worksheet cellCtrl + End

8. 7 Keyboard Navigation (contd.) To go herekey combination Last filled cell incurrent block Ctrl + arrow key or End, then Arrow Up/Down one screenPage up/Page Down Left/Right one screenAlt +Page up/Page Down Upper left corner of the Window With scroll lock on, Press Home Lower right corner of the Window With scroll lock on, Press End

9. 8 Keyboard Navigation To go herekey combination Next/Previous worksheet Ctrl + Page Up/Down Next/Previous workbook or window Ctrl + Tab/ Ctrl + Shift + Tab Next/Previous paneF6 or Shift F6

10. 9 Using Workspace Files Use workspace file to open a group of worksheets all at once To create a workspace file, Open the workbooks you want to include Choose File  Save Workspace Excel save the file with the.xlw extension Use File  Open command to open workspace file

11. 10 Art of Natural Selection User must select the data before moving, copying, deleting, bolding, shading or changing background etc Typically user use mouse to drag but when selection is larger, dragging becomes a problem

12. 11 Art of Natural Selection Following methods are used for selection –Shift magic –With the GOTO box –With the Name box –While double clicking a cell border

13. 12 Art of Natural selection Shift Magic –Its hard to control by dragging mouse, use the Shift + Click –Click on left most corner of the selection –Use scroll bar to go to the opposite bottom corner –Press Shift and Click to select the range

14. 13 Art of Natural selection With the GOTO box –While sitting in cell, bring GOTO box by using Edit  GOTO or Ctrl + G or F5 –Enter a cell address in reference box, Hold down Shift as you press Enter or OK –The selected range now span from the original cell to the new address you typed Thu, sep 14 2006

15. 14 Art of Natural selection With the Name box –While sitting in a cell Click the Name box on the left side of formula bar Type the Address of a new Cell Press Shift + Enter Entire range will be selected

16. 15 Art of Natural selection With Double Clicking a Cell border –Double click on Cell border to jump to the edge of the Current region –Hold down Shift key while doing so –This will help in selecting a larger area

17. 16 Making Multiple selection Excel lets you make multiple selection or non adjacent selection While you selected the first cell or range Hold Ctrl key and select some more Now you can set the formatting, bold, italic, underline etc

18. 17 Selecting from with in a dialog box Dialog box field that accept range reference are called range selection boxes You can type the range into a range selection box OR Enter the range by dragging the mouse on worksheet

19. 18 Navigating Inside a selection EnterMove cell by cell in a preset direction Shift + EnterMove cell by cell in a preset direction TabMove Right Shift + TabMove Left Ctrl+ PeriodJump to each corner

20. 19 A table of selection Shortcuts Edit  GOTO has many of these features Ctrl + ASelect entire worksheet Ctrl +SpaceWhole Column Shift + SpaceWhole row Shift + CursorCreate or extend selection Ctrl + *Current region Ctrl + shift + UpFilled cell in current Column up Ctrl + shift + DnFilled cell in current Column Dn

21. 20 A table of selection Shortcuts Ctrl + shift + LeftFilled cell in current Column left Ctrl+ shift + rightFilled cell in current Column Right End, shift +arrowMove to the last filled in the current cells column or row With Scroll Lock on Shift + HomeUpper left corner of the window Shift + EndLower right corner of the window

22. 21 Detail of Data Entry Getting it right at the first time –If you type ¼, Excel sees the slash and converts it to 4-Jan, but you want it 0.25 not the date –Quick fix to this problem is precede fraction with a 0 (zero). Type 0 ¼ and excel will place ¼ in cell and display 0.25 in the formula bar –For zip code 64404 just use ‘64404 –Enter carriage return in cell press Alt + Enter where you want a line break. This automatically turn on the wrap text format

23. 22 Copying Data from neighboring Cells Ctrl + DTo copy the content and formatting of the cell above Ctrl + RTo copy the content and formatting directly to the left Ctrl + ‘Copy only formula from the cell directly above Ctrl + “Copy only resulting value from the cell above

24. 23 Entering Non Dynamic dates and times ok =NOW()function display date and time dynamically Ctrl + ;to enter the current date as text Ctrl + :to enter the current time as text

25. 24 Confining Data Entry to a Range If you know that data belong to a specific range of cell –Select the whole range –Enter Data and press Enter –Excel respect the range boundaries –When you reach at the bottom, pressing Enter the active cell pops up to the top of the next row –Similarly when you are at the right bottom, pressing Enter will take you to left top

26. 25 Making Data Easier to Read Alignment Format  Cells…

27. 26 Making Data Easier to Read Window  Freeze Pane will freeze the cell from moving up/down or right/left Window  Unfreeze Pane will remove the freeze pane Window  Split will split the excel worksheet, easy to see top and bottom at the same time Window  Remove Split will remove the split window

28. 27 Add a Graphic to a Document Insert  Picture

29. 28 Entering Common Data in Group of Worksheet Select Sheet by using Shift or Ctrl or Right Click shortcut menu When Sheets are grouped, Start typing What you type in one sheet will be available in all Selected Sheet

30. 29 To Ungroup the Worksheet Ungroup Sheets, Use Right Click on any sheet Tab in the group, and choose ungroup sheet

31. 30 Chapter Key Points 1.You can control how many worksheets appear in new workbooks you create. If you always use workbooks where each worksheet represents a month of the year, change the default number of worksheets to 12! 2.Making sure your data is easily readable is one of the best things you can do for your colleagues. Be sure your worksheet columns and rows are roomy enough to accommodate your data. 3.Remember that you can add or delete individual cells from a worksheet. Rather than go through a lengthy cut-and-paste routine when you forgot to type a cell value, just add a cell where you need it. 4.If you add a graphic to your worksheet, you can change the graphic’s size and appearance using the Format Picture dialog box. 5.You can Navigate and made selections in different ways