1. 1 Chapter 14 Finalizing a Worksheet

2. Practical Computer Literacy, 2 nd edition Chapter 14 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

3. Practical Computer Literacy, 2 nd edition Chapter 14 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 It’s good practice to save worksheet before sorting data Select all columns of related data before sorting data

4. Practical Computer Literacy, 2 nd edition Chapter 14 4 Can I sort data in a worksheet? Click Undo button if you forget to select all columns before sorting Use Sort Ascending or Sort Descending 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 column other than the first, or by several columns

5. Can I sort data in a worksheet? Practical Computer Literacy, 2 nd edition Chapter 14 5

6. 6 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

7. Practical Computer Literacy, 2 nd edition Chapter 14 7 How do I create a chart? To create a chart, use the Chart group on the Insert tab When selecting cells for a chart, include the cells that contain labels If you are not certain which chart type to use, hover the pointer over the chart buttons to see a description If the chart doesn’t seem to make sense, try clicking the Switch Row/Column button

8. Practical Computer Literacy, 2 nd edition Chapter 14 8 How do I create a chart? By default, the chart is inserted into the current worksheet When a chart is selected, you can move it or resize it by dragging the sizing handles

9. Practical Computer Literacy, 2 nd edition Chapter 14 9 How do I create a chart?

10. How do I modify a chart? Excel creates a chart based on data and labels you select from a worksheet When making changes to chart, make sure the chart is selected so that you see all of the charting tabs To select a different chart type, select the Design tab, and then click the Change Chart Type button Practical Computer Literacy, 2 nd edition Chapter 14 10

11. How do I modify a chart? To select a different range of cells to be charted, click the Select Data button from the Design tab, and then select the cells or type a range into the Chart data range box If you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key Practical Computer Literacy, 2 nd edition Chapter 14 11

12. How do I modify a chart? Practical Computer Literacy, 2 nd edition Chapter 14 12

13. How do I modify a chart? The next step is to improve the readability and appearance of the chart Most modifications begin by right-clicking the chart element you want to change Label formats on charts can be different from those in worksheet cells Practical Computer Literacy, 2 nd edition Chapter 14 13

14. How do I modify a chart? Practical Computer Literacy, 2 nd edition Chapter 14 14

15. How do I modify a chart? For readability, consider changing the units used for axis labels Excel includes a variety of colors, patterns, and gradients that can be applied to: –Backgrounds –Plot areas –Gridlines –Data series Practical Computer Literacy, 2 nd edition Chapter 14 15

16. Practical Computer Literacy, 2 nd edition Chapter 14 16 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 Clip Art –Choose image from available pictures

17. Practical Computer Literacy, 2 nd edition Chapter 14 17 Can I add graphics to a worksheet? 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

18. Practical Computer Literacy, 2 nd edition Chapter 14 18 Can I add graphics to a worksheet? Shapes tools allow you to draw simple lines and shapes To draw an arrow –Click Insert tab –Click Shapes –Select Arrow from the Lines group –Click the worksheet cell where you want the arrow to start, then drag to “draw” the arrow

19. Can I add graphics to a worksheet? The SmartArt button on the Insert tab allows you to insert visual aids To insert SmartArt –Click the SmartArt button on the Insert tab –Select the shape you want –Click the OK button –Drag the shape to your desired location Practical Computer Literacy, 2 nd edition Chapter 14 19

20. Practical Computer Literacy, 2 nd edition Chapter 14 20 Can I add graphics to a worksheet?

21. Practical Computer Literacy, 2 nd edition Chapter 14 21 How do I check spelling in a worksheet? Excel can check spelling of all labels in worksheet –Doesn’t show misspelled words with wavy underlines –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 5 in the figure on the following slide

22. Practical Computer Literacy, 2 nd edition Chapter 14 22 How do I check spelling in a worksheet?

23. Practical Computer Literacy, 2 nd edition Chapter 14 23 How do I check spelling in a worksheet? 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

24. Practical Computer Literacy, 2 nd edition Chapter 14 24 How do I check spelling in a worksheet? 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

25. Practical Computer Literacy, 2 nd edition Chapter 14 25 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

26. Practical Computer Literacy, 2 nd edition Chapter 14 26 How do I test my worksheet? 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

27. Practical Computer Literacy, 2 nd edition Chapter 14 27 How do I test my worksheet? 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

28. Practical Computer Literacy, 2 nd edition Chapter 14 28 How do I test my worksheet?

29. Practical Computer Literacy, 2 nd edition Chapter 14 29 How do I use Print Preview and Page Setup? Print Preview shows how worksheet will look when printed Can open Print Preview by clicking Preview button on Print Dialog box

30. Practical Computer Literacy, 2 nd edition Chapter 14 30 How do I use Print Preview and Page Setup? 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 –positioning pointer over margin line to change to or –dragging line to new position –releasing mouse button

31. How do I use Print Preview and Page Setup? Practical Computer Literacy, 2 nd edition Chapter 14 31

32. Practical Computer Literacy, 2 nd edition Chapter 14 32 How do I use Print Preview and Page Setup? 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

33. Practical Computer Literacy, 2 nd edition Chapter 14 33 How do I use Print Preview and Page Setup? Page Setup dialog box allows control of orientation and structure Click Page Setup button in the Print Preview window Or click Page Layout tab, then click Page Setup Dialog Box Launcher Settings saved when you save worksheet

34. Practical Computer Literacy, 2 nd edition Chapter 14 34 How do I use Print Preview and Page Setup? 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

35. Practical Computer Literacy, 2 nd edition Chapter 14 35 How do I use Print Preview and Page Setup? 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

36. Practical Computer Literacy, 2 nd edition Chapter 14 36 How do I use Print Preview and Page Setup?

37. Practical Computer Literacy, 2 nd edition Chapter 14 37 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: –Worksheet Title –Date –Page number

38. Practical Computer Literacy, 2 nd edition Chapter 14 38 How do I add headers and footers to a worksheet? Create your own headers and footers Footers work just like headers –select appropriate footer option Custom dialog boxes have options to insert commonly used elements

39. Practical Computer Literacy, 2 nd edition Chapter 14 39 How do I add headers and footers to a worksheet? Click buttons to:

40. Practical Computer Literacy, 2 nd edition Chapter 14 40 How do I add headers and footers to a worksheet?

41. Practical Computer Literacy, 2 nd edition Chapter 14 41 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 It’s good practice to include row and column labels on every printed page to assist with data identification

42. Practical Computer Literacy, 2 nd edition Chapter 14 42 How do I set up a multipage worksheet? Use Page Setup dialog box to specify order in which multipage worksheets print To view page breaks, click View tab, then Page Break Preview –Drag blue page break lines to change locations To insert new page break, click location for new page break, then Click Page Layout tab, then click Breaks in the Page Setup group, then click Insert Page Break

43. Practical Computer Literacy, 2 nd edition Chapter 14 43 How do I set up a multipage worksheet? 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

44. Practical Computer Literacy, 2 nd edition Chapter 14 44 How do I set up a multipage worksheet?

45. Practical Computer Literacy, 2 nd edition Chapter 14 45 How do I print a worksheet? Use the Print dialog box to –Print a single copy of the current worksheet –Print multiple copies –Designate selected pages –Use advanced print options Default setting only prints the current worksheet

46. Practical Computer Literacy, 2 nd edition Chapter 14 46 How do I print a worksheet? 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 the Microsoft Office button and click Print –Click Selection option in Print what section of dialog box

47. Practical Computer Literacy, 2 nd edition Chapter 14 47 How do I print a worksheet? 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

48. Practical Computer Literacy, 2 nd edition Chapter 14 48 How do I print a worksheet?

49. Practical Computer Literacy, 2 nd edition Chapter 14 49 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 Before saving as a Web page, it is a good idea to save in Excel (.xlsx) format

50. Practical Computer Literacy, 2 nd edition Chapter 14 50 How do I save a worksheet as a Web page? Tables are a valuable formatting tool for creating Web pages To save as a Web page: –In Save As dialog box, click the Selection option –Choose the HTML file type –Name your file –Click Save

51. Practical Computer Literacy, 2 nd edition Chapter 14 51 How do I save a worksheet as a Web page? Not all Excel formatting options can be duplicated in Web page –Notification of any problem areas –Option of canceling or continuing with save Not all worksheets successfully convert to Web pages Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet

52. Practical Computer Literacy, 2 nd edition Chapter 14 52 How do I save a worksheet as a Web page?

53. What makes a good worksheet? Longest data sets should go down the screen Information should read from left to right and top to bottom Provide meaningful labels Enter data accurately Enter formulas and functions carefully Avoid including labels in mathematical formulas Practical Computer Literacy, 2 nd edition Chapter 14 53

54. What makes a good worksheet? Avoid circular references Understand mathematical precedence Use absolute and relative references appropriately Avoid using too many fonts, font sizes, and colors Format numbers for easy reading Practical Computer Literacy, 2 nd edition Chapter 14 54

55. What makes a good worksheet? Use consistent formats for similar data Format cells so that data fits in them Add documentation as necessary Practical Computer Literacy, 2 nd edition Chapter 14 55