1 Exploring Microsoft Office Excel 2007 Chapter 4: Working with Large Worksheets and Tables Chapter 04 - Lecture Notes (CSIT 104)
Jan 11, 2016
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Exploring Microsoft Office Excel 2007
Chapter 4:
Working with Large
Worksheets and Tables
Chapter 04 - Lecture Notes (CSIT 104)
Chapter 04 - Lecture Notes (CSIT 104) 2
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
Chapter 04 - Lecture Notes (CSIT 104) 3
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
Chapter 04 - Lecture Notes (CSIT 104) 4
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
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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
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Protecting a Cell, a Worksheet, and a Workbook (continued)
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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
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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
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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
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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
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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
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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
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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
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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
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Excel Tables (continued)
First row contains field names
Each row is a record
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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 Click the Insert tab and click Table in the Tables group
The Create Table dialog box appears asking for the range of data for the table
Click OK to display the contextual Design tab
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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
Chapter 04 - Lecture Notes (CSIT 104) 18
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 Open the Delete drop-down list in the Cells group on the
Home tab Select Delete Table Columns
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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
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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
Chapter 04 - Lecture Notes (CSIT 104) 21
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
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Sorting Data (continued)
Sorted by instrument Sorted by class
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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
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Multiple Level Sorts
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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
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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
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Using AutoFilters (continued)
Filter drop-down list
List filtered to display only juniors
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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
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Multiple AutoFilters (continued)
Filters applied until the data shows only records for those who play snare drum and are juniors
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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
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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
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Create a Summary Report
Shows subtotals by Class
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Create a Summary Chart