With Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Excel 2010.

with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 1

PowerPoint Presentation to AccompanyGO! with Microsoft® Excel 2010

Chapter 5Managing Large Workbooks and

Using Advanced Sorting and Filtering

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Objectives

• Navigate and Manage Large Worksheets

• Enhance Worksheets with Themes and Styles

• Format a Worksheet to Share with Others

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Objectives

• Save Excel Data in Other File Formats

• Use Advanced Sort Techniques

• Use Custom and Advanced Filters

• Subtotal, Outline, and Group a List of Data

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• Freeze Panes command sets column and row titles so that they remain constant while you scroll– The locked rows and columns are known

as panes - portions of a worksheet bounded by and separated from other portions of the worksheet by horizontal and vertical lines.

Navigate and Manage Large Worksheets

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Navigate and Manage Large Worksheets

• To use Freeze Panes—cursor should be in the cell after row and column titles as shown here

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Navigate and Manage Large Worksheets

• Excel provides features to help control screen display to locate information quickly.

• Use Go to Special to move to cells with special characteristics

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Navigate and Manage Large Worksheets

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Navigate and Manage Large Worksheets

– Arrange All command• Tiles all open Excel workbooks on the screen

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Enhance Worksheets with Themes and Styles

• Theme– A predesigned set of colors, fonts, lines and

fill effects that look good together– Combines two sets of fonts—one for text and

one for headings

• Cell Styles– A predefined set of formatting characteristics,

such as fonts, font sizes, number formats, cell borders and cell shading

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Enhance Workbooks with Themes and Styles

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Enhance Worksheets with Themes and Styles

• Create a New Table Quick Style– When none of the table quick styles meet

your needs

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Format a Worksheet to Share with Others

• Share a worksheet with others– Send it electronically as an Excel file– Other file format

• Add a hyperlink to:– Another location in the worksheet– Another file– Web page on the Internet or organization’s

intranet

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Format a Worksheet to Share with Others

• Hyperlink− Colored and underlined text when clicked goes to a file, a location in a file, a Web page on the Internet or a Web page on an organization’s intranet

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Format a Worksheet to Share with Others

• Before printing or distributing:– Preview to see where the pages will break

across the columns and rows– Apply scaling to the data

• Forces the worksheet into a selected number of pages

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Format a Worksheet to Share with Others

• If worksheet spans multiple pages– Repeat the column titles on each page

• If worksheet is wider than one page– Repeat the row titles on each page

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Save Excel Data in Other File Formats

• File Extension− The default extension for Excel is .xlsx

• A set of characters that helps your Windows operating system understand •What kind of information is in the file•What program should open it

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Save Excel Data in Other File Formats

• Some frequently used file formats are:

Excel 97-2003 workbook Excel Template

Single File Web Page Web Page

Excel Macro-Enabled Workbook Text (Tab Delimited)

CSV (Comma Delimited)

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Save Excel Data in Other File Formats

• When saving a worksheet as a Web page:– Excel changes the contents of the

worksheet into HTML (Hypertext Markup Language), which is a language Web browsers can interpret

– View a worksheet as a Web page to see how it will display

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Save Excel Data in Other File Formats

• File formats—con’t.– CSV (comma delimited file) saves the contents of the cells by placing commas between each cell and an end-of-paragraph mark at the end of each row.

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Save Excel Data in Other File Formats

• File formats—con’t.– PDF (Portable Document Format) used by

Adobe Systems– XPS (XML Paper Specification) used by

Microsoft– Both formats create a representation of

electronic paper that displays data on the screen as it would appear on paper.

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Use Advanced Sort Techniques

• Sort organizes data in a particular order– Ascending

• Text that is sorted alphabetically from A to Z• Numbers that are sorted for lowest to highest• Dates and times sorted from earliest to latest

– Descending• Text that is sorted in reverse alphabetical order

from Z to A• Numbers sorted from highest to lowest• Dates and times sorted from latest to earliest

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Use Advanced Sort Techniques

• Sort dialog box– Sorts data based on several criteria at

once

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Use Advanced Sort Techniques

To use the sort functions of Excel, convert the data into an Excel table– Database -- Collection of organized facts related

to a specific topic– Record -- Collection of facts related to a specific

topic– Field -- Single piece of information stored in

each record– Query -- Asks a question of the data

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Use Advanced Sort Techniques

• Sort– Major sort—first sort level – Minor sorts—the second and succeeding

sorts

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Use Advanced Sort Techniques

• Custom list– A sort order decided on– Use custom lists to sort in any order

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• Filtering– Displays only the rows that meet the

criteria or condition specified– Custom filter applies complex criteria to a

single column

Use Custom and Advanced Filters

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• Filters cont’d.– Advanced filters

• Can specify three or more criteria for a particular column, apply complex criteria to two or more columns, or specify computer criteria

• Can also use for extracting—copying the selected rows to another part of the worksheet

Use Custom and Advanced Filters

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• AutoFilter– Filter by one or more values– Filter by a format– Filter by criteria

Use Custom and Advanced Filters

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Use Custom and Advanced Filters

• Filters are additive—each additional filter is based on the current filter, which further reduces the number of records.

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• By using a custom filter, a complex criteria can be applied to a single column.

Use Custom and Advanced Filters

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• Comparison operators compare two values

− Equal (=)− Less than (<)− Greater Than (>)

Use Custom and Advanced Filters

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• Advanced filters – When the data requires complex criteria– To specify three or more criteria for a

particular column– To apply complex criteria to two or more

columns– To specify computed criteria

Use Custom and Advanced Filters

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• You can create compound filters by using more than one condition

Use Custom and Advanced Filters

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• Comparison operators cont’d.– OR comparison operator—only one of the

two comparison criteria must be true– AND comparison operator—each and

every one of the comparison criteria must be true

Use Custom and Advanced Filters

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• Criteria range– First step in filtering– An area on your worksheet that defines the

criteria for the filter.– Area generally above the data.

Use Custom and Advanced Filters

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• Name the range Criteria– A predefined name recognized by Excel– This predefined criteria range includes the

field names and one empty row, where the limiting criteria will be placed.

Use Custom and Advanced Filters

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• Wildcard– Asterisk (*)– To search when uncertain of the exact value– To widen the search to include more records

• Compound criteria– Two or more criteria on the same row– All conditions must be met for the records to

be included in the results.

Use Custom and Advanced Filters

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• The results of a filter can be copied to another area on your worksheet.

• Extract– Copied area– Commonly placed below the table of data– Extract means to pull out multiple sets of

data for comparison purposes.

Use Custom and Advanced Filters

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• List– Series of rows that contain related data by

adding subtotals– Can be grouped and summarized

Subtotal, Outline, and Group a List of Data

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Subtotal, Outline, and Group a List of Data

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• Subtotals− First step in adding subtotals is to sort the data by the field− The Subtotal command totals several rows of related data together by automatically inserting subtotals and totals for the selected cells.

Subtotal, Outline, and Group a List of Data

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• Subtotals con’t.– When adding subtotals, Excel defines

groups based on the rows used to calculate a subtotal

– The groupings form an outline of your worksheet based on the criteria indicated and displays along the left side of worksheet.

Subtotal, Outline, and Group a List of Data

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• Controls in the outline– Hide Detail (-)—collapses a group of cells– Show Detail (+)—expands a collapsed

group of cells– The level buttons (1, 2, 3)—can hide all

levels of detail below the number clicked

Subtotal, Outline, and Group a List of Data

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Objectives Covered

• Navigate and Manage Large Worksheets

• Enhance Worksheets with Themes and Styles

• Format a Worksheet to Share with Others

with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 45

Objectives Covered

• Save Excel Data in Other File Formats

• Use Advanced Sort Techniques

• Use Custom and Advanced Filters

• Subtotal, Outline, and Group a List of Data

with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 46

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