1. DAY 8: EXCEL CHAPTER 5 Tazin Afrin Tazin.Afrin@mail.wvu.edu Tazin.Afrin@mail.wvu.edu September 12, 2013 1

2. OBJECTIVES Freeze rows and columns Print large datasets Understand table design Create a table Apply a table style Sort data 2

3. FREEZING ROWS AND COLUMNS 3 Freezing keeps rows and columns visible during scrolling View->Freeze Panes OptionDescription Freeze PanesKeeps both rows and columns above and to the left of the active cell visible. Freeze Top RowKeeps only the top row visible. Freeze First ColumnKeeps only the first column visible.

4. TABLES 4 A table is a structured range of related data formatted to enable data management and analysis Excel tables offer many features not available to regular ranges

5. TABLES Tables extend the capabilities of a range of data –Column headings stay onscreen without needing “Freeze Panes” –Sorting/Filtering of data –Table Styles –Automatic Autofill –Total Row –Structured References 5

6. TABLE DESIGN Record –A record is a collection of data about one entity. Each row in a table is one record. Field –A field is an individual piece of data. Each column specifies a field. 6

7. CREATING TABLES Click a cell within the existing range of data, then Insert->Table Verify the range, click Ok Name Table Choose Style 7

8. WORKING WITH RECORDS Records are rows To add a record right click a cell in the row below where you want your new record –Insert->Tables Rows Above To add a record to the end of the table, click a cell in the last row. –Home->Insert->Insert Table Row Below To delete a record, right click a cell in the record –Delete->Table Rows –Or select the cell, Home->Delete->Delete Table Rows 8

9. WORKING WITH FIELDS Fields are columns To add a field right click on a cell in the column to the right of where you want your new record –Insert->Table Columns to the Left To add a field to the right of the table, select a cell in the last column –Home->Insert->Insert Table Column to the Right To delete a field, right click a cell in the column –Delete->Table Columns –Or select the cell, Home->Delete->Delete Table Columns 9

10. REMOVE DUPLICATE ROWS 10 Click one cell within the table Design -> Remove Duplicate Rows Select or unselect columns

11. TABLE STYLE OPTIONS Design –> table style option group 11 Check BoxAction Header RowDisplays the header row at the top of the table. Total RowDisplays a total row at the bottom of the table. First ColumnApplies a different format to the first column. Last ColumnApplies a different format to the last column. Banded RowsDisplays alternate fill colors for even and odd rows. Banded ColumnsDisplays alternate fill colors for even and odd columns.

12. SORTING DATA 12 Sorting arranges records in a table –Sort on one column –Sort on multiple columns Records can be sorted in ascending or descending order The Sort Dialog Box can be used to sort by multiple fields –Data->Sort

13. FILTERING DATA 13 Filtering is the process of displaying only records that meet specific conditions. Filtering can be turned on and off –Data->Filter

14. STRUCTURED REFERENCES Within a table, you may use the field names as references –Names go in brackets –@ indicates the current record –The table name is optional within the table, but required outside the table –TableName[@Field Name] 14

15. TOTAL ROW Table Tools->Design->Total Row –The function used to calculate the total can be chosen via the dropdown –Additional totals can be added for other columns 15

16. CONDITIONAL FORMATTING 16 Conditional formatting applies special formatting to highlight and emphasize cells that meet certain conditions. Like the IF function –If the condition is true, the formatting is applied –If the condition is false, the formatting is not applied

17. CONDITIONAL FORMATTING 17 Conditional FormattingDescription Highlight Cell RulesHighlights cells with a fill color, font color or border if the cell value satisfies the rule. Top/Bottom RulesFormats cells with values in some top number or percentage. Data BarsApplies a gradient or filled bar in which the width of the bar represents the cell’s value with respect to other cells. Color ScalesFormats different cells with different colors, assigning one color to lowest and highest groups and gradient colors in between values. Icon SetsInserts an icon in a cell to indicate values compared to each other.

18. APPLYING CONDITIONAL FORMATTING Home->Conditional Formatting –Highlight Cells applies text and fill colors based on condition –Top/Bottom applies text and fill colors based on top/bottom percentage or top/bottom number of items –Data Bars, Color Scales, and Icon Sets Helps visualize differences between data 18

19. MANAGING CONDITIONAL FORMATTING RULES Home->Conditional Formatting->Manage Rules Can edit, delete, or create new rules 19

20. IN CLASS PROJECT http://cs101.wvu.edu/instructors/afrin/lectu re-notes/http://cs101.wvu.edu/instructors/afrin/lectu re-notes/ 20

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