1. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Excel 2010 Chapter 5 Managing Large Workbooks and Using Advanced Sorting and Filtering

2. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Navigate and Manage Large Worksheets Enhance Worksheets with Themes and Styles Format a Worksheet to Share with Others

3. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall3 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

4. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall4 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

5. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Navigate and Manage Large Worksheets To use Freeze Panescursor should be in the cell after row and column titles as shown here

6. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall6 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

7. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Navigate and Manage Large Worksheets

8. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Navigate and Manage Large Worksheets –Arrange All command Tiles all open Excel workbooks on the screen

9. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall9 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 fontsone 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

10. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Enhance Workbooks with Themes and Styles

11. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Enhance Worksheets with Themes and Styles Create a New Table Quick Style –When none of the table quick styles meet your needs

12. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall12 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 organizations intranet

13. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall13 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 organizations intranet

14. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall14 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

15. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall15 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

16. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall16 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

17. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Save Excel Data in Other File Formats Some frequently used file formats are: Excel 97-2003 workbookExcel Template Single File Web PageWeb Page Excel Macro-Enabled WorkbookText (Tab Delimited) CSV (Comma Delimited)

18. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall18 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

19. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Save Excel Data in Other File Formats File formatscont. – 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.

20. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Save Excel Data in Other File Formats File formatscont. –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.

21. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall21 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

22. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Use Advanced Sort Techniques Sort dialog box –Sorts data based on several criteria at once

23. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall23 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

24. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Use Advanced Sort Techniques Sort –Major sortfirst sort level –Minor sortsthe second and succeeding sorts

25. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Use Advanced Sort Techniques Custom list –A sort order decided on –Use custom lists to sort in any order

26. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall26 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

27. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Filters contd. –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 extractingcopying the selected rows to another part of the worksheet Use Custom and Advanced Filters

28. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall28 AutoFilter –Filter by one or more values –Filter by a format –Filter by criteria Use Custom and Advanced Filters

29. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Use Custom and Advanced Filters Filters are additiveeach additional filter is based on the current filter, which further reduces the number of records.

30. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall30 By using a custom filter, a complex criteria can be applied to a single column. Use Custom and Advanced Filters

31. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Comparison operators compare two values Equal (=) Less than (<) Greater Than (>) Use Custom and Advanced Filters

32. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall32 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

33. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall33 You can create compound filters by using more than one condition Use Custom and Advanced Filters

34. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Comparison operators contd. –OR comparison operatoronly one of the two comparison criteria must be true –AND comparison operatoreach and every one of the comparison criteria must be true Use Custom and Advanced Filters

35. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall35 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

36. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall36 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

37. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall37 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

38. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall38 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

39. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall39 List –Series of rows that contain related data by adding subtotals –Can be grouped and summarized Subtotal, Outline, and Group a List of Data

40. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall40 Subtotal, Outline, and Group a List of Data

41. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall41 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

42. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall42 Subtotals cont. –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

43. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall43 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

44. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall44 Objectives Covered Navigate and Manage Large Worksheets Enhance Worksheets with Themes and Styles Format a Worksheet to Share with Others

45. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall45 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

46. with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall46 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall