McGraw-Hill/Irwin The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Lab 6 Creating and Using Lists and Web Pages

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Objectives 1.Create a list. 2.Use a data form to add records. 3.Create and use hyperlinks. 4.Save a workbook in a new folder. 5.Find and Replace information. 6.Sort data. 7.Filter records. 8.Print selected areas. 9.Save a worksheet as a Web page.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Concept Overview 1.List - A list or database is an organized collection of related information that is entered into a series of worksheet rows and columns. 2.Find and Replace - The Find and Replace feature helps you quickly find specific information and automatically replace it with new information. 3.Sort - You can sort data in a specified sequence, alphabetically, numerically, or by date. 4.Filter - A filter is a restriction you place on records in a list to quickly isolate and display a subset of records. 5.Web Page - A Web page is a document that can be used on the World Wide Web (WWW) and displayed in a browser.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Outline Creating a List –Defining Field Names –Entering Records –Editing Records Working with Hyperlinks –Using a Hyperlink –Creating a Hyperlink Between Workbooks Saving to a New Folder

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Outline Finding and Replacing Information –Finding Information –Replacing Information –Using the Data Form to Locate and Change Data Sorting Data –Sorting on a Single Field –Sorting on Multiple Fields

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Outline Filtering Data –Filtering on a Single Criteria –Creating a Custom Filter Printing Selected Areas –Setting a Print Area –Printing Nonadjacent Ranges –Clearing Print Areas

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Outline Creating a Web Page –Previewing the Web Page –Saving the Worksheet as a Web Page –Using Supporting Folders Discussion Comments Lab Review

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Creating a List

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin An organized collection of related information entered into a worksheet of rows and columns Sometimes called a database Concept 1: LIST

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Lists Each row contains a record –Information about one person, thing, or place Each column is a field –Smallest unit of information about a record Field name – descriptive label used to identify the data stored in a field List range is area containing the records

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Entering Records Data form makes it easy to enter records Generated from the field labels in the worksheet To create… –Select cell containing field label –Choose Data/Form Enter data –Use Tab to move to new field

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin Data Entry Form Excel Data Entry Form

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Editing Records Excel drops the leading zeros for numeric data Change format to text by using special format –Zip code –Zip code + 4 –Phone Number –Social Security Number

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin Editing Records Four special number formats

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Working with Hyperlinks A hyperlink is a link to a location –In the current document –In another document –To a Web site Allows reader to jump to the referenced location Can turn off link feature

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Using a Hyperlink If link is an address –Your system’s program opens automatically with selected address –Type in message and send To select a cell without activating the link… –Click and hold on the cell until mouse pointer changes to a cross

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin OptionEffect Existing File or Web PageCreates a link in an existing Web page or file Place in This documentCreates a link to a place in the active file Create New DocumentCreates a link to a file that you have not created yet AddressCreates a link that allows users to create an message Creating a Hyperlink Between Workbooks

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Creating a Hyperlink

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Bookmark

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin Window/Arrange/Tiled

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Saving to a New Folder

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Feature that helps you quickly find information Can replace information with new information Find command locates all specified values Replace command - finds a value and replace with another Concept 2: FIND AND REPLACE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Find Options OptionEffect SearchWhich direction to search in a worksheet Look inLooks for matches to search criteria Match caseAllows case sensitive searches Find entire cells onlyLooks for an exact and complete match

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin Find and Replace

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Replacing Information Enter the information you want to find Replacement text MUST be entered exactly as you want it to appear

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin Using a Data Form to Find Open a Data Form Select Criteria and enter the search condition Click on Find Next –Fewer matches if criteria is unique and precise

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin Records are in the order in which they were entered Sorting helps to locate data faster Data can be sorted –Alphabetically –Numerically –By date Concept 3: SORT

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin Two Kinds of Sorts Single sort – based on one column or field Multilevel sort – up to three columns or fields of data

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Restriction placed on records in a list Isolates and displays a subset Unlike sort, does not rearrange a list Hides data rows that do not meet criteria Lists can be edited, formatted, charted, or printed Concept 4: FILTER

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Choose Data/Filter/AutoFilter Drop-down list arrows appear Select the field(s) to filter the list Filtering on a Single Criteria

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin AutoFilter Options OptionEffect (All)Displays all records regardless of value (Top 10)Displays records with highest values (Custom)Used to specify ranges of values (Blanks)Displays only those records that do not contain a value (NonBlanks)Displays only those records that contain a value

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Custom Filters Used for filtering operations that make comparisons between two values Can include And or Or And – record must meet both conditions to be included Or – any record meeting either condition is included Give an example of when to use And? Or ?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Creating a Custom Filter

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Printing Selected Areas Create a Print area –Select cell ranges to print –Area is highlighted –Only selected area will be printed Print nonadjacent ranges –Select cells using the Ctrl key –Each nonadjacent selection prints on a new page

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Printing Nonadjacent Cells Hide columns that you do not want to print Define a new print area Print nonadjacent cells Clear print areas –Unhide the columns –Remove any filters from the database

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Concept 5: WEB PAGE Web page –Document that can be used on the World Wide Web –Displayed in a browser A program that connects to remote computer Displays Web pages HTML –Hypertext Markup Language –Programming language used to create Web pages

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Saving the Worksheet as a Web Page

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Saving a Web Page

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Using Supporting Folders Each web page has a folder Default name - name of the Web page plus an underscore (_) and the word “files” Contains all supporting files –Bullets –Graphics –Background Graphic files are converted to JPEG or GIF files

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 40 McGraw-Hill/Irwin Exploring Window Supporting folder Folder contents

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 41 McGraw-Hill/Irwin Discussion Comments Can use the Web discussion feature when working with Office files Allows users to attach comments Comments can be read and responded to by all reviewers Comments are stored on a discussion server

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 42 McGraw-Hill/Irwin Key Terms Browser - A program that connects you to the remote computers and displays the Web pages you request. Case sensitive - The capability to distinguish between uppercase and lowercase characters. Criteria - A set of limiting conditions that you want records to meet in order to be displayed. Database - An organized collection of related information consisting of fields and records. Also called a list in Excel. Data form - A special form that makes it easy to enter records in a list. Filter - A restriction placed on records in a database to temporarily isolate a subset of records.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 43 McGraw-Hill/Irwin Key Terms Field name - A label used to identify the data stored in a field. Filter - A restriction placed on records in a database to temporarily isolate a subset of records. Find And Replace -The Find and Replace feature helps you quickly find specific information and automatically replace it with new information. HTML (Hypertext Markup Language) - A programming language whose commands are interpreted by the browser software you are using and control how the information on a Web page is displayed. Hyperlink - A special type of link that provides a shortcut or jump another location in the same or different workbook, or to a document in a different application or to a document on a Web site.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 44 McGraw-Hill/Irwin Key Terms List - An organized collection of related information consisting of fields and records. Also called a database. Multilevel sort - A sort on more than one column or field. Print area - A defined range that is saved with the worksheet and printed by default. Record - A row of a database or list consisting of a group of related fields. Sort - To rearrange the records in a list in ascending or descending alphabetical order. Web Page - A Web page is a document that can be used on the World Wide Web (WWW) and displayed in a browser. Wildcard characters – The ? symbol used to match any single character or an asterisk * to match any string of characters.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 45 McGraw-Hill/Irwin Discussion Questions 1.Discuss different ways that an Excel list can be used. 2.Discuss the differences between the AutoFilter function and the Custom Filter function. When would you use AutoFilter? When would the custom filter be more appropriate? 3.Discuss how a worksheet is converted to a Web page and used.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 46 McGraw-Hill/Irwin Frequently Asked Questions Is there a difference between a list and a database? What are fields? What are records? What is a data form? What is the difference between a data form and an Excel form? I created a hyperlink in a cell and now I can't make changes to that cell without activating the hyperlink. Help!

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 47 McGraw-Hill/Irwin Frequently Asked Questions What happens when I use a hyperlink that is an address? Opps! I misspelled a name used extensively in a worksheet. How can I easily modify this error? I need to locate information in a worksheet but I am not sure of the correct spelling. What are wildcards and how do I use them?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 48 McGraw-Hill/Irwin Frequently Asked Questions How do I sort data in Excel? What if I need to sort multiple fields. How can I do this? What is the benefit of using Excel's filter feature? Is filtering only limited to one field? I want to restrict my list to those records that do not have a blank value in one of the cells. How can I do this?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 49 McGraw-Hill/Irwin Frequently Asked Questions How do I set up a Print Area? Can I create a Web page of my worksheets in Excel? How? What are Supporting folders? Are they difficult to create? When I finish creating my Web page using Excel, how can I move it to a Web server?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 50 McGraw-Hill/Irwin Web Links Excel 2002 – subid=22&site=10876&x=11&y=9http:// subid=22&site=10876&x=11&y=9 Spruce up your Excel Web Pages with Word Themes – e99b2.htmhttp:// e99b2.htm

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 51 McGraw-Hill/Irwin Web Links VB.com Bookmark – Beginner's Visual Basic – bookmark.com/vbBeginners.htmlhttp:// bookmark.com/vbBeginners.html Formulas and Functions for Excel and QuattroPro – Microsoft Excel Links –