1. Data Analysis and Security 11 Session Version 1.0 © 2011 Aptech Limited.

2. 2 At the end of this session, students will be able to:  Describe sorting and filtering of data  Explain the methods to present the data graphically using charts  Explain the steps to create and format the charts  Explain the methods of securing and protecting a Workbook Objectives Data Analysis and Security / Session 11

3. Version 1.0 © 2011 Aptech Limited. 3 Introduction  Excel allows users to organize data entries by sorting and filtering  Sorting:  Reorganizes rows in the table based on the contents of a particular column  Sorts the data numerically or alphabetically  Help users to understand and identify the required data  Filtering:  Used for viewing only certain items  When users apply filter to a column, they can decide what they want to see  In addition, the users can use charts to display the graphical representation of the data  Users can also secure their workbooks when the data is highly confidential Data Analysis and Security / Session 11

4. Version 1.0 © 2011 Aptech Limited. 4 Sorting Data  Means arranging data entries based on the specified conditions  Applied on data using pre-defined sorting methods, or by selecting the range of cells and apply the rules using Custom Sort Data Analysis and Security / Session 11

5. Version 1.0 © 2011 Aptech Limited.  Using basic sorting, users can sort the data in the following ways:  Sort A to Z or Sort Smallest to Largest  Sort Z to A or Sort Largest to Smallest  Put Selected Cell Color On Top  Put Selected Font Color On Top  Put Selected Cell Icon On Top 5 Basic Sorting [1-2] Data Analysis and Security / Session 11

6. Version 1.0 © 2011 Aptech Limited. 6 Basic Sorting [2-2] Sort Sub-menu Data Analysis and Security / Session 11  To apply basic sorting, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Name in cell D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from D5 to E10  Right-click the highlighted cells  Select Sort from the context menu  Select Sort > Sort A to Z  Excel rearranges data entries in the column D along with the corresponding data in the column E in ascending order

7. Version 1.0 © 2011 Aptech Limited. 7 Custom Sorting [1-2]  Enables a user to sort data as per their requirements  Allows a user to add multiple columns for arrangement  Users can decide which column needs to be sorted first and in what order Data Analysis and Security / Session 11

8. Version 1.0 © 2011 Aptech Limited. 8  Open Microsoft Excel 2010  Assign the heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from D5 to E10  Right-click the highlighted cells  Select Sort > Custom Sort  Select Name  Click Add Level  Select Age  Click OK  Excel first sorts the entire range of data alphabetically based on Name column and further on Age column Data Analysis and Security / Session 11 Sort Dialog Box  To apply custom sorting, perform the following steps: Sort Dialog Box After Selection of Rows Custom Sorting [2-2]

9. Version 1.0 © 2011 Aptech Limited. 9 Filtering Data  Displaying only those row that meet the specific criteria and hiding non-specific rows in the table  Allows users to filter data entries manually or by applying rules Data Analysis and Security / Session 11

10. Version 1.0 © 2011 Aptech Limited. 10 Basic Filtering [1-2]  Involves displaying of data entries manually  Users can decide what data they want to display in the spreadsheet  Users can filter data in the following ways:  Filter by Selected Cell’s Value  Filter by Selected Cell’s Color  Filter by Selected Cell’s Font Color  Filter by Selected Cell’s Icon Data Analysis and Security / Session 11

11. Version 1.0 © 2011 Aptech Limited. 11  To apply basic filter, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from D5 to E10  Right-click the highlighted cells  Select Filter from the context menu  Select Filter > Filter by Selected Cell’s Value  Click the small arrow next to column headings and select the data entries to be displayed on the spreadsheet Data Analysis and Security / Session 11 Filter Options Basic Filtering [2-2]

12. Version 1.0 © 2011 Aptech Limited.  Users can utilize this option to search data after applying a filter  Helps to search for a specific data entry when there are numerous data entries  To use filtering by search, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from D5 to E10  Right-click highlighted cells  Select Filter > Filter by Selected Cell’s Value  Click icon in Name heading  Type the data to search in the Search box  Click OK 12 Data Analysis and Security / Session 11 Filtering using Search

13. Version 1.0 © 2011 Aptech Limited. 13  To apply advanced date filter, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Date in C5  Type dates from cell C6 to C10  Assign the heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from C5 to E10  Right-click highlighted cells  Select Filter > Filter by Selected Cell’s Value  Click icon in Date heading  Select Date Filters > Custom Filter  Set the required criteria to apply  Click OK Data Analysis and Security / Session 11 Using Date Filters Custom AutoFilter Dialog Box for Date

14. Version 1.0 © 2011 Aptech Limited. 14  To apply advanced text filter, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Date in C5  Type dates from cell C6 to C10  Assign heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from C5 to E10  Right-click highlighted cells  Select Filter > Filter by Selected Cell’s Value  Click icon in Name heading  Select Text Filters > Custom Filter  Select the required rules  Click OK Data Analysis and Security / Session 11 Custom AutoFilter Dialog Box for Text Using Text Filters

15. Version 1.0 © 2011 Aptech Limited. 15  To apply advanced number filter, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Date in C5  Type dates from cell C6 to C10  Assign heading as Name in D5  Type names of people from cell D6 to D10  Assign the heading as Age in cell E5  Type age in cells from E6 to E10  Select the cells from C5 to E10  Right-click highlighted cells  Select Filter > Filter by Selected Cell’s Value  Click icon in Age heading  Select Number Filters > Custom Filter  Select the required rules  Click OK Data Analysis and Security / Session 11 Custom AutoFilter Dialog Box for Numbers Using Number Filters

16. Version 1.0 © 2011 Aptech Limited.  Provide the visual aids to the data present in tables  Make the data entries more comprehensible and clear  The table lists different types of Charts provided in Microsoft Excel 16 Data Analysis and Security / Session 11 TabDescription ColumnCompares the values across categories LineDisplays the graph over a period PieDisplays the contribution of each value to the total BarCompares multiple values AreaHighlights the differences between numerous sets of data over a period ScatterCompares pair of values and are also known as XY charts StockDisplays trends of the stock market SurfaceShows trends in values across two dimensions in a continuous curve DoughnutDisplays contribution of each value to a series like Pie chart but it displays multiple series BubbleResembles a scatter chart but it compares sets of three values instead of two RadarDisplays values relative to a centre point Working with Charts

17. Version 1.0 © 2011 Aptech Limited. 17  To create a chart in Excel, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Name in D5  Type the names of the people from cell D6 to D10  Assign Math as heading in E5  Type two-digit numbers from cell E6 to E10  Assign Art as heading in F5  Type two-digit numbers from cell F6 to F10  Select the cells from D5 to F10  Click Column from the Charts group in the Insert tab Data Analysis and Security / Session 11 Column Sub-Menu Creating a Chart [1-2]

18. Version 1.0 © 2011 Aptech Limited. 18  Select the first chart from 2-D Column Data Analysis and Security / Session 11 Chart in Excel Creating a Chart [2-2]

19. Version 1.0 © 2011 Aptech Limited. 19  When the chart is selected, following tabs appears in Chart Tools group of the ribbon:  Design  Layout  Format  These tabs lets the user to:  Change overall chart arrangement  Modify the appearance  Layout and style of the chart Data Analysis and Security / Session 11 Modifying the Chart Layout and Chart Style [1-3]

20. Version 1.0 © 2011 Aptech Limited. 20  To change the chart type, layouts, and style, perform the following steps:  Select the chart  Click Change Chart Type from Type group of the Design tab  Select the required chart type  Click OK  Select the chart  Click the Design tab  Click icon from the Charts Layouts group  Select the required layout Data Analysis and Security / Session 11 Changing Chart Type Chart Layouts Gallery Modifying the Chart Layout and Chart Style [2-3]

21. Version 1.0 © 2011 Aptech Limited. 21  Select the chart  Click the Design tab  Click icon from the Charts Styles group  Select the required style to apply Data Analysis and Security / Session 11 Chart Styles Gallery Modifying the Chart Layout and Chart Style [3-3]

22. Version 1.0 © 2011 Aptech Limited. 22  Helps the user to convey the details of horizontal and vertical axis, assign a title to the chart, display data labels, and so forth  The table lists different Chart Labels available in Excel Data Analysis and Security / Session 11 Specifying Chart Labels [1-2] Chart Labels LabelDescription Chart TitleSpecifies a title to the chart generated and enables to select its position Axis TitlesProvides name to horizontal and vertical axis of the chart and enables to select its position LegendStates what each of the data series stands for in the chart Data LabelsDisplays details of each of the data series on the chart and enables to select the position of the values Data TableProvide details of each of the data series below the chart

23. Version 1.0 © 2011 Aptech Limited. 23  To specify chart labels, perform the following steps:  Select the chart  Click Chart Title from the Labels group of the Layout tab  Select the option to display the chart title  Double-click the Chart Title name and assign a new name  Similarly, change the Axis Titles, Legend, Data Labels, and Data Table from the Labels group Data Analysis and Security / Session 11 Specifying Chart Labels [2-2]

24. Version 1.0 © 2011 Aptech Limited.  Involves changing the outline, fill color, and shape effects to the chart  The figure shows the Shape Styles group  Allows users to change the text fill, text outline, and text effects  The figure displays the WordArt Styles group 24 Data Analysis and Security / Session 11 Formatting a Chart [1-2] Shape Styles Group WordArt Styles Group

25. Version 1.0 © 2011 Aptech Limited. 25  To format a chart, perform the following steps:  Select the chart  Click Shape Fill from the Shape Styles group of the Format tab  Select the required fill color  Similarly, select the options from Shape Outline, and Shape Effects from the Shape Styles group  Click Text Fill from the WordArt Styles group of the Format tab and select the required text fill color  Similarly, select the options from Text Outline, and Text Effects from the WordArt Styles group Data Analysis and Security / Session 11 Formatting a Chart [2-2]

26. Version 1.0 © 2011 Aptech Limited.  Are Charts that are displayed in a single cell based on the range of numeric data selected to show the trend of value  Usually compares the data entries from different columns and display the graph in the cell  The figure displays the Sparklines group 26 Data Analysis and Security / Session 11 Working with Sparklines [1-2] Sparklines Group

27. Version 1.0 © 2011 Aptech Limited. 27  To use the Sparklines, perform the following steps:  Open Microsoft Excel 2010  Assign the heading as Name in A1  Type names of people from cell A2 to A8  Assign the heading as Math in cell B1  Type numbers from cell B2 to B8  Assign the heading as Language in C1  Type numbers from cell C2 to C8  Assign the heading as Art in cell D1  Type numbers from cell D2 to D8  Select the cells from B2 to D8  Click Line from the Sparklines group of the Insert tab  Type E2:E8 in the Location Range box to place the Sparklines in the Excel sheet  Click OK Data Analysis and Security / Session 11 Create Sparklines Dialog Box Example of Sparklines in Excel Working with Sparklines [2-2]

28. Version 1.0 © 2011 Aptech Limited. 28  Protects the workbook by assigning a password to the workbook or a worksheet  Users cannot view the contents or edit the file until they provide the password  Excel allows users to remove a password from a password- protected file  However, if the user forgets the password after protecting it, Excel cannot recover the contents of the file or provide the details of the password Data Analysis and Security / Session 11 Securing and Protecting a Workbook

29. Version 1.0 © 2011 Aptech Limited. 29  Protecting the workbook by providing the password  User need to enter the password to re-open the protected file  Even the worksheets will not open in read mode without the password  To encrypt a workbook, perform the following steps:  Open Microsoft Excel 2010  Click the File tab  Click Info  Click Protect Workbook Data Analysis and Security / Session 11 Encrypting a Workbook [1-2] Information Pane Protect Workbook Sub-Menu

30. Version 1.0 © 2011 Aptech Limited. 30  Select Encrypt with Password  Type the password in the Password box  Click OK  The workbook is protected  To decrypt a workbook, perform the following steps:  Open an encrypted document in Microsoft Excel 2010  Enter the password  Click the File tab  Click Info  Click Protect Workbook  Select Encrypt with Password  Clear the password from the Password box  Click OK Data Analysis and Security / Session 11 Encrypt Document Dialog Box Encrypting a Workbook [2-2]

31. Version 1.0 © 2011 Aptech Limited. 31  To protect the workbook structure or windows, perform the following steps:  Open a file in Microsoft Excel 2010  Click Protect Workbook from the Changes group of the Review tab  Type the password in the Password (optional) box  Click OK  Re-enter the password in the Reenter password to proceed box  Click OK  This will prevent the users from adding, deleting, or displaying hidden worksheets Data Analysis and Security / Session 11 Protect Workbook Dialog Box Protecting a Workbook

32. Version 1.0 © 2011 Aptech Limited. 32  To unprotect the workbook, perform the following steps:  Open a protected workbook in Microsoft Excel 2010  Click Protect Workbook from the Changes group of the Review tab  Type the password that was used to protect the sheet  Click OK Data Analysis and Security / Session 11 Unprotect Workbook Dialog Box Unprotecting a Workbook

33. Version 1.0 © 2011 Aptech Limited. 33  To protect the worksheet, perform the following steps:  Open Microsoft Excel 2010  Save the file  Click Protect Sheet from the Changes group of the Review tab  Type the password in the Password to unprotect sheet box  Click OK  Re-enter the password in the Reenter password to proceed box  Click OK Data Analysis and Security / Session 11 Protect Sheet Dialog Box Confirm Password Dialog Box Protecting a Worksheet

34. Version 1.0 © 2011 Aptech Limited. 34  To unprotect a worksheet, perform the following steps:  Open the protected worksheet in Microsoft Excel 2010  Click Unprotect Sheet from the Changes group of the Review tab  Type the password  Click OK to unprotect the sheet Data Analysis and Security / Session 11 Unprotect Sheet Dialog Box UnProtecting a Worksheet

35. Version 1.0 © 2011 Aptech Limited. 35  Sorting arranges data in ascending or descending order.  Filtering data means displaying only those rows that meet the specific criteria and hiding non-specific rows in the table.  Excel allows users to filter data entries manually or by applying rules.  Charts provide the visual aids to the data present in tables.  Sparklines compare the data entries from different column and display the graph in the cell.  Protecting the workbook helps users to keep the contents safe.  When the sheet is protected, the workbook will open in reading mode, but to make changes in the file, the user must enter the password. Summary Data Analysis and Security / Session 11