1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Excel 2007 Chapter 4: Working with Large Worksheets and Tables Robert Grauer, Keith Mulbery, Judy Scheeren

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Freeze rows and columns Hide and unhide rows, columns, and worksheets Protect a cell, a worksheet, and a workbook Control calculation Print large worksheets Explore basic table management Sort data Filter and total data

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Freezing Rows and Columns Freezing is the process of keeping headings on the screen at all times Allows you to work more easily with large worksheets You can freeze both rows and columns or just the top row or the first column

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Hiding and Unhiding Rows, Columns, and Worksheets Hidden refers to a state in which rows, columns, and sheets are invisible Often done to conceal nonessential information, information not needed at a particular time, confidential information, or sensitive data  Examples include Social Security numbers, salary or rate of pay, pricing data, and trade secret information

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Protecting a Cell, a Worksheet, and a Workbook Protection controls can ensure the right people see only the right data Protection is important because it can determine if users can change an element of a workbook  Unauthorized users will not be able to access the spreadsheet  Authorized users can edit only designated areas

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Protecting a Cell, a Worksheet, and a Workbook (continued)

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Controlling Calculation Calculation is the computation of formulas and displaying the results or values in the cells that contain the formulas The default recalculation takes place when the cells that formula refers to change Excel has a variety of recalculation schemes  Can be accessed by clicking the Microsoft Office Button, Clicking Excel Options, and then clicking the Formulas category

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Printing Large Worksheets Must consider Page Breaks, Page Orientation, Printing a selection, and the order in which pages print You can adjust column widths, margins, and page orientation before printing and wasting paper

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Page Breaks Page Break Preview  Shows where page breaks occur  Gives you the opportunity to change them To adjust page breaks:  Click the Page Break Preview button on the status bar If the Welcome to Page Break Preview dialog box appears, check the Do not show this dialog again box and click OK Watermark shows the page numbers  Move the dashed blue lines as appropriate to adjust the page breaks

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Page Orientation Printing an entire worksheet on a single page is more efficient Can be accomplished by changing the page orientation Page orientation can be either Portrait (tall) or Landscape (wide) To change page orientation to print more of a worksheet on a page:  Click Orientation on the Page Layout tab  Select Portrait or Landscape

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Print a Selection May want to print only a portion of a worksheet Select an area to print prior to actually printing To print a selection or range of a worksheet:  Select the portion of the worksheet you want to print  Click the Page Layout tab and then select the Page Setup dialog box launcher in the Page Setup group  Click Print; then click Selection in the Print what section  Verify the selection using Preview

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Control Print Page Order Sometimes necessary to change the order that pages print  Data may make more sense if the order is changed  Use to keep like data together When you have four pages to print, you can print left to right or top to bottom Choose order based on your worksheet data To change the print page order:  Click the Page Setup dialog box launcher of the Page Layout tab  Click the Sheet tab  Change the Page Order options, as appropriate

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Excel Tables A table is an area in the worksheet that contains rows and columns of similar or related information  Can be used as part of a database or organized collection of related information  Worksheet rows represent the records; worksheet columns represent the fields in a record The first row contains the column labels or field names  Identifies data to be entered in the columns Each row in the table contains a record

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Excel Tables Every cell in the table area, except the field names, contains a specific value for a specific field in a specific record Every record (row) contains the same fields (columns) in the same order as every other record

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Excel Tables (continued) First row contains field names Each row is a record

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Create Tables Create table from data already in a spreadsheet:  Select the range of cells that contains the data  Click the Insert tab and click Table in the Tables group The Create Table dialog box appears; make appropriate changes  Click OK to complete the table creation and display the contextual Design tab Create table and then add the data:  Select a range of cells on a sheet  Click the Insert tab and click Table in the Tables group The Create Table dialog box appears asking for the range of data for the table  Click OK to display the contextual Design tab

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Add, Edit, or Delete Records and Fields Edit any field in any record in the same way you change entries in a spreadsheet  Click on the field (cell) of the data to be edited  Edit the data as desired  Press Enter to accept change Add records as your data table expands  Select a cell in the record below where you want the new record inserted  Open the Insert drop-down list in the Cells group on the Home tab  Select Insert Table Rows Above

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Add, Edit, or Delete Records and Fields (continued) Delete records as your data table contracts  Select the record to be deleted  Open the Delete drop-down list in the Cells group on the Home tab  Select Delete Table Rows To delete one or more fields from a table:  Select the column or columns to be deleted  Open the Delete drop-down list in the Cells group on the Home tab  Select Delete Table Columns

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Find and Replace Find and Replace allows global editing of data The field shown in column H is each player’s class Find and Replace is used to advance the class level at the end of each school year

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Format the Table Make tables more attractive, easier to read and emphasize important data Standard types are also available for use with tables  Cell height and width are available in the Format drop- down list of the Cells group on the Home tab  Other options available in the Cell Styles gallery of the Styles group on the Home tab  Other options are present in the Number, Alignment, and Font groups of the Home tab

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Sorting Data Sorting arranges records in a table by the value in field(s) within a table The sort command puts lists in ascending or descending order according to specified keys Keys are the fields on which records are sorted

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Sorting Data (continued) Sorted by instrumentSorted by class

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Multiple Level Sorts A single key does not always uniquely identify a record Using multiple level sorts allows differentiation among records with the same data in the first key Example─when the table includes last name and first name fields  There are multiple records where the last name is not unique  Need to use first name field to differentiate

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Multiple Level Sorts

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Filtering and Totaling Data Data refers to a fact or facts about a specific record or sets of records Information is data that has been arranged in some form and viewed as useful

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Use AutoFilters A quick way to display a subset of data from a table Filtered data displays only the records that meet the criteria you specify To apply a simple AutoFilter to a data table, click the arrow in the column header

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Using AutoFilters (continued) Filter drop- down list List filtered to display only juniors

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Using Multiple AutoFilters Multiple AutoFilters can be used to return a more specific result by applying a filter on more than one criteria Filters are additive, which means that each additional filter is based on the current filtered data and further reduces a data subset Repeat the steps described above until the subset of data is exactly what is desired

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Multiple AutoFilters (continued) Filters applied until the data shows only records for those who play snare drum and are juniors

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Insert Column Totals Some fields may require calculation in order to best display some or all of the data contained in the table To insert column totals:  Select a cell in the table and be sure the Design Tab is available  Place a check mark in the Total Rows box of the Table Style options of the Design tab

31. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 Create a Summary Report Compute subtotals for groups of records within a list Subtotals command inserts a subtotal row into the list when the value of a designated field, such as Class, changes from one record to the next Grand total is displayed after the last record

32. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 Create a Summary Report Shows subtotals by Class

33. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Create a Summary Chart

34. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 34