1. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 6 Protecting a Cell, a Worksheet, and a Workbook (continued)

7. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 8 Printing Large Worksheets Page Breaks, Page Orientation, Printing a selection, and the order in which pages print must be considered You can adjust column widths, margins, and page orientation before printing to avoid wasting paper

9. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 message 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 Setup group on Layout tab  Select Portrait or Landscape

11. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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  Click Print in the Print group on the Print Preview tab.

12. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 on the Page Layout tab  Click the Sheet tab  Change the Page Order options, as appropriate

13. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 13 Excel Tables A table is an area in the worksheet that contains rows and columns of 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 15 Excel Tables (continued) First row contains field names Each row is a record

16. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 opens; 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, the contextual Table Tools Design tab becomes active once the table is created

17. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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  Click the Insert down arrow in the Cells group on the Home tab  Select Insert Table Rows Above

18. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 18 Add, Edit, or Delete Records and Fields (continued) Delete records as your data table contracts  Select the record to be deleted  Click the Delete arrow 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  Click the Delete down arrow in the Cells group on the Home tab  Select Delete Table Columns

19. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 19 Find and Replace Find and Replace enables 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 in 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 on the Home tab

21. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 sort files

22. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 22 Sorting Data (continued) Sorted by instrumentSorted by class

23. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 (primary) sort field 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 24 Multiple Level Sorts

25. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 A filter is a condition that displays a subset of data meeting your specifications.

26. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 26 Use AutoFilters You can use AutoFilter to set a filter 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 filter in the header row

27. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 27 Using AutoFilters (continued) Filter drop- down list List filtered to display only juniors

28. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 29 Multiple AutoFilters (continued) Filters applied until the data shows only records for those who play snare drum and are juniors

30. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 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 Table tools Design tab is available  Click the Total Row check box on the Table Style Options group on the Design tab. Excel inserts a total row and totals the last column using the SUBTOTAL function.  Click in the total cell to see a drop-down arrow.  Click the drop-down arrow to select another function, such as Average, or select None to remove the total if it is not relevant to that column.  Click in other cells on the total row and repeat step 4 to apply totals to other columns.

31. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 31 Create a Summary Report Compute subtotals for groups of records within a range of data 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 © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 32 Create a Summary Report Shows subtotals by Class

33. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 33 Create a Summary Chart

34. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 34 Questions?

35. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 35 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 © 2010 Pearson Education, Inc. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall