1. McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Working with Data Lists and Web Features Lesson 8

2. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-2 McGraw-Hill/Irwin Skills Planning a Data List Entering Records Using a Data Form Adding a Data Validation Rule Searching for a Record Using Find and Replace to Change the Cell Contents Sorting a Data List Filtering a Data List Adding Record Subtotals Extracting a Subset Printing a Data List Using Web Page Preview Saving a Worksheet as a Web Page Inserting Hyperlinks Creating Discussion Comments

3. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-3 McGraw-Hill/Irwin Planning a Data List Data can be arranged in the form of a list –Enables management and analyzation of data Guidelines for planning a Data List 1.Limit of one list per worksheet 2.Keep similar items in the same column in all rows 3.Place important data at top or bottom of list 4.When editing list contents, unhide all columns/rows 5.Column label formatting 1.In first row 2.Different from data 6.Avoid blank rows, columns 7.Avoid leading/trailing spaces in data

4. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-4 McGraw-Hill/Irwin Planning a Data List Counter examples of guidelines Format column labels consistently Avoid leading and trailing spaces Avoid blank rows and columns Only one data list per worksheet Unhide columns and rows before editing Critical data at top or bottom of list

5. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-5 McGraw-Hill/Irwin Entering Records Using a Data Form Columns label the fields included in the data base –Enter directly in cells or … –Use a data form to create fields Data form can be also used to –Locate records –Edit records –Delete records

6. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-6 McGraw-Hill/Irwin Entering Records Using a Data Form With cells containing column labels and first row of data –Select both rows (labels, data) –Click on Data, then Form for the data form Press [Enter] to move to new blank form –Enter data –Press [Tab] to go to next field Note buttons for navigating through the list of data

7. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-7 McGraw-Hill/Irwin Adding a Data Validation Rule Rules can be set for certain fields –Values entered are checked –Invalid entries rejected with polite message Validation rules include checks for –Proper type (character, numeric) –Range of values (low to high) –One of a small set of valid values

8. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-8 McGraw-Hill/Irwin Adding a Data Validation Rule Click on the column of the field for which data validation will be established Click on Data, then Validation for dialog box Select desired input format for selected cells

9. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-9 McGraw-Hill/Irwin Adding a Data Validation Rule Also possible to specify –Input Message –Error message

10. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-10 McGraw-Hill/Irwin Searching for a Record Difficult to look through a large data base for a particular record Solution –Set criteria for search –Specify for single field Example –Look for record with last name containing value "Martindale"

11. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-11 McGraw-Hill/Irwin Searching for a Record With Data Form open, click Criteria –Form becomes blank –Enter a value or a comparison in a field –Click on Find Next

12. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-12 McGraw-Hill/Irwin Searching for a Record Record that meets search criteria is displayed

13. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-13 McGraw-Hill/Irwin Using Find and Replace to Change Cell Contents Use to locate records in large worksheet –Use dialog box to enter target text –Enter replacement text Possible to search for text with specified characteristics –Text content –Text color, font size, etc. Found text may also be reformatted

14. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-14 McGraw-Hill/Irwin Using Find and Replace to Change Cell Contents Click on Edit, then Find to bring up dialog box –Enter target text Click on Replace tab to specify replacement text and options

15. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-15 McGraw-Hill/Irwin Using Find and Replace to Change Cell Contents Enter replacement text Where and how to look options Click to set format of replacement text

16. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-16 McGraw-Hill/Irwin Using Find and Replace to Change Cell Contents Replace Format dialog box to specify –Color –Font –Style –Size

17. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-17 McGraw-Hill/Irwin Using Find and Replace to Change Cell Contents When search and replace has finished, message box displays Note results of replaced text

18. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-18 McGraw-Hill/Irwin Sorting a Data List A database must provide ability to organize data in a specific order (sorting) Data is entered as it comes in –Records are arranged in different order at later time Sorting can be done –By any one of the fields –Multi-level, by up to three fields

19. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-19 McGraw-Hill/Irwin Sorting a Data List With a data list open, select cell in column (field) for basis of sort Click on Data, then Sort for dialog box Specify up to three fields for sort Specify ascending or descending Note Options button

20. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-20 McGraw-Hill/Irwin Sorting a Data List Sort Options dialog box –Click for pulldown menu Some kinds of fields may require other than alphabetical sort

21. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-21 McGraw-Hill/Irwin Filtering a Data List Filtering produces a subset of a database –Based on specified criteria –Finds specific information from database Useful for working with smaller portion of a large database –Records for a single month –Records for a sales region –Inventory items from a single department

22. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-22 McGraw-Hill/Irwin Filtering a Data List Click on Data, then Filter and AutoFilter –Down arrow appears on each column heading Click on desired column heading arrow –Choose from list –All records with that value are filtered out and displayed

23. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-23 McGraw-Hill/Irwin Filtering a Data List When Custom option is chosen, Custom AutoFilter dialog box opens Choose comparison Specify value Multiple comparisons possible

24. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-24 McGraw-Hill/Irwin Filtering a Data List When done with AutoFilter –Click on Data, Filter, –Then click on the AutoFilter to remove the check mark and toggle the feature off

25. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-25 McGraw-Hill/Irwin Adding Record Subtotals Consider a database with groups of records with same value in a field –Region, zip code, etc. Possible to summarize data based on those groupings For any field we can determine –Sum, average, count, min, max, etc. Important to sort on the field on which the groupings or subtotals will be based

26. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-26 McGraw-Hill/Irwin Adding Record Subtotals Sort the database on grouping field Click on Data, then Subtotals for dialog box –Specify field for grouping –Specify function to use –Click on OK

27. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-27 McGraw-Hill/Irwin Adding Record Subtotals Data list with monthly subtotals Use level buttons or plus and minus signs to collapse or expand the outline

28. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-28 McGraw-Hill/Irwin Extracting a Subset The AutoFilter feature provides a subset of the data –But it is only for viewing Occasionally the subset must be extracted to another, separate data list –Useful for creating a chart based on the subset of data The Advanced Filter provides this capability

29. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-29 McGraw-Hill/Irwin Extracting a Subset Copy the data labels, past them to a new location Specify values and/or criteria for one or more columns Click on Data, Filter, then Advanced Filter, –Dialog box opens

30. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-30 McGraw-Hill/Irwin Extracting a Subset Advanced Filter Dialog box –Original data list range already shows –Click Collapse Dialog button to specify criteria range $A$30:$H$30

31. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-31 McGraw-Hill/Irwin Extracting a Subset Extracted sheet Criteria for subset Subset of original data list

32. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-32 McGraw-Hill/Irwin Printing a Data List Printing a data list involves similar procedures as printing other Excel worksheets Use the Print What section of Print dialog box to specify Use Page Setup options to revise layout –Add a header

33. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-33 McGraw-Hill/Irwin Printing a Data List Using Page Setup dialog box Buttons in Header dialog box Printing orientation options Change fontPage number Insert total Insert page number Insert date, timeInsert title of - Path, file - File name - Sheet name Pictures - Insert - Format

34. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-34 McGraw-Hill/Irwin Using Web Page Preview Possible to publish the Excel workbook as a Web page –Then the published page is viewed in a Web browser To preview –Save workbook as a web page –Use Web Page Preview command from File menu

35. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-35 McGraw-Hill/Irwin Using Web Page Preview Click on File, then Save As –Save As dialog box appears –Choose Save As Web Page Alternatively, choose Save As Web Page in the File menu

36. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-36 McGraw-Hill/Irwin Using Web Page Preview Using either choice brings up the Publish as Web Page dialog box Click to save a published.html file

37. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-37 McGraw-Hill/Irwin Using Web Page Preview To view the published page –Click on File, then Web Page Preview –Sheet displays in Web browser

38. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-38 McGraw-Hill/Irwin Saving a Worksheet as a Web Page When saving worksheet in.html format –They are displayable on the World Wide Web –They can be interactive or non-interactive page Interactive pages –Possible to enter and change data on web browser Non-interactive pages –View the page –Print the page

39. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-39 McGraw-Hill/Irwin Saving a Worksheet as a Web Page When Save As Type is set to Web Page, dialog box alters.HTML files listedChange Title option for display in the title bar of the browser

40. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-40 McGraw-Hill/Irwin Saving a Worksheet as a Web Page Set Page Title dialog box –Enter page title desired for display in title box of the Web browser

41. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-41 McGraw-Hill/Irwin Inserting Hyperlinks Often useful to include links in a worksheet –Link to another page or another file –Link to a Web address –Even into a specific location on a Web page Link can be established –For text –For graphic images

42. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-42 McGraw-Hill/Irwin Inserting Hyperlinks On an open worksheet –Click to select an object – text or a graphic –Click on Hyperlink button to open dialog box Click on desired file to which to link Specify a Screen Tip

43. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-43 McGraw-Hill/Irwin Creating Discussion Comments Attach comments to a Web page or a document –Document opened with Web browser Requires a Discussion Server –Stores discussion text –Keeps details of file being used

44. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-44 McGraw-Hill/Irwin Creating Discussion Comments Click on Tools, then Online Collaboration, and Web Discussions to display toolbar Click the Discussions button, then Insert About the Workbook

45. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8-45 McGraw-Hill/Irwin Creating Discussion Comments Displaying the added discussion section Enter subjectEnter discussion Click on Close when done