1 chapter 14 finalizing a worksheet. practical computer literacy, 2 nd edition chapter 14 2 what’s...

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Chapter 14

Finalizing a Worksheet

Practical Computer Literacy, 2nd edition Chapter 14

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What’s Inside and on the CD?

• In this chapter, you will learn how to:

– Finalize your worksheets

– Prepare your worksheets for printing

– Turn your worksheets into Web pages


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Can I sort data in a worksheet?

• Data in Excel can be sorted in:

– Ascending order – alphabetically, A to Z

– Descending order – reverse alphabetically, Z to A

• It’s good practice to save worksheet before sorting data

• Select all columns of related data before sorting data


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• Click Undo button if you forget to select all columns before sorting

• Use Sort Ascending or Sort Descending buttons on the ribbon if you want to sort data in first column

• Use procedure shown in the figure on the next slide to sort by column other than the first, or by several columns



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How do I create a chart?

• Pick chart type that suits data:

– Line charts used to show data that changes over time

– Pie charts illustrate proportion of parts to whole

– Bar charts (“column charts”) used to show comparisons


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• To create a chart, use the Chart group on the Insert tab

• When selecting cells for a chart, include the cells that contain labels

• If you are not certain which chart type to use, hover the pointer over the chart buttons to see a description

• If the chart doesn’t seem to make sense, try clicking the Switch Row/Column button


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• By default, the chart is inserted into the current worksheet

• When a chart is selected, you can move it or resize it by dragging the sizing handles


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How do I modify a chart?

• Excel creates a chart based on data and labels you select from a worksheet

• When making changes to chart, make sure the chart is selected so that you see all of the charting tabs

• To select a different chart type, select the Design tab, and then click the Change Chart Type button


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• To select a different range of cells to be charted, click the Select Data button from the Design tab, and then select the cells or type a range into the Chart data range box

• If you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key


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• The next step is to improve the readability and appearance of the chart

• Most modifications begin by right-clicking the chart element you want to change

• Label formats on charts can be different from those in worksheet cells


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• For readability, consider changing the units used for axis labels

• Excel includes a variety of colors, patterns, and gradients that can be applied to:– Backgrounds– Plot areas– Gridlines– Data series


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Can I add graphics to a worksheet?

• Worksheet graphics used to highlight important sections, add interest, or graphically illustrate spreadsheet data. To insert clip art:– Click cell where graphic will be placed– Click Insert tab– Click Clip Art– Choose image from available pictures


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• Resize graphics using round “handles” on edges of selected graphic

• Move graphic by holding mouse button down while dragging it to new location

• Rotate graphic by dragging green rotate handle right or left


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• Shapes tools allow you to draw simple lines and shapes

• To draw an arrow– Click Insert tab– Click Shapes– Select Arrow from the Lines group– Click the worksheet cell where you want the arrow to

start, then drag to “draw” the arrow


• The SmartArt button on the Insert tab allows you to insert visual aids

• To insert SmartArt– Click the SmartArt button on the Insert tab– Select the shape you want– Click the OK button– Drag the shape to your desired location


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How do I check spelling in a worksheet?

• Excel can check spelling of all labels in worksheet– Doesn’t show misspelled words with wavy underlines– Doesn’t provide a grammar checker– Important that you proofread

• Begin checking with any cell selected– If you make A1 active cell, avoid the question in Step

5 in the figure on the following slide


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• If correct spelling appears in Suggestions list, click to select, then click Change button

• If no suggested spellings are displayed, click Not in Dictionary text box, then type correct word. Click Change button to replace misspelled word.

• Click Ignore Once button if the word is correct


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• Click Ignore All to ignore all other occurrences of word throughout worksheet

• If word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled


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How do I test my worksheet?

• Always test worksheet before relying on results

• Possible to enter wrong value in cell, use wrong cell reference in formula, or other error

• Good idea to use the Save As option to rename and save extra copy of worksheet before testing


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• One test is to enter series of consistent, easily verified values, such as 1 or 10, into data cells

• Another test is to enter real-world values for which you already know results

• Compare calculated results with real-world results – This testing also helps identify formatting problems


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• Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheet

– Small values, including zero, can lead to errors such as division by zero

– Large values can lead to results not fitting in cell where answer to be displayed

• In this case, make those columns wider


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How do I use Print Preview and Page Setup?

• Print Preview shows how worksheet will look when printed

• Can open Print Preview by clicking Preview button on Print Dialog box


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• Zoom button toggles between close-up and normal view– Click to switch between them– In close-up mode, look for ##### symbol indicating

columns needing to be wider

• Adjust margins by:– clicking Show Margins check box– positioning pointer over margin line to change to or

– dragging line to new position– releasing mouse button



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• Also set margins using Page Setup dialog box

• Outside top and bottom margin lines control location of header and footer

• Inside lines control placement of worksheet data

• More options for controlling printed format in Page Setup dialog box


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• Page Setup dialog box allows control of orientation and structure

• Click Page Setup button in the Print Preview window

• Or click Page Layout tab, then click Page Setup Dialog Box Launcher

• Settings saved when you save worksheet


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• Page tab contains settings for orientation and scaling– Portrait orientation – vertically oriented– Landscape orientation – horizontally oriented– Scaling options

• Adjust worksheet’s overall size• Force to fit within width of one page• Printing large worksheet on one page makes it

easier to read, as long as font legible– Cancel scaling – click Adjust to option button and

change to 100% normal size


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• Margins tab allows you to specify margin settings

• Header/Footer tab allows you to work with headers and footers

• Sheet tab allows you to specify section of worksheet to print– Useful for printing selected section of large worksheet– Specify whether to print gridlines or row and column

headings • Printouts with both are useful when you want to show

structure of worksheet


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How do I add headers and footers to a worksheet?

• Excel worksheets can contain headers and footers– Header is text that appears at top of every page– Footer is text that appears at bottom of every page

• Excel includes predefined headers and footers:– Worksheet Title– Date– Page number


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• Create your own headers and footers

• Footers work just like headers –select appropriate footer option

• Custom dialog boxes have options to insert commonly used elements


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• Click buttons to:


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How do I set up a multipage worksheet?

• Large worksheets may need additional setup to print correctly on multiple pages

• Use Page Break Preview to examine, and modify, page breaks for logical data arrangement

• It’s good practice to include row and column labels on every printed page to assist with data identification


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• Use Page Setup dialog box to specify order in which multipage worksheets print

• To view page breaks, click View tab, then Page Break Preview– Drag blue page break lines to change locations

• To insert new page break, click location for new page break, then Click Page Layout tab, then click Breaks in the Page Setup group, then click Insert Page Break


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• To include column or row labels on every page, use the Page Setup dialog box– On Sheet tab, use Print titles text boxes to specify

row and column that contain headings

• To specify order in which pages of multipage worksheet are printed, use Sheet tab of Page Setup dialog box– In Page Order section choose Down, then over or

Over, then down


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How do I print a worksheet?

• Use the Print dialog box to– Print a single copy of the current worksheet– Print multiple copies– Designate selected pages– Use advanced print options

• Default setting only prints the current worksheet


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• Determine what you want to print before opening Print dialog box

• By default, Excel prints entire active worksheet

• To print only a section of worksheet, select range of cells before you click the Microsoft Office button and click Print– Click Selection option in Print what section of dialog

box


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• Click Active sheet(s) option in Print what section to print only current worksheet

• Click Entire workbook option to print all worksheets in current workbook

• Click Preview button to see how worksheet or workbook will look when printed

• If worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print dialog box


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How do I save a worksheet as a Web page?

• You can save worksheet as Web page to post on Internet

• Easy way to make data accessible to large number of people

• Before saving as a Web page, it is a good idea to save in Excel (.xlsx) format


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• Tables are a valuable formatting tool for creating Web pages

• To save as a Web page:– In Save As dialog box, click the Selection option– Choose the HTML file type– Name your file– Click Save


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• Not all Excel formatting options can be duplicated in Web page– Notification of any problem areas– Option of canceling or continuing with save

• Not all worksheets successfully convert to Web pages

• Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet


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What makes a good worksheet?

• Longest data sets should go down the screen• Information should read from left to right and top to

bottom• Provide meaningful labels• Enter data accurately• Enter formulas and functions carefully• Avoid including labels in mathematical formulas


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• Avoid circular references• Understand mathematical precedence• Use absolute and relative references appropriately• Avoid using too many fonts, font sizes, and colors• Format numbers for easy reading


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• Use consistent formats for similar data

• Format cells so that data fits in them

• Add documentation as necessary


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1 chapter 14 finalizing a worksheet. practical computer literacy, 2 nd edition chapter 14 2 what’s...

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