chapter 7 - finalizing a worksheet
TRANSCRIPT
Chapter 7Finalizing a Worksheet
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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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Can I sort data in a worksheet?
• 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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Can I sort data in a worksheet?
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How do I create a chart?
• Pick chart type that suits data:– Line charts are used to show data that changes
over time– Pie charts illustrate proportion of parts to whole– Bar charts (“column charts”) are used to show
comparisons
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How do I create a chart?
• 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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How do I create a chart?
• 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 create a chart?
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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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How do I modify a chart?
• 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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How do I modify a chart?
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How do I modify a chart?
• 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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How do I modify a chart?
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How do I modify a chart?
• 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 are 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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Can I add graphics to a worksheet?
• 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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Can I add graphics to a worksheet?
• 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
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Can I add graphics to a worksheet?
• 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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Can I add graphics to a worksheet?
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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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How do I check spelling in a worksheet?
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How do I check spelling in a worksheet?
• 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• 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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How do I test my worksheet?
• 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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How do I test my worksheet?
• 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 test my worksheet?
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How do I control the page layout for a worksheet?
• Page Layout view helps refine the appearance of a worksheet– Prior to printing– Prior to posting as a web page
• Open Page Layout View by clicking the view tab, then selecting Page Layout– Check options for Layout settings
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How do I control the page layout for a worksheet?
• Gridlines are lines that separate one cell from another– Shown in light blue in page layout view– Can turn off both for viewing and printing
• Worksheet Headings are the column letters and row numbers
• Orientation refers to the relative positions of the worksheet and the paper– Portrait– Landscape
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How do I control the page layout for a worksheet?
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How do I set margins?
• Easiest way is to drag directly in the margins in Page Layout view
• If your worksheet contains multiple pages, margin settings apply to all pages
• Use the Margins button if you want to select preset margins– Click Margins button– Select Custom Margins– Change space allocated for headers and footers
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How do I set margins?
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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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How do I add headers and footers to a worksheet?
• 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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How do I add headers and footers to a worksheet?
• Click Options button to select useful settings:– Different first page– Different off and even pages– Scale with document– Align with page margins
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How do I add headers and footers to a worksheet?
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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 Layout View to preview the information that each page will contain
• Use a manual page break if a page ends with a row that should be grouped with data on the next page
• It’s good practice to include row and column labels on every printed page to assist with data identification
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How do I set up a multipage worksheet?
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How do I print a worksheet?
• Use the File tab’s Print option 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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How do I print a worksheet?
• Determine what you want to print before opening Print window
• By default, Excel prints entire active worksheet• To print only a section of worksheet, select range of
cells before you click the File tab and select Print– Click Selection option in Print what section of
dialog box
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How do I print a worksheet?
• 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 print a worksheet?
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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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How do I save a worksheet as a Web page?
• 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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How do I save a worksheet as a Web page?
• 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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How do I save a worksheet as a Web page?
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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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What makes a good worksheet?
• 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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What makes a good worksheet?
• Use consistent formats for similar data• Format cells so that data fits in them• Add documentation as necessary
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