Formatting Data. Format as a Table. Filter Data. Conditional Formatting. Eliminate Duplicate Records. Summarize Data: Subtotals

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1 Formatting Data Format as a Table Filter Data Conditional Formatting Eliminate Duplicate Records Summarize Data: Subtotals

2 Formatting Data Use the following options to format your data: Automatically adjust all columns to fit the data: Click on the cell above row 1 and to the left of column A (selects all data on sheet Go to any label and double click on the vertical line between the column labels (all columns will be adjust to fit the data) To center a heading across your columns: Enter your text Highlight the desired number cells in your row Click on the Merge & Center icon located on the Home tab / Alignment section To wrap text in a cell: Type your lengthy heading or description and press enter Click in the heading cell to select From the Home tab / Alignment section, click the Wrap Text icon Adjust the row and cell height as needed Note: If you have a lot of information entered in one cell, you can use the formula bar and expand the view to see all the information. Go to the far right of the formula bar line and click on the expand symbol. Click v to expand and ^ to collapse. Adjust row/column height: Click and drag to select the row numbers listed on the left side Click Home tab Click Format from the Cells group Click on Row Height / type height and press enter Or Click and drag to select the row numbers listed on the left side Point to a line below the number and when you get a double headed arrow, click and drag to adjust the height. Format as a Table Change the appearance of your data by selecting from predefined formats such as shading every other line. Formatting your data as a table will automatically allow you to filter on any column. Exercise: Format your data as a table: Click anywhere in your data area 1

3 Click on Home tab Click on Format as a Table from the Styles group Select the desired table style Specify the data cell range: Click ok to accept default range or click on the red arrow and highlight cell range then on arrow and ok Note: When you click on a cell in the table, the ribbon shows you additional options Notice the filter arrow in each column. Click on the arrow to filter by criteria. Exercise: Add additional rows to your table: Click and drag the bottom right corner of the last cell of data (bottom right) When you drag the cursor down several rows, the format will automatically be applied and the new data will be included in the table. Filter Data Define which rows you want displayed based on user defined criteria. Exercise: Use the filter option to display only records that meet your criteria: Note: When you format your data as a table, the filter is automatically turned on. When the filter is on you will see arrows in your headings. To filter data that is not formatted as table: Click on Data tab / click Filter You will see down arrows listed in each heading Click on the arrow in the Dept heading You can now easily check off as many or as few criteria as needed or you can click in the search box to search desired text Deselect Select All and select ACC & FIN Click ok View your subset results Exercise: Use the number filter to select data: Click on the arrow in the enrollment heading Click on Number Filters Notice the options: Top 10, greater than, between Select desired option Exercise: To remove filter and display all records: Click on the filter picture in the column heading Click on Clear filter from Dept Exercise: To turn off filter: Click on Data tab / click Filter 2

4 Exercise: To remove the table style (color bands) from your tables: Click anywhere in the table Notice the on-demand tab labeled: Table Tools (top right of ribbon) Click on Design listed under Table Tools Click the More arrow from the Table Styles group Click on Clear Exercise: To convert the table back to a range: Click anywhere in the table Notice the on-demand tab labeled: Table Tools (top right of ribbon) Click on Design listed under Table Tools Click Convert to Range and click Yes Conditional Formatting Change the format of your cells based upon their values. Conditional formatting helps to visually compare & emphasize values. Exercise: Apply various conditional formatting options to your data: Click on Home tab Select your Totals column Click on Conditional Formatting from the Styles group Option: Select the Description column Click on Conditional Formatting Select Highlight Cell Rules Select Duplicate Values Your options include: Data Bars: the longer the shading, the higher the value Color Scales: the darker the color, the higher the value Icon Sets to emphasis values (or) Highlight Cell Rules - to define values you want to emphasis using <,>,= Top/Bottom Rules to highlight top or bottom values or percentages Clear formatting remove conditional formatting Eliminate Duplicate Records: You can remove duplicate rows from your spreadsheet. You need to specify what fields need to be checked to determine if a duplicate record exists. Exercise: Remove duplicate records: Click anywhere in your table Click on Data tab / Remove Duplicates By default, all the columns are selected 3

5 o Option: Click on Unselect All and select desired fields Click OK o You will get a message listing the number of duplicate values removed and the number of unique values that remain. Summarize Data - You can use the Subtotals and Pivot Tables options to quickly summarize your many rows of data. Subtotals: Creating Subtotals is a way to report and summarize data and view trends. Subtotals option will automatically calculate subtotals, grand totals and outlines a list. Exercise: Create subtotals for a data list. Find the total enrollment for each department s course number: Your data must be sorted before you use the subtotal option Click anywhere in your data table Click on Data / Sort Sort first by DEPT_CODE Click Add level to add CRSE NUM & click ok to sort Click Data / Subtotal Select the options in the dialog box: At each change in: CRSE NUM Use function: Sum Add subtotal to: Actual Enrollment Click ok Note: Each change in CRSE NUM will result in a subtotal Change the view of your data by clicking on the 1, 2 or 3 level outline buttons located at the top left Exercise: Remove subtotals from your data list: Click on Data / Subtotal / Remove All 4

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