Intermediate Excel 2007

Transcription

1 Intermediate Excel 2007 Objective 1: Review Screen Layout Excel 2007 offers a new user interface. The top portion of the window has a new structure for Excel commands. The band area is called the Ribbon. It is the control center for creating a spreadsheet. You will no longer see drop-down menus and toolbars. The Ribbon will provide a more visual arrangement of commands in groups. The Quick Access Toolbar is the small group of buttons on the left, above the Ribbon. It contains commands such as Save, Undo, Repeat, Redo and other commands that used to appear under the drop-down menu. The Microsoft Button saving, opening, and documents. is available in all Office programs and contains commands such as printing. The right pane of the button will list your recently used To Start Excel 1. Click the Start button on the taskbar. 2. Point to Programs or All Programs. 3. Click Microsoft Office 4. Click Microsoft Excel 2007 Ribbon Band Microsoft Button Quick Access Toolbar Intermediate Excel 1 4/17/2008

2 The most-used commands appear in layers or tabs in the Ribbon Band. For example, the Home Tab will have commands to support task such as copying, pasting, adding slides, and formatting. Each Tab is devoted to a type of work you do when you create a presentation. Buttons on each tab are arranged in logical groups. Tabs Home Tab Supports task such as copying, pasting, adding slides, changing slide layout, formatting and positioning text, finding and replacing text. Insert tab Displays things you might want to put on a worksheet from tables, pictures, diagrams, charts, and text boxes to sounds, hyperlinks, headers, and footers. Page Layout tab Change the format of data, using rulers to adjust width or height, change page orientation, set margins. Formula tab Displays prewritten formulas in function library, display all formulas. Data tab Import data from different sources, sort or filter data. Review tab Find the spelling checker and research service here. You can create annotations to review the worksheet and then review those comments. View tab Make a quick switch to page Layout view or page break view, turn on gridlines, zoom selection, freeze panes. Intermediate Excel 2 4/17/2008

3 Objective 2: Create a linked worksheet. Linking A major advantage of Excel is its ability to link worksheet pages that contain analogous data. For example, you can develop a master worksheet, and link the data from subsequent worksheets to it. Links use two-worksheet types- a source worksheet that supplies the data and a destination worksheet that receives data. Example of Source Worksheet Example of Destination Worksheet Intermediate Excel 3 4/17/2008

4 To Link Cell Contents from Source Spreadsheet to Destination Spreadsheet 1. Create a spreadsheet to be used as your destination sheet. (Such as the one in the figures above.) 2. Click to select the cell in the DESTINATION sheet that is to be linked to a cell in a source sheet. 3. Press the Equals key on the keyboard. 4. Click the sheet tab for your SOURCE sheet. 5. Click to select the cell in the source sheet that contains the information that is to be linked to the cell in the destination sheet. 6. Press the Enter key on the keyboard. (This will take you back to your destination sheet.) Linked Information Link Multiple Cell Contents from Source Spreadsheet to Destination Spreadsheet 1. Create a spreadsheet to be used as your destination sheet. (Such as the one in the figures above.) 2. Click sheet tab for your SOURCE sheet. 3. Highlight the cell(s) in the source sheet that contains the information that is to be linked to the cell(s) in the destination sheet. 4. Click Home Tab on Ribbon then click Copy button.. 5. Click the sheet tab for your DESTINATION sheet. Highlight the cell(s) in the destination sheet where the data should be pasted. 6. Click Home Tab on Ribbon, then click downward on Paste button. 7. Click Paste Special, then click Paste Link. 8. Click OK. Intermediate Excel 4 4/17/2008

5 Objective 3: Use named ranges to link cells in formulas. Named Ranges You can substitute cell addresses with named ranges as arguments in a formula-link. Naming the cell ranges that are used in formulas will help you to remember what the formula is suppose to be doing at a later date. Named ranges may not include spaces. To Create a Named Range in a Linked Formula 1. Create a spreadsheet to be used as your destination sheet. 2. Click sheet tab for your SOURCE sheet. 3. Highlight the cell(s) in the source sheet that contains the information that is to be named and then linked to a formula in the destination sheet. 4. Double click the contents of the Name box found to the left of the Formula bar on Home Tab. Enter the name for the selected cell(s). Press the Enter key on the keyboard. Click the sheet tab for your DESTINATION sheet. Click the cell(s) in the destination sheet where the named range should be used in a formula. 5. Press the Equals key on the keyboard to begin the formula. Enter the formula as necessary using the named range where necessary. (For example, to calculate Average Mileage, we might have a formula that looks like this: =TotalMileage/4; where TotalMileage is a named range found on a sheet in our workbook.) Objective 4: Create a chart. Charts Excel uses embedded or floating charts to represent spreadsheet data. Embedded charts allow for automatic updating of data changes and are easy to work with. To Create a Chart 1. Highlight the data you want to chart, including any headers or labels. 2. Click Insert Tab then click Charts Group button. 3. From Charts Group list select Chart type or Subchart type. 4. Click OK. Individual Chart Options Chart Group Button Intermediate Excel 5 4/17/2008

6 Note: Charts can also be selected from the individual charts options on Ribbon. Embedded chart in worksheet Intermediate Excel 6 4/17/2008

7 Objective 5: Create a simple database using Excel. Using Excel as a Simple Database A database is a contiguous range of data in which the program searches for information. It tests against a defined set of filters, known as criteria, and reports the results in the output range. Field labels are placed at the top of your spreadsheet and serve as the column label. Then the contents of each row become a record in the database. Quick Access Tool Bar Data Form Added Fields Records Use the Data Form A data form allows you to enter new data, delete records, and specify criteria to find records. The Form button has not been included on the interface Ribbon in Excel 2007 however, you can still use it by adding the Form button to the Quick Access Toolbar. Adding the Data Form Button 1. Click the downward arrow next to the Quick Access Toolbar, then click More Commands. 2. Click downward arrow and select All Commands. Intermediate Excel 7 4/17/2008

8 3. From list box, select the Form button, and then click Add. 4. Click OK. To Enter New Data in the Form 1. Make sure that a cell in your database or list is selected. Click Data Form button. 2. Click the New button. 3. Enter new data using the Tab key on the keyboard to move from field to field. (Pressing the Tab key while in the last field will open a new record.) Click the Close button when you are finished. To Search for Specific Criteria using a Form 1. Make sure that a cell in your database or list is selected. 2. Click Data Form button. 3. Click the Criteria button. 4. Enter desired criteria in the appropriate field. (For instance, to find all records that have GA in the State field, enter GA in the State field.) 5. Click the Find Next button to view all records that match your criteria. (You can toggle between Find Next and Find Previous to find your desired information.) Sorting Data Sorting allows you to use your existing field names as sort keys. A common sort is to search for records using ascending or descending order. To Sort by the Field Name 1. Click on the Field name you want to sort. 2. Click the Sort&Filter button on the Ribbon. 3. Select AZ (ascending) or ZA (descending) button. Sort and Filter For Multiple Sorts 1. Make sure that a cell in your database or list is selected. 2. Click Home Tab on Ribbon click downward arrow on Sort/Filter button. 3. Click Custom Sort, if necessary, add new field level by clicking Add Level button. 4. Make selection by clicking downward arrow from Column, Sort On, or Order fields. Intermediate Excel 8 4/17/2008

9 Using the AutoFilter Databases can contain hundreds of records making it difficult to search for specific criteria. AutoFilter is another way to view specific search requests. To Use AutoFilter 1. Make sure that a cell in your database or list is selected. 2. Click Home Tab and select Sort/Filter from Editing Group, then click Filter. 3. Select search criteria by pulling down the appropriate arrow and selecting one of the field values to filter on. (For example, if I click the drop down arrow in the state field and select FL, I will only see records that have FL in the state field.) To Remove the Filter 1. Make sure that a cell in your database or list is selected. 2. Click Sort/Filter from Editing Group, then Filter, to remove all filters. Intermediate Excel 9 4/17/2008

10 Filter Buttons Excel allows you to perform Custom filters. This may be to perform a sort that meets certain conditions. To Create a Custom Filter 1. Make sure that a cell in your database or list is selected. 2. Click Home Tab then Sort/Filter from Editing Group. 3. Click Filter then select search criteria by pulling down the appropriate arrow and clicking. 4. Select Text Filter then click Custom Filter. 5. Enter applicable data. (For example, In the first box on the first row I chose equals from the drop down list, and then in the adjacent box choose one of the field values such as Business. Then if I select the Or radio button, then from the drop down list on the second row chose equals, and then in the adjacent box choose Math. I will get records that had either Business or Math) 6. Click OK. Intermediate Excel 10 4/17/2008

11 Objective 6: Use the freeze pane feature to keep certain rows and columns displayed at all times. Freezing Panes The Freeze Panes feature allows you to keep certain rows and columns displayed at all times, no matter how far to the left, right, top, or bottom you scroll in your spreadsheet. To Freeze Panes (Columns) 1. Select the column to the right of the column(s) that you wish to always be displayed. 2. Click View Tab on Ribbon, select Freeze Panes then click Freeze First Column. To Freeze Panes (Rows) 1. Select the row under the row(s) that you wish to always be displayed. 2. Click View Tab on Ribbon select Freeze Panes then click Freeze Top Row. To Freeze Panes (Columns and Rows) 1. Select the cell that is to the right of the column(s) you wish to be displayed and under the row(s) that you wish to be displayed. 2. Click View Tab on Ribbon select Freeze Panes, then click Freeze Panes. To Unfreeze Panes 1. Click View Tab on Ribbon, select Freeze Panes, then click Unfreeze Panes. Objective 7: Temporarily hide columns. Hiding Columns Sometimes it might become necessary to temporarily hide columns in your spreadsheet from view. For instance, you may only want to print certain columns or you might have some columns that are only used for purposes of creating formulas and are not necessary for viewing and understanding the information presented in the spreadsheet. To Hide Columns 1. Select the column(s) that you wish to hide by click on the Column Selector buttons (i.e. A, B, C, DD, etc). 2. Click Home Tab, on Ribbon then Format from Cells Group. 3. Select Hide/Unhide then click Hide Column. To Unhide Columns 1. Click Home Tab, then Format. 2. Click Hide/Unhide then click Unhide Column. NOTE: If you are hiding several separate columns for instance, column D and then column G, Unhide will only work with the most recently hidden column. So if I hid column D and then column G and chose Unhide, column G would reappear but not column D. To get column D to reappear, you would have to select the surrounding columns, which in this example are columns C and E. Then click Home Tab then Format. Click Hide/Unhide then click Unhide Column. Intermediate Excel 11 4/17/2008

12 Objective 8: Set up page breaks and special printing options for your spreadsheet. Viewing and Creating Page Breaks Page breaks show where page breaks occur on the worksheet and which area of the worksheet will be printed. Page breaks you set are solid blue lines, and automatic page breaks set by Microsoft Excel are dashed blue lines. To View Page Breaks 3. Click View Tab on Ribbon then click Page Break Preview from Workbook Views Group. 4. Click OK to any messages displayed by the Office Assistant. To Exit Page Break Preview 1. From View Tab click Normal from Workbook View Group. You can move a page break only in page break preview. Moving an automatic page break will change it to a manual page break. To Move Page Breaks 1. Click View Tab on Ribbon Page Break Preview. 2. Drag the page break to its new location. To Insert Horizontal Page Breaks 1. Click the row header for the row below the row where you want to insert the page break. 2. Click Page Layout Tab, then click Breaks from Page Setup Group. 3. Select Insert Page Break. To Insert Vertical Page Breaks 1. Click the column header for the column to the right of the column where you want to insert the page break. 2. On the Page Layout Tab, then click Breaks from Page Setup Group. 3. Select Insert Page Break. Intermediate Excel 12 4/17/2008

13 Inserting Headers and Footers Each sheet in a workbook can contain a different header or footer. However, each page can only contain one header and one footer. Header/Footer Options To Insert a Header or Footer 1. Make sure you are on the sheet that you wish to add a header or footer to. 2. Click Insert Tab on Ribbon then click Header and Footer from Text Group. 3. Select either Go To Header or Go To Footer for text location. 4. Use tab key to click in the section box to enter any text you wish to have on your sheet. If you wish to add page numbers or other options, click in a section to insert your cursor, then click the Page Number button or other options on Ribbon. 5. Click Tab key to move from one text box to next. 6. Click View Tab, then Normal. Printing Gridlines Gridlines do not automatically print. You must tell Excel to print the gridlines. To Print Gridlines 1. Make sure you are on the sheet that you wish to have gridlines when you print. 2. Click View Tab on Ribbon then click Gridlines from Show/Hide Group. Intermediate Excel 13 4/17/2008

14 Printing Row and Column Headers The row and column headers, usually denoted by numbers and letter, do not automatically print. You must tell Excel that you wish to have the headers print. To Print Headers 1. Make sure you are on the sheet that you wish to have column and row headers on when you print. 2. Click Page Layout Tab on Ribbon then from Page Setup group click Print Titles. 3. Click Sheet Tab, then select the Row and column headings check box. 4. Click OK. Repeating Rows or Columns on Multiple Pages As your spreadsheets get bigger and bigger and contain more information, you may find that you are running over onto multiple pages. When this happens, you may find that the column or row headers only appear on the first page. It might become necessary to have the row or column headers appear on each page that is printed for readability and consistency. To Repeat Rows or Columns when Printing 1. Make sure you are on the sheet that you wish to have columns or rows repeat when you print. 2. Click Page Setup Tab, on Ribbon then from Page Setup Group click Print Titles. 3. To repeat column labels on every page, Select the Sheet Tab, then click Rows to repeat at top, and then enter the range for the rows that contain the column labels or to repeat row labels on every page, click Columns to repeat at left, and then enter the range for the columns that contain the row labels. 4. Click OK. Intermediate Excel 14 4/17/2008