Data. Selecting Data. Sorting Data

Transcription

1 1 of 1 Data Selecting Data To select a large range of cells: Click on the first cell in the area you want to select Scroll down to the last cell and hold down the Shift key while you click on it. This will select all cells between the first and last cell To select cells or groups of cells which are non-adjacent (e.g. cells in columns B and D): Select the first cell or column and then hold down the Crtl key while you select the remaining cells Sorting Data Select the block of cells you want to be included in the sort (be sure to select the entire column or row of data) From the Sort & Filter Area in the Data tab click the desired sort button You can sort the data either in Ascending Order (smallest to largest) or Descending Order (largest to smallest)) The data will then be sorted for you! To Perform More Than One Sort: Select the block of cells you want to be included in the sort From the Sort & Filter Area in the Data tab click the Sort button A new window will appear allowing you to perform multiple sorts 1. Will create another sort condition 2. Will delete the selected sort condition 3. Will copy the selected sort condition 4. Will allow you to back up and down between the various sort conditions 5. Will tell Excel that your data has headers and not include them in the sorting process 6. If you have more than one column highlighted, will allow you to choose which column you are using to apply a sort condition 7. Choose the condition of how the data is sorted 8. Lets you choose how the data is sorted; Ascending (A to Z) and Descending (Z to A) Click OK and your data will be sorted (remember that the sort conditions are hierarchical and the top sort condition will have more priority than lower ones)

2 2 of 2 Filtering Data Filters allow you to view the data in your columns by specific criteria within your rows. For example, you would use a filter if you wanted to view only the students who got under 60 on your exam. It is important to remember that when you filter one column, you filter them all. To make a filter: Click in the column where you want your filter(s) to be From the Sort & Filter Area in the Data tab click on the Filter button You will see that all your columns with data in them now have drop-down menus attached to them In the drop-down menu there is now a list of all the different entries that there are within your column Choose what you want to filter it by To indicate that a column is using filtering the drop-down menu symbol will change to look like this Conditional Formatting You can use conditional formatting to red tag your marks in order to quickly identify students within certain grade ranges To conditionally format your spreadsheet: Select the area or cells of the worksheet that you would like to be conditionally formatted From the Styles Area in the Home tab choose the Conditional Formatting button You will be presented with a drop-down menu with many different options to choose from: 1. Highlight Cell Values - numbers and text Greater Than (this will highlight values that are greater than a certain value) Less Than (will highlight values that are less than a certain value) Between (will highlight values that are between certain values) Equal To (will highlight values that are equal to a certain value) Text That Contains (will highlight text that contains a specified phrase or letter, etc.) A Date Occurring (highlights dates that are occurring within specified parameters) Duplicate Values (highlights duplicate values in the selection) 2. Top Bottom Rules - numbers Top Ten Items (picks out the top ten largest numbers in the selection) Top 10%...(picks out the top 10% largest numbers in the selection) Bottom Ten Items (picks out the bottom ten smallest numbers in the selection)

3 3 of 3 Bottom 10%...(picks out the bottom 10% smallest numbers in the selection) Above Average (picks out the numbers that are above the average all the numbers in the selection) Below Average (picks out the numbers that are below the average of all the numbers in the selection) 3. Data Bars, Colour Scales and Icon Sets - numbers Applies coloured data bars to the numbers in your selection, the greater the number is, based on all the numbers, the larger the data bar will be (you are given options of choosing default colours or making your own) Colour Scales apply different colours based on the numbers in your selection, you pick from a variety of default colour settings and the various colours represent good numbers (high) and bad numbers (low) Icon sets work the same as colour scales except they use icons instead of colour to give an even better visual representation The Highlight Cells and Top/Bottom Rules Menu 1. The conditional value(s) that must be satisfied for Excel to apply special formatting to 2. The special type of formatting that is applied to the different cells when the criteria has been met (you are not constrained to the default formatting options, you are able to add you own special formatting by using the Custom Format option) of Working with Large Sheets Naming Cells Names make spreadsheets easier to read, understand, and maintain (e.g. name a single cell TOTAL so you don t have to remember the cell address). To name a selection of cells: Select the cell(s) you want to name From the Defined Names Area in the Formulas Tab click on the Define Name button A new window will appear 1. This is the actual box where you choose a name for your cell(s) (if your cell already has text in it, it will by default have a name there, you can simply delete it and add your own)

4 4 of 4 2. Lets you choose whether the name will apply to the whole workbook or just a specific worksheet 3. Allows you to add any comments to remind you of the purpose of the name 4. Allows you to change the location of the area that the name applies to by clicking on the symbol and highlighting a new area After selecting the cell(s), type the new name in the Cell Address, located beside the formula bar Go To Go To is a useful command for quickly moving to named cells or whatever location you choose From the Home Tab, find the Editing Area and click on the Find & Select drop-down menu Click on the Go To option A new window will appear asking where you want to go Type in the cell or named range (e.g. H88) and hit OK It will bring you to that cell In the Cell Address type in the name of the cell or named range you want to go to Freeze Panes When working in documents larger than one screen, it is often useful to lock the titles so they remain visible when you scroll either horizontally or vertically To do this first decide whether you just want to lock the first column or top row If you don t then highlight the cells that you want to be locked For both options click the Freeze Panes drop-down menu from the Window Area in the View tab The drop down menu will present you three different options a. Freeze Panes: Lets you highlight the desired rows or columns that you want frozen (remember that the columns before the selected row or column will be frozen and the selected row or column will not be included; you also have the option of freezing columns and rows at the same time, works the same way) b. Freeze Top Row: Will freeze the first row of your worksheet (good for keeping the headings always visible) c. Freeze First Column: Will freeze the first column of your worksheet (good for labels in the column)

5 5 of 5 Splitting the Window To vie w different parts of the same workbook, you can split the window into two or more panes. The panes split vertically or horizontally. To split a window into panes: First highlight the whole row or column that you want to be split From the Window Area in the View Tab click the Split button The worksheet will now be split in half separated by a bar You can adjust the split by hovering over the bar and waiting until this sym bol appears Click and drag to adjust the split To remove a split: Double click on the split bar Click on the Split button again Hiding Columns/Rows This feature makes the selected rows or columns disappear until you wish to see them again To hi de rows or columns: Select the row(s) or column(s) you wish to hide From the Home tab find the Cells Area and click on the Format drop-down button From this menu find the Visibility section and use its list menu to find the command to either hide the selected rows or columns To unhide the row(s)/column(s): Repeat the first few steps until you reach the Visibility list menu Instead of choosing the appropriate hide command choose the unhide command instead Appearance Headers and Footers To customize the header and footer that appears on your document: From the Insert tab, find the Text Area Click on the Header & Footer button You will be brought to an area where you can customize and add your own personal header and footer To leave this area click outside the header and footer area and then change your view back to Normal through the View Selector

6 6 of 6 Gridlines To print gridlines on your worksheet: Go to the Page Layout tab and find the Sheet Options Area From there find the section for gridlines and click the checkbox that will show gridlines when you print you worksheet or workbook This section also gives you the option to show headings as well when you print your worksheet or workbook Pictures To add a picture: From the Insert tab find the Illustrations Area Click on the Picture button You will be presented with a new window that will ask you to find the file you are looking for Once you have found it click OK and it will be part of your worksheet Objects An object can be something like a chart created in another Excel spreadsheet or a piece of information created in Word. When you insert an object, the information is left in the original file, and a representation of it is embedded into the worksheet To insert an object: From the Insert tab find the Illustrations Area Click on the Object button Click on the Create from File tab or Create New tab Select the desired application or file If you want, click the Link to File checkbox (this means that any changes in your source file will be reflected in the worksheet) Click OK Multiple Worksheets It is sometimes useful to keep multiple worksheets within one file (e.g. one worksheet for class attendance and another for test scores). You can easily navigate between worksheets by clicking the tabs that appear at the bottom of the window Changing a Sheet Name Double click on the Sheet Tab at the Rename the sheet Hit enter on the keyboard bottom of the screen that you wish to change Right-click on the sheet you want to change and from the menu select rename Follow the same steps after that

7 7 of 7 Changing the Order of the Sheets Click and hold the tab of the sheet you want to move Drag the sheet to the new location Formulas Formulas are an easy way to do everything from simple calculations to very complex mathematical formulae. Spreadsheets are very useful when you want to do things like track grades or balance budgets. Creating Formulas Excel will help you create a variety of formulas. Some of the most commonly used ones such as Sum, Average, Max, Min, Etc. To enter a formula: Select the blank cell where you want the formula result to appear Go to the Formulas tab and find the Function Library Area Choose the appropriate button (see the Excel layout help doc to figure out what each of the buttons do) Regardless of which button you choose a new window will appear sometimes requiring additional information such as a data source (see the help document on formulas for further explanation) Click OK If you already know what formula you want to use you can click the desired cell you want the formula in and simply start typing it in there You can use the formula bar and once you have clicked on a cell type it in there You also have the option of clicking the symbol to bring up a new window with all the formulas listed Calculations Between Sheets Excel lets you use cells from other sheets within the workbook to develop a formula. For example, if you are creating a formula in Sheet One you can select data from Sheet Two to use in the formula For example: =SUM( Sheet1!A8+ Sheet2!C6) NOTE: FMULAS ARE A VERY COMPREHENSIVE TOPIC AND REQUIRE A WHOLE ELP DOCUMENT TO THEMSELVES. IF YOU WOULD LIKE TO LEARN ME ABOUT FMULAS AND HO W TO USE THEM REFER TO THE HELP DOCUMENT ON FMULAS H

8 8 of 8 File Protection Excel gives you the option to either protect the entire workbook or just a single sheet. Make sure the password is one you will remember. Otherwise the file may become inaccessible to you. Password to open or use data in a workbook: From the Microsoft Button go to Save As Click on Tools>General Options In the Password to Open box, type in a password Re-enter the password, then click OK Choose a name for your workbook and its location and then click Save If you get a prompt to save it as a special version of a file, click No Password to edit or save data within a workbook: From the Microsoft Button go to Save As Click on Tools>General Options In the Password to Modify box, type in a password Re-enter the password, then click OK Choose a name for your workbook and its location and then click Save If you get a prompt to save it as a special version of a file, click No Note: you can have both a password to open and password to modify applied to a workbook Notes On Passwords:! Passwords are case sensitive!!!!! If you lose the password, you will not be able to access/change the file!! Make sure you write the password down and store it in a safe place to avoid losing your files Prevent Losing Your Work You can prevent losing your work by saving a temporary copy of a document periodically as you work, or by saving a backup version each time you save the document. To recover your work after a power failure for example, you must have previously selected Auto Recover. To do this: From Microsoft Office Button click on the Excel Options button Navigate in the new window to the Save Area In this area you will notice a section called Save Workbooks You then have the option of setting how often Auto Recover occurs and its location Remember to click OK when you are done