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1 Division of School Facilities Module 3 EXCEL HIDE/ FILTER/ SORT & PRINT New York City Department of Education Office of Enterprise Development and Support Applications Support Group 2011
2 TABLE of CONTENTS (TOC) EXCEL Module 3 Hide/Filter/Sort/Freeze & Print PAGE Module 3 3 Tools You Can Use (Quick Access Toolbar) 5 Opening and Preparing an Excel Worksheet 6 Hide / Unhide 12 Auto Filter 22 Basic Law of Excel Sort 23 Basic Sorting 27 Freeze Panes 31 Printing 38 For More Information Office of Enterprise Development and Support Applications Support Group
3 KEY FEATURES: Tool You Can Use QAT Quick Access Toolbar Before We Begin The Microsoft Excel Ribbon The Quick Access Toolbar (QAT) is a Customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. This creates easy access to commands you frequently use while working in an Office application. When you first open Office 2007 The Quick Access Toolbar will be located in the upper-left corner next to the Office Button. There are three Commands (icons) in the default setting: Save, Undo Typing and Redo Typing Office of Enterprise Development and Support Applications Support Group
4 KEY FEATURES: QAT Create your own personal QAT by adding Commands: STEPS : 1. Right click on Office Button to open the selection menu 2. Select Customize Quick Access Toolbar which opens the Options menu box 3. Click Add to include more commands to the Quick Access Toolbar 4. Click OK to enable Customized QAT DEFAULT QAT SELECT Before We Begin CUSTOMIZE 4 CUSTOMIZE QAT Office of Enterprise Development and Support Applications Support Group
5 OPENING AND PREPARING EXCEL WORKSHEET Before We Begin In Excel 2003, you had the option of enabling or disabling the Status Bar at the bottom of the panel. In 2007, the Status Bar is always visible at the bottom of the panel by default. Shows currently open Work sheet and arrows opens adjoining work sheets Slides worksheet left/ right on screen 1 Creates and inserts a new worksheet 2 3 Status bar at the bottom of you computer screen (status on left is Ready ) 1. Status of spreadsheet 2. Globe indicates Macros are updating the open spreadsheet. 3. Count is default setting for counting total values of a single column. 4. Three page view options: 1. Normal View, Page Layout View and Page Break View. 5. Zoom Out and Zoom In toggle bar. 4 5 Office of Enterprise Development and Support Applications Support Group
6 HIDE/UNHIDE COMMANDS Three The Hide/Unhide commands Use the Hide command to conceal the columns that are not required for sorting the information you need. a. To Hide an entire column, place the pointer on the column label (pointer turns black) b. Click the right mouse button once, then select the Hide command. COLUMN Titles COLUMN Labels Click Hide to conceal an entire column. Office of Enterprise Development and Support Applications Support Group
7 ACTIVITY: To Hide a column Highlight column Click right mouse button in highlighted area Click Hide 1 HIDE/UNHIDE COMMANDS To Unhide a column Highlight across column labels on BOTH sides of the hidden column Right click mouse in highlighted area Highlight BOTH sides 2 Click Unhide 3 Column is Revealed Office of Enterprise Development and Support Applications Support Group
8 HIDING MULTIPLE COLUMNS - CONSECUTIVE 1 ACTIVITY: Click on the column label (i.e., B) Press and Hold Shift key 2 Click on the column label (i.e., F) (Columns B-F are highlighted) 4 Columns B-F are now hidden Dark column boundary indicates hidden column(s) 3 Right click mouse in shaded area to open menu. Select Hide Office of Enterprise Development and Support Applications Support Group
9 UNHIDE COMMANDS ACTIVITY: To Unhide consecutive columns: 1. Click on the Column Label to the left of the hidden column (A) Click and hold down the shift key 2. Click on the column on the right of the hidden column (G) 3. Right click on the shaded area and select Unhide to return columns Office of Enterprise Development and Support Applications Support Group
10 ACTIVITY: HIDING MULTIPLE COLUMNS NON-CONSECUTIVE 1. Click on column label B RESULT 2. Press and hold the Ctrl key (On keyboard) 3. Click on column D and G and release the Ctrl key Columns B, D and G are now hidden 4. In the column label right click mouse button, select Hide Column Label B D G Right Click mouse button at the Column Label to open menu Select Hide B D G Office of Enterprise Development and Support Applications Support Group
11 Select All Button ACTIVITY: UNHIDING MULITPLE COLUMNS At times when you hide multiple columns it may be difficult to locate and unhide data. In such cases you can take the following steps to make sure to retrieve ALL data: 1. Click on the Select All button to highlight the entire worksheet. 2. From Ribbon Home tab go to Cells group. 3. In Cells group select the Format command drop down arrow to open the Format menu. 4. In the menu go to Hide/Unhide under the grey Visibility bar to display the options. 5. In this case you select Unhide Columns to redisplay all the columns of the worksheet. Home tab RESULT: Columns are revealed Example of spreadsheet with previously hidden columns Note: You can right click on Hide/Unhide in the menu to add it to the QAT Office of Enterprise Development and Support Applications Support Group
12 ACTIVITY: AUTOFILTER COMMAND Filtering data enables you to quickly display a subset of data in a range of cells/table columns selected from an entire worksheet. The AutoFilter command enables you to create a filter for each column in the worksheet. Before During Select Result - Data Filters Home Tab Highlight Column headings (click on Row 1) 1. Editing Group 2. Click on Sort and Filtering command to open menu 3. Select Filter Office of Enterprise Development and Support Applications Support Group
13 AUTOFILTER COMMAND ACTIVITY: In this example, the Blanket Contract CPI Report displays all contract approvers (Column F CTR APPRVD BY ) Office of Enterprise Development and Support Applications Support Group
14 AUTOFILTER COMMAND In this example we want to display only the contracts approved by Volkart ( Yogi ) Braren a. Click the Chevron to Filter display so that one Contract Approver in the Blanket Contract CPI Report is displayed. b. Deselect (Select All) list c. Click on box in front of Contract Approver name d. Click OK a The drop down lists all Contract Approvers. Each with a check mark on the left. To deselect, click on the (Select All) check box. b c d Office of Enterprise Development and Support Applications Support Group
15 AUTOFILTER COMMAND RESULT: (Column F CTR APPRVD BY VBRAREN ) F On display are only the contracts approved by Yogi Office of Enterprise Development and Support Applications Support Group
16 ACTIVITY: FILTER SHOW ALL One column To remove a filter from a single column: click the AutoFilter arrow next to the column and then click Clear Filter From CTR APPROVD BY. The (Select All) setting will re-display the data that was previously hidden by that filter: RESULT: 1. Click the Filter 2. Select All Office of Enterprise Development and Support Applications Support Group
17 SIMPLE AUTOFILTER ACTIVITY: Select contracts with 50% committed in Column J. RESULT: Subset of contracts with 50% of dollars already committed. PERCENT COMMITTED COLUMN Basic filter - click on Filter and deselect (Select All) Then place checkmark on 50% Office of Enterprise Development and Support Applications Support Group
18 CUSTOM AUTOFILTER ACTIVITY: This feature enables users to filter for a set of outcomes based on parameters created using the following steps: a Click the Chevron to enable Filter dialogue on Contract (CTR) Amount b Deselect (Select All) list c Click on Arrow on the Number Filters option d Select Custom Filter Note: After clicking on the Number Filters drop down you already have a series of preset parameters available to you. Select any that will create the end result of filtered data you want. If you do not see the Filter equation you need, choose the Custom Filter option at the bottom. Office of Enterprise Development and Support Applications Support Group
19 ACTIVITY: CUSTOMIZE SELECTION Custom AutoFilter dialogue box 1 To set up a customized selection Example: Column Title: CTR Amount Contracts whose remaining dollars amount is $50,000 to $ 200,000 2 Click OK Note: For adding Criteria defined and selecting the correct Custom AutoFilter refer to pages to in the Appendix section. Result: Only those contracts with remaining dollar amounts > $50,000 < $200,000 are displayed on this custom filtered worksheet 3 Office of Enterprise Development and Support Applications Support Group
20 ACTIVITY: CUSTOMIZE SELECTION When do you know a Filter is ON: The Filter cup will appear on the lower right corner of the Column label. (The Chevron will appear on inactive Filter buttons) The left side of the Status bar will display the number of filtered records found, out of the total number of records on the Worksheet. Office of Enterprise Development and Support Applications Support Group
21 RETURN DATA HIDDEN BY FILTER FUNCTION Source: office.microsoft.com ACTIVITY: a To reset one or more filters go to the Ribbon. Click on the Data tab and then Sort & Filter Group. b Select the Clear command To disable the Filter feature, click on the large Filter icon Command c RESULT d AutoFilter is disabled and the Worksheet is reverted to its original status Office of Enterprise Development and Support Applications Support Group
22 BASIC LAW OF EXCEL SORT Excel Ascending Sort Order a. Numbers b. Letters c. Alpha-numeric d. False e. True f. Errors g. Blanks Note: Blanks are usually first in DSF worksheets. Office of Enterprise Development and Support Applications Support Group
23 What is Sort? BASIC SORTING ACTIVITY: You can sort selected data in ascending or descending order from either the Home Tab (Editing Group) or Data Tab (Sort & Filter Group). In either tab, Sort Largest to Smallest Highest values at top of column Sort Smallest to Largest Lowest values at the top of column Always Expand the selection Note: Click Sort AFTER expanding selection Result: Column is sorted in Ascending order Office of Enterprise Development and Support Applications Support Group
24 BASIC LAW OF EXCEL SORT (Multiple Columns) Whenever you sort a range that includes numbers formatted as text (i.e., SPEC NO), you will see a warning dialog box You may choose a sort that includes numbers in text format, or sort numbers and text separately Office of Enterprise Development and Support Applications Support Group
25 ACTIVITY: continued SORT MULTIPLE COLUMNS The Sort box with 3 Column Sorts created: A. Sort by Contract Type All Required, Service, Construction etc., are grouped in Alphabetical order B. Sort by Contract Amount smallest dollar amount to largest dollar amount sorted within each Contract Type. C. Sort by Contract Status Date Same Contract types with same dollar amount will be listed according to newest (latest) date first. Note: In Excel 2007 you may sort by multiple levels. In this example we will use 3 sorts. Office of Enterprise Development and Support Applications Support Group
26 ACTIVITY (continued): SORT MULTIPLE COLUMNS The Sort box provides multiple Sort options for your selection (In this example we are working with 3 Sorts options) RESULT Note: Refer to pages for Sort Warning message information Office of Enterprise Development and Support Applications Support Group
27 FREEZE ROWS IN WORKSHEET ACTIVITY: Excel 2007 allows for a simple freeze pane selection when you wish to maintain visibility of column or row headings as you scroll through your worksheet Unlike 2003, you can freeze column or row headings from anywhere on the work page Go to the View tab, then in the Windows Group: Select Freeze Top Row Result: First row at the top (column headers) will remain visible while scrolling through the rest of the worksheet. Active Cell Office of Enterprise Development and Support Applications Support Group
28 ACTIVITY: UNFREEZE ROWS IN WORKSHEET To unfreeze title, simply return to Freeze Panes Command in Windows Group. In the drop down Menu Bar select Unfreeze Panes ; it does not matter where on the worksheet the cursor is located. Office of Enterprise Development and Support Applications Support Group
29 FREEZE COLUMNS IN WORKSHEET ACTIVITY: Go to the View tab, then in the Windows Group: Select Freeze first column Result: First column on the left (Contract Numbers) will remain visible while scrolling through the rest of the worksheet. Now let s unfreeze panes. Remember how? (Refer to page 28) Office of Enterprise Development and Support Applications Support Group
30 FREEZE COLUMNS & ROWS IN WORKSHEET ACTIVITY: Go to the View tab, then in the Windows Group: Click Cell B2 (second row and second column) Select Freeze Panes Result: First column on the left (Contract Numbers) will remain visible while scrolling through the rest of the worksheet. Now let s unfreeze panes. Remember how? (Refer to page 28) Office of Enterprise Development and Support Applications Support Group
31 SET PRINT AREA To print only selected columns A thru I, and rows 1 thru 51 a. Start by clicking on cell A1 b. Press and hold Shift key c. Scroll down until you reach Row 51 d. Move right to reach cell I51 and click on this cell e. Release Shift key after print area is shaded f. Navigate to Page Layout Tab/ Page Setup Group/ Print Area Command ACTIVITY: Go to the Page Layout Tab, then in the Page Setup Group, Print Command. Select Set Print Area in the drop down menu. Office of Enterprise Development and Support Applications Support Group
32 SET PRINT AREA (Print Preview) RESULT: Result: To view selected area go to Windows Button and in the drop down select Print / Print Preview. Office of Enterprise Development and Support Applications Support Group
33 CLEAR PRINT AREA ACTIVITY: Go to the Page Layout Tab, then in the Page Setup Group, Print Area Command. Select Clear Print Area in the drop down menu. Office of Enterprise Development and Support Applications Support Group
34 PRINTING ENTIRE WORKSHEET Go to the Page Layout Tab, then in the Page Setup Group click on the Page Setup Dialogue box which opens directly to the Page tab 4 Office of Enterprise Development and Support Applications Support Group
35 PRINTING ENTIRE WORKSHEET To repeat Column titles for worksheets of 1+ pages 1b 2 1a At the Sheet tab 1. Click on Rows to Repeat at top. a. Type $1:$1 in Rows to Repeat at top, or b. click on Row 1 (cursor becomes black arrow and entire row is highlighted) (Note: if you do not see the top row click Ctrl Home to return to top of worksheet) 2. Check Gridlines box 3. Click Print Preview to view how the document will print Office of Enterprise Development and Support Applications Support Group
36 RESULT: PRINTING ENTIRE WORKSHEET Office of Enterprise Development and Support Applications Support Group
37 FROM PAGE SETUP TO PRINT PREVIEW TAB To view additional pages click on the Next Page command button. To print, click the Print command button. For more adjustments click back to Page Setup command button. To return to worksheet click Close Print Preview. Office of Enterprise Development and Support Applications Support Group
38 FOR MORE INFORMATION For Hardware and Network Support: Call the OSSS Help Desk (718) For Applications and Training Support: Call the Applications Support Group (718) Training Registration Link: Microsoft Office Online Link: Office of Enterprise Development and Support Applications Support Group
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