Navigation, Formatting, Sorting, Finding and Filtering

Transcription

1 DLA Excel Terms and Tips: Navigation, Formatting, Sorting, Finding and Filtering Topics: Basic Spreadsheet and Calculation Terms Unmerging Merged Cells Using Keystrokes to Quickly Scroll within a Worksheet Formatting Dates and Numbers Sorting Finding Filtering Adding a Column of Numbers Using Excel Help. A Microsoft Office Excel workbook is a file that contains one or more worksheets that you can use to organize various kinds of related information.. In Microsoft Excel, a sheet, sheet tab, or worksheet tab is the current worksheet that is being displayed. Every Excel file is capable of having multiple worksheets, and after opening an Excel file, you may see multiple sheet tabs Basic Spreadsheet Terms. Row -- Spreadsheets are built in grids with horizontal rows. The row highlighted below is Row.. Column -- The vertical direction in spreadsheets are called columns. The row highlighted below is Column C.. Cell -- One of the individual boxes in a spreadsheet is a cell. Each cell has an address called a cell reference. The cell highlighted below is C. pg.

2 Formula and Calculation Terms. Cell Reference Each cell on a spreadsheet has an address. This address is called a cell reference and can be referenced elsewhere in the spreadsheet by placing an = sign before the address. The example below is referencing cell C. Function or Formula Bar -- Above the spreadsheet grid there is a function or formula bar (identified by fx ) for entering in calculations, functions, formulas, or text.. Value -- A number entered into a cell is a value - cell C below has a value of. Cells can also contain words, which are referred to as text in a spreadsheet. Formulas and Calculations Spreadsheets can utilize mathematical formulas and perform calculations, from simple to very complex. The example below is referencing two cells to add them together. The calculation is written in J and displays in the formula bar. H added to the value in I. Cell J will then display the answer. Important Symbols and Operators Addition: + Subtraction: - Multiplication: * Division: / Group: ( ) Combine: & Less Than: < Greater Than: > Equal To: = Not Equal To: <> Exponentiation: ^ pg.

3 Unmerging Merged Cells When a Data Warehouse report is exported to Excel, merged cells are automatically created to accommodate headers with titles and footers with version information. These merged cells will interfere with the process of filtering and sorting data, so it is recommended that users unmerge all merged cells in a document before proceeding to filter or sort data in a worksheet.. Click or scroll to the Home tab in the Excel Ribbon.. Click the merged cell. Click the Merge & Center icon. Note the separation and change of alignment (justification) W W Deleting Rows W. Click or scroll to the Home tab in the Excel Ribbon.. Click and drag over Row Headers. Click the icon Delete Take care to only click once or more rows will be deleted.. Notice the rows below move up. If too many rows are deleted, to recover the information, use the undo feature: Click the UNDO button or On your keyboard type CTRL+Z W pg.

4 Using Keystrokes to Quickly Scroll within a Worksheet To move to next/last text right Click on a cell (A) Hold the CONTROL key (CTRL) on your keyboard and tap the RIGHT ARROW on your keyboard. To move to next/last text down Click on a cell (H) Hold the CONTROL key on your keyboard and tap the DOWN ARROW on your keyboard. ** In this example, press the down arrow times to get the very bottom. ** To select multiple cells, text to text Click on a cell (H) Hold the CONTROL + SHIFT key on your keyboard and tap the RIGHT ARROW on your keyboard. See the line block of cells are selected. Alternate method to delete a row With cells selected (as above), click the drop-down arrow on the Delete Icon. Take care to choose delete rows. Blank row below will move up. pg.

5 Formatting Dates. Select the Column of Dates. Click or scroll to the Home tab in the Excel Ribbon.. Click the drop-down arrow in the General Formatting area. From the menu, select the Short Date option. See change in format. Formatting Numbers. Click or scroll to the HOME tab. To select a block of numbers, on your keyboard. Click in cell D. Hold the CTRL+SHIFT key. Tap the DOWN ARROW on the keypad. (Selection should be D to D9). Click the DECREASE DECIMAL icon.. Note change in numeration. pg.

6 Sorting To sort by Last Name,. Click or scroll to the HOME tab. Click in cell B. Click the SORT & FILTER icon. Select Sort A to Z on the menu.. Names are in alphabetical order. Finding. Click or scroll to the HOME tab. Click the FIND & SELECT icon. Choose FIND from the menu.. In the dialog box that appears, type the information to search. (In this example: Hayley ). Click the FIND NEXT button. 6. See the selection box moves to the matched data. 7. Click the CLOSE button on the dialog box. 6 7 pg. 6

7 Filtering To isolate specific information:. Click or scroll to the HOME tab. Click on CELL E, the COLUMN HEADER Eye Color. Click the SORT & FILTER icon. Select FILTER from the menu.. Click the down arrow that displays at the right of the CELL E 6. Click in the SELECT ALL box to remove all checks. All Checkboxes will be cleared. 7. Click the CHECKBOX green to display only records of students with green eyes. Then, Click OK 8. Note in CELL EI the change in ARROW Icon to FILTERED Icon 9. Note limited display of records and the COUNT is displayed at lower left in the Document STATUS AREA To CLEAR the FILTER, Click the FILTER Icon in CELL EI. From the Menu, select Clear Filter From Eye Color Click OK. pg. 7

8 Adding a Column of Numbers To add a column of numbers:. Click or scroll to the HOME tab. Scroll or use keystrokes to move to the bottom of the column. (In this example, Pets COLUMN H.) Click in CELL H0. On the HOME tab, click the SUMMATION Icon.. The formula to add is inserted, automatically defining the RANGE H:H9. It also displays in the FORMULA BAR 6. Notice the entire column is outlined to include in the calculation. 7. Tap the RETURN/ENTER key on your keyboard. (Caution: Avoid clicking on the spreadsheet. Doing so will add that cells to the calculation. The TOTAL for the column displays in the CELL. 6 7 pg. 8

9 Using EXCEL Help. On the right of the EXCEL TITLE BAR, click the QUESTION MARK icon. The EXCEL HELP menu appears.. Type the topic to find in the SEARCH BOX. Click the MAGNIFYING GLASS/SEARCH ICON. Links to articles related to the topic will display. 6. Click the ARTICLE TITLE to see the full information. 6 References. /0/07. /0/07. //07 pg. 9