M I C R O S O F T E X C E L : P A R T 1 W O R K I N G WITH TABLES A N D T E X T

Transcription

1 ACHIEVEMENT & LEARNING CENTER UNIVERSITY OF BALTIMORE M I C R O S O F T E X C E L : P A R T 1 W O R K I N G WITH TABLES A N D T E X T BY: MI C HAEL J. WA LK, M. S. michael@jwalknline.rg Wrking with tables and text: creating, editing, and navigating Excel files and making tables f text and numbers. Excel lets us create tables f infrmatin fr presentatin and fr analysis in very user-friendly ways. Learn hw t create and navigate an Excel file; tips and tricks fr viewing yur files; hw t create, frmat, and rganize a table f infrmatin (like a cntact list); and hw t create frmulas t let Excel be yur calculatr! Prerequisites: basic understanding f Windws envirnment and interface (my cmputer, save vs. save as, Start Menu; cut/cpy/paste) 2013 JWalk Prfessinal Services (v3) 1

2 TABLE OF CONTENTS Hw t Use This Handut... 4 Click Paths... 4 Keybard Directins... 4 In-Class Instructins and Fllwing Alng... 4 Intrductin t Excel... 5 What is an Excel file? (AKA: Wrkbk)... 5 What Is a Spreadsheet? (AKA: Wrksheet)... 5 What Can I D With an Excel Spreadsheet?... 5 Rws and Clumns... 5 Selecting a rw r clumn... 6 Rw / Clumn Sizing... 6 Adding / Deleting Clumns and Rws... 7 Wrking with Cells... 8 Cell Ranges... 8 Yur Different Pinters... 9 Wrkbk Actins Create a new, blank wrkbk Save Yur Wrkbk Wrking with Multiple Open Wrkbks Open an Existing Wrkbk Clse Yur Wrkbk WrkSheet Actins Add a Wrksheet Rename a Wrksheet Navigate Between Wrksheets Delete a Wrksheet Rearrange Wrksheets JWalk Prfessinal Services (v3) 2

3 Make a Cpy f a Wrksheet Wrking with Cells Selecting cells r cell ranges Cut/Cpy & Paste Cell Deletins r Additins Frmatting Frmatting Cells as a Table Using Tables t Srt data Srting Data in a Cell Range Aut srt by single clumn Cmplex Srt Using Srt Dialg Bx Entering Frmulas: A Primer Order f Operatins Dependent Frmulas Printing and Page Setups Headers and Fters Gridlines and Additinal Printing Optins Printing Gridlines Specifying a Print Area Shrink Material t Fit n Desired Number f Pages Skills Review Exercises Exercise Exercise Exercise JWalk Prfessinal Services (v3) 3

4 HOW TO USE THIS HANDOUT This handut serves as a pint f reference fr yur wrkshp. Hwever, yu may als use the handut after the class is ver t help yu remember hw t perfrm sme f the tasks cvered during the wrkshp. CLICK PATHS Thrughut this handut, yu will be given directins t perfrm a series f muse clicks als called a click path. Fr instance, t add a filter t an Excel wrkbk, yu shuld click n the Data tab in the ribbn, then find the Srt & Filter sectin, and then click n Filter. In this handut, that click path is displayed using a bld fnt fr the wrds t click n cnnected by a single right-pinting arrw ( ); ribbn sectins are indicated using a gray backgrund: Data Srt & Filter Save KEYBOARD DIRECTIONS Yu als will be given directins t press certain keys n yur keybard. There are tw kinds f key press sequences: (1) simultaneus and (2) sequential. 1) Simultaneus key presses refers t keys yu have t hld dwn tgether t perfrm a task. Simultaneus key presses are displayed using the plus sign (+) between the keys t be pressed typed in caps. Fr example, the find bx is pened by pressing CTRL + F. CTRL stands fr the cntrl key. ALT stands fr the alternate key. WIN stands fr the windws key (nly applies t PCs with windws keys). 2) Sequential key presses refers t keys yu have t press in sequence (ne after the ther it is nt necessary t hld them dwn). Sequential key presses are displayed using a pipe character ( ) between the keys t be pressed typed in caps. Fr example, ne way t save yur file under a new file name is t type ALT, then F, then A. This wuld be displayed as: ALT F A. If yu like keybard shrtcuts, Micrsft Office has prvided a very rbust listing f them at: HP aspx#BM2. I prvide a lt in this wrkshp, but their list exhaustive. IN-CLASS INSTRUCTIONS AND FOLLOWING ALONG I prvide sme files t wrk with during the in-persn wrkshps. Directins fr pening, changing, clsing, etc. thse files will be given in curly brackets. Fr example: {Open class file 1_enemies data} JWalk Prfessinal Services (v3) 4

5 INTRODUCTION TO EXCEL WHAT IS AN EXCEL FILE? (AKA: WORKBOOK) An excel file is termed a wrkbk, ften cntaining multiple wrksheets r tabs. A wrkbk needs at least 1 wrksheet, but can have up t, depending n yur cmputer s memry capacity. An excel file ends with file extensin.xlsx. Yu can create a new blank wrkbk withut saving it. If yu d nt save yur wrk, yu may lse yur data. WHAT IS A SPREADSHEET? (AKA: WORKSHEET) A spreadsheet (befre Excel) was just a piece f grid paper that peple used t rganize values. An Excel spreadsheet (r wrksheet) is the same thing: it is a dcument-like wrkspace brken int a grid by creating rws and clumns. These rws and clumns each have their wn names (clumns are letters, rws are numbers). The first clumn is A, and yu can have up t 16,384 clumns in a wrksheet (clumn XFD). The first rw is 1, and yu can have up t 1,048,576 rws in a wrksheet). Each bx in the grid r rws and clumns is called a cell. Each cell is an individual entity, with its wn name, and yu can d different things t each ne r yu can relate cells tgether (fr example, add cells tgether, subtract cells, etc.). WHAT CAN I DO WITH AN EXCEL SPREADSHEET? Yu can put anything int a spreadsheet. Because f the grid setup, yu can use it as a database, use it t hld lists, r just use it like a piece f paper. Spreadsheets are particularly structured t wrk with numbers. They have built-in features that make them pwerful at manipulating numbers and statistical and financial infrmatin. T learn mre abut the limitatins f Excel (e.g., maximum decimal precisin, largest number allwed, etc., check ut: ROWS AND COLUMNS Yur wrksheet is a grid f rws and clumns. Each rw and clumn has a label. Clumn labels are cntained in small bxes abve each clumn that say A, B, C, and s n. Rw labels are cntained in small bxes t the left f each rw that say 1, 2, 3, and s n. Clumn Labels Rw Labels 2013 JWalk Prfessinal Services (v3) 5

6 SELECTING A ROW OR COLUMN Single rw r clumn Optin 1: Clumn Selectin Pinter Hver the muse ver the rw r clumn label. Yur muse pinter shuld becme a slid black arrw pinting dwn ( fr clumns) r t the right ( fr rws). (See sectin Yur Different Pinters, belw). Click t select the entire rw r clumn. Nte, keep in mind that, when yu select an entire rw r clumn, yu are nt just selecting the visible cells in that rw/clumn; yu are selecting ALL cells in that rw/clumn. Optin 2: CTRL + SPACEBAR will select the entire clumn based n the active cell. SHIFT + SPACEBAR will select the entire rw based n the active cell. Multiple rws/clumns: Hver the muse ver the clumn label that is abve yur desired clumn selectin. Yur pinter shuld becme the clumn selectr ( ). Click, hld, and drag t the right r left t select adjacent clumns. Fr rws, perfrm the same steps as given abve; hwever, use rw labels instead f clumn labels. ALL rws and clumns: Optin 1: Use the Select All bx in the upper left f the wrksheet grid area between clumn A and rw 1. Select All bx Optin 2: CTRL + A. Nte: if the active cell is part f a data range (i.e., adjacent cells that make up a table f data), CTRL + A will first select all cells in the data range. Pressing CTRL + A again will select all. ROW / COLUMN SIZING There are many different ways t change the size f a rw r clumn. Remember, yu cannt change the size f an individual cell. Each cell is part f the rw/clumn grid, s, any changes t the width f the cell must be dne by changing the width f the clumn. Any changes t the height f the cell must be dne by changing the height f the rw. See als Nte: fr cnvenience, all directins belw fr rw/clumn sizing are given just fr clumn sizing. T perfrm rw sizing, simply fllw the clumn instructins, but replace the relevant references. Manual sizing Optin 1: Single clumn 2013 JWalk Prfessinal Services (v3) 6

7 Hver yur muse n the right-hand brder f the clumn label yu want t resize. When the pinter becmes a duble arrw ( ), click and drag the brder t the desired psitin. (Nte: fr rw sizing, hver yur pint n the bttm brder f the rw label yu want t resize.) Optin 2: Set f clumns (this actin will frce all selected clumns t have the same width). Fllw the instructins t select multiple clumns (abve, in the Selecting a Rw r Clumn sectin). Then, click, hld, and drag n the brder between any tw clumn labels in the selectin until yu have adjusted the clumns t the desired size. Optin 3: ALL clumns (this actin will frce all clumns in the wrksheet t have the same width) Click n the select all bx. Then, click, hld, and drag n the brder between any tw clumn labels until yu have adjusted the clumns t the desired size. Autmatic Sizing (the rw/clumn will autmatically adjust t the text height/width in the rw/clumn). T autmatically size a single clumn, set f clumns, r all clumns, simply fllw the instructins abve fr manual sizing; hwever, instead f perfrming a click, hld, and drag, yu will duble-click n the right brder f the clumn label (fr rws, use the bttm brder f the rw label). ADDING / DELETING COLUMNS AND ROWS Add a rw r clumn Optin 1: Using right-click Place cursr ver the label fr the rw r clumn until the pinter becmes the rw/clumn selectr. Fr clumns, use the clumn t the right f the desired insertin pint. Fr rws, use the rw belw the desired insertin pint. Right click and chse Insert Optin 2: Using the menu Click in a cell that is t the right f the desired clumn insertin pint f belw the rw insertin pint. Hme Cells Insert Sheet Rws (r Clumns) Delete a rw r clumn Optin 1: Using right-click Place cursr ver the label fr the rw r clumn that yu want t delete until the pinter becme the rw/clumn selectr. Right click and chse Delete Optin 2: Using the menu Click in a cell that is in the rw r clumn that yu want t delete. Hme Cells Delete (drpdwn) Delete Sheet Rws (r Clumns) 2013 JWalk Prfessinal Services (v3) 7

8 Nte: if yu want t delete r insert multiple rws/clumns, simply select multiple rws/clumns when fllwing the instructins given abve. WORKING WITH CELLS Cell names: a cell is named after the clumn and rw that meet at the cell. Fr instance, where clumn D meets rw 2, that cell is called D2. Active cell: the cell in yur wrksheet that is currently selected. It is surrunded by a dark black brder, and yu can see the active cell s name in the name bx and by lking fr the highlighted rw and clumn labels. Name bx Highlighted clumn label Highlighted rw label ACTIVE CELL: D2 Any characters typed n yur keybard will be placed in yur active cell, verwriting anything the cell already cntains (unless yu switch t Edit mde). Cell mdes (displayed in the bttm left crner f yur Excel windw) Ready: the cell is activated; the next actin will be applied t the cell. Enter: yu have started typing and are entering data int the cell, verwriting the cell s current cntents. T save the cell s cntents, press ENTER, TAB, an arrw key, r click anywhere utside the cell. Yu cannt change cell frmatting when the cell is in enter mde. Edit: yu are changing a prtin f the cell s current cntents (nt verwriting just editing). T edit a cell s cntents (withut verwriting the whle cell like when yu want t fix a spelling mistake), either: Duble-click in the cell Press F2 (will take yu t the right end f the cell s cntents) CELL RANGES 2013 JWalk Prfessinal Services (v3) 8

9 A range is a selectin f 2 r mre adjacent cells (i.e., tuching cells). Fr example, yu might want t makes cells A1, A2, A3, and A4 have a red backgrund. These cells are adjacent (tuching), s, they can make up a range. Ranges are named by jining the name f the upper-left and bttm-right cell with a cln. In the example where cells A1 thrugh A4 are selected, the name f that range wuld be A1:A4. (Range naming becmes imprtant when we begin frmula writing.) A cell range that cntains all cells frm A1 thrugh C4 wuld be named A1:C4. When ranges are selected, the upper-left cell Range A1:C4 in the range appears white, and the rest f the range appears t be shaded (this shading clr varies, depending n yur cmputer s settings). The selected range has a dark black brder, and the rw and clumn labels fr included rws and clumns are highlighted. Range A1:A4 YOUR DIFFERENT POINTERS In Excel, different muse pinters perfrm different tasks. Shape Name Use Muse placement White Crss Pinter Fill Handle 4-Way Arrw Pinter Resizing Arrws Used fr selecting cells and ranges Used t cpy cell cntents t adjacent cells r create series f values acrss adjacent cells. Used t mve cell cntents Used t change clumn widths r rw heights Any place in yur wrksheet grid, except fr thse psitins described belw. Hver ver the bttm right crner f the active cell. Hver ver the dark brder f the active cell (but nt ver the bttm right crner that will give yu the Fill Handle). Hver between tw clumn labels t resize a clumn. Hver between tw rw labels t resize a rw. Cursr Used t edit cell cntents in Frmula Bar Duble-click in a cell r click in the Frmula Bar. Rw/clumn selectr Used t select and entire rw (rightward arrw) r clumn (dwnward arrw) Hver ver a clumn label t get the clumn selectr (pints dwn). Hver ver a rw label t get the rw selected (pints right) JWalk Prfessinal Services (v3) 9

10 Reprduced frm nters.html WORKBOOK ACTIONS CREATE A NEW, BLANK WORKBOOK T create a new wrkbk (i.e., a brand new Excel file), yu have several ptins. When yu first pen Excel, yu will create a new wrkbk autmatically. If yu already have Excel pen, then yu have tw main ptins G t File New and select the blank wrkbk ptin OR: press CTRL+N {Create 2 new blank wrkbks} SAVE YOUR WORKBOOK T give yur wrkbk a new filename, yu need t use Save As. G t File Save As T save yur wrkbk under its current filename, yu need t use Save. Optin 1: G t File Save Optin 2: Press CTRL+S Optin 3: click n the disk icn in the upper-left f yur screen Nte: If yur wrkbk des nt have a filename, then Save and Save As will result in the same thing yu will save yur wrkbk under a new name. {Save a blank wrkbk file as MyCntacts.xlsx.} WORKING WITH MULTIPLE OPEN WORKBOOKS Yu can have mre than ne wrkbk pen at the same time. Depending n yur cmputer s settings, yu can tell that multiple wrkbks are pen frm lking at yur cmputer s taskbar. Gruped Icns N Labels On cmputers where the taskbar settings are set t Always Cmbine, Hide Labels, multiple pen Excel wrkbks will shw the Excel icn and tab (r buttn) behind the Excel icn JWalk Prfessinal Services (v3) 10

11 T access any ne f the wrkbks, yu have t hver ver the Excel icn, and thumbnails f the pen wrkbks will be displayed. Yu then click n the ne yu want. Ungruped Icns On cmputers where the taskbar settings are t never grup r nly grup when full, multiple pen Excel wrkbks will appear in their wn buttn n the taskbar. OPEN AN EXISTING WORKBOOK Yu can pen existing Excel wrkbks by either: Optin 1: File Open Optin 2: Brwse t the file lcatin fr the wrkbk and duble-click n the file. Optin 3: CTRL + O Optin 4: File Recent (assuming yur wrkbk was recently pened n yur current cmputer) {Open class file 1_enemies data.xlsx) CLOSE YOUR WORKBOOK T clse yur wrkbk but leave Excel pen, yu can Optin 1: G t File Clse Optin 2: Click n the small x buttn in the upper right f yur Excel windw but belw the big red x Small x buttn {Clse all blank wrkbks; leave pen MyCntacts and 1_enemies data} WORKSHEET ACTIONS Wrksheets are individual wrkspaces in yur wrkbk. A wrkbk has between 1 and wrksheets (limited by cmputer strage capacity). Each wrksheet is displayed as a tab at the bttm left f yur Excel windw. Each wrksheet must be uniquely named. ADD A WORKSHEET Optin 1: Click the Insert Wrksheet buttn next the last tab n the right. Optin 2: Press SHIFT + F JWalk Prfessinal Services (v3) 11

12 Optin 3: Right click n the tab t the right f the lcatin where yu want t add yur sheet, then chse Insert, then select Wrksheet. {Add 4 wrksheets t MyCntacts} RENAME A WORKSHEET By default, every sheet is labeled Sheet1, Sheet2, etc. T rename the sheet: Optin 1: Right click n the tab r the sheet yu want t rename. Chse Rename. Type the new name and hit RETURN r click elsewhere. Optin 2: Duble click n the tab f the sheet yu want t rename. Type the new name and hit return r click elsewhere. {Rename the 5 wrksheets in MyCntacts t the fllwing: Enemies, Friends, Family, Cwrkers, and Drinking Buddies} NAVIGATE BETWEEN WORKSHEETS T switch between wrksheets, Optin 1: Simply click n the tab f the wrksheet yu wish t access. In cases where there are t many wrksheets fr all tabs t be displayed, use the wrksheet navigatin arrws at the lwer-left f the screen. Optin 2: CTRL + PAGE DOWN mves yu t the next wrksheet (the next tab t the right). CTRL + PAGE UP mves yu t the previus wrksheet (the next tab t the left) DELETE A WORKSHEET Right click the tab f the wrksheet t be remved. Select Delete frm the shrtcut menu. (NOTE: Deleting a wrksheet with data is permanent.) REARRANGE WORKSHEETS T change the rder f wrksheets in yur wrkbk (i.e., re-rder the tabs). Click, hld, and drag the sheet t where yu want and drp it there 2013 JWalk Prfessinal Services (v3) 12

13 {Re-rder yur wrksheets in MyCntacts s that their rder, frm left t right is: Family, Friends, Cwrkers, and Enemies} MAKE A COPY OF A WORKSHEET Yu may want t make a carbn cpy f an existing wrksheet and place that cpy either in the current wrkbk r sme ther wrkbk. (Nte: if yu want t mve a wrksheet and nt make a cpy, then d nt check the bx fr Create a cpy.) Cpy the wrksheet within the current wrkbk Right-click the tab f the sheet yu want t cpy Select Mve r Cpy DO NOT change the drpdwn T bk Select the sheet where yu want t insert the cpy Check the bx fr Create a cpy Click OK Cpy the wrksheet t a different wrkbk (t d this, yu must have the destinatin wrkbk pen as well as the riginal wrkbk) Right-click the tab f the sheet yu want t cpy Select Mve r Cpy Use the T bk: drpdwn bx and chse the filename fr the destinatin wrkbk Select the sheet where yu want t insert the cpy Check the bx fr Create a cpy Click OK WORKING WITH CELLS SELECTING CELLS OR CELL RANGES Select a cell r range f cells T select a cell, simply single-click in that cell. Yu can als use the arrw keys n yur keybard t navigate t any cell. Cell ranges can be selected by either Using yur muse t select the first cell in the desired range (starting at a crner cell) and then hlding dwn the muse buttn as yu drag t the crner cell at the ther side f yur range. OR Click in the crner cell fr yur desired range. Press and hld SHIFT n yur keybard. Click in the crner cell at the ther side f yur range JWalk Prfessinal Services (v3) 13

14 OR Select the crner cell fr yur desired range. Press and hld SHIFT n yur keybard. Use the arrw keys (r ther navigatin keys) t arrive at the crner cell at the ther side f yur range. Tables f data can be easily selected by using CTRL + A after selecting any cell inside the data table. Select the entire wrksheet. Either: Press CTRL + A n yur keybard, after selecting a cell that surrunded by empty cells. OR Click n the small bx abve rw 1 and left f clumn A. {select the data in 1_enemies data using the CTRL + A methd} CUT/COPY & PASTE Cut: t take data frm ne cell r range and mve it t a different cell r range f the same size (data n lnger exists in riginating cells) Cpy: t take data frm ne cell r range and place a cpy f it in a different cell r range f the same size (data exists in bth cells/ranges). Cpy Highlight the data yu want t cpy (fllw the guidelines fr selecting cells, ranges, and rws/clumns). Cpy the data by either Hme Clipbard Cpy OR CTRL+C OR right-clicking n the selected cell(s) and selecting Cpy frm the menu Paste (see belw) Cut Highlight the data yu want t cpy (fllw the guidelines fr selecting cells, Paste ranges, and rws/clumns). Cut the data by either Hme Clipbard Cut OR CTRL+X OR right-clicking n the selected cell(s) and selecting Cut frm the menu. Because cells have bth values and frmats, bth are cpied during a cut/cpy and paste prcedure. Yu have t decide what parts f the cpied infrmatin (values nly, frmats nly, bth values and frmats) yu want t paste. The default is t paste all. In all cases, simply select the cell where yu want the paste t ccur. Fr cell ranges, select the destinatin cell that will becme the upper-left crner f the cell range. Paste All: either Hme Clipbard Paste OR CTRL+V OR right-click in destinatin cell and chse Paste 2013 JWalk Prfessinal Services (v3) 14

15 Paste Values Only (when yu dn t want the data frmats, text frmats, etc. t be pasted as well) Hme Clipbard Paste (drpdwn) Values OR right-click in destinatin cell and then chse Paste Values Paste N Barders (when yu want the data and the frmats except fr the brders) Hme Clipbard Paste (drpdwn) N Brders OR right-click in destinatin cell and then chse Paste N Barders There are many ther ptins. The Paste Special menu allws yu t see them all. {cpy and paste the data table frm 1_enemies data t MyCntacts, Enemies wrksheet} CELL DELETIONS OR ADDITIONS Yu can add r delete individual cells, cell ranges, r entire rws and clumns. Deleting a cell(s) means actually remving the cells frm the wrkbk in additin t deleting the cell data. When yu delete r add cell(s), the remaining cells must cmpensate by either filling in ur expanding ut. Delete a single cell Right click n the cell t delete and chse Delete OR Hme Cells Delete Chse actin (fill up, dwn, left, r right). This actin determines hw the remaining cells will fill in the vid created by the deleted cell. Delete a cell range Same as abve Delete / Add a rw r clumn (cvered abve n page 7) Add a single cell; either Right click n the cell abve the desired insertin pint Chse Insert Chse yur fill methd that will give yu the desired results OR Hme Cells Insert Add a range f cells Same as abve except that yu select a range f cells befre chsing Insert { Insert a blank clumn t the left f the enemies data table in MyCntacts. Name that clumn Index. Number the enemies frm 1 t Use aut-resize t resize the clumns s all data are displayed. 3. Insert a blank rw abve the enemies data table in MyCntacts. 4. Open class file 2_additinal cntacts and cpy and paste the data frm the family and friends tab int the crrect tabs in MyCntacts. 5. Make sure that the family and friends cntact tables als have a blank rw abve and an index clumn t the left f the data. } JWalk Prfessinal Services (v3) 15

16 FORMATTING Frmatting refers t changes in the way numbers and text are displayed in the cell. Changing the frmat f a cell changes nly the appearance, nt the value, f the number cntained within the cell. Sme examples f frmatting changes are bld, underline, and italics (fr text within cells) and the number f decimal pints shwn r the dllar sign (fr numbers). T apply frmatting t any given cell, range, rw(s), r clumn(s), yu must first select what yu want t frmat and then chse the frmat(s) yu want. Fnt ptins (n Hme Fnt) include Fnt size, fnt type (name), case, bld, italics, underline, strikethrugh, subscript, superscript, fnt clr, brders, cell backgrund clrs, and thers Alignment ptins (n Hme Alignment) include Hrizntal and vertical alignment f text in the cell, text wrapping, merging f cells, shrink text t fit in cell, text angle Number ptins (n Hme Number) include General, number type, date type, currency type, time type, percentages, fractins, scientific, etc. (See data types sectin fr mre infrmatin.) The Frmat Painter (Hme Clipbard Frmat Painter) allws yu t take the frmatting rules fr any given cell(s) and then paint that frmat nt any cell(s) yu wish. Click n the cell(s) that cntain the frmatting rules yu want t cpy and paste Click n the Frmat Painter Select the destinatin cells (i.e., the cells that are getting re-frmatted t match thse f thers.) { On the enemies table f the MyCntacts wrkbk 1. Make the clumn names black backgrund with white, size 16, bld fnt. 2. Merge the cells abve the table and type the apprpriate label int the merged cell. Fr example, fr enemies, type My Enemies. a. Make size 18 fnt, bld, underlined b. Add a bx brder arund the merged cells } 2013 JWalk Prfessinal Services (v3) 16

17 FORMATTING CELLS AS A TABLE Excel allws yu t apply a special frmat and behavir t a range f cells that functin as a data table (rws and clumns that are meant t represent at list f recrds). Frmatting yur data as a table prvides the fllwing benefits: 1. Simple filtering and srting using the filter tl bxes n each clumn name. 2. Specialized clr schemes, including clrs fr header rws, fter rws, first and last clumns, alternating rw clrs, etc. 3. Allws additin f a Ttals rw, which allws summary statistics t be calculated (e.g., sum, average, cunt, etc.). T frmat a data range as a table, 1. Set up yur data range (prvide clumn names, and enter at least ne rw f data). 2. Select a cell in the data range that yu want t be frmatted as a table. 3. Hme Styles Frmat as Table T add a Ttals rw, select any cell in the table, then g t Table Tls Design Table Style Optins Ttal Rw {Frmat the all cntact tables using Excel s Frmat as Table functinality. Add a ttal rw t cunt the number f persns in each table.} {SKILLS REVIEW EXERCISE 1, FOUND ON PAGE 26} USING TABLES TO SORT DATA Once yu frmat a cell range as a table, yu can then utilize the clumn filter tls t filter and srt the data in yur table. Clumn filter tl Filtering is cvered in mre detail in Part 2. T srt yur table by a single clumn, simply click n the Clumn Filter Tl fr that clumn and chse yur desired srting directin (e.g., A t Z r Z t A). {Srt the table created in Exercise 1 by Type and by Last Name.} SORTING DATA IN A CELL RANGE Nte: T srt yur data, yu must have at least 2 values in the same clumn JWalk Prfessinal Services (v3) 17

18 Srting data is very useful, because we ften want t see infrmatin displayed in sme kind f rder. Fr instance, if we have a list f friends and their ages, we may want t see the yungest friends at the tp f the list. Or, if we have a table f mnthly prfit values, we may want t see the mst prfitable mnths at the tp f the list. There are tw main methds fr srting data. AUTO SORT BY SINGLE COLUMN Using the Aut Srt methd wrks when ur srt meets the fllwing cnditins: 1) We want t srt by a SINGLE clumn 2) Our table f data is self-cntained and is surrunded by empty cells r by the limits f the wrksheet. All the srtable data must be in adjacent rws and clumns (cells that are tuching), and there shuld be n extraneus data adjacent t ur srtable data. Let s lk at an example: {pen 3_srt practice.xlsx} When using Aut Srt, Excel will autmatically try t srt any and all cells that are adjacent t the selected cell. Fr example, let s say we have t tables f data. One table cntains the she wnership and age f my friends; anther cntains car infrmatin fr sme peple in my ffice. The empty clumn between these tw tables guarantees that Excel will treat them as separate tables and will nt srt bth tables 1. Name # Shes Age Persn Make Year Mileage Julie 3 35 Amy Hundai ,816 Carrie 5 40 Jhn Tyta ,305 James 3 49 Bb Frd ,044 Onyeka April Tyta ,344 Phil May Chevy ,445 Angelique 9 20 Grace Buick If the empty clumn between Age and Persn were remved, Excel wuld treat all the data as a single table and wuld srt all the infrmatin in bth tables JWalk Prfessinal Services (v3) 18

19 Simne Je Chevy 1999 Mandy 6 62 Harry Hnda , ,014 25,742 If I want t srt my friends by their age, I can use Aut Srt, because my srt task meets the criteria described abve (srt by single clumn and empty space arund data table). T use Aut Srt, simply: Click n any cell in the clumn yu want t srt (in this example, it s Age) Click Data Srt & Filter, wuld srt the table f friends and shes in descending 2 rder by Age. I wuld get a result similar t this. Nte that My friends are nw srted with the ldest at the tp f the list (Mandy is 62). Als nte that the c-wrkers car data has nt changed. Name # Shes Age Persn Make Year Mileage Mandy 6 62 Amy Hundai ,816 James 3 49 Jhn Tyta ,305 Carrie 5 40 Bb Frd ,044 Julie 3 35 April Tyta ,344 Simne May Chevy ,445 Onyeka Grace Buick ,159 Phil Je Chevy ,014 Angelique 9 20 Harry Hnda ,742 A prblem with AutSrt is that it will autmatically srt the entire data table (i.e., all cells adjacent t the selected cell that cntain data). This can be a majr prblem when we have added a summary rw t ur table. T nly srt a selectin f cells (r clumns), yu have 2 T srt in Ascending rder, simply click the ther icn: 2013 JWalk Prfessinal Services (v3) 19

20 t manually select the cell range that yu want t srt befre using the srt features f Excel. COMPLEX SORT USING SORT DIALOG BOX If yur srt task invlves srting by multiple clumns (e.g., srt by Make and then by Year), r, there is extraneus data tuching yur table shuld nt be srted, then yu must use the Srt Dialg bx. T d this: Select the cells yu wish t srt (usually, yu will select the entire table f data, including the clumn headers). Fr this example, highlight the c-wrkers cars data. Click Data Srt & Filter Srt. A bx will pp up with srting ptins. If the first rw f yur table cntains clumn headings, make sure the apprpriate bx is checked (My data has headers). Use the drp-dwns t select 1. Which clumn(s) t srt by 2. What characteristic f the cells d yu wish t srt (values, clrs, etc.) 3. what rder (ascending vs. descending) 2013 JWalk Prfessinal Services (v3) 20

21 4. T add anther srting level, click the Add Level buttn. Yur resulting data shuld lk like this (nte that yunger cars are displayed at first). Persn Make Year Mileage Grace Buick ,159 Je Chevy ,014 May Chevy ,445 Bb Frd ,044 Harry Hnda ,742 Amy Hundai ,816 Jhn Tyta ,305 April Tyta ,344 {Practice yur srting by deleting the blank clumn between the tw tables, and then srting the whle table by car year (newest cards at the tp f the list) and friend age (yungest friends at the tp f the list).} ENTERING FORMULAS: A PRIMER A Frmula is a set f instructins n hw t perfrm a calculatin. Yu may enter frmulas by typing them r using ne f Excel s Functins. Functins allw yu t enter data int preset frmula types; custm frmulas must be entered manually. *Nte: All frmulas begin with the = sign (Fr example, =b5+b6+b7) ORDER OF OPERATIONS Excel fllws the rder f peratins when calculating the result f frmulas. () Parentheses ^ Expnents * Multiplicatin / Divisin 2013 JWalk Prfessinal Services (v3) 21

22 + Additin - Subtractin Examples: Fllw the example fr a clearer picture: =(20/4) * *2^2 Steps t fllw in the rder f peratin: Operatin Step Resulting Equatin Parentheses 20/4 = 5 5* * 2^2 Expnents 2^2 = 4 5* * 4 Multiplicatin / Divisin 5*100 = 500 & 15*4 = Additin / Subtractin = Types f Frmulas 1. Independent: d nt rely n the values f ther cells t prduce a calculatin r value 2. Dependent: rely n ther cells t prduce a value r calculatin DEPENDENT FORMULAS Rely n ther cells t prduce a result. Fr example: =A1*3+B2. This multiplies 3 by whatever value is in cell A1 and then adds that result t whatever value is in cell B2. A1 and B2 are cell references (i.e., cell addresses ) they refer t specific cells t be surce data fr the frmula. T add surce cells t yur frmula, yu simply begin typing = in the destinatin cell, and then reference the surce cell by either: 1. Typing the cell name (e.g., A2) OR 2. Using the arrw keys t select the desired cell OR 3. Using the muse t select the desired cell. {Cmplete Skills Review Exercise 2.} PRINTING AND PAGE SETUPS HEADERS AND FOOTERS There are tw ways t add Headers and Fters t an Excel sheet. Methd #1: Frm the Page Layut Page Setup menu, expand the detailed menu and select the Header & Fter tab JWalk Prfessinal Services (v3) 22

23 Chse yur frmatting frm Header & Fter Elements fr the Header (click int the Header Bx at the tp f the sheet) and the Fter (click int the Fter Bx at the bttm f the sheet.) Yu can als select elements and frmatting frm the Header and Fter buttns n the Header & Fter tab. Methd #2: Creating a Custm Header Frm the Page Layut Page Setup menu, expand the detailed menu and select the Header & Fter tab. Select the Custm Header buttn. A dialg bx will be displayed cntaining three sectins. Either type in each part as desired and/r add standard elements (e.g., filename, page number, date, ttal pages, etc.) 2013 JWalk Prfessinal Services (v3) 23

24 GRIDLINES AND ADDITIONAL PRINTING OPTIONS By default, Excel des nt print gridlines (the light gray brders f each cell). Yu can specify that these lines get printed and als custmize ther printing ptins. PRINTING GRIDLINES T have cell gridlines, yu can either add a brder t yur desired cells, r use the page setup dialg bx t print the wrksheet gridlines. 1) Page Layut Page Setup expanded ptins 2) Sheet tab 3) Check Gridlines SPECIFYING A PRINT AREA By default, Excel will print anything and everything in yur active wrksheet. Hwever, if yu nly want t print a specific cell range, yu can d s: 1) Select the cell range yu want t print 2) Page Layut Page Setup Print Area Set Print Area SHRINK MATERIAL TO FIT ON DESIRED NUMBER OF PAGES Yu can take a print area that wuld nrmally take up mre than 1 page and have Excel shrink the area t fit n the desired number f pages. There are a cuple f ways this can be dne. 1) Optin 1: Using the ribbn a. Page Layut Scale t Fit Width (select desired number f pages) 2013 JWalk Prfessinal Services (v3) 24

25 b. Page Layut Scale t Fit Height (select desired number f pages) 2) Optin 2: Using the Print menu a. File Print b. At the left-hand side f the screen, yu will see a series f bxes that allw yu t adjust varius ptins. c. There is a Scaling that may display N Scaling d. Change this bx t Fit Sheet n One Page (r ther available ptin) 2013 JWalk Prfessinal Services (v3) 25

26 SKILLS REVIEW EXERCISES EXERCISE 1 Creating a new wrkbk, cpying/pasting, resizing clumns, basic frmatting, and frmatting as a table. Create a new wrkbk called CntactList Use the data cntained in class file MyCntacts t cmplete this exercise Yur gal is t create a single table f cntacts that will hld all cntacts, including family, friends, and enemies. Yu will have t add a clumn t the CntactList file t indicate what type f cntact each persn is (family, friend, r enemy). Edit the file s that lks like the screen sht belw. Pay attentin t frmatting, clumn sizing, etc. Yu DO NOT NEED the Index clumn. Srt the list by last name frm A-Z. {pen class file 4_frmulas.xlsx} EXERCISE 2 1) This wrkbk needs yur help. Yu ve helped yur child buy jeans and sme shirts and hw need t split up the csts. 2) Yu have placed the quantity and unit cst fr each item in the sheet. 3) Yu need t: 2013 JWalk Prfessinal Services (v3) 26

27 a) Add 12 frmulas t the wrksheet (lk fr the light gray areas) b) Determine the % f the cst that shuld be cvered by yur child 4) Pay me the prtin that yu are respnsible fr. ;-) 5) Play with different tax rates, quantities, r parent/child splits t see hw all the values autmatically recalculate fr any changes. Yur cmpleted wrkbk shuld lk smething like this. EXERCISE 3 1) Change the name f the wrksheet fr 4_frmulas t CstSharing (nte I m asking yu t rename the tab, nt the whle wrkbk). 2) Prepare t print the class file 4_frmulas s that a. the header cntains the name f the wrksheet b. the fter cntains the date and the cmplete file path c. nly cells frm A1:F11 will be printed d. gridlines will be printed 3) View yur results in print preview s I can lk at them 2013 JWalk Prfessinal Services (v3) 27