worksheets, a further look

Excel 2000 Intermediate - Slide No. 1© Cheltenham Computer Training 1995-2002

Worksheets, a Further Look

Excel 2000 - Intermediate


Renaming Worksheets

• Double click on the tab you wish to rename– Enter the new name

Or right-click on a worksheet tab and use a pop-up menu


Deleting and Inserting Worksheets

• You can insert and delete worksheets:– By clicking on the relevant

worksheet tab with the right-hand mouse button and selecting Insert or Delete from the pop-up menu

OR

– By selecting Worksheet from the Insert menu, or Delete Sheet from the Edit menu


Finding Files

• Allows you to easily locate files stored on disk


Displaying Other Toolbars

• From the View menu, select Toolbars and pick from the sub-menu displayed

• Or right click on any toolbar to see a pop-up list


Customizing the Look of the Toolbars & Menus

• Right click on any toolbar

• Select Customize

• Select the Options tab


Freeze Panes

• To enable you to see which row or column you are in when you are working on a large worksheet, you may wish to lock the row or column headings– To do this, use Freeze Panes


Grouping and Ungrouping Worksheets

• Allows you to edit and format several worksheets at the same time

• Changes made to the active sheet will be reflected in all sheets in the group


The Series Command• Excel 2000 recognizes the concept of a series

– For instance, if you were to enter the word MONDAY, Excel 2000 can automatically extend the series across selected cells to display the rest of the days of the week

• The same can be done with dates, times and items such as Q2 or Qtr2

• Different types of series– Linear

• Excel 2000 increases or decreases the values by a constant value

– Growth • Excel 2000 will multiply the value by a constant factor

– AutoFill • Excel 2000 can extend various types of data, such as Qtr1, Qtr2, Qtr3

• AutoFill may be used directly on your worksheet using drag and drop techniques, or may be applied using the Series command located under the Edit/Fill drop down menu


Review Questions


Further Formatting Techniques



Conditional Formatting

• Allows you to highlight data if it meets a specified criteria

• You can also find cells that meet a specified criteria


Creating New Styles Based on Existing Cell Formatting

• You may define selected, formatted characters as new styles

• Use the Style command located under the Format menu


Using Colors in Excel 2000

• Make sure that you know how:– To change the color of your text– To print text in color– To apply colors to cells– To apply a pattern to cells

Fill Color

Font Color


Using Colors Based on Values

• You can format cells so that negative number within those cells are automatically displayed in red


GridlinesMake sure that you know how:

• To turn off the gridlines on-screen

• To turn on the gridlines so that they will be printed


Hiding Data and Re-displaying Data

• Columns, rows or entire worksheets may be hidden

• Hidden items will not print when you print the worksheet

TIP: Right click and select Hide


Review Questions


Further Functions



What are Functions?

• Functions are special commands

• They can be used to make complex operations simple

• Functions extend the powers of Excel 2000


Using Paste Function

• The Paste Function is an Excel Wizard that will help you construct your functions

Paste Function Icon


The IF( ) Function

• This function is used to make a decision based upon a value within the Spreadsheet

• IF(Logical_test, Action_if_true, Action_if_false)


Data Validation Functions

• Excel 2000 has a number of functions which are mainly used to validate data entry– IFBLANK

– IFERR

– IFERROR

– IFLOGICAL

– IFNA

– IFNUMBER

– IFREF

– IFTEXT


The HLOOKUP / VLOOKUP Functions

• A means of looking for valuesin predefined tables of figures– Examples

• Postage rates • Tax tables• Discount tables


A Sample HLOOKUP


The CHOOSE Function

• A means of choosing from a list of up to 29 options

• Easier though less versatile than “Lookups”


Entering a CHOOSE Function


The Date Functions

• A wide range of functions exist to assist with date manipulation

• Examples– DATE()

– DAY()

– MONTH()

– TODAY()

– WEEKDAY()


Mathematical Date Functions

• Make sure that you know how:– To calculate the difference between two dates in days or

weeks

– To add days or weeks to a date

– To add months to a date

– To find out the last day of the month


Time Functions

• A range of functions exist to assist with manipulation of Time

• Examples– HOUR

– MINUTE

– NOW

– SECOND

– TIME

– TIMEVALUE


Text Manipulation Functions

• A wide range of functions exist to assist with Text manipulation

• Some examples– CONCATENATE

– LEFT

– LEN

– LOWER

– REPT

– RIGHT

– TRIM

– UPPER


Review Questions


Database and List Management



What is a Database?

• A structured collection of related data about one or more subjects

• An address book, a Telephone directory, a Timetable etc.


Excel 2000 Databases

• Made up of records and fields in the form of an Excel 2000 table

• The top row normally contains the field names

• Each row normally contains the details that make up each record


Database Terminology

• Record– A collection of Data about an individual item

– A Row in Excel 2000

• Field– A single item of data common to all records

– A Column in Excel 2000

• Field Name – The top row of an Excel 2000 database naming the fields

Jones R. A.The Paddock,

Cirencester.

Cirencester


Creating, Editing and Navigating a Database


Sorting an Internal Excel 2000 Database


What is AutoFilter?


Filtering Data

• Any data in a list can be selectively filtered


Top 10 AutoFilter


Advanced Filtering

• Use of the advanced filter allows for:

– Multiple selections from the same field

– Selections based on calculations

– Selections across multiple fields


Totaling and Manipulating Filtered Data

• Use SUBTOTAL not SUM

• Rows not visible after you have applied AutoFilter are not ‘Hidden’ - they are just not displayed– They are not included in SUBTOTAL functions (but are

included in SUM functions)– They are not printed (unlike manually hidden cells)– They are not used to construct new chart information– They remain unchanged if the AutoFill command is used– They remain unchanged if you apply formatting commands– They remain unchanged if you use the Sort, Clear, Copy or

Delete Row commands


Creating Subtotals

• Allows for easy creation of subtotals within list databases


Using Dataforms

• Dataforms allow you to:– enter new information

easily

– edit existing information

– delete existing records

– find particular records easily


The Excel 2000 Data Form

• The Excel 2000 Data Form allows you to easily view, modify, add, and delete records from a list or database

• You can also use the Data Form to display specific records based on a filter criteria


Review Questions


Customizing Charts



The Chart Wizard (1) - Chart Type

• Select or click within the data

• Click on the Chart Wizard icon

• This will guide you through the chart creation process


The Chart Wizard (2) - Data Source

• Allows you to define the data that will be used to create the chart


The Chart Wizard (3) - Chart Options

• Allows you to define the options you wish to include or customize, including:– Titles

– Axis

– Gridlines

– Legend

– Data Labels

– Data Table


The Chart Wizard (4) - Chart Location

• Allows you to insert the chart into the current worksheet or to create it in a new worksheet which will be added to the current workbook


Adding or Removing Data

• After you have created a chart, data can easily be added to it or selectively removed from it

• You can use drag and drop techniques or use the Windows Clipboard


Changing Data By Dragging and Dropping Columns

• If you use drag and drop techniques within a chart to, for instance, make a column taller or shorter, then this change will be reflected in the original data used to create the chart

• This is a very convenient way of ‘fiddling the figures’ if you want a particular shape to your graph and wish to generate data to fit the graph!


Chart Formatting - Chart Area

• Double click on the chart area to display the relevant dialog boxes– The chart area is the ‘empty’ chart background


Chart Formatting - Legends

• Double click on the legend to display the relevant dialog boxes


Chart Formatting - Axis

• Double click on an axis to display the relevant dialog box


Chart Formatting - The Plot Area

• Double click on the Plot area to display the relevant dialog box– The plot area is the

‘empty’ area of the actual graph


Chart Formatting - Gridlines

• Double click on a gridline to display the relevant dialog box


Chart Formatting - The Data Series

• Double click on a data series to display the relevant dialog box


Review Questions


Drawing and Pictures



Drawing Lines, Boxes, Ovals and Arcs

• You can use the drawing buttons to add drawing objects to your worksheets inside Excel

– These buttons allow you to create ovals, rectangles, freehand lines, and polygons


Using AutoShapes

• From the Drawing toolbar select AutoShapes

Once the AutoShape has been created, double click on it to format it


Creating Text Boxes

• Click the Text Box icon within the Drawing toolbar

Double click on the borders to open the Format Text Box dialog box


Pictures

• From the Insert menu, select Picture


Bring to Front/Send to Back

• Right click on a selected object, and select from the Order sub-menu


Grouping and Un-grouping Objects

• Right click on a selected object, and select from the Grouping sub-menu

Depress the Shift key to select multiple objects


Review Questions


Excel 2000 and Other Applications



Using the Conversion Feature

– The conversion feature allows you to open worksheets created by other programs and convert them to Excel 2000 worksheets, convert formulas into the values they display, and convert graphic objects into bitmapped graphics

Open dialog

SaveAs dialog


Cut, Copy and Paste - Using the Clipboard

• Cut– Moves selected data to the Windows Clipboard

• Copy– Copies selected data to the Windows Clipboard

• Paste– Copies data from the Clipboard to the location of the

insertion point


Using Paste Special

• Allows you to copy and paste specific aspects of an item such as a formula, a value or a result

• Copy the item and choose Paste Special from the Edit menu


OLE - Embedding vs. Linking

• Embedding– Data is copied from one application to another

– Changes made to the original data do not effect the copy of the data in the second application

– The copied data in the second application may be edited without affecting the original data

• Linking– Data from one application is linked to a copy of the data which

is displayed in the second application

– If the original data is edited changes are reflected in the copy of the data in the second application


Linking Data From Other Worksheets

• Data on different worksheets may easily be linked together

• Data may be linked between different programs!


Linking Data With Other Applications

• Use the Paste Special/Paste Link command

WORD EXCEL

Use the Edit/Link command to manipulate the link(s)

POWERPOINT


Linking Data To Word

• Copy the required data to the Clipboard

• In Word use the Paste Special/Paste Link command


Review Questions

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