Lesson 18 Organizing and Enhancing Worksheets

1. Lesson 18Organizing and Enhancing Worksheets Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

2. Objectives • Hide and unhide columns and rows. • Freeze and unfreeze columns and rows. • Create, rename, and delete worksheets. • Merge cells and format cell contents. • Add borders and shading to worksheet cells and apply built-in cell styles and table Quick Styles. • Sort and filter data in a worksheet. 2 2

3. Objectives (continued) • Change the page setup of a worksheet and add headers and footers. • Customize the print options. 3 3

4. cell style filter freeze header row sheet tab split table style Vocabulary 4 4

5. Introduction • A key feature of Microsoft Excel is the ease with which you can organize the data in a worksheet. 5 5

6. Hiding and Unhiding Worksheet Data: A header row contains column headings or field names in a data source, such as a table or spreadsheet. Two ways to prevent a header row from scrolling out of view include: Changing the zoom setting Hiding rows and columns Managing Worksheets 6 6

7. Freezing Rows and Columns: Another way to keep rows and columns visible is to freeze them. When you freeze columns and/or rows, you lock them so you can keep an area visible as you scroll through the worksheet. You can also split the worksheet horizontally or vertically so the panes appear side by side or one above the other. Managing Worksheets (continued) 7 7

8. Working with Multiple Worksheets: When a spreadsheet grows to a large size, you can organize related information in multiple worksheets. When you need to add a new category to an Excel workbook, you click the Insert Worksheet button at the bottom of the screen, and a sheet tab appears. Managing Worksheets (continued) 8 8

9. Formatting the contents of a cell changes the way it appears. When you delete the contents of a cell using the Delete key or the Backspace key, the formats for the cell remain in the cell. You can clear the contents and the formats from the cell, clear only the contents, or clear only the formats. Formatting Cell Contents 9 9

10. Merging Cells: You can merge cells and combine several cells into a single cell. You can use merged cells to create a title or other informational text. The Merge & Center button automatically centers the text in the merged cells. Formatting Cell Contents (continued) 10 10

11. Changing Font Styles and Sizes: Fonts are available in a variety of styles and sizes, and you can use multiple fonts in one document. The font size is a measurement in points that determines the height of the font. Bold, italic, underline and color formats also add emphasis to cell contents. When you move or copy data in a cell, the formats are also moved or copied. Formatting Cell Contents (continued) 11 11

12. Changing Alignment and Wrapping Text in Cells: By default, Excel aligns text at the left of the cell and numbers at the right side of the cell. You can also center cell contents. You can adjust vertical alignment to top, middle, and bottom. Buttons for these and other settings are available in the Alignment group on the Home tab. Formatting Cell Contents (continued) 12 12

13. Formatting Numbers and Dates: Numbers are displayed with no formatting and are aligned at the right side of a cell. Dates are automatically formatted in the default styles (such as 20-Jan-12). Change the format of number data using the options from the Number group on the Home tab. Formatting Cell Contents (continued) 13 13

14. Adding Shading and Borders: Emphasize important information in a cell, a row of cells, or a column by applying color, shading, or border formats. Use the Format Painter to copy the format of a worksheet cell without copying the contents of the cell. Formatting Cell Contents (continued) 14 14

15. Applying Styles: A cell style is a set of predefined formats you can apply to some of the worksheet data, such as a header row or a cell showing a total. Formatting Cell Contents (continued) 15 15

16. Applying Styles (cont): A table style is a set of predefined formats that you can apply to all worksheet data with a single click. When you apply a table style, the selected cells are converted to an Excel table. You can choose from more than 60 table styles in the Quick Styles gallery. Formatting Cell Contents (continued) 16 16

17. To sort worksheet data, you must indicate the column on which you want to base the sort. You can base the sort on data in as many as three different columns. Sorting and Filtering Data 17 17

18. In addition to sorting data, you can filter worksheet data. When you filter data, you screen data that matches specified criteria. The data that does not meet the criteria are hidden, and only the data that meets the criteria will show. Sorting and Filtering Data (continued) 18 18

19. Changing the Page Setup: Page Break Preview view will show exactly how the worksheet will print. Excel determines where to break a page and begin a new one. You can create your own page break by dragging the page break to a new location. Formatting the Page Layout 19 19

20. Changing the Page Setup (cont): Sometimes changing the page orientation will fit all the worksheet data on one page. Another option for fitting the worksheet on one page is to use the Fit to command. Formatting the Page Layout (continued) 20 20

21. Adding a Header and a Footer: Headers are printed in the top margin of every page; footers are printed in the bottom margin. You can choose from built-in headers or footers which are constructed using fields to insert dates, times, and page numbers automatically, or you can create headers and footers manually by inserting these fields yourself. Formatting the Page Layout (continued) 21 21

22. If you don’t want to print the entire worksheet, you can identify a range that you want to print before you choose the print command. You can print the row and/or column headings on every page. Change print settings on the Page Layout tab. Customizing Print Options 22 22

23. Summary In this lesson, you learned: • To keep the header row in view when navigating through a large worksheet, you can change the zoom setting. If that doesn’t work because the worksheet is too large, you can hide some of the rows and columns so you can focus on a particular range of data, or you can freeze some rows and columns. • You can delete or add one or several worksheets to a workbook, and you can rename each worksheet. 23 23

24. Summary (continued) • There are many options available for formatting cell contents, including merging cells, changing font styles and sizes, changing the alignment within the cells, and applying number and date formats. • To enhance the appearance and highlight data within the worksheet, you can add borders and shading to cells. There are also many predefined styles available that you can quickly apply to give the worksheet a professional look and make reading the data easier. 24 24

25. Summary (continued) • To organize worksheet data numerically or alphabetically, you can sort the data based on a single column, or you can sort the data based on multiple criteria. To screen data that meets certain criteria, you can filter the data. • You can change the page orientation or use the Fit to feature to fit all the data on one page. • Headers and footers can be added to worksheets to provide information such as the source and date of the data. 25 25

26. Summary (continued) • You can control the print output by inserting page breaks manually or creating a print area for the worksheet. With the default settings, the gridlines and row and column headings appear on screen in worksheets but they do not appear when the worksheets are printed. You can change the settings to hide these elements on the screen and/or include them in printed worksheets. 26 26

27. Summary (continued) • Before you print, you can preview the worksheet to see what it will look like when it is printed. You can choose to print the active worksheet only, or you can choose to print all worksheets in the workbook. 27 27