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Worksheets, a Further Look. Excel 5.0 - Intermediate. Renaming Worksheets. Double click on the tab you wish to rename Enter the new name in the Rename Sheet dialog box. Or right-click on a worksheet tab and use a pop-up menu. Deleting and Inserting Worksheets. Pop-up menu.
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Worksheets, a Further Look Excel 5.0 - Intermediate
Renaming Worksheets • Double click on the tab you wish to rename • Enter the new name in the Rename Sheet dialog box Or right-click on a worksheet tab and use a pop-up menu
Deleting and Inserting Worksheets Pop-up menu • 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 OR Drop-down menu
Finding Files • Allows you to easily locate files stored on disk You can save the search criteria you entered by clicking on the Save Search As button and entering a name for the search. Next time you wish to use it, select the name from the Saved Searches drop-down list box
Displaying Other Toolbars • From the View menu, select Toolbars to display the Toolbars dialog box • Additional toolbar options include: • Auditing Chart • Drawing Formatting • Forms Full Screen • Query and Pivot Standard • Stop Recording TipWizard • Visual Basic Workgroup
Managing ‘Child Windows’ Within Excel • Child windows are sub-windows contained within the main Excel ‘parent’ window • Each workbook is displayed as a child window • Make sure that you know how: • To enlarge or reduce windows • To move windows in Excel • To close windows in Excel • To cascade windows in Excel • To tile windows in Excel • To arrange windows horizontally or vertically • To select a window display mode • To switch between windows • To switch between applications
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, you must freeze the panes
The Series Command • Excel recognizes the concept of a series • For instance, if you were to enter the word MONDAY, Excel 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 increases or decreases the values by a constant value • Growth • Excel will multiply the value by a constant factor • AutoFill • Excel 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
Formatting, Further Techniques Excel 5.0 - Intermediate
Using Cell Formats as Styles • You may define selected, formatted characters as new styles • Use the Style command located under the Format menus
Using Colors in Excel • 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
Using Colors Based on Values • Make sure that you know how: • To change colors based on the value in the cells • To change colors in the color palette • To copy custom color palettes between worksheets
Gridlines Make sure that you know how: To turn off the gridlines on-screen and when printing To turn off the gridlines so that they will not print
Hiding Data and Re-displaying Data • Columns, rows or entire worksheets may be hidden • Hidden items will not print when you print the worksheet
Hiding Other Screen Elements • Other screen elements that may be hidden include: • The Formula bar • The Status bar • Toolbars • The Formula bar • The Note Indicator
Further Functions Excel 5.0 - Intermediate
What are Functions? • Functions are special commands • They can be used to make complex operations simple • Functions extend the powers of Excel
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 has a number of functions which are mainly used to validate data entry. • ISBLANK • ISERR • ISERROR • ISLOGICAL • ISNA • ISNUMBER • ISREF • ISTEXT
The HLOOKUP / VLOOKUP Functions • A means of looking for valuesin predefined tables of figures • Examples • Postage rates • Tax Tables • Discount tables
The CHOOSE Function • A means of choosing from a list of up to 29 options • Easier though less versatile than “Lookups”
The Date Functions • A wide range of Functions Exist to assist with date manipulation. • Examples • DATE() • DAY() • MONTH() • TODAY() • WEEKDAY()
Date Math • 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
The Time Functions • A range of Functions Exist to assist with manipulation of Time • Examples • HOUR • MINUTE • NOW • SECOND • TIME • TIMEVALUE
Functions for Text Manipulation • A wide range of Functions Exist to assist with Text manipulation. • Some Examples • CONCATENATE • LEFT • LEN • LOWER • REPT • RIGHT • TRIM • UPPER
Calculating Worksheets • Each time formulas are affected by changes to information, Excel normally calculates the worksheet • However, there are certain functions, such as certain time and date functions, which require you to carry out the calculation manually • The automatic recalculation can also be turned off whilst you work F9 will force Excel to recalculate
Database and List Management Excel 5.0 - Intermediate
What is a Database? • A structured collection of related data about one or more subjects • An address book, a Telephone directory, a Timetable etc. Telephone Directory
Excel Databases • Made up of records and fields in the form of an Excel 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 • Field • A single item of data common to all records • A Column in Excel • Field Name • The top row of an Excel database naming the fields Jones R. A.The Paddock, Cirencester. Cirencester
Filtering Data • Any data in a list can be selectively filtered
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 Sub-totals • Allows for easy creation of sub-totals within list databases
Using Dataforms • Dataforms allow you to: • enter new information easily • edit existing information • delete existing records • find particular records easily
Manipulating and Customizing Charts Excel 5 - Intermediate
Manipulating Charts • Make sure that you know how: • To add data to a chart • To remove data from a chart • To change underlying chart data • To move elements within the chart window • To draw inside a chart window
Formatting Charts • You Can: • format the chart frame • change the order of the data series • control the space between the data series • make each plot point a different series color • create a combination chart • assign a data series to different Y-Axes
Customizing Chart Series • Each chart series appears in a different color or pattern, and is comprised of a set of data points • You can change the series name, the patterns used to represent them, and the legend • Select Format Selected Data Series Or • press CTRL+1 • To display the Format Data Series dialog box
Customizing the Plot Area, Walls, and Chart Area • In a 2-D chart, the plot area is the area bounded by the axes • In a 3-D chart the plot area includes category names, axes titles, and tick-mark labels; they also have walls and a floor • The chart area comprises the entire chart, including legends • Know how to change the colors and patterns of the plot area • Know how to change the color and pattern of 3-D chart walls • Know how to change the color and pattern of the chart area • Know how to change the charts default font