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Microsoft ®  Office  Excel ®   2003 Training How to use lists Peace River Distributing presents:
Course contents <ul><li>Overview: Lists in Excel 2003 </li></ul><ul><li>Lesson 1: Create a list </li></ul><ul><li>Lesson 2...
Overview: Lists in Excel 2003 How to use lists There’s a new  List  command in Excel 2003 that makes it easy to create ord...
Course goals <ul><li>Create a list using the  List  command.  </li></ul><ul><li>Add up values in lists using the  List  to...
Lesson 1 Create a list
Create a list <ul><li>Using the new  List  command to enter list data has several benefits.  </li></ul><ul><li>For example...
Use the List command  <ul><li>Imagine that you've already entered some data for salespeople into Excel. </li></ul><ul><li>...
Use the List command, cont’d. How to use lists Creating a list The  Create List  dialog box appears.  You confirm that you...
Now you have a list  <ul><li>Now that the data is a list:  </li></ul>How to use lists <ul><li>AutoFilter arrows are automa...
Now you have a list, cont’d. How to use lists The dark blue border indicates the range of cells in your list.  You can hav...
Add a row or a column to the list <ul><li>The row that contains an asterisk at the bottom is the insert row—the row you us...
Add a row or a column to the list, cont’d. How to use lists List with an insert row If you click outside the list, the ins...
Add a row or a column to the list, cont’d. How to use lists List with an insert row You can add a column to the list by ty...
Add up values  <ul><li>The  Toggle Total Row  button on the new  List  toolbar totals the last column in the list.  </li><...
Suggestions for practice <ul><li>Create a list. </li></ul><ul><li>Add a total to a list. </li></ul><ul><li>Add a row and a...
Test 1, question 1 <ul><li>On which menu is the List command? (Pick one answer.) </li></ul>How to use lists <ul><li>On the...
Test 1, question 1: Answer <ul><li>On the  Data  menu. </li></ul>How to use lists On the  Data  menu in Excel 2003, point ...
Test 1, question 2 <ul><li>How do you add a column to a list? (Pick one answer.) </li></ul>How to use lists <ul><li>Type i...
Test 1, question 2: Answer <ul><li>Type in the empty column to the right. </li></ul>How to use lists The list will automat...
Lesson 2 Sort and filter a list
Sort and filter a list <ul><li>When you create a list with the  List  command, you automatically add AutoFilter arrows to ...
How to sort <ul><li>You can sort any column in a list, just by clicking its AutoFilter arrow and choosing one of the sort ...
How to sort, cont’d. How to use lists To sort the Date column in the example in descending order, so that you could see th...
How to filter <ul><li>Filtering list data is as simple as sorting. Excel will automatically show only the data you specify...
More than one list on a worksheet  <ul><li>When you use the  List  command, you can have more than one list on a worksheet...
Suggestions for practice <ul><li>Sort a list </li></ul><ul><li>Filter a list. </li></ul>How to use lists Online practice  ...
Test 2, question 1 <ul><li>How do you sort list data in descending order? (Pick one answer.) </li></ul>How to use lists <u...
Test 2, question 1: Answer <ul><li>Click  Sort Descending  on an AutoFilter arrow in the list. </li></ul>How to use lists
Test 2, question 2 <ul><li>You can have more than one list on a worksheet, and you can add or delete a row in one list wit...
Test 2, question 2: Answer <ul><li>True. </li></ul>How to use lists
Quick Reference Card <ul><li>For a summary of the tasks covered in this course, view the  Quick Reference Card .  </li></u...
USING THIS TEMPLATE See the notes pane or view the full notes page ( View  menu) for detailed help on this template.
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05 ms excel

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  • [ Note to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • The new List command in Excel 2003 also makes it easy to share data with others by publishing the list to a server that is running Microsoft Windows® SharePoint ® Services. That topic is not discussed in this course.
  • [ Note to trainer : Steps—given in either numbered or bulleted lists—are always shown in yellow text.] You can also highlight a range of cells to use it for creating a list instead of clicking any cell within the data.
  • You confirm by clicking OK in the dialog box. If your list does not have headers, Excel will create them for you. They&apos;ll say &amp;quot;Column1,&amp;quot; &amp;quot;Column2,&amp;quot; and so on.
  • In earlier versions of Excel, you had to add the AutoFilter arrows yourself.
  • The dark blue border changes to a light blue border if you click outside the list, and the AutoFilter arrows at the top of the list disappear if you click outside the list.
  • If this method does not work, on the Tools menu, click AutoCorrect Options . On the AutoFormat As You Type tab, select the Include new rows and columns in list check box. Or clear the check box to turn off this feature. To delete a row and a column, on the List toolbar, click List . Point to Delete , and then click Row or Column .
  • Excel adds an additional row with the word &amp;quot;Total&amp;quot; and with the sum. You can turn off the total by clicking the Toggle Total Row button again. Note that if the last column contained something that couldn&apos;t be summed, such as a column of names, Excel would count the number of items instead. You can do other types of calculations than Sum. Click a cell that has been summed. An arrow appears to the right. Click the arrow. Other functions appear in the list: Average, Max, Min, and so on. To do calculations in columns other than the last column, after you’ve summed the last column, click in the total row in another column. An arrow will appear to the right of that column. Click the arrow and select from the menu.
  • [ Note to trainer : With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel, with instructions to guide you. Important : If you don’t have Excel 2003, you won’t be able to access the practice instructions.]
  • Note: To sort the contents of more than one column at once, you would click Sort on the Data menu, and then choose which columns to sort and how to sort them.
  • Or you could filter by date, to see how many sales were made on a particular day, and by whom. Whatever column you specified data for, Excel would show only the filtered rows, in that column and all other columns in the list. If you want to hide the AutoFilter arrows, you can point to Filter on the Data menu and then click AutoFilter . If you want to show hidden AutoFilter arrows, you can do the same thing.
  • In previous versions of Excel, you could have AutoFilter arrows in only one list at a time. In Excel 2003, the AutoFilter arrows for each list are activated when you click inside that list. Note, however, that if you have two lists side by side and you filter one of the lists, the other list will look filtered as well, because AutoFilter hides the entire row, not just the row in the list that is filtered. To convert a list to a range: This simply means that you&apos;ll remove the special list functionality. Your data will still remain on the Excel worksheet. 1. If necessary, click in the list to activate the List toolbar. 2. On the List toolbar, click List . 3. Click Convert to Range . 4. You&apos;ll see a message asking whether you want to convert the list to a normal range. Click Yes . The data no longer has any of the special list functionality. It&apos;s just normal data in Excel.
  • [ Note to trainer : With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel, with instructions to guide you. Important : If you don’t have Excel 2003, you won’t be able to access the practice instructions.]
  • Using This Template This Microsoft PowerPoint ® template has training content about using the new List command in Excel 2003. It&apos;s geared for you to present to a group and customize as necessary. This template&apos;s content is adapted from the Microsoft Office Online Training course “Lists I: How to use Lists in Excel 2003.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don&apos;t want this text. Animations: Custom animation effects are applied throughout. They&apos;ll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch . To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Excel 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).
  • Transcript of "05 ms excel"

    1. 1. Microsoft ® Office Excel ® 2003 Training How to use lists Peace River Distributing presents:
    2. 2. Course contents <ul><li>Overview: Lists in Excel 2003 </li></ul><ul><li>Lesson 1: Create a list </li></ul><ul><li>Lesson 2: Sort and filter a list </li></ul>How to use lists Each lesson includes a list of suggested tasks and a set of test questions.
    3. 3. Overview: Lists in Excel 2003 How to use lists There’s a new List command in Excel 2003 that makes it easy to create orderly rows of data such as addresses, names of clients or products, and quarterly sales amounts. The new List command also makes it easy to total up values and to sort and filter data.
    4. 4. Course goals <ul><li>Create a list using the List command. </li></ul><ul><li>Add up values in lists using the List toolbar. </li></ul><ul><li>Use the AutoFilter arrows to sort and filter list data. </li></ul>How to use lists
    5. 5. Lesson 1 Create a list
    6. 6. Create a list <ul><li>Using the new List command to enter list data has several benefits. </li></ul><ul><li>For example, AutoFilter arrows are applied automatically in a convenient way (more on that in Lesson 2). </li></ul>How to use lists The new List command is on the Data menu. Also, you can use the new Toggle Total Row button to total the last column in the list.
    7. 7. Use the List command <ul><li>Imagine that you've already entered some data for salespeople into Excel. </li></ul><ul><li>To have Excel see this data as a list, click any cell within the data, and then: </li></ul>How to use lists Creating a list <ul><li>Point to List on the Data menu. </li></ul><ul><li>Click Create List . </li></ul>(Continued on next slide.)
    8. 8. Use the List command, cont’d. How to use lists Creating a list The Create List dialog box appears. You confirm that your data has headers (column headings), and that the indicated data is what you want included in the list. Then the data becomes a list.
    9. 9. Now you have a list <ul><li>Now that the data is a list: </li></ul>How to use lists <ul><li>AutoFilter arrows are automatically added in the header row. </li></ul><ul><li>A dark blue border appears around the list. </li></ul>(Continued on next slide.)
    10. 10. Now you have a list, cont’d. How to use lists The dark blue border indicates the range of cells in your list. You can have more than one list on a worksheet when you use the List command. The blue border distinguishes one list from another and helps you to tell list data from other worksheet data.
    11. 11. Add a row or a column to the list <ul><li>The row that contains an asterisk at the bottom is the insert row—the row you use to insert additional data. </li></ul>How to use lists List with an insert row (Continued on next slide.) As soon as you enter data to the insert row, another empty insert row is added to the list, so that you can continue to add data.
    12. 12. Add a row or a column to the list, cont’d. How to use lists List with an insert row If you click outside the list, the insert row and asterisk disappear, and the list border moves up one row. (Continued on next slide.) <ul><li>When another name, Callahan, is added to Cell A8… </li></ul><ul><li>… a new insert row is added in cell A9. </li></ul>
    13. 13. Add a row or a column to the list, cont’d. How to use lists List with an insert row You can add a column to the list by typing in the empty column to the right. The list automatically expands to include that column.
    14. 14. Add up values <ul><li>The Toggle Total Row button on the new List toolbar totals the last column in the list. </li></ul><ul><li>To get a total in column C of the example: </li></ul>How to use lists <ul><li>Click the Toggle Total Row button on the List toolbar... </li></ul><ul><li>... to add a Total row to the list. </li></ul>The Toggle Total Row button on the new List toolbar
    15. 15. Suggestions for practice <ul><li>Create a list. </li></ul><ul><li>Add a total to a list. </li></ul><ul><li>Add a row and a column. </li></ul>How to use lists Online practice (requires Excel 2003)
    16. 16. Test 1, question 1 <ul><li>On which menu is the List command? (Pick one answer.) </li></ul>How to use lists <ul><li>On the Tools menu. </li></ul><ul><li>On the Data menu. </li></ul><ul><li>On the List menu. </li></ul>
    17. 17. Test 1, question 1: Answer <ul><li>On the Data menu. </li></ul>How to use lists On the Data menu in Excel 2003, point to List , and then click Create List .
    18. 18. Test 1, question 2 <ul><li>How do you add a column to a list? (Pick one answer.) </li></ul>How to use lists <ul><li>Type in the empty column to the right. </li></ul><ul><li>On the Data menu, point to List , and then click Resize List . </li></ul><ul><li>Right-click the empty column to the right, click Insert , and then click Entire Column . </li></ul>
    19. 19. Test 1, question 2: Answer <ul><li>Type in the empty column to the right. </li></ul>How to use lists The list will automatically expand to include that column.
    20. 20. Lesson 2 Sort and filter a list
    21. 21. Sort and filter a list <ul><li>When you create a list with the List command, you automatically add AutoFilter arrows to the list. </li></ul><ul><li>You can use the AutoFilter arrows for sorting and filtering your list data. </li></ul><ul><li>The List command also lets you work with several lists on a single worksheet. </li></ul>How to use lists AutoFilter arrows
    22. 22. How to sort <ul><li>You can sort any column in a list, just by clicking its AutoFilter arrow and choosing one of the sort commands on the menu that appears. </li></ul>How to use lists (Continued on next slide.)
    23. 23. How to sort, cont’d. How to use lists To sort the Date column in the example in descending order, so that you could see the most recent orders first: <ul><li>Click the AutoFilter arrow on the Date header… </li></ul><ul><li>… click Sort Descending . </li></ul>
    24. 24. How to filter <ul><li>Filtering list data is as simple as sorting. Excel will automatically show only the data you specify. </li></ul><ul><li>To see only sales made by Peacock, instead of everyone’s sales: </li></ul>How to use lists <ul><li>Click the AutoFilter arrow on the Name column. </li></ul><ul><li>Select Peacock. </li></ul>
    25. 25. More than one list on a worksheet <ul><li>When you use the List command, you can have more than one list on a worksheet. </li></ul><ul><li>You can add or delete a row in one list without adding or deleting a row in a list next to it, an ability new in Excel 2003. </li></ul>How to use lists You can add a row to the list on the right without adding a row to the list on the left. You can also sort those lists separately, because using the List command automatically gives each list its own AutoFilter arrows.
    26. 26. Suggestions for practice <ul><li>Sort a list </li></ul><ul><li>Filter a list. </li></ul>How to use lists Online practice (requires Excel 2003)
    27. 27. Test 2, question 1 <ul><li>How do you sort list data in descending order? (Pick one answer.) </li></ul>How to use lists <ul><li>Click Sort on an AutoFilter arrow in the list. </li></ul><ul><li>Click Sort Descending on an AutoFilter arrow in the list. </li></ul><ul><li>Click Sort Descending on the List toolbar. </li></ul>
    28. 28. Test 2, question 1: Answer <ul><li>Click Sort Descending on an AutoFilter arrow in the list. </li></ul>How to use lists
    29. 29. Test 2, question 2 <ul><li>You can have more than one list on a worksheet, and you can add or delete a row in one list without adding or deleting a row in the list next to it . (Pick one answer.) </li></ul>How to use lists <ul><li>True. </li></ul><ul><li>False. </li></ul>
    30. 30. Test 2, question 2: Answer <ul><li>True. </li></ul>How to use lists
    31. 31. Quick Reference Card <ul><li>For a summary of the tasks covered in this course, view the Quick Reference Card . </li></ul>How to use lists
    32. 32. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.
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