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  • 1. Chapter 7
    Finalizing a Worksheet
  • 2. What’s Inside and on the CD?
    In this chapter, you will learn how to:
    Finalize your worksheets
    Prepare your worksheets for printing
    Turn your worksheets into Web pages
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  • 3. Can I sort data in a worksheet?
    Data in Excel can be sorted in:
    Ascending order – alphabetically, A to Z
    Descending order – reverse alphabetically, Z to A
    It’s good practice to save worksheet before sorting data
    Select all columns of related data before sorting data
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  • 4. Can I sort data in a worksheet?
    Click Undo button if you forget to select all columns before sorting
    Use Sort Ascending or Sort Descending buttons on the ribbon if you want to sort data in first column
    Use procedure shown in the figure on the next slide to sort by column other than the first, or by several columns
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  • 5. Can I sort data in a worksheet?
    5
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  • 6. How do I create a chart?
    Pick chart type that suits data:
    Line charts are used to show data that changes over time
    Pie charts illustrate proportion of parts to whole
    Bar charts (“column charts”) are used to show comparisons
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  • 7. How do I create a chart?
    To create a chart, use the Chart group on the Insert tab
    When selecting cells for a chart, include the cells that contain labels
    If you are not certain which chart type to use, hover the pointer over the chart buttons to see a description
    If the chart doesn’t seem to make sense, try clicking the Switch Row/Column button
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  • 8. How do I create a chart?
    By default, the chart is inserted into the current worksheet
    When a chart is selected, you can move it or resize it by dragging the sizing handles
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  • 9. How do I create a chart?
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  • 10. How do I modify a chart?
    Excel creates a chart based on data and labels you select from a worksheet
    When making changes to chart, make sure the chart is selected so that you see all of the charting tabs
    To select a different chart type, select the Design tab, and then click the Change Chart Type button
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  • 11. How do I modify a chart?
    To select a different range of cells to be charted, click the Select Data button from the Design tab, and then select the cells or type a range into the Chart data range box
    If you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key
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  • 12. How do I modify a chart?
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  • 13. How do I modify a chart?
    The next step is to improve the readability and appearance of the chart
    Most modifications begin by right-clicking the chart element you want to change
    Label formats on charts can be different from those in worksheet cells
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  • 14. How do I modify a chart?
    14
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  • 15. How do I modify a chart?
    For readability, consider changing the units used for axis labels
    Excel includes a variety of colors, patterns, and gradients that can be applied to:
    Backgrounds
    Plot areas
    Gridlines
    Data series
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  • 16. Can I add graphics to a worksheet?
    Worksheet graphics are used to highlight important sections, add interest, or graphically illustrate spreadsheet data. To insert clip art:
    Click cell where graphic will be placed
    Click Insert tab
    Click Clip Art
    Choose image from available pictures
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  • 17. Can I add graphics to a worksheet?
    Resize graphics using round “handles” on edges of selected graphic
    Move graphic by holding mouse button down while dragging it to new location
    Rotate graphic by dragging green rotate handle right or left
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  • 18. Can I add graphics to a worksheet?
    Shapes tools allow you to draw simple lines and shapes
    To draw an arrow:
    Click Insert tab
    Click Shapes
    Select Arrow from the Lines group
    Click the worksheet cell where you want the arrow to start, then drag to “draw” the arrow
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  • 19. Can I add graphics to a worksheet?
    The SmartArt button on the Insert tab allows you to insert visual aids
    To insert SmartArt:
    Click the SmartArt button on the Insert tab
    Select the shape you want
    Click the OK button
    Drag the shape to your desired location
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  • 20. Can I add graphics to a worksheet?
    20
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  • 21. How do I check spelling in a worksheet?
    Excel can check spelling of all labels in worksheet
    Doesn’t show misspelled words with wavy underlines
    Doesn’t provide a grammar checker
    Important that you proofread
    Begin checking with any cell selected
    If you make A1 active cell, avoid the question in Step 5 in the figure on the following slide
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  • 22. How do I check spelling in a worksheet?
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  • 23. How do I check spelling in a worksheet?
    If correct spelling appears in Suggestions list, click to select, then click Change button
    If no suggested spellings are displayed, click Not in Dictionary text box, then type correct word. Click Change button to replace misspelled word.
    Click Ignore Once button if the word is correct
    Click Ignore All to ignore all other occurrences of word throughout worksheet
    If word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled
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  • 24. How do I test my worksheet?
    Always test worksheet before relying on results
    Possible to enter wrong value in cell, use wrong cell reference in formula, or other error
    Good idea to use the Save As option to rename and save extra copy of worksheet before testing
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  • 25. How do I test my worksheet?
    One test is to enter series of consistent, easily verified values, such as 1 or 10, into data cells
    Another test is to enter real-world values for which you already know results
    Compare calculated results with real-world results
    This testing also helps identify formatting problems
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  • 26. How do I test my worksheet?
    Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheet
    Small values, including zero, can lead to errors such as division by zero
    Large values can lead to results not fitting in cell where answer to be displayed
    In this case, make those columns wider
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  • 27. How do I test my worksheet?
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  • 28. How do I control the page layout for a worksheet?
    Page Layout view helps refine the appearance of a worksheet
    Prior to printing
    Prior to posting as a web page
    Open Page Layout View by clicking the view tab, then selecting Page Layout
    Check options for Layout settings
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  • 29. How do I control the page layout for a worksheet?
    Gridlines are lines that separate one cell from another
    Shown in light blue in page layout view
    Can turn off both for viewing and printing
    Worksheet Headings are the column letters and row numbers
    Orientation refers to the relative positions of the worksheet and the paper
    Portrait
    Landscape
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  • 30. How do I control the page layout for a worksheet?
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  • 31. How do I set margins?
    Easiest way is to drag directly in the margins in Page Layout view
    If your worksheet contains multiple pages, margin settings apply to all pages
    Use the Margins button if you want to select preset margins
    Click Margins button
    Select Custom Margins
    Change space allocated for headers and footers
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  • 32. How do I set margins?
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  • 33. How do I add headers and footers to a worksheet?
    Excel worksheets can contain headers and footers
    Header is text that appears at top of every page
    Footer is text that appears at bottom of every page
    Excel includes predefined headers and footers:
    Worksheet Title
    Date
    Page number
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  • 34. How do I add headers and footers to a worksheet?
    Create your own headers and footers
    Footers work just like headers –select appropriate footer option
    Custom dialog boxes have options to insert commonly used elements
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  • 35. How do I add headers and footers to a worksheet?
    Click Options button to select useful settings:
    Different first page
    Different off and even pages
    Scale with document
    Align with page margins
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  • 36. How do I add headers and footers to a worksheet?
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  • 37. How do I set up a multipage worksheet?
    Large worksheets may need additional setup to print correctly on multiple pages
    Use Page Layout View to preview the information that each page will contain
    Use a manual page break if a page ends with a row that should be grouped with data on the next page
    It’s good practice to include row and column labels on every printed page to assist with data identification
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  • 38. How do I set up a multipage worksheet?
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  • 39. How do I print a worksheet?
    Use the File tab’s Print option to
    Print a single copy of the current worksheet
    Print multiple copies
    Designate selected pages
    Use advanced print options
    Default setting only prints the current worksheet
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  • 40. How do I print a worksheet?
    Determine what you want to print before opening Print window
    By default, Excel prints entire active worksheet
    To print only a section of worksheet, select range of cells before you click the File tab and select Print
    Click Selection option in Print what section of dialog box
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  • 41. How do I print a worksheet?
    Click Active sheet(s) option in Print what section to print only current worksheet
    Click Entire workbook option to print all worksheets in current workbook
    Click Preview button to see how worksheet or workbook will look when printed
    If worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print dialog box
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  • 42. How do I print a worksheet?
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  • 43. How do I save a worksheet as a Web page?
    You can save worksheet as Web page to post on Internet
    Easy way to make data accessible to large number of people
    Before saving as a Web page, it is a good idea to save in Excel (.xlsx) format
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  • 44. How do I save a worksheet as a Web page?
    Tables are a valuable formatting tool for creating Web pages
    To save as a Web page:
    In Save As dialog box, click the Selection option
    Choose the HTML file type
    Name your file
    Click Save
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  • 45. How do I save a worksheet as a Web page?
    Not all Excel formatting options can be duplicated in Web page
    Notification of any problem areas
    Option of canceling or continuing with save
    Not all worksheets successfully convert to Web pages
    Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet
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  • 46. How do I save a worksheet as a Web page?
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  • 47. What makes a good worksheet?
    Longest data sets should go down the screen
    Information should read from left to right and top to bottom
    Provide meaningful labels
    Enter data accurately
    Enter formulas and functions carefully
    Avoid including labels in mathematical formulas
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  • 48. What makes a good worksheet?
    Avoid circular references
    Understand mathematical precedence
    Use absolute and relative references appropriately
    Avoid using too many fonts, font sizes, and colors
    Format numbers for easy reading
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  • 49. What makes a good worksheet?
    Use consistent formats for similar data
    Format cells so that data fits in them
    Add documentation as necessary
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