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Chapter.07

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Chapter.07

  1. 1. Chapter 7<br />Finalizing a Worksheet<br />
  2. 2. What’s Inside and on the CD?<br />In this chapter, you will learn how to:<br />Finalize your worksheets<br />Prepare your worksheets for printing<br />Turn your worksheets into Web pages<br />2<br />Practical Microsoft Office 2010<br />
  3. 3. Can I sort data in a worksheet?<br />Data in Excel can be sorted in:<br />Ascending order – alphabetically, A to Z<br />Descending order – reverse alphabetically, Z to A<br />It’s good practice to save worksheet before sorting data <br />Select all columns of related data before sorting data<br />3<br />Practical Microsoft Office 2010<br />
  4. 4. Can I sort data in a worksheet?<br />Click Undo button if you forget to select all columns before sorting<br />Use Sort Ascending or Sort Descending buttons on the ribbon if you want to sort data in first column<br />Use procedure shown in the figure on the next slide to sort by column other than the first, or by several columns<br />4<br />Practical Microsoft Office 2010<br />
  5. 5. Can I sort data in a worksheet?<br />5<br />Practical Microsoft Office 2010<br />
  6. 6. How do I create a chart?<br />Pick chart type that suits data:<br />Line charts are used to show data that changes over time<br />Pie charts illustrate proportion of parts to whole<br />Bar charts (“column charts”) are used to show comparisons<br />6<br />Practical Microsoft Office 2010<br />
  7. 7. How do I create a chart?<br />To create a chart, use the Chart group on the Insert tab<br />When selecting cells for a chart, include the cells that contain labels<br />If you are not certain which chart type to use, hover the pointer over the chart buttons to see a description<br />If the chart doesn’t seem to make sense, try clicking the Switch Row/Column button<br />7<br />Practical Microsoft Office 2010<br />
  8. 8. How do I create a chart?<br />By default, the chart is inserted into the current worksheet<br />When a chart is selected, you can move it or resize it by dragging the sizing handles<br />8<br />Practical Microsoft Office 2010<br />
  9. 9. How do I create a chart?<br />9<br />Practical Microsoft Office 2010<br />
  10. 10. How do I modify a chart?<br />Excel creates a chart based on data and labels you select from a worksheet<br />When making changes to chart, make sure the chart is selected so that you see all of the charting tabs<br />To select a different chart type, select the Design tab, and then click the Change Chart Type button<br />10<br />Practical Microsoft Office 2010<br />
  11. 11. How do I modify a chart?<br />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<br />If you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key<br />11<br />Practical Microsoft Office 2010<br />
  12. 12. How do I modify a chart?<br />12<br />Practical Microsoft Office 2010<br />
  13. 13. How do I modify a chart?<br />The next step is to improve the readability and appearance of the chart<br />Most modifications begin by right-clicking the chart element you want to change<br />Label formats on charts can be different from those in worksheet cells<br />13<br />Practical Microsoft Office 2010<br />
  14. 14. How do I modify a chart?<br />14<br />Practical Microsoft Office 2010<br />
  15. 15. How do I modify a chart?<br />For readability, consider changing the units used for axis labels<br />Excel includes a variety of colors, patterns, and gradients that can be applied to:<br />Backgrounds<br />Plot areas<br />Gridlines<br />Data series<br />15<br />Practical Microsoft Office 2010<br />
  16. 16. Can I add graphics to a worksheet?<br />Worksheet graphics are used to highlight important sections, add interest, or graphically illustrate spreadsheet data. To insert clip art:<br />Click cell where graphic will be placed<br />Click Insert tab<br />Click Clip Art<br />Choose image from available pictures <br />16<br />Practical Microsoft Office 2010<br />
  17. 17. Can I add graphics to a worksheet?<br />Resize graphics using round “handles” on edges of selected graphic<br />Move graphic by holding mouse button down while dragging it to new location<br />Rotate graphic by dragging green rotate handle right or left<br />17<br />Practical Microsoft Office 2010<br />
  18. 18. Can I add graphics to a worksheet?<br />Shapes tools allow you to draw simple lines and shapes<br />To draw an arrow:<br />Click Insert tab<br />Click Shapes<br />Select Arrow from the Lines group<br />Click the worksheet cell where you want the arrow to start, then drag to “draw” the arrow<br />18<br />Practical Microsoft Office 2010<br />
  19. 19. Can I add graphics to a worksheet?<br />The SmartArt button on the Insert tab allows you to insert visual aids<br />To insert SmartArt:<br />Click the SmartArt button on the Insert tab<br />Select the shape you want<br />Click the OK button<br />Drag the shape to your desired location<br />19<br />Practical Microsoft Office 2010<br />
  20. 20. Can I add graphics to a worksheet?<br />20<br />Practical Microsoft Office 2010<br />
  21. 21. How do I check spelling in a worksheet?<br />Excel can check spelling of all labels in worksheet<br />Doesn’t show misspelled words with wavy underlines<br />Doesn’t provide a grammar checker<br />Important that you proofread<br />Begin checking with any cell selected<br />If you make A1 active cell, avoid the question in Step 5 in the figure on the following slide<br />21<br />Practical Microsoft Office 2010<br />
  22. 22. How do I check spelling in a worksheet?<br />22<br />Practical Microsoft Office 2010<br />
  23. 23. How do I check spelling in a worksheet?<br />If correct spelling appears in Suggestions list, click to select, then click Change button<br />If no suggested spellings are displayed, click Not in Dictionary text box, then type correct word. Click Change button to replace misspelled word.<br />Click Ignore Once button if the word is correct<br />Click Ignore All to ignore all other occurrences of word throughout worksheet<br />If word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled<br />23<br />Practical Microsoft Office 2010<br />
  24. 24. How do I test my worksheet?<br />Always test worksheet before relying on results<br />Possible to enter wrong value in cell, use wrong cell reference in formula, or other error<br />Good idea to use the Save As option to rename and save extra copy of worksheet before testing<br />24<br />Practical Microsoft Office 2010<br />
  25. 25. How do I test my worksheet?<br />One test is to enter series of consistent, easily verified values, such as 1 or 10, into data cells<br />Another test is to enter real-world values for which you already know results <br />Compare calculated results with real-world results <br />This testing also helps identify formatting problems<br />25<br />Practical Microsoft Office 2010<br />
  26. 26. How do I test my worksheet?<br />Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheet<br />Small values, including zero, can lead to errors such as division by zero<br />Large values can lead to results not fitting in cell where answer to be displayed<br />In this case, make those columns wider<br />26<br />Practical Microsoft Office 2010<br />
  27. 27. How do I test my worksheet?<br />27<br />Practical Microsoft Office 2010<br />
  28. 28. How do I control the page layout for a worksheet?<br />Page Layout view helps refine the appearance of a worksheet<br />Prior to printing<br />Prior to posting as a web page<br />Open Page Layout View by clicking the view tab, then selecting Page Layout<br />Check options for Layout settings<br />28<br />Practical Microsoft Office 2010<br />
  29. 29. How do I control the page layout for a worksheet?<br />Gridlines are lines that separate one cell from another<br />Shown in light blue in page layout view<br />Can turn off both for viewing and printing<br />Worksheet Headings are the column letters and row numbers<br />Orientation refers to the relative positions of the worksheet and the paper<br />Portrait<br />Landscape<br />29<br />Practical Microsoft Office 2010<br />
  30. 30. How do I control the page layout for a worksheet?<br />30<br />Practical Microsoft Office 2010<br />
  31. 31. How do I set margins?<br />Easiest way is to drag directly in the margins in Page Layout view<br />If your worksheet contains multiple pages, margin settings apply to all pages<br />Use the Margins button if you want to select preset margins<br />Click Margins button<br />Select Custom Margins<br />Change space allocated for headers and footers<br />31<br />Practical Microsoft Office 2010<br />
  32. 32. How do I set margins?<br />32<br />Practical Microsoft Office 2010<br />
  33. 33. How do I add headers and footers to a worksheet?<br />Excel worksheets can contain headers and footers<br />Header is text that appears at top of every page<br />Footer is text that appears at bottom of every page<br />Excel includes predefined headers and footers:<br />Worksheet Title<br />Date<br />Page number<br />33<br />Practical Microsoft Office 2010<br />
  34. 34. How do I add headers and footers to a worksheet?<br />Create your own headers and footers<br />Footers work just like headers –select appropriate footer option<br />Custom dialog boxes have options to insert commonly used elements<br />34<br />Practical Microsoft Office 2010<br />
  35. 35. How do I add headers and footers to a worksheet?<br />Click Options button to select useful settings:<br />Different first page<br />Different off and even pages<br />Scale with document<br />Align with page margins<br />35<br />Practical Microsoft Office 2010<br />
  36. 36. How do I add headers and footers to a worksheet?<br />36<br />Practical Microsoft Office 2010<br />
  37. 37. How do I set up a multipage worksheet?<br />Large worksheets may need additional setup to print correctly on multiple pages<br />Use Page Layout View to preview the information that each page will contain<br />Use a manual page break if a page ends with a row that should be grouped with data on the next page<br />It’s good practice to include row and column labels on every printed page to assist with data identification<br />37<br />Practical Microsoft Office 2010<br />
  38. 38. How do I set up a multipage worksheet?<br />38<br />Practical Microsoft Office 2010<br />
  39. 39. How do I print a worksheet?<br />Use the File tab’s Print option to<br />Print a single copy of the current worksheet<br />Print multiple copies<br />Designate selected pages<br />Use advanced print options<br />Default setting only prints the current worksheet<br />39<br />Practical Microsoft Office 2010<br />
  40. 40. How do I print a worksheet?<br />Determine what you want to print before opening Print window<br />By default, Excel prints entire active worksheet<br />To print only a section of worksheet, select range of cells before you click the File tab and select Print<br />Click Selection option in Print what section of dialog box<br />40<br />Practical Microsoft Office 2010<br />
  41. 41. How do I print a worksheet?<br />Click Active sheet(s) option in Print what section to print only current worksheet<br />Click Entire workbook option to print all worksheets in current workbook<br />Click Preview button to see how worksheet or workbook will look when printed<br />If worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print dialog box<br />41<br />Practical Microsoft Office 2010<br />
  42. 42. How do I print a worksheet?<br />42<br />Practical Microsoft Office 2010<br />
  43. 43. How do I save a worksheet as a Web page?<br />You can save worksheet as Web page to post on Internet<br />Easy way to make data accessible to large number of people<br />Before saving as a Web page, it is a good idea to save in Excel (.xlsx) format<br />43<br />Practical Microsoft Office 2010<br />
  44. 44. How do I save a worksheet as a Web page?<br />Tables are a valuable formatting tool for creating Web pages<br />To save as a Web page:<br />In Save As dialog box, click the Selection option<br />Choose the HTML file type<br />Name your file<br />Click Save<br />44<br />Practical Microsoft Office 2010<br />
  45. 45. How do I save a worksheet as a Web page?<br />Not all Excel formatting options can be duplicated in Web page<br />Notification of any problem areas<br />Option of canceling or continuing with save<br />Not all worksheets successfully convert to Web pages<br />Preview worksheet in Web browser to make sure conversion is acceptable before posting on Internet<br />45<br />Practical Microsoft Office 2010<br />
  46. 46. How do I save a worksheet as a Web page?<br />46<br />Practical Microsoft Office 2010<br />
  47. 47. What makes a good worksheet?<br />Longest data sets should go down the screen<br />Information should read from left to right and top to bottom<br />Provide meaningful labels<br />Enter data accurately<br />Enter formulas and functions carefully<br />Avoid including labels in mathematical formulas<br />47<br />Practical Microsoft Office 2010<br />
  48. 48. What makes a good worksheet?<br />Avoid circular references<br />Understand mathematical precedence<br />Use absolute and relative references appropriately<br />Avoid using too many fonts, font sizes, and colors<br />Format numbers for easy reading<br />48<br />Practical Microsoft Office 2010<br />
  49. 49. What makes a good worksheet?<br />Use consistent formats for similar data<br />Format cells so that data fits in them<br />Add documentation as necessary<br />49<br />Practical Microsoft Office 2010<br />

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