This chapter discusses how to finalize worksheets in Excel, including sorting data, creating and modifying charts, adding graphics, checking spelling, testing worksheets, controlling page layout, setting up print areas, and printing worksheets. The document provides step-by-step instructions for carrying out each of these tasks in Excel.

1. Chapter 7Finalizing a Worksheet

2. What’s Inside and on the CD?In this chapter, you will learn how to:Finalize your worksheetsPrepare your worksheets for printingTurn your worksheets into Web pages2Practical Microsoft Office 2010

3. Can I sort data in a worksheet?Data in Excel can be sorted in:Ascending order – alphabetically, A to ZDescending order – reverse alphabetically, Z to AIt’s good practice to save worksheet before sorting data Select all columns of related data before sorting data3Practical Microsoft Office 2010

4. Can I sort data in a worksheet?Click Undo button if you forget to select all columns before sortingUse Sort Ascending or Sort Descending buttons on the ribbon if you want to sort data in first columnUse procedure shown in the figure on the next slide to sort by column other than the first, or by several columns4Practical Microsoft Office 2010

5. Can I sort data in a worksheet?5Practical Microsoft Office 2010

6. How do I create a chart?Pick chart type that suits data:Line charts are used to show data that changes over timePie charts illustrate proportion of parts to wholeBar charts (“column charts”) are used to show comparisons6Practical Microsoft Office 2010

7. How do I create a chart?To create a chart, use the Chart group on the Insert tabWhen selecting cells for a chart, include the cells that contain labelsIf you are not certain which chart type to use, hover the pointer over the chart buttons to see a descriptionIf the chart doesn’t seem to make sense, try clicking the Switch Row/Column button7Practical Microsoft Office 2010

8. How do I create a chart?By default, the chart is inserted into the current worksheetWhen a chart is selected, you can move it or resize it by dragging the sizing handles8Practical Microsoft Office 2010

9. How do I create a chart?9Practical Microsoft Office 2010

10. How do I modify a chart?Excel creates a chart based on data and labels you select from a worksheetWhen making changes to chart, make sure the chart is selected so that you see all of the charting tabsTo select a different chart type, select the Design tab, and then click the Change Chart Type button10Practical Microsoft Office 2010

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 boxIf you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key11Practical Microsoft Office 2010

12. How do I modify a chart?12Practical Microsoft Office 2010

13. How do I modify a chart?The next step is to improve the readability and appearance of the chartMost modifications begin by right-clicking the chart element you want to changeLabel formats on charts can be different from those in worksheet cells13Practical Microsoft Office 2010

14. How do I modify a chart?14Practical Microsoft Office 2010

15. How do I modify a chart?For readability, consider changing the units used for axis labelsExcel includes a variety of colors, patterns, and gradients that can be applied to:BackgroundsPlot areasGridlinesData series15Practical Microsoft Office 2010

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 placedClick Insert tabClick Clip ArtChoose image from available pictures 16Practical Microsoft Office 2010

17. Can I add graphics to a worksheet?Resize graphics using round “handles” on edges of selected graphicMove graphic by holding mouse button down while dragging it to new locationRotate graphic by dragging green rotate handle right or left17Practical Microsoft Office 2010

18. Can I add graphics to a worksheet?Shapes tools allow you to draw simple lines and shapesTo draw an arrow:Click Insert tabClick ShapesSelect Arrow from the Lines groupClick the worksheet cell where you want the arrow to start, then drag to “draw” the arrow18Practical Microsoft Office 2010

19. Can I add graphics to a worksheet?The SmartArt button on the Insert tab allows you to insert visual aidsTo insert SmartArt:Click the SmartArt button on the Insert tabSelect the shape you wantClick the OK buttonDrag the shape to your desired location19Practical Microsoft Office 2010

20. Can I add graphics to a worksheet?20Practical Microsoft Office 2010

21. How do I check spelling in a worksheet?Excel can check spelling of all labels in worksheetDoesn’t show misspelled words with wavy underlinesDoesn’t provide a grammar checkerImportant that you proofreadBegin checking with any cell selectedIf you make A1 active cell, avoid the question in Step 5 in the figure on the following slide21Practical Microsoft Office 2010

22. How do I check spelling in a worksheet?22Practical Microsoft Office 2010

23. How do I check spelling in a worksheet?If correct spelling appears in Suggestions list, click to select, then click Change buttonIf 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 correctClick Ignore All to ignore all other occurrences of word throughout worksheetIf word is one you use frequently, click Add to Dictionary to stop the spelling tool from identifying a word as misspelled23Practical Microsoft Office 2010

24. How do I test my worksheet?Always test worksheet before relying on resultsPossible to enter wrong value in cell, use wrong cell reference in formula, or other errorGood idea to use the Save As option to rename and save extra copy of worksheet before testing24Practical Microsoft Office 2010

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 cellsAnother 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 problems25Practical Microsoft Office 2010

26. How do I test my worksheet?Good idea to enter largest and smallest values that would reasonably be expected in normal use of worksheetSmall values, including zero, can lead to errors such as division by zeroLarge values can lead to results not fitting in cell where answer to be displayedIn this case, make those columns wider26Practical Microsoft Office 2010

27. How do I test my worksheet?27Practical Microsoft Office 2010

28. How do I control the page layout for a worksheet?Page Layout view helps refine the appearance of a worksheetPrior to printingPrior to posting as a web pageOpen Page Layout View by clicking the view tab, then selecting Page LayoutCheck options for Layout settings28Practical Microsoft Office 2010

29. How do I control the page layout for a worksheet?Gridlines are lines that separate one cell from anotherShown in light blue in page layout viewCan turn off both for viewing and printingWorksheet Headings are the column letters and row numbersOrientation refers to the relative positions of the worksheet and the paperPortraitLandscape29Practical Microsoft Office 2010

30. How do I control the page layout for a worksheet?30Practical Microsoft Office 2010

31. How do I set margins?Easiest way is to drag directly in the margins in Page Layout viewIf your worksheet contains multiple pages, margin settings apply to all pagesUse the Margins button if you want to select preset marginsClick Margins buttonSelect Custom MarginsChange space allocated for headers and footers31Practical Microsoft Office 2010

32. How do I set margins?32Practical Microsoft Office 2010

33. How do I add headers and footers to a worksheet?Excel worksheets can contain headers and footersHeader is text that appears at top of every pageFooter is text that appears at bottom of every pageExcel includes predefined headers and footers:Worksheet TitleDatePage number33Practical Microsoft Office 2010

34. How do I add headers and footers to a worksheet?Create your own headers and footersFooters work just like headers –select appropriate footer optionCustom dialog boxes have options to insert commonly used elements34Practical Microsoft Office 2010

35. How do I add headers and footers to a worksheet?Click Options button to select useful settings:Different first pageDifferent off and even pagesScale with documentAlign with page margins35Practical Microsoft Office 2010

36. How do I add headers and footers to a worksheet?36Practical Microsoft Office 2010

37. How do I set up a multipage worksheet?Large worksheets may need additional setup to print correctly on multiple pagesUse Page Layout View to preview the information that each page will containUse a manual page break if a page ends with a row that should be grouped with data on the next pageIt’s good practice to include row and column labels on every printed page to assist with data identification37Practical Microsoft Office 2010

38. How do I set up a multipage worksheet?38Practical Microsoft Office 2010

39. How do I print a worksheet?Use the File tab’s Print option toPrint a single copy of the current worksheetPrint multiple copiesDesignate selected pagesUse advanced print optionsDefault setting only prints the current worksheet39Practical Microsoft Office 2010

40. How do I print a worksheet?Determine what you want to print before opening Print windowBy default, Excel prints entire active worksheetTo print only a section of worksheet, select range of cells before you click the File tab and select PrintClick Selection option in Print what section of dialog box40Practical Microsoft Office 2010

41. How do I print a worksheet?Click Active sheet(s) option in Print what section to print only current worksheetClick Entire workbook option to print all worksheets in current workbookClick Preview button to see how worksheet or workbook will look when printedIf worksheet doesn’t print, check that printer is online, and you have specified correct printer in Print dialog box41Practical Microsoft Office 2010

42. How do I print a worksheet?42Practical Microsoft Office 2010

43. How do I save a worksheet as a Web page?You can save worksheet as Web page to post on InternetEasy way to make data accessible to large number of peopleBefore saving as a Web page, it is a good idea to save in Excel (.xlsx) format43Practical Microsoft Office 2010

44. How do I save a worksheet as a Web page?Tables are a valuable formatting tool for creating Web pagesTo save as a Web page:In Save As dialog box, click the Selection optionChoose the HTML file typeName your fileClick Save44Practical Microsoft Office 2010

45. How do I save a worksheet as a Web page?Not all Excel formatting options can be duplicated in Web pageNotification of any problem areasOption of canceling or continuing with saveNot all worksheets successfully convert to Web pagesPreview worksheet in Web browser to make sure conversion is acceptable before posting on Internet45Practical Microsoft Office 2010

46. How do I save a worksheet as a Web page?46Practical Microsoft Office 2010

47. What makes a good worksheet?Longest data sets should go down the screenInformation should read from left to right and top to bottomProvide meaningful labelsEnter data accuratelyEnter formulas and functions carefullyAvoid including labels in mathematical formulas47Practical Microsoft Office 2010

48. What makes a good worksheet?Avoid circular referencesUnderstand mathematical precedenceUse absolute and relative references appropriatelyAvoid using too many fonts, font sizes, and colorsFormat numbers for easy reading48Practical Microsoft Office 2010

49. What makes a good worksheet?Use consistent formats for similar dataFormat cells so that data fits in themAdd documentation as necessary49Practical Microsoft Office 2010