This chapter discusses how to finalize worksheets in Excel, including how to prepare them for printing or saving as web pages. It covers sorting data, creating and modifying charts, adding graphics, checking spelling, testing the worksheet, controlling page layout, setting up print options, and saving as a web page. Tips for making a good worksheet include using meaningful labels, entering data accurately, and formatting cells consistently.

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 2 Practical Microsoft Office 2010

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 3 Practical Microsoft Office 2010

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 4 Practical Microsoft Office 2010

5. Can I sort data in a worksheet? 5 Practical 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 time Pie charts illustrate proportion of parts to whole Bar charts (“column charts”) are used to show comparisons 6 Practical Microsoft Office 2010

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 7 Practical Microsoft Office 2010

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 8 Practical Microsoft Office 2010

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

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 10 Practical 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 box If you change the data in a worksheet cell, Excel updates the chart immediately after you press the Enter key 11 Practical Microsoft Office 2010

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

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 13 Practical Microsoft Office 2010

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

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 15 Practical 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 placed Click Insert tab Click Clip Art Choose image from available pictures 16 Practical Microsoft Office 2010

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 17 Practical Microsoft Office 2010

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 18 Practical Microsoft Office 2010

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 19 Practical Microsoft Office 2010

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

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 21 Practical Microsoft Office 2010

22. How do I check spelling in a worksheet? 22 Practical 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 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 23 Practical Microsoft Office 2010

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 24 Practical 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 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 25 Practical 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 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 26 Practical Microsoft Office 2010

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

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 28 Practical Microsoft Office 2010

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 29 Practical Microsoft Office 2010

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

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 31 Practical Microsoft Office 2010

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

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 33 Practical Microsoft Office 2010

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 34 Practical Microsoft Office 2010

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 35 Practical Microsoft Office 2010

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

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 37 Practical Microsoft Office 2010

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

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 39 Practical Microsoft Office 2010

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 40 Practical Microsoft Office 2010

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 41 Practical Microsoft Office 2010

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

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 43 Practical Microsoft Office 2010

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 44 Practical Microsoft Office 2010

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 45 Practical Microsoft Office 2010

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

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 47 Practical Microsoft Office 2010

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 48 Practical Microsoft Office 2010

49. What makes a good worksheet? Use consistent formats for similar data Format cells so that data fits in them Add documentation as necessary 49 Practical Microsoft Office 2010