with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 1
PowerPoint Presentation to AccompanyGO! with Microsoft® Excel 2010
Chapter 5Managing Large Workbooks and
Using Advanced Sorting and Filtering
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 2
Objectives
• Navigate and Manage Large Worksheets
• Enhance Worksheets with Themes and Styles
• Format a Worksheet to Share with Others
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 3
Objectives
• Save Excel Data in Other File Formats
• Use Advanced Sort Techniques
• Use Custom and Advanced Filters
• Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 4
• Freeze Panes command sets column and row titles so that they remain constant while you scroll– The locked rows and columns are known
as panes - portions of a worksheet bounded by and separated from other portions of the worksheet by horizontal and vertical lines.
Navigate and Manage Large Worksheets
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 5
Navigate and Manage Large Worksheets
• To use Freeze Panes—cursor should be in the cell after row and column titles as shown here
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 6
Navigate and Manage Large Worksheets
• Excel provides features to help control screen display to locate information quickly.
• Use Go to Special to move to cells with special characteristics
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 7
Navigate and Manage Large Worksheets
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 8
Navigate and Manage Large Worksheets
– Arrange All command• Tiles all open Excel workbooks on the screen
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 9
Enhance Worksheets with Themes and Styles
• Theme– A predesigned set of colors, fonts, lines and
fill effects that look good together– Combines two sets of fonts—one for text and
one for headings
• Cell Styles– A predefined set of formatting characteristics,
such as fonts, font sizes, number formats, cell borders and cell shading
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 10
Enhance Workbooks with Themes and Styles
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 11
Enhance Worksheets with Themes and Styles
• Create a New Table Quick Style– When none of the table quick styles meet
your needs
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 12
Format a Worksheet to Share with Others
• Share a worksheet with others– Send it electronically as an Excel file– Other file format
• Add a hyperlink to:– Another location in the worksheet– Another file– Web page on the Internet or organization’s
intranet
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 13
Format a Worksheet to Share with Others
• Hyperlink− Colored and underlined text when clicked goes to a file, a location in a file, a Web page on the Internet or a Web page on an organization’s intranet
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 14
Format a Worksheet to Share with Others
• Before printing or distributing:– Preview to see where the pages will break
across the columns and rows– Apply scaling to the data
• Forces the worksheet into a selected number of pages
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 15
Format a Worksheet to Share with Others
• If worksheet spans multiple pages– Repeat the column titles on each page
• If worksheet is wider than one page– Repeat the row titles on each page
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 16
Save Excel Data in Other File Formats
• File Extension− The default extension for Excel is .xlsx
• A set of characters that helps your Windows operating system understand •What kind of information is in the file•What program should open it
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 17
Save Excel Data in Other File Formats
• Some frequently used file formats are:
Excel 97-2003 workbook Excel Template
Single File Web Page Web Page
Excel Macro-Enabled Workbook Text (Tab Delimited)
CSV (Comma Delimited)
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 18
Save Excel Data in Other File Formats
• When saving a worksheet as a Web page:– Excel changes the contents of the
worksheet into HTML (Hypertext Markup Language), which is a language Web browsers can interpret
– View a worksheet as a Web page to see how it will display
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 19
Save Excel Data in Other File Formats
• File formats—con’t.– CSV (comma delimited file) saves the contents of the cells by placing commas between each cell and an end-of-paragraph mark at the end of each row.
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 20
Save Excel Data in Other File Formats
• File formats—con’t.– PDF (Portable Document Format) used by
Adobe Systems– XPS (XML Paper Specification) used by
Microsoft– Both formats create a representation of
electronic paper that displays data on the screen as it would appear on paper.
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 21
Use Advanced Sort Techniques
• Sort organizes data in a particular order– Ascending
• Text that is sorted alphabetically from A to Z• Numbers that are sorted for lowest to highest• Dates and times sorted from earliest to latest
– Descending• Text that is sorted in reverse alphabetical order
from Z to A• Numbers sorted from highest to lowest• Dates and times sorted from latest to earliest
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 22
Use Advanced Sort Techniques
• Sort dialog box– Sorts data based on several criteria at
once
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 23
Use Advanced Sort Techniques
To use the sort functions of Excel, convert the data into an Excel table– Database -- Collection of organized facts related
to a specific topic– Record -- Collection of facts related to a specific
topic– Field -- Single piece of information stored in
each record– Query -- Asks a question of the data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 24
Use Advanced Sort Techniques
• Sort– Major sort—first sort level – Minor sorts—the second and succeeding
sorts
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 25
Use Advanced Sort Techniques
• Custom list– A sort order decided on– Use custom lists to sort in any order
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 26
• Filtering– Displays only the rows that meet the
criteria or condition specified– Custom filter applies complex criteria to a
single column
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 27
• Filters cont’d.– Advanced filters
• Can specify three or more criteria for a particular column, apply complex criteria to two or more columns, or specify computer criteria
• Can also use for extracting—copying the selected rows to another part of the worksheet
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 28
• AutoFilter– Filter by one or more values– Filter by a format– Filter by criteria
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 29
Use Custom and Advanced Filters
• Filters are additive—each additional filter is based on the current filter, which further reduces the number of records.
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 30
• By using a custom filter, a complex criteria can be applied to a single column.
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 31
• Comparison operators compare two values
− Equal (=)− Less than (<)− Greater Than (>)
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 32
• Advanced filters – When the data requires complex criteria– To specify three or more criteria for a
particular column– To apply complex criteria to two or more
columns– To specify computed criteria
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 33
• You can create compound filters by using more than one condition
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 34
• Comparison operators cont’d.– OR comparison operator—only one of the
two comparison criteria must be true– AND comparison operator—each and
every one of the comparison criteria must be true
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 35
• Criteria range– First step in filtering– An area on your worksheet that defines the
criteria for the filter.– Area generally above the data.
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 36
• Name the range Criteria– A predefined name recognized by Excel– This predefined criteria range includes the
field names and one empty row, where the limiting criteria will be placed.
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 37
• Wildcard– Asterisk (*)– To search when uncertain of the exact value– To widen the search to include more records
• Compound criteria– Two or more criteria on the same row– All conditions must be met for the records to
be included in the results.
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 38
• The results of a filter can be copied to another area on your worksheet.
• Extract– Copied area– Commonly placed below the table of data– Extract means to pull out multiple sets of
data for comparison purposes.
Use Custom and Advanced Filters
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 39
• List– Series of rows that contain related data by
adding subtotals– Can be grouped and summarized
Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 40
Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 41
• Subtotals− First step in adding subtotals is to sort the data by the field− The Subtotal command totals several rows of related data together by automatically inserting subtotals and totals for the selected cells.
Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 42
• Subtotals con’t.– When adding subtotals, Excel defines
groups based on the rows used to calculate a subtotal
– The groupings form an outline of your worksheet based on the criteria indicated and displays along the left side of worksheet.
Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 43
• Controls in the outline– Hide Detail (-)—collapses a group of cells– Show Detail (+)—expands a collapsed
group of cells– The level buttons (1, 2, 3)—can hide all
levels of detail below the number clicked
Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 44
Objectives Covered
• Navigate and Manage Large Worksheets
• Enhance Worksheets with Themes and Styles
• Format a Worksheet to Share with Others
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 45
Objectives Covered
• Save Excel Data in Other File Formats
• Use Advanced Sort Techniques
• Use Custom and Advanced Filters
• Subtotal, Outline, and Group a List of Data
with Microsoft Excel 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall 46
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice HallPublishing as Prentice Hall
Top Related