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Worksheets, a Further Look

Worksheets, a Further Look. Excel 5.0 - Intermediate. Renaming Worksheets. Double click on the tab you wish to rename Enter the new name in the Rename Sheet dialog box. Or right-click on a worksheet tab and use a pop-up menu. Deleting and Inserting Worksheets. Pop-up menu.

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Worksheets, a Further Look

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  1. Worksheets, a Further Look Excel 5.0 - Intermediate

  2. Renaming Worksheets • Double click on the tab you wish to rename • Enter the new name in the Rename Sheet dialog box Or right-click on a worksheet tab and use a pop-up menu

  3. Deleting and Inserting Worksheets Pop-up menu • You can insert and delete worksheets: • By clicking on the relevant worksheet tab with the right-hand mouse button and selecting Insert or Delete from the pop-up menu OR • By selecting Worksheet from the Insert menu, or Delete Sheet from the Edit menu OR Drop-down menu

  4. Finding Files • Allows you to easily locate files stored on disk You can save the search criteria you entered by clicking on the Save Search As button and entering a name for the search. Next time you wish to use it, select the name from the Saved Searches drop-down list box

  5. Displaying Other Toolbars • From the View menu, select Toolbars to display the Toolbars dialog box • Additional toolbar options include: • Auditing Chart • Drawing Formatting • Forms Full Screen • Query and Pivot Standard • Stop Recording TipWizard • Visual Basic Workgroup

  6. Managing ‘Child Windows’ Within Excel • Child windows are sub-windows contained within the main Excel ‘parent’ window • Each workbook is displayed as a child window • Make sure that you know how: • To enlarge or reduce windows • To move windows in Excel • To close windows in Excel • To cascade windows in Excel • To tile windows in Excel • To arrange windows horizontally or vertically • To select a window display mode • To switch between windows • To switch between applications

  7. Freeze Panes • To enable you to see which row or column you are in when you are working on a large worksheet, you may wish to lock the row or column headings • To do this, you must freeze the panes

  8. The Series Command • Excel recognizes the concept of a series • For instance, if you were to enter the word MONDAY, Excel can automatically extend the series across selected cells to display the rest of the days of the week • The same can be done with dates, times and items such as Q2 or Qtr2 • Different types of series • Linear • Excel increases or decreases the values by a constant value • Growth • Excel will multiply the value by a constant factor • AutoFill • Excel can extend various types of data, such as Qtr1, Qtr2, Qtr3 • AutoFill may be used directly on your worksheet using drag and drop techniques, or may be applied using the Series command located under the Edit/Fill drop down menu

  9. Review Questions

  10. Formatting, Further Techniques Excel 5.0 - Intermediate

  11. Using Cell Formats as Styles • You may define selected, formatted characters as new styles • Use the Style command located under the Format menus

  12. Using Colors in Excel • Make sure that you know how: • To change the color of your text • To print text in color • To apply colors to cells • To apply a pattern to cells

  13. Using Colors Based on Values • Make sure that you know how: • To change colors based on the value in the cells • To change colors in the color palette • To copy custom color palettes between worksheets

  14. Gridlines Make sure that you know how: To turn off the gridlines on-screen and when printing To turn off the gridlines so that they will not print

  15. Hiding Data and Re-displaying Data • Columns, rows or entire worksheets may be hidden • Hidden items will not print when you print the worksheet

  16. Hiding Other Screen Elements • Other screen elements that may be hidden include: • The Formula bar • The Status bar • Toolbars • The Formula bar • The Note Indicator

  17. Review Questions

  18. Further Functions Excel 5.0 - Intermediate

  19. What are Functions? • Functions are special commands • They can be used to make complex operations simple • Functions extend the powers of Excel

  20. The IF( ) Function • This function is used to make a decision based upon a value within the Spreadsheet • IF(Logical_test, Action_if_true, Action_if_false)

  21. Data Validation Functions • Excel has a number of functions which are mainly used to validate data entry. • ISBLANK • ISERR • ISERROR • ISLOGICAL • ISNA • ISNUMBER • ISREF • ISTEXT

  22. The HLOOKUP / VLOOKUP Functions • A means of looking for valuesin predefined tables of figures • Examples • Postage rates • Tax Tables • Discount tables

  23. A Sample HLOOKUP

  24. The CHOOSE Function • A means of choosing from a list of up to 29 options • Easier though less versatile than “Lookups”

  25. Entering a CHOOSE Function

  26. The Date Functions • A wide range of Functions Exist to assist with date manipulation. • Examples • DATE() • DAY() • MONTH() • TODAY() • WEEKDAY()

  27. Date Math • Make sure that you know how: • To calculate the difference between two dates in days or weeks • To add days or weeks to a date • To add months to a date • To find out the last day of the month

  28. The Time Functions • A range of Functions Exist to assist with manipulation of Time • Examples • HOUR • MINUTE • NOW • SECOND • TIME • TIMEVALUE

  29. Functions for Text Manipulation • A wide range of Functions Exist to assist with Text manipulation. • Some Examples • CONCATENATE • LEFT • LEN • LOWER • REPT • RIGHT • TRIM • UPPER

  30. Calculating Worksheets • Each time formulas are affected by changes to information, Excel normally calculates the worksheet • However, there are certain functions, such as certain time and date functions, which require you to carry out the calculation manually • The automatic recalculation can also be turned off whilst you work F9 will force Excel to recalculate

  31. Review Questions

  32. Database and List Management Excel 5.0 - Intermediate

  33. What is a Database? • A structured collection of related data about one or more subjects • An address book, a Telephone directory, a Timetable etc. Telephone Directory

  34. Excel Databases • Made up of records and fields in the form of an Excel table • The top row normally contains the field names • Each row normally contains the details that make up each record

  35. Database Terminology • Record • A collection of Data about an individual item • A Row in Excel • Field • A single item of data common to all records • A Column in Excel • Field Name • The top row of an Excel database naming the fields Jones R. A.The Paddock, Cirencester. Cirencester

  36. Creating, Editing and Navigating a Database

  37. Sorting an Excel Database

  38. AutoFilter

  39. Filtering Data • Any data in a list can be selectively filtered

  40. Totaling and Manipulating Filtered Data • Use SUBTOTAL not SUM • Rows not visible after you have applied AutoFilter are not ‘Hidden’ - they are just not displayed • They are not included in SUBTOTAL functions (but are included in SUM functions). • They are not printed (unlike manually hidden cells). • They are not used to construct new chart information. • They remain unchanged if the AutoFill command is used. • They remain unchanged if you apply formatting commands. • They remain unchanged if you use the Sort, Clear, Copy or Delete Row commands.

  41. Creating Sub-totals • Allows for easy creation of sub-totals within list databases

  42. Using Dataforms • Dataforms allow you to: • enter new information easily • edit existing information • delete existing records • find particular records easily

  43. The Excel Data Form

  44. Review Questions

  45. Manipulating and Customizing Charts Excel 5 - Intermediate

  46. Manipulating Charts • Make sure that you know how: • To add data to a chart • To remove data from a chart • To change underlying chart data • To move elements within the chart window • To draw inside a chart window

  47. Formatting Charts • You Can: • format the chart frame • change the order of the data series • control the space between the data series • make each plot point a different series color • create a combination chart • assign a data series to different Y-Axes

  48. Formatting 3-D Charts

  49. Customizing Chart Series • Each chart series appears in a different color or pattern, and is comprised of a set of data points • You can change the series name, the patterns used to represent them, and the legend • Select Format Selected Data Series Or • press CTRL+1 • To display the Format Data Series dialog box

  50. Customizing the Plot Area, Walls, and Chart Area • In a 2-D chart, the plot area is the area bounded by the axes • In a 3-D chart the plot area includes category names, axes titles, and tick-mark labels; they also have walls and a floor • The chart area comprises the entire chart, including legends • Know how to change the colors and patterns of the plot area • Know how to change the color and pattern of 3-D chart walls • Know how to change the color and pattern of the chart area • Know how to change the charts default font

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