CA202 Spreadsheet Application

1. CA202Spreadsheet Application Setting up a Workbook Lecture # 2

2. Objectives • Make workbooks easier to work with • Navigation and Selection • Make data easier to read • Add graphic to read

3. Make Workbooks Easier to Work With • Change worksheet’s name, Right Click on worksheet Tab and click Rename • Change No. of default worksheets • Tool  Option  General and change there • Insert  Column • Insert  Row • Insert  Cell • Delete a Cell, Row, or Column • Edit  Delete… • Hide or Unhide Column

4. Advance Navigation and Selection • You know there are 16,777,216 cell in the worksheet to move on

5. Knowing your place • Excel gives you a highlight to row and column to know where you are

6. Keyboard Navigation (contd.)

7. Keyboard Navigation (contd.)

8. Keyboard Navigation

9. Using Workspace Files • Use workspace file to open a group of worksheets all at once • To create a workspace file, Open the workbooks you want to include • Choose File  Save Workspace • Excel save the file with the .xlw extension • Use File  Open command to open workspace file

10. Art of Natural Selection • User must select the data before moving , copying, deleting, bolding, shading or changing background etc • Typically user use mouse to drag but when selection is larger, dragging becomes a problem

11. Art of Natural Selection • Following methods are used for selection • Shift magic • With the GOTO box • With the Name box • While double clicking a cell border

12. Art of Natural selection • Shift Magic • Its hard to control by dragging mouse, use the Shift + Click • Click on left most corner of the selection • Use scroll bar to go to the opposite bottom corner • Press Shift and Click to select the range

13. Art of Natural selection • With the GOTO box • While sitting in cell, bring GOTO box by using • Edit  GOTO or Ctrl + G or F5 • Enter a cell address in reference box, Hold down Shift as you press Enter or OK • The selected range now span from the original cell to the new address you typed Thu, sep 14 2006

14. Art of Natural selection • With the Name box • While sitting in a cell • Click the Name box on the left side of formula bar • Type the Address of a new Cell • Press Shift + Enter • Entire range will be selected

15. Art of Natural selection • With Double Clicking a Cell border • Double click on Cell border to jump to the edge of the Current region • Hold down Shift key while doing so • This will help in selecting a larger area

16. Making Multiple selection • Excel lets you make multiple selection or non adjacent selection • While you selected the first cell or range Hold Ctrl key and select some more • Now you can set the formatting, bold, italic, underline etc

17. Selecting from with in a dialog box • Dialog box field that accept range reference are called range selection boxes • You can type the range into a range selection box • OR • Enter the range by dragging the mouse on worksheet

18. Navigating Inside a selection

19. A table of selection Shortcuts • Edit  GOTO has many of these features

20. A table of selection Shortcuts

21. Detail of Data Entry • Getting it right at the first time • If you type ¼, Excel sees the slash and converts it to 4-Jan, but you want it 0.25 not the date • Quick fix to this problem is precede fraction with a 0 (zero). Type 0 ¼ and excel will place ¼ in cell and display 0.25 in the formula bar • For zip code 64404 just use ‘64404 • Enter carriage return in cell press Alt + Enter where you want a line break. This automatically turn on the wrap text format

22. Copying Data from neighboring Cells

23. Entering Non Dynamic dates and times ok

24. Confining Data Entry to a Range • If you know that data belong to a specific range of cell • Select the whole range • Enter Data and press Enter • Excel respect the range boundaries • When you reach at the bottom, pressing Enter the active cell pops up to the top of the next row • Similarly when you are at the right bottom, pressing Enter will take you to left top

25. Making Data Easier to Read • Alignment • Format  Cells…

26. Making Data Easier to Read • Window  Freeze Pane will freeze the cell from moving up/down or right/left • Window  Unfreeze Pane will remove the freeze pane • Window  Split will split the excel worksheet, easy to see top and bottom at the same time • Window  Remove Split will remove the split window

27. Add a Graphic to a Document • Insert  Picture

28. Entering Common Data in Group of Worksheet • Select Sheet by using Shift or Ctrl or Right Click shortcut menu • When Sheets are grouped, Start typing • What you type in one sheet will be available in all Selected Sheet

29. To Ungroup the Worksheet • Ungroup Sheets, Use Right Click on any sheet Tab in the group, and choose ungroup sheet

30. Chapter Key Points • You can control how many worksheets appear in new workbooks you create. If you always use workbooks where each worksheet represents a month of the year, change the default number of worksheets to 12! • Making sure your data is easily readable is one of the best things you can do for your colleagues. Be sure your worksheet columns and rows are roomy enough to accommodate your data. • Remember that you can add or delete individual cells from a worksheet. Rather than go through a lengthy cut-and-paste routine when you forgot to type a cell value, just add a cell where you need it. • If you add a graphic to your worksheet, you can change the graphic’s size and appearance using the Format Picture dialog box. • You can Navigate and made selections in different ways