Excel 2010 Part 1 - jwalkonline.orgjwalkonline.org/.../2012/01/Excel-2010-Part-I-Handout-v3-20130821.pdf · MICROSOFT EXCEL 2010: PART 1 ... ©2013 JWalk Professional Services (v3)

8/21/2013

©2013 JWalk Professional Services (v3) 1

ACHIEVEMENT & LEARNING CENTER

UNIVERSITY OF BALTIMORE

M I C R O S O F T E X C E L 2 0 1 0 : P A R T 1 W O R K I N G W I T H T A B L E S A N D T E X T

BY: MI C HAE L J . WA LK , M . S .

www.jwalkonline.org/main @MichaelJWalk

[email protected]

Working with tables and text: creating, editing, and navigating Excel files and making

tables of text and numbers. Excel lets us create tables of information for presentation and for analysis in very user-friendly ways. Learn how to create and navigate an Excel file; tips and tricks for viewing your files; how to create, format, and organize a table of information (like a contact list); and how to create formulas to let Excel be your calculator! Prerequisites: basic understanding of Windows environment and interface (my computer, save vs. save as, Start Menu; cut/copy/paste)

http://www.jwalkonline.org/main

mailto:[email protected]

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TABLE OF CONTENTS

How to Use This Handout ...................................................................................................................................... 4

Click Paths ............................................................................................................................................................... 4

Keyboard Directions ........................................................................................................................................... 4

In-Class Instructions and Following Along ............................................................................................... 4

Introduction to Excel ............................................................................................................................................... 5

What is an Excel file? (AKA: Workbook) .................................................................................................... 5

What Is a Spreadsheet? (AKA: Worksheet) ............................................................................................... 5

What Can I Do With an Excel Spreadsheet? .............................................................................................. 5

Rows and Columns .............................................................................................................................................. 5

Selecting a row or column ........................................................................................................................... 6

Row / Column Sizing ..................................................................................................................................... 6

Adding / Deleting Columns and Rows .................................................................................................... 7

Working with Cells .............................................................................................................................................. 8

Cell Ranges ......................................................................................................................................................... 8

Your Different Pointers ..................................................................................................................................... 9

Workbook Actions ................................................................................................................................................. 10

Create a new, blank workbook .................................................................................................................... 10

Save Your Workbook ....................................................................................................................................... 10

Working with Multiple Open Workbooks ............................................................................................... 10

Open an Existing Workbook ......................................................................................................................... 11

Close Your Workbook ..................................................................................................................................... 11

WorkSheet Actions ................................................................................................................................................ 11

Add a Worksheet ............................................................................................................................................... 11

Rename a Worksheet ...................................................................................................................................... 12

Navigate Between Worksheets ................................................................................................................... 12

Delete a Worksheet .......................................................................................................................................... 12

Rearrange Worksheets ................................................................................................................................... 12

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Make a Copy of a Worksheet ........................................................................................................................ 13

Working with Cells ................................................................................................................................................ 13

Selecting cells or cell ranges ......................................................................................................................... 13

Cut/Copy & Paste .............................................................................................................................................. 14

Cell Deletions or Additions ........................................................................................................................... 15

Formatting ........................................................................................................................................................... 16

Formatting Cells as a Table ...................................................................................................................... 17

Using Tables to Sort data .......................................................................................................................... 17

Sorting Data in a Cell Range .............................................................................................................................. 17

Auto sort by single column ........................................................................................................................... 18

Complex Sort Using Sort Dialog Box ......................................................................................................... 20

Entering Formulas: A Primer ............................................................................................................................ 21

Order of Operations ......................................................................................................................................... 21

Dependent Formulas ....................................................................................................................................... 22

Printing and Page Setups .................................................................................................................................... 22

Headers and Footers ....................................................................................................................................... 22

Gridlines and Additional Printing Options ............................................................................................. 24

Printing Gridlines ......................................................................................................................................... 24

Specifying a Print Area ............................................................................................................................... 24

Shrink Material to Fit on Desired Number of Pages ...................................................................... 24

Skills Review Exercises ....................................................................................................................................... 26

Exercise 1 ............................................................................................................................................................. 26

Exercise 2 ............................................................................................................................................................. 26

Exercise 3 ............................................................................................................................................................. 27

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HOW TO USE THIS HANDOUT

This handout serves as a point of reference for your workshop. However, you may also use the handout after the class is over to help you remember how to perform some of the tasks covered during the workshop.

CLICK PATHS

Throughout this handout, you will be given directions to perform a series of mouse clicks—also called a “click path.” For instance, to add a filter to an Excel workbook, you should click on the Data tab in the ribbon, then find the Sort & Filter section, and then click on Filter. In this handout, that click path is displayed using a bold font for the words to click on connected by a single right-pointing arrow (); ribbon sections are indicated using a gray background:

Data Sort & Filter Save

KEYBOARD DIRECTIONS

You also will be given directions to press certain keys on your keyboard. There are two kinds of key press sequences: (1) simultaneous and (2) sequential.

1) Simultaneous key presses refers to keys you have to hold down together to perform a task. Simultaneous key presses are displayed using the plus sign (+) between the keys to be pressed typed in caps. For example, the find box is opened by pressing CTRL + F. CTRL stands for the control key. ALT stands for the alternate key. WIN stands for the windows key (only applies to PCs with windows keys).

2) Sequential key presses refers to keys you have to press in sequence (one after the other—it is not necessary to hold them down). Sequential key presses are displayed using a pipe character (|) between the keys to be pressed typed in caps. For example, one way to save your file under a new file name is to type ALT, then F, then A. This would be displayed as: ALT | F | A.

If you like keyboard shortcuts, Microsoft Office has provided a very robust listing of them at: http://office.microsoft.com/en-us/excel-help/keyboard-shortcuts-in-excel-2010-HP010342494.aspx#BM2. I provide a lot in this workshop, but their list exhaustive.

IN-CLASS INSTRUCTIONS AND FOLLOWING ALONG

I provide some files to work with during the in-person workshops. Directions for opening, changing, closing, etc. those files will be given in curly brackets. For example:

{Open class file 1_enemies data}.

http://office.microsoft.com/en-us/excel-help/keyboard-shortcuts-in-excel-2010-HP010342494.aspx#BM2

http://office.microsoft.com/en-us/excel-help/keyboard-shortcuts-in-excel-2010-HP010342494.aspx#BM2

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INTRODUCTION TO EXCEL

WHAT IS AN EXCEL FILE? (AKA: WORKBOOK)

An excel file is termed a workbook, often containing multiple worksheets or tabs. A workbook needs at least 1 worksheet, but can have up to ∞, depending on your computer’s memory capacity. An excel file ends with file extension .xlsx. You can create a new blank workbook without saving it. If you do not save your work, you may lose your data.

WHAT IS A SPREADSHEET? (AKA: WORKSHEET)

A spreadsheet (before Excel) was just a piece of grid paper that people used to organize values. An Excel spreadsheet (or worksheet) is the same thing: it is a document-like workspace broken into a grid by creating rows and columns. These rows and columns each have their own names (columns are letters, rows are numbers). The first column is A, and you can have up to 16,384 columns in a worksheet (column XFD). The first row is 1, and you can have up to 1,048,576 rows in a worksheet). Each box in the grid or rows and columns is called a cell. Each cell is an individual entity, with its own name, and you can do different things to each one or you can relate cells together (for example, add cells together, subtract cells, etc.).

WHAT CAN I DO WITH AN EXCEL SPREADSHEET?

You can put anything into a spreadsheet. Because of the grid setup, you can use it as a database, use it to hold lists, or just use it like a piece of paper. Spreadsheets are particularly structured to work with numbers. They have built-in features that make them powerful at manipulating numbers and statistical and financial information. To learn more about the limitations of Excel (e.g., maximum decimal precision, largest number allowed, etc., check out: http://office.microsoft.com/en-us/excel-help/excel-specifications-and-limits-HP010342495.aspx).

ROWS AND COLUMNS

Your worksheet is a grid of rows and columns. Each row and column has a label. Column labels are contained in small “boxes” above each column that say A, B, C, and so on. Row labels are contained in small boxes to the left of each row that say 1, 2, 3, and so on.

Column Labels

Row Labels

http://office.microsoft.com/en-us/excel-help/excel-specifications-and-limits-HP010342495.aspx

http://office.microsoft.com/en-us/excel-help/excel-specifications-and-limits-HP010342495.aspx

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SELECTING A ROW OR COLUMN

Single row or column o Option 1: Column Selection Pointer

Hover the mouse over the row or column label. Your mouse pointer

should become a solid black arrow pointing down (↓ for columns)

or to the right ( for rows). (See section Your Different Pointers, below).

Click to select the entire row or column. Note, keep in mind that, when you select an entire row or column, you are not just selecting the visible cells in that row/column; you are selecting ALL cells in that row/column.

o Option 2: CTRL + SPACEBAR will select the entire column based on the active cell. SHIFT + SPACEBAR will select the entire row based on the active cell.

Multiple rows/columns: o Hover the mouse over the column label that is above your desired column

selection. Your pointer should become the column selector (↓).

o Click, hold, and drag to the right or left to select adjacent columns. o For rows, perform the same steps as given above; however, use row labels

instead of column labels. ALL rows and columns:

o Option 1: Use the Select All box in the upper left of the worksheet grid area between column A and row 1.

o Option 2: CTRL + A. Note: if the active cell is part of a data range (i.e.,

adjacent cells that make up a table of data), CTRL + A will first select all cells in the data range. Pressing CTRL + A again will select all.

ROW / COLUMN SIZING

There are many different ways to change the size of a row or column. Remember, you cannot change the size of an individual cell. Each cell is part of the row/column grid, so, any changes to the width of the cell must be done by changing the width of the column. Any changes to the height of the cell must be done by changing the height of the row. See also http://pcmcourseware.com/blog/2010/03/09/quicky-resize-columns-in-excel/). Note: for convenience, all directions below for row/column sizing are given just for column sizing. To perform row sizing, simply follow the column instructions, but replace the relevant references.

Manual sizing o Option 1: Single column

Select All box

http://pcmcourseware.com/blog/2010/03/09/quicky-resize-columns-in-excel/

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Hover your mouse on the right-hand border of the column label you

want to resize. When the pointer becomes a double arrow (⇹), click

and drag the border to the desired position. (Note: for row sizing, hover your point on the bottom border of the row label you want to resize.)

o Option 2: Set of columns (this action will force all selected columns to have the same width).

Follow the instructions to select multiple columns (above, in the Selecting a Row or Column section).

Then, click, hold, and drag on the border between any two column labels in the selection until you have adjusted the columns to the desired size.

o Option 3: ALL columns (this action will force all columns in the worksheet to have the same width)

Click on the select all box. Then, click, hold, and drag on the border between any two column

labels until you have adjusted the columns to the desired size. Automatic Sizing (the row/column will automatically adjust to the text height/width

in the row/column). o To automatically size a single column, set of columns, or all columns, simply

follow the instructions above for manual sizing; however, instead of performing a click, hold, and drag, you will double-click on the right border of the column label (for rows, use the bottom border of the row label).

ADDING / DELETING COLUMNS AND ROWS

Add a row or column o Option 1: Using right-click

Place cursor over the label for the row or column until the pointer becomes the row/column selector. For columns, use the column to the right of the desired insertion point. For rows, use the row below the desired insertion point.

Right click and choose Insert o Option 2: Using the menu

Click in a cell that is to the right of the desired column insertion point of below the row insertion point.

HomeCellsInsert Sheet Rows (or Columns) Delete a row or column

o Option 1: Using right-click Place cursor over the label for the row or column that you want to

delete until the pointer become the row/column selector. Right click and choose Delete

o Option 2: Using the menu Click in a cell that is in the row or column that you want to delete. Home Cells Delete (dropdown) Delete Sheet Rows (or

Columns)

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Note: if you want to delete or insert multiple rows/columns, simply select multiple rows/columns when following the instructions given above.

WORKING WITH CELLS

Cell names: a cell is named after the column and row that meet at the cell. For instance, where column D meets row 2, that cell is called D2.

Active cell: the cell in your worksheet that is currently selected. It is surrounded by a dark black border, and you can see the active cell’s name in the name box and by looking for the highlighted row and column labels.

o Any characters typed on your keyboard will be placed in your active cell, overwriting anything the cell already contains (unless you switch to Edit mode).

Cell modes (displayed in the bottom left corner of your Excel window)

o Ready: the cell is activated; the next action will be applied to the cell. o Enter: you have started typing and are entering data into the cell,

overwriting the cell’s current contents. To save the cell’s contents, press ENTER, TAB, an arrow key, or click anywhere outside the cell. You cannot change cell formatting when the cell is in enter mode.

o Edit: you are changing a portion of the cell’s current contents (not overwriting—just editing). To edit a cell’s contents (without overwriting the whole cell—like when you want to fix a spelling mistake), either:

Double-click in the cell Press F2 (will take you to the right end of the cell’s contents)

CELL RANGES

Highlighted row label

Highlighted column label

Name box

ACTIVE CELL: D2

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A range is a selection of 2 or more adjacent cells (i.e., touching cells). For example, you might want to makes cells A1, A2, A3, and A4 have a red background. These cells are adjacent (touching), so, they can make up a range. Ranges are named by joining the name of the upper-left and bottom-right cell with a colon. In the example where cells A1 through A4 are selected, the name of that range would be A1:A4. (Range naming becomes important when we begin formula writing.) A cell range that contains all cells from A1 through C4 would be named A1:C4.

When ranges are selected, the upper-left cell in the range appears white, and the rest of the range appears to be shaded (this shading color varies, depending on your computer’s settings). The selected range has a dark black border, and the row and column labels for included rows and columns are highlighted.

YOUR DIFFERENT POINTERS

In Excel, different mouse pointers perform different tasks.

Shape Name Use Mouse placement

White Cross Pointer

Used for selecting cells and ranges

Any place in your worksheet grid, except for those positions described below.

Fill Handle Used to copy cell contents to adjacent cells or create series of values across adjacent cells.

Hover over the bottom right corner of the active cell.

4-Way Arrow Pointer

Used to move cell contents

Hover over the dark border of the active cell (but not over the bottom right corner—that will give you the Fill Handle).

Resizing Arrows

Used to change column widths or row heights

Hover between two column labels to resize a column. Hover between two row labels to resize a row.

Cursor Used to edit cell contents in Formula Bar

Double-click in a cell or click in the Formula Bar.

↓→ Row/column selector

Used to select and entire row (rightward arrow) or column (downward arrow)

Hover over a column label to get the column selector (points down). Hover over a row label to get the row selected (points right).

Range A1:A4

Range A1:C4

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Reproduced from http://www.computergaga.com/excel/2007/foundation/creating_a_workbook/mouse_pointers.html

WORKBOOK ACTIONS

CREATE A NEW, BLANK WORKBOOK

To create a new workbook (i.e., a brand new Excel file), you have several options. When you first open Excel, you will create a new workbook automatically. If you already have Excel open, then you have two main options

o Go to File New and select the blank workbook option o OR: press CTRL+N

{Create 2 new blank workbooks}

SAVE YOUR WORKBOOK

To give your workbook a new filename, you need to use Save As. Go to File Save As

To save your workbook under its current filename, you need to use Save.

Option 1: Go to File Save

Option 2: Press CTRL+S

Option 3: click on the disk icon in the upper-left of your screen

Note: If your workbook does not have a filename, then Save and Save As will result in the same thing—you will save your workbook under a new name. {Save a blank workbook file as MyContacts.xlsx.}

WORKING WITH MULTIPLE OPEN WORKBOOKS

You can have more than one workbook open at the same time. Depending on your computer’s settings, you can tell that multiple workbooks are open from looking at your computer’s taskbar.

Grouped Icons – No Labels

On computers where the taskbar settings are set to “Always Combine, Hide Labels,” multiple open Excel workbooks will show the Excel icon and tab (or button) behind the Excel icon.

http://www.computergaga.com/excel/2007/foundation/creating_a_workbook/mouse_pointers.html

http://www.computergaga.com/excel/2007/foundation/creating_a_workbook/mouse_pointers.html

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To access any one of the workbooks, you have to hover over the Excel icon, and thumbnails of the open workbooks will be displayed. You then click on the one you want.

Ungrouped Icons

On computers where the taskbar settings are to never group or only group when full, multiple open Excel workbooks will appear in their own button on the taskbar.

OPEN AN EXISTING WORKBOOK

You can open existing Excel workbooks by either:

Option 1: File Open Option 2: Browse to the file location for the workbook and double-click on the file. Option 3: CTRL + O Option 4: File Recent (assuming your workbook was recently opened on your

current computer)

{Open class file 1_enemies data.xlsx)

CLOSE YOUR WORKBOOK

To close your workbook but leave Excel open, you can Option 1: Go to File Close Option 2: Click on the small x button in the

upper right of your Excel window but below the “big red x”

{Close all blank workbooks; leave open MyContacts and 1_enemies data}

WORKSHEET ACTIONS

Worksheets are individual workspaces in your workbook. A workbook has between 1 and ∞ worksheets (limited by computer storage capacity). Each worksheet is displayed as a “tab” at the bottom left of your Excel window. Each worksheet must be uniquely named.

ADD A WORKSHEET

Option 1: Click the Insert Worksheet button next the last tab on the right.

Option 2: Press SHIFT + F11

Small x button

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Option 3: Right click on the tab to the right of the location where you want to add your sheet, then choose Insert…, then select Worksheet.

{Add 4 worksheets to MyContacts}

RENAME A WORKSHEET

By default, every sheet is labeled Sheet1, Sheet2, etc. To rename the sheet: Option 1: Right click on the tab or the sheet you want to rename. Choose Rename.

Type the new name and hit RETURN or click elsewhere. Option 2: Double click on the tab of the sheet you want to rename. Type the new

name and hit return or click elsewhere. {Rename the 5 worksheets in MyContacts to the following: Enemies, Friends, Family, Coworkers, and Drinking Buddies}

NAVIGATE BETWEEN WORKSHEETS

To switch between worksheets, Option 1: Simply click on the tab of the worksheet you wish to access.

o In cases where there are too many worksheets for all tabs to be displayed, use the worksheet navigation arrows at the lower-left of the screen.

Option 2: CTRL + PAGE DOWN moves you to the next worksheet (the next tab to the

right). CTRL + PAGE UP moves you to the previous worksheet (the next tab to the

left)

DELETE A WORKSHEET

Right click the tab of the worksheet to be removed.

Select Delete from the shortcut menu. (NOTE: Deleting a worksheet with data is permanent.)

REARRANGE WORKSHEETS

To change the order of worksheets in your workbook (i.e., re-order the tabs). Click, hold, and drag the sheet to where you want and “drop” it there

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{Re-order your worksheets in MyContacts so that their order, from left to right is: Family,

Friends, Coworkers, and Enemies}

MAKE A COPY OF A WORKSHEET

You may want to make a “carbon copy” of an existing worksheet and place that copy either in the current workbook or some other workbook. (Note: if you want to move a worksheet and not make a copy, then do not check the box for Create a copy.)

Copy the worksheet within the current workbook o Right-click the tab of the sheet you want to copy o Select Move or Copy… o DO NOT change the dropdown To book o Select the sheet where you want to insert

the copy o Check the box for Create a copy o Click OK

Copy the worksheet to a different workbook (to do this, you must have the destination workbook open as well as the original workbook)

o Right-click the tab of the sheet you want to copy

o Select Move or Copy… o Use the To book: dropdown box and choose the filename for the destination

workbook o Select the sheet where you want to insert the copy o Check the box for Create a copy o Click OK

WORKING WITH CELLS

SELECTING CELLS OR CELL RANGES

Select a cell or range of cells o To select a cell, simply single-click in that cell. o You can also use the arrow keys on your keyboard to navigate to any cell. o Cell ranges can be selected by either

Using your mouse to select the first cell in the desired range (starting at a corner cell) and then holding down the mouse button as you drag to the corner cell at the other side of your range.

OR Click in the corner cell for your desired range. Press and hold SHIFT on your keyboard. Click in the corner cell at the other side of your range.

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OR Select the corner cell for your desired range. Press and hold SHIFT on your keyboard. Use the arrow keys (or other navigation keys) to arrive at the corner cell at the other side of your range.

o Tables of data can be easily selected by using CTRL + A after selecting any cell inside the data table.

Select the entire worksheet. Either: o Press CTRL + A on your keyboard, after selecting a cell that surrounded by

empty cells. o OR Click on the small box above row 1 and left of column A.

{select the data in 1_enemies data using the CTRL + A method}

CUT/COPY & PASTE

Cut: to take data from one cell or range and move it to a different cell or range of the same size (data no longer exists in originating cells) Copy: to take data from one cell or range and place a copy of it in a different cell or range of the same size (data exists in both cells/ranges).

Copy o Highlight the data you want to copy (follow the guidelines for selecting cells,

ranges, and rows/columns). o Copy the data by either

Home ClipboardCopy OR CTRL+C OR right-clicking on the selected cell(s) and selecting Copy from the

menu o Paste (see below)

Cut o Highlight the data you want to copy (follow the guidelines for selecting cells,

ranges, and rows/columns). o Cut the data by either

HomeClipboardCut OR CTRL+X OR right-clicking on the selected cell(s) and selecting Cut from the

menu. Paste

o Because cells have both values and formats, both are copied during a cut/copy and paste procedure. You have to decide what parts of the copied information (values only, formats only, both values and formats) you want to paste. The default is to paste all.

o In all cases, simply select the cell where you want the paste to occur. For cell ranges, select the destination cell that will become the upper-left corner of the cell range.

o Paste All: either HomeClipboardPaste OR CTRL+V OR right-click in destination cell and choose Paste

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o Paste Values Only (when you don’t want the data formats, text formats, etc. to be pasted as well)

HomeClipboardPaste (dropdown) Values OR right-click in destination cell and then choose Paste Values

o Paste No Boarders (when you want the data and the formats except for the borders)

HomeClipboardPaste (dropdown)No Borders OR right-click in destination cell and then choose Paste No Boarders

o There are many other options. The Paste Special menu allows you to see them all.

{copy and paste the data table from 1_enemies data to MyContacts, Enemies worksheet}

CELL DELETIONS OR ADDITIONS

You can add or delete individual cells, cell ranges, or entire rows and columns. Deleting a cell(s) means actually removing the cells from the workbook in addition to deleting the cell data. When you delete or add cell(s), the remaining cells must compensate by either filling in our expanding out.

Delete a single cell o Right click on the cell to delete and choose Delete OR HomeCellsDelete o Choose action (fill up, down, left, or right). This action determines how the

remaining cells will fill in the void created by the deleted cell. Delete a cell range

o Same as above Delete / Add a row or column (covered above on page 7) Add a single cell; either

o Right click on the cell above the desired insertion point Choose Insert Choose your fill method that will give you the desired results

o OR HomeCellsInsert Add a range of cells

o Same as above except that you select a range of cells before choosing Insert { ------------------------------------------------------------------------------------

1. Insert a blank column to the left of the enemies data table in MyContacts. Name that column Index. Number the enemies from 1 to 3.

2. Use auto-resize to resize the columns so all data are displayed. 3. Insert a blank row above the enemies data table in MyContacts. 4. Open class file 2_additional contacts and copy and paste the data from the family and

friends tab into the correct tabs in MyContacts. 5. Make sure that the family and friends contact tables also have a blank row above

and an index column to the left of the data.

} -------------------------------------------------------------------------------------

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FORMATTING

Formatting refers to changes in the way numbers and text are displayed in the cell. Changing the format of a cell changes only the appearance, not the value, of the number contained within the cell. Some examples of formatting changes are bold, underline, and italics (for text within cells) and the number of decimal points shown or the dollar sign (for numbers).

To apply formatting to any given cell, range, row(s), or column(s), you must first select what you want to format and then choose the format(s) you want.

o Font options (on Home Font) include Font size, font type (name), case, bold, italics, underline,

strikethrough, subscript, superscript, font color, borders, cell background colors, and others

o Alignment options (on Home Alignment) include Horizontal and vertical alignment of text in the cell, text wrapping,

merging of cells, shrink text to fit in cell, text angle o Number options (on Home Number) include

General, number type, date type, currency type, time type, percentages, fractions, scientific, etc. (See data types section for more information.)

The Format Painter (Home Clipboard Format Painter) allows you to take the formatting rules for any given cell(s) and then “paint” that format onto any cell(s) you wish.

o Click on the cell(s) that contain the formatting rules you want to “copy and

paste” o Click on the Format Painter o Select the destination cells (i.e., the cells that are getting re-formatted to

match those of others.)

{ ------------------------------------------------------------------------------------------ On the enemies table of the MyContacts workbook

1. Make the column names black background with white, size 16, bold font. 2. Merge the cells above the table and type the appropriate label into the merged cell.

For example, for enemies, type My Enemies. a. Make size 18 font, bold, underlined b. Add a box border around the merged cells

-------------------------------------------------------------------------------------------- }

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FORMATTING CELLS AS A TABLE

Excel allows you to apply a special format and behavior to a range of cells that function as a data table (rows and columns that are meant to represent at list of records). Formatting your data as a table provides the following benefits:

1. Simple filtering and sorting using the filter tool boxes on each column name. 2. Specialized color schemes, including colors for header rows, footer rows, first and

last columns, alternating row colors, etc. 3. Allows addition of a “Totals” row, which allows summary statistics to be calculated

(e.g., sum, average, count, etc.).

To format a data range as a table,

1. Set up your data range (provide column names, and enter at least one row of data). 2. Select a cell in the data range that you want to be formatted as a table. 3. Home Styles Format as Table

To add a Totals row, select any cell in the table, then go to Table Tools Design Table Style Options Total Row

{Format the all contact tables using Excel’s Format as Table functionality. Add a total row to count the number of persons in each table.}

{SKILLS REVIEW EXERCISE 1, FOUND ON PAGE 26}

USING TABLES TO SORT DATA

Once you format a cell range as a table, you can then utilize the column filter tools to filter and sort the data in your table.

Filtering is covered in more detail in Part 2.

To sort your table by a single column, simply click on the Column Filter Tool for that column and choose your desired sorting direction (e.g., A to Z or Z to A).

{Sort the table created in Exercise 1 by Type and by Last Name.}

SORTING DATA IN A CELL RANGE

Note: To sort your data, you must have at least 2 values in the same column.

Column filter tool

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Sorting data is very useful, because we often want to see information displayed in some

kind of order. For instance, if we have a list of friends and their ages, we may want to see the

youngest friends at the top of the list. Or, if we have a table of monthly profit values, we may

want to see the most profitable months at the top of the list. There are two main methods

for sorting data.

AUTO SORT BY SINGLE COLUMN

Using the Auto Sort method works when our sort meets the following conditions:

1) We want to sort by a SINGLE column

2) Our table of data is self-contained and is surrounded by empty cells or by the limits

of the worksheet. All the sortable data must be in adjacent rows and columns (cells

that are touching), and there should be no extraneous data adjacent to our sortable

data.

Let’s look at an example: {open 3_sort practice.xlsx}

When using Auto Sort, Excel will automatically try to sort any and all cells that are adjacent

to the selected cell. For example, let’s say we have to tables of data. One table contains the

shoe ownership and age of my friends; another contains car information for some people in

my office. The empty column between these two tables guarantees that Excel will treat

them as separate tables and will not sort both tables1.

Name # Shoes Age Person Make Year Mileage

Julie 3 35 Amy Hundai 2001 120,816

Carrie 5 40 John Toyota 2009 3,305

James 3 49 Bob Ford 2004 51,044

Onyeka 15 31 April Toyota 2009 23,344

Phil 20 29 May Chevy 2005 27,445

Angelique 9 20 Grace Buick 2008

1 If the empty column between Age and Person were removed, Excel would treat all the data as a single table and would sort all the information in both tables.

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24,159

Simone 19 34 Joe Chevy 1999 122,014

Mandy 6 62 Harry Honda 1999 25,742

If I want to sort my friends by their age, I can use Auto Sort, because my sort task meets the

criteria described above (sort by single column and empty space around data table).

To use Auto Sort, simply:

Click on any cell in the column you want to sort (in this example, it’s Age)

Click Data Sort & Filter , would sort the table of friends and shoes in

descending2 order by Age.

I would get a result similar to this. Note that My friends are now sorted with the oldest at

the top of the list (Mandy is 62). Also note that the co-workers’ car data has not changed.

Name # Shoes Age Person Make Year Mileage

Mandy 6 62 Amy Hundai 2001 120,816

James 3 49 John Toyota 2009 3,305

Carrie 5 40 Bob Ford 2004 51,044

Julie 3 35 April Toyota 2009 23,344

Simone 19 34 May Chevy 2005 27,445

Onyeka 15 31 Grace Buick 2008 24,159

Phil 20 29 Joe Chevy 1999 122,014

Angelique 9 20 Harry Honda 1999 25,742

A problem with AutoSort is that it will automatically sort the entire data table (i.e., all cells

adjacent to the selected cell that contain data). This can be a major problem when we have

added a summary row to our table. To only sort a selection of cells (or columns), you have

2 To sort in Ascending order, simply click the other icon:

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to manually select the cell range that you want to sort before using the sort features of

Excel.

COMPLEX SORT USING SORT DIALOG BOX

If your sort task involves sorting by multiple columns (e.g., sort by Make and then by Year),

or, there is extraneous data touching your table should not be sorted, then you must use the

Sort Dialog box. To do this:

Select the cells you wish to sort (usually, you will select the entire table of data,

including the column headers). For this example, highlight the co-workers’ cars data.

Click Data Sort & Filter Sort.

A box will pop up with sorting options. If the first row of your table contains column

headings, make sure the appropriate box is checked (My data has headers).

Use the drop-downs to select

1. Which column(s) to sort by

2. What characteristic of the cells do you wish to sort (values, colors, etc.)

3. what order (ascending vs. descending)

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4. To add another sorting level, click the Add Level button.

Your resulting data should look like this (note that younger cars are displayed at first).

Person Make Year Mileage

Grace Buick 2008 24,159

Joe Chevy 1999 122,014

May Chevy 2005 27,445

Bob Ford 2004 51,044

Harry Honda 1999 25,742

Amy Hundai 2001 120,816

John Toyota 2009 3,305

April Toyota 2009 23,344

{Practice your sorting by deleting the blank column between the two tables, and then sorting the whole table by car year (newest cards at the top of the list) and friend age (youngest friends at the top of the list).}

ENTERING FORMULAS: A PRIMER

A Formula is a set of instructions on how to perform a calculation. You may enter formulas

by typing them or using one of Excel’s Functions. Functions allow you to enter data into

preset formula types; custom formulas must be entered manually. *Note: All formulas begin

with the = sign (For example, =b5+b6+b7)

ORDER OF OPERATIONS

Excel follows the order of operations when calculating the result of formulas.

() Parentheses

^ Exponents

* Multiplication

/ Division

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+ Addition

- Subtraction

Examples: Follow the example for a clearer picture: =(20/4) * 100 + 15*2^2 Steps to follow in the order of operation: Operation Step Resulting Equation

Parentheses 20/4 = 5 5*100 + 15 * 2^2 Exponents 2^2 = 4 5*100 + 15 * 4 Multiplication / Division 5*100 = 500 & 15*4 = 60 500 + 60 Addition / Subtraction 500 + 60 = 560 560

Types of Formulas

1. Independent: do not rely on the values of other cells to produce a calculation or value

2. Dependent: rely on other cells to produce a value or calculation

DEPENDENT FORMULAS

Rely on other cells to produce a result. For example: =A1*3+B2. This multiplies 3 by whatever value is in cell A1 and then adds that result to whatever value is in cell B2. A1 and B2 are cell references (i.e., cell “addresses”)—they refer to specific cells to be source data for the formula.

To add source cells to your formula, you simply begin typing “=” in the destination cell, and then reference the source cell by either:

1. Typing the cell name (e.g., A2) OR 2. Using the arrow keys to select the desired cell OR 3. Using the mouse to select the desired cell.

{Complete Skills Review Exercise 2.}

PRINTING AND PAGE SETUPS

HEADERS AND FOOTERS

There are two ways to add Headers and Footers to an Excel sheet.

Method #1:

o From the Page Layout Page Setup menu, expand the detailed menu and

select the Header & Footer tab.

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o Choose your formatting from Header & Footer Elements for the Header

(click into the Header Box at the top of the sheet) and the Footer (click into

the Footer Box at the bottom of the sheet.)

o You can also select elements and formatting from the Header and Footer

buttons on the Header & Footer tab.

Method #2: Creating a Custom Header

o From the Page Layout Page Setup menu, expand the detailed menu and

select the Header & Footer tab.

o Select the Custom Header button. A dialog box will be displayed containing

three sections.

o Either type in each part as desired and/or add standard elements (e.g.,

filename, page number, date, total pages, etc.)

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GRIDLINES AND ADDITIONAL PRINTING OPTIONS

By default, Excel does not print gridlines (the light gray borders of each cell). You can specify that these lines get printed and also customize other printing options.

PRINTING GRIDLINES

To have cell gridlines, you can either add a border to your desired cells, or use the page setup dialog box to print the worksheet gridlines.

1) Page Layout Page Setup expanded options 2) Sheet tab 3) Check Gridlines

SPECIFYING A PRINT AREA

By default, Excel will print anything and everything in your active worksheet. However, if you only want to print a specific cell range, you can do so:

1) Select the cell range you want to print 2) Page Layout Page Setup Print Area Set Print Area

SHRINK MATERIAL TO FIT ON DESIRED NUMBER OF PAGES

You can take a print area that would normally take up more than 1 page and have Excel shrink the area to fit on the desired number of pages. There are a couple of ways this can be done.

1) Option 1: Using the ribbon a. Page Layout Scale to Fit Width (select desired number of pages)

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b. Page Layout Scale to Fit Height (select desired number of pages) 2) Option 2: Using the Print menu

a. File Print b. At the left-hand side of the screen, you will see a series of “boxes” that allow

you to adjust various options. c. There is a Scaling that may display “No Scaling” d. Change this box to Fit Sheet on One Page (or other available option)

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SKILLS REVIEW EXERCISES

EXERCISE 1

Creating a new workbook, copying/pasting, resizing columns, basic formatting, and formatting as a table. Create a new workbook called ContactList Use the data contained in class file MyContacts to complete this exercise Your goal is to create a single table of contacts that will hold all contacts, including family, friends, and enemies. You will have to add a column to the ContactList file to indicate what type of contact each person is (family, friend, or enemy). Edit the file so that looks like the screen shot below. Pay attention to formatting, column

sizing, etc. You DO NOT NEED the Index column. Sort the list by last name from A-Z.

EXERCISE 2

{open class file 4_formulas.xlsx}

1) This workbook needs your help. You’ve helped your child buy jeans and some shirts and

how need to split up the costs.

2) You have placed the quantity and unit cost for each item in the sheet.

3) You need to:

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a) Add 12 formulas to the worksheet (look for the light gray areas)

b) Determine the % of the cost that should be covered by your child

4) Pay me the portion that you are responsible for. ;-)

5) Play with different tax rates, quantities, or parent/child splits to see how all the values

automatically recalculate for any changes.

Your completed workbook should look something like this.

EXERCISE 3

1) Change the name of the worksheet for 4_formulas to CostSharing (note—I’m asking you to rename the tab, not the whole workbook).

2) Prepare to print the class file 4_formulas so that a. the header contains the name of the worksheet b. the footer contains the date and the complete file path c. only cells from A1:F11 will be printed d. gridlines will be printed

3) View your results in print preview so I can look at them

Documents

Excel 2010 Part 1 - jwalkonline.orgjwalkonline.org/.../2012/01/Excel-2010-Part-I-Handout-v3-20130821.pdf · MICROSOFT EXCEL 2010: PART 1 ... ©2013 JWalk Professional Services (v3)