Spreadsheet Operations

These increase the efficiency of data entry, the performing of calculations, and the presentation of information

Spreadsheet Operations (Sorts)

SortUsed to arrange data in alphabetical or

chronological orderCan be done Ascending or Descending

Examples:Alphabetical—Ascending A to ZAlphabetical—Descending Z to ANumeric—Ascending 1 to 10Numeric—Descending 10 to 1

Sorts continued

Primary sort – indicates the primary sort range of data (ie – last name) – also known as a single sort

Secondary sort – indicates the next sort range of date (ie – first name) – also known as a multiple sort

Example of primary and secondary sort:

Smith, Chris

Smith, Ryan

Stevens, John

Primary/Single Sort: Sorting by one criteria

Click any cell in the column you would like to sort

Click Data, Sort, then select

Ascending or Descending

Ascending is the default sort

--OR-- Click the Sort Ascending or

Sort Descending icons on the toolbar

Secondary/Multiple Sort: sorting by more than one criteria

Place the cursor in the column to be sorted and click on Data, Sort

Choose Sort by for the first column of data

Then choose Then by for the second column of data in your sort

Freezing Panes Allows the user to work in multiple areas of

a large spreadsheet and focus the view on specific cell ranges.

Allows the row and/or columns labels or titles to remain stationary on the screen while you scroll

Select the row below the horizontal labels to freeze –or-

Select the column to the right of the vertical labels to freeze –or-

Select both the row and column.

Click Window

Click Freeze Panes

Fill Series

Used to fill a column or row with consecutive data such as the days of the week, months, and numerical numbers. These cell must be adjacent.

Steps for completing Select two or more cells in the series and drag

the fill handle -OR- Choose the Series or Fill commands from the

Edit menu

Fill Handle

This is used to create the continuation of a data series.

Click and drag on the Fill Handle to complete the series

The Fill Handle is the square located at the bottom right of the cell

Fill Examples

Date Series

Years Series

Months Series

Printing a Spreadsheet

Used to provide a hard copy Print preview

Used to validate how data is represented on paper before printing and to make adjustments to margins, gridlines, and page orientation, etc.

Print a selection Used when printing only a portion of a spreadsheet

Printing Options Portrait — paper taller than wide Landscape — paper wider than tall

To print with or without gridlinesor with or without row and column headings:

To print all of the column headingsat the top of each page, select:File, Page Setup, Sheet, Print Titles

Linking and Embedding

Used to integrate spreadsheet data with other software applications

2 items needed for either processTarget documentSource document

Linking

A linked object maintains a connection between two files:1. the Source file in which it is created2. the Target file into which it is inserted

The linked object in the Target file can be updated when the Source file is updated.

Use linked objects when you want the information in your Target file to be updated as the Source data changes.

Embedding

An Embedded object is contained in a Source file and inserted into a Target file.

Unlike a linked object, once embedded, the object becomes part of the Destination file.

Changes you make to the embedded object in the Target file are NOT reflected in the Source file.

Use an embedded object when you don't want to update the copied data as it changes in the source file.