PowerPoint Presentation to Accompany
GO! with Microsoft® Excel 2010
Chapter 5
Managing Large Workbooks and
Using Advanced Sorting and Filtering
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
1
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
2
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
3
Navigate and Manage Large
Worksheets
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
4
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
5
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
6
Navigate and Manage Large
Worksheets
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
7
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
8
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
9
Enhance Workbooks with
Themes and Styles
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
10
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
11
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
12
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
13
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
14
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
15
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
16
Save Excel Data in Other File
Formats
• Some frequently used file formats
are:
Excel 97-2003 workbook
Excel Template
Single File Web Page
Excel Macro-Enabled Workbook
Web Page
Text (Tab Delimited)
CSV (Comma Delimited)
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
17
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
18
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
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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
20
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
21
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
22
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
23
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
24
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
25
Use Custom and Advanced
Filters
• Filtering
– Displays only the rows that meet the
criteria or condition specified
– Custom filter applies complex criteria to a
single column
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
26
Use Custom and Advanced
Filters
• 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
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
27
Use Custom and Advanced
Filters
• AutoFilter
– Filter by one or more values
– Filter by a format
– Filter by criteria
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
28
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
29
Use Custom and Advanced
Filters
• By using a custom filter, a complex
criteria can be applied to a single
column.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
30
Use Custom and Advanced
Filters
• Comparison operators compare two
values
− Equal (=)
− Less than (<)
− Greater Than (>)
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
31
Use Custom and Advanced
Filters
• 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
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
32
Use Custom and Advanced
Filters
• You can create compound filters by
using more than one condition
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
33
Use Custom and Advanced
Filters
• 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
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
34
Use Custom and Advanced
Filters
• Criteria range
– First step in filtering
– An area on your worksheet that defines the
criteria for the filter.
– Area generally above the data.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
35
Use Custom and Advanced
Filters
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
36
Use Custom and Advanced
Filters
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
37
Use Custom and Advanced
Filters
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
38
Subtotal, Outline, and Group
a List of Data
• List
– Series of rows that contain related data by
adding subtotals
– Can be grouped and summarized
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
39
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
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
41
Subtotal, Outline, and Group
a List of Data
• 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.
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
42
Subtotal, Outline, and Group
a List of Data
• 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
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
43
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
44
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
45
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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.
Publishing as Prentice Hall
with Microsoft Excel 2010
© 2011 Pearson Education, Inc. Publishing as Prentice Hall
46