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Intermediate Excel XP 3
Manage Multiple Worksheets within a Workbook
An Excel workbook (file) can contain more than one worksheet. This allows you to
organize related worksheets into a workbook (one file).
Add multiple worksheets: Hold down the Shift key and click on the number of
worksheet tabs you want to add to the workbook. To add two new worksheets,
hold down the Shift key and click on two of the existing worksheet tabs.
Choose Insert > Worksheet from the menu.
Make sure you have selected only the worksheets you want before clicking on Delete!
1. Double click on the worksheet tab for which you want to change the name. It will
now appear as reverse text (white letters on black background).
2. Type in the name you prefer for the worksheet.
3. Press the Enter key.
1. Right click on the worksheet tab for which you want to change
the tab color.
2. Choose Tab Color from the shortcut menu.
3. Click on OK.
Freezing Worksheets
When working with large or complex worksheets, scrolling can sometimes become a
problem. Freezing panes allows you to keep row and column labels visible as you scroll.
Intermediate Excel XP 5
Activity : Managing Workbooks and Worksheets
Spend a few minutes trying out some of the features mentioned above such as:
Changing views: switch from one workbook to another, select a worksheet…
Moving, copying, inserting/deleting worksheets
Renaming worksheets
Reordering worksheets
Changing worksheet tab colors
Freezing and unfreezing panes and scrolling
Linking Data
Linking data between worksheets
1. Open the file containing worksheets that you want to link together.
2. On the destination sheet, click where you want the linked information to appear.
3. Type an equal sign (=)
4. Switch to the source worksheet (one that contains the data or calculation result)
5. Click once on the cell containing the data you want to link. Press Enter
6. Excel returns you to the destination worksheet and the information from the
source worksheet appears within the destination file.
AutoFill Numbers
1. Click in the first cell of the range you want to fill.
2. Type the starting number for the series.
3. Click in the next cell in the range and enter the next number in the series. The
difference between the two numbers determines the amount by which the series
is incremented.
4. Highlight the cells containing the starting numbers.
5. Place your mouse over the bottom right corner of the highlighted range. At this
junction, it will change shape to a smaller dark cross (+), known as the fill handle.
6. Click and drag this fill handle until it includes the entire range that you want to fill.
AutoFill Words
1. Click in the first cell of the range you want to fill.
2. Type the starting word for the series.
3. Highlight the cells containing the word.
4. Put your mouse over the bottom right corner of the highlighted range. At this
junction, it will change shape to a smaller dark cross (+), known as the fill handle.
5. Click and drag this fill handle until it includes the entire range that you want to fill.
Intermediate Excel XP 7
Activity: AutoFilling cells
Spend some time experimenting with the autofill feature. Try the months of the year,
days of the week, as well as incrementing numbers (1, 3, 5 and so on). Use it to copy a
formula or single value.
Data Validation
To limit entry to a list of values:
1. Ahead of time, enter the possible values on the same worksheet but far away
from possible row deletions.
2. Click in the cell where you want to control what gets entered.
3. Menu command: Data > Validation
4. Under the Settings tab, select List under the Allow item.
5. Enter or select the source for those possible responses.
6. Under Input Message, you can provide a prompt to assist during data entry.
7. Under Error Alert, you can provide remedial support to encourage the correct
selection. You can also choose the make the error only a warning instead of
refusing to take their value.
8. Click on OK to finalize your choices.
Keyboard shortcuts
Enter today’s date: Ctrl ; (hold control key down and press the semi-colon key)
Enter the data item appearing in the row above: Ctrl ‘ (Ctrl & single quote key)
Copy: Ctrl C - Paste: Ctrl V
Save: Ctrl S
Beginning of line: Home
A1: Ctrl Home
Undo the last action: Ctrl Z
Cancel changes in a cell you are editing: Esc
Intermediate Excel XP 9
Protecting portion of worksheet from modification
1. Tools > Protection > Allow Users to Edit Ranges
2. Click on the New button to define areas for data entry or modification.
Intermediate Excel XP 11
11. Click on OK to close the Permissions dialog
14. Make sure "Select locked" and "Select unlocked cells" are both checked.
Supply a password that you can remember and click on OK.
Intermediate Excel XP 13
Import Data
You can bring in ASCII data that is saved in a text-only file. If the file is .csv (commas
between items), it will automatically fill the rows and columns correctly. If the file is plain
text, a Text Import Wizard will kick in.
1. File > Open
2. Tell Excel to look for *.txt files, not Excel files. Select the desired file. The Wizard
will begin.
3. Step One: Your file will either be delimited (items separated by spaces,
commas, etc or it will have fixed width columns. Choose the correct option (don't
just let Excel guess for you). Click on Next.
4. Step Two: If you chose Delimited, step 2 will ask you to select the character(s) to
be used to divide the items into columns. If you chose Fixed Width, you will click
to create lines to divide the items in appropriate locations.
Text to Columns
If you have entered or copied some text into a single column, you can use the Data >
Text to Columns command to portion it out into adjacent columns (make sure they are
blank before proceeding.
Export Data
You can save an Excel worksheet using a variety of text formats:
.txt – tab delimited
.csv – comma delimited
.prn – formatted text, space delimited
.dif – data interchange format
Other software such as Microsoft Access, Microsoft Word, SAS, or SPSS allow you to
import, link to, or insert an Excel file.
Intermediate Excel XP 15
Using Excel worksheet as data for Word Mail Merge
Mail Merge is a part of the Microsoft Word that allows you insert data from all office
products into a Word document by field. The Mail Merge feature imports data from a
table or spreadsheet onto each individual document.
1. Create a spreadsheet with the field names in row 1. Make sure that you create
descriptive headers at the top of each column. This allows the mail merge program
to access the data according to field names.
2. Once you have created the table, then go to
Tools > Letters & Mailings > Mail Merge Wizard
3. After you have chosen Mail Merge Wizard, you will see
"Select document type" in the right hand pane.
4. Choose the type of document from the list:
Letters
E-mail messages
Envelopes
Labels
Directory.
5. Click on the Next button at the bottom of the pane. You will
see "Select starting document":
6. Since we started Mail Merge from a blank new document,
select Use the current document.
7. Click on Next at the bottom of the pane
8. Continue on to Step 3: "Select recipients"
This time we are going to choose Use an existing list.
14. Select the fields. Either insert them all and then add text
and line breaks OR go back and forth between the
document and this dialog.
15. Click on Next – preview your document.
16. Finally, click on Next – complete the merge
17. Choose All, Current record, or a range of record
numbers. Click on OK
18. Choose Print to send the letters or labels to the print
or click on Edit if you want to tweak them or save
them to a file.
Intermediate Excel XP 17
Word: Mailing Labels
1. In a blank word document, go to
Tools > Letters & Mailings > Mail Merge Wizard
2. Choose Labels as the type of document from the list
3. Choose "Change document layout"
4. Click on Label options
5. Choose the type of labels.
For example: 5260 Avery
6. Click on OK.
7. Select recipients from an
existing list: your xls file.
8. Click on Next
to arrange your labels
9. Use the More items choice to add fields to your first label.
10. When you are done with that label, click on
Update all labels.
Your final layout will look something like:
11. Preview your labels
12. Complete the merge
13. Save and/or print the file
If you want the sort to be performed based on information that is in a column other than
the first one in the highlighted range, do the
following:
Intermediate Excel XP 19
Filtering Data
You can filter out information to select records that match specific criteria.
5. Downward pointing triangle buttons [] are inserted into the worksheet on the
column headings. Click on a triangle and choose from the list that appears the
criteria for which you want to find data that matches. You can select criteria for
more than one column heading.
6. The Status Bar at the bottom of the worksheet will indicate how many records
fulfill the criteria. The triangle and those records' row numbers will turn blue.
7. When you are finished with AutoFilter, return the spreadsheet to its regular
appearance:
8. Choose Data > Filter > AutoFilter (this should uncheck this menu item and the
triangle buttons will disappear).
You can do a Custom AutoFilter by selecting (Custom) from the down triangle button:
At this point you will see a table with areas waiting for fields
to be dropped. You should also see the PivotTable and
PivotChart toolbar showing the fields that were in the data
you selected. As you drag the fields to the areas, you’ll see
the report begin to build.
Intermediate Excel XP 21
Before
You can create a Pivot Chart from this pivot table summary by clicking on the chart
wizard button on the pivot table toolbar.
The Pivot Chart is automatically created on its own sheet as a bar chart (might be
stacked bars depending on what you have in your underlying pivot table). You can
change what fields are used as if you were editing the pivot table. When you have
finished, you can edit the chart appearance (if you change the fields, all appearance
changes revert back to defaults … so change appearance last).
Appearance Tip:
From the PivotChart menu on the floating toolbar,
you can choose to Hide PivotChart Field Buttons
Intermediate Excel XP 23
Pivot Chart for Region by Month, Sum of Sales
Description (All)
Sum of Sale
30000
25000
20000
Month
April-04
15000
March-04
February-04
10000
5000
0
East Midwest North South West
Region
Pivot Chart for Sales Staff, Max Sale, Field Buttons and Legend suppressed
Total
14000
12000
10000
8000
6000
4000
2000
0
Anderson, Bickle, Peter Cashel, Kaitlin Davis, Jim Fuller, Paula Gregg, Jamie Hall, Michal Smith, Ian Thompson,
Jeanne Dara