BUSINESS AND FINANCE

Accounts and Budget service level

IV

UNIT OF COMPETENCE: DEVELOP AND USE

COMPLEX SPREED SHEET
MODULE TITLE: DEVELOPING AND
USE ING COMPLEX SPREED SHEET
MODULE CODE: BUF ACB4 09 1012

DEVELOPING AND USEING COMPLEX SPREED SHEET Page 1

 LO1. Prepare to develop spreadsheets
Starting Excel
There are numerous ways to start Excel. The following method is recommended for
beginners. Starting the computer will automatically show the Windows desktop.
 Click once on Start to show the list of start options available. All Windows
applications are started here.

 Move to Programs, Microsoft Excel and click.

Spreadsheet Principles
A spreadsheet package is a computer program created specifically to help in the processing
of tabular information, usually numbers. The spreadsheet stores information in rows (across
the screen) and columns (down the screen), forming a worksheet (the Excel term for a
spreadsheet).

The Layout of the Excel Screen

Menu Bar Title Bar

Standard Toolbar

Formatting Toolbar
Formula Bar
Active Cell
Address

Worksheet Area

Scroll Bars

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Status Bar
 Title Bar - Indicates application and current workbook in
use
Menu Bar - General headings for accessing commands
Standard Toolbar - Quick access to basic features of Excel
Formatting Toolbar - Quick access to change appearance of cells
Formula Bar - Indicates active cell address and displays cell
contents
Scroll Bars - Allows quick movement around the worksheet
Active Cell - Position to insert information
Status Bar - Displays information about the selected
command and to the right, the state of certain
keys e.g. CAPS, NUM, etc.

The Worksheet Window

Active
Cell

Column
Headings

Row
Headings

Sheet
Name

The diagram shows a workbook that has had more sheets added, the default is 3.

 Excel stores information in Workbooks. Each workbook contains 3 worksheets by

default, but can contain up to 255.
 Each worksheet has 256 columns and 65536 rows. The columns are denoted by
letters, A, B, C, ..AA, AB.. CV and the rows are denoted by numbers 1, 2, 3, ..65536.
 These letters and numbers are shown in the Row and Column Headings on the
worksheet.
 The point where a column and row intersect is known as a Cell. Each cell is identified
by the column letter and row number which form the intersection, e.g. the cell formed
by the intersection of column D and row 8 is known as cell D8.
 There are Scroll bars at the right and bottom edges of the worksheet which are used
to display different areas of the worksheet.

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  Each worksheet in the workbook has a name. At the moment they are named Sheet1,
Sheet2, Sheet3. Each one has a Sheet Tab.
 There are buttons to the left of Sheet1 that are used to display sheets when there are
more in the workbook than can be displayed in the space.
The Menus and Toolbars
The Menus and Toolbars are displayed at the top of the screen.

 To open a menu, move the mouse pointer to the menu bar, position it directly over the
menu name and click once. A list of commands will appear as a drop down menu.
Some command names may appear as dim, pale, grey (ghosted) text. This indicates
that these commands are not available for selection at the moment.

Ghosted not
available

 Three dots after the command indicate that further selections are available.
 To select a command from the drop down menu, simply click on it.
 Toolbars allow quick access to commands. When moving the mouse
pointer over the buttons on the Toolbar, Excel displays the button name as
a ToolTip. Clicking on the button with the mouse carries out the task.
Moving Around
 Small movements around the worksheet are usually achieved using the keys, when
moving to a different area, the mouse and scroll bars are used.

Active Cell Reference

Active Cell

 The Current or Active cell is shown on the screen by a dark border. The Active Cell
Reference is shown in the Formula Bar. The active cell can be moved about the
worksheet using various key presses. The keys are:

 Moves one cell to the right

 Moves one cell to the left
 Moves down one cell

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  Moves up one cell
<PgDn> Moves down one screen
<PgUp> Moves up one screen
<Ctrl Home> Moves directly to cell A1
<End>  Moves down to the next occupied cell or to the edge of an
occupied block or to the bottom of the worksheet
<End>  Moves up to the next occupied cell or to the edge of an occupied
block or to the top of the worksheet
<End>  Moves right to the next occupied cell or to the edge of an
occupied block or to the end of the current row
<End>  Moves left to the next occupied cell or to the edge of an occupied
block or to the beginning of the current row
<End><Home> Moves to the bottom right corner of the worksheet, when it
contains figures
<F5> GoTo - allows the user to move directly to a specific cell

Vertical Scroll Bar

Scroll Bar Arrows

Horizontal Scroll Bar

Exit Excel
 From the Menu Bar click on File. A drop down menu will appear.

 Place the mouse pointer over Exit and click once.

Note: When exiting from Excel, if any workbooks are still open and have not been saved,
Excel will display a warning and will ask if they require saving.

Quick Tip
Close button

To exit Excel click on the Close button .

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Lo2. Develop a linked spreadsheet solution
Spreadsheet Structure
A spreadsheet model is a block of occupied cells.

Cells within an Excel worksheet can contain either Text (Labels), Numbers (Values) or
Formulas (calculations from number cells). Labels are normally used for describing the
contents of the worksheet, as column or row titles for example, whereas values are used for
calculations.

A typical model has no blank rows or columns within it, the relationship between Text,
Numbers and Formulas is shown below (remember this is a typical example - cell contents
can be arranged in any way).

Creating a Spreadsheet
A spreadsheet in Excel is called a Workbook. A workbook is automatically opened when
Excel starts and is named Book1. A workbook is made up of separate spreadsheets bound
together called worksheets (sheets). Each workbook can contain as many as 255 sheets (the
default is 3, named Sheet1, Sheet2, etc.).

When creating a spreadsheet model start on Sheet1 (the default) and begin by using the top
left corner. Normally a Title is entered in cell A1 and the main block starts in either A2 or
A3.

Entering information into a cell

To enter information into a cell either click on the cell or use the cursor movement keys to
place the Active Cell in the correct position and start typing. When entering information the
text appears in the formula bar as well as in the cell.

To complete an entry either use <Enter>, the cursor movement keys (arrow keys), click on
the enter box in the formula bar, or click on another cell. Using <Enter> may move down a
cell or stay on the same cell, whereas, the arrow keys allow movement in any direction, ready
for the next entry.

Labels
Labels are entered as text and are usually placed down column A and across row 2 or 3 from
column B. Text by default is aligned to the left (placed at the left edge of the cell). If the text
you type does not fit then the size of the text or the size of the cell can be changed (covered
later in Formatting).

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Numbers
Select the cell, type the number and complete the entry with any of the methods described
above. Numbers are right aligned (placed flush to the right edge of the cell).
Perform Calculations
A calculation in Excel is called a Formula and is a method of calculating answers from
numbers elsewhere on the sheet, eg. sales for the year, net profit in a month, overall
profitability of the company.

All formulas begin with an equals sign (=), followed by the calculation, this could be:

=345+45

but normally information from numeric cells is used. When using other cells their cell
address is given, e.g. B7, F23. To create a formula in B7 to add two numbers placed in B5
and B6, click on B7 and type

=B5+B6 <Enter>

Formula bar
displays
formula

Cell displays results

of formula

The solution is placed in cell B7, the formula bar displays the formula that generated the
answer.
Pointing
A better way to enter cell addresses is not to type them but use the mouse and click on them.
The above formula is entered as = (point and click on cell B5)+ (point and click on cell B6)
<Enter>.

This method is better because fewer mistakes are made with addresses and typing.
Re-Calculation
The real power of a spreadsheet becomes apparent when the contained data is changed. If
the source data changes, the formulas are automatically recalculated, so that the user need
never worry about the results and totals being up to date.
Mathematical Operators
The basic mathematical operators are add, subtract, multiply and divide. The symbols on a
keyboard are slightly different to those used normally and are:

+ Add
- Subtract
* Multiply
/ Divide

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These symbols appear twice on a keyboard, one set placed around the main keyboard and the
other set on the numeric keypad (right side). The keypad is easier to use because the keys are
closer together and the <Shift> key is not used.

Note: To use the numeric keypad the Num Lock must be active.

Other mathematical operations are used via Functions, covered later.

Adding brackets
When more than one operator is used in one formula then the order becomes important, e.g.
D23+E17/E19. Excel performs Brackets first then Division, Multiplication, Addition and
finally Subtraction (the BODMAS theory).

The numerical example 6+4/2 gives the answer 8, when you may want, and expect, the
answer, 5.

Brackets can be added to force the program to perform calculations in a different order to
normal. In the example above the formula becomes:

=(6+4)/2 displays 5

Note: The numbers in the above example would normally be replaced by cell
references.
AutoSum
One of the most important functions in Excel is SUM and because of this there is a button on
the toolbar to sum automatically.
This feature only works without alteration when a list of numbers is already entered into a
range. Spaces cause AutoSum to shorten the range.
 Move to the cell where the sum is required.
 Click .

 Adjust the range if not correct (the range is highlighted in black, ready to be
overwritten).
 Press <Enter> to complete the entry.
Note: AutoSum sums left or up depending on where the figures are located. If AutoSum
has figures in both directions it will sum up by default.

2.3. SAVE, OPEN AND CLOSE WORKBOOKS

Saving a New Workbook

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After creating a spreadsheet it needs to be saved. Use Save As... to save a newly created
workbook, i.e. one that has not been named. When a workbook has already been saved, i.e.
been given a name, use File | Save to save/update the current changes in that workbook.
Saving a newly created workbook
 Select the File menu and choose the Save As... command.
 The Save As dialog box will then appear on the screen, in front of the current
worksheet.

 Enter the name of the file in the File name box.
 Select the correct drive from the Save in: box.
 Click to save.
Note: When a new workbook is to be saved, selecting Save displays the same dialog box
as Save As.

Quick Tip
To open and save to a location automatically from within Excel. Create a folder using
Windows Explorer and then within Excel select Tools | Options | General tab and in the
Default file location box type your new folder. Click OK.

Saving a Named Workbook

 Select File | Save to update a document that has already been named.

Note: When using Save either via the command or the button the workbook is saved
automatically, overwriting the previous version and with very little on-screen
evidence. Some users prefer to use Save As for saving under the same name.
Click Save and confirm the replacement by clicking Yes.

Quick Tip
Clicking on the Save button, , on the Standard Toolbar can also carry out saving.

Closing a Workbook
To close the current, open workbook from the screen and begin working on a new one:

 Select the File | Close command.

 If the workbook has not been previously given a file name, or if it has been modified
in any way, Excel displays a Message Box.

 Three options are given:

Yes displays the Save As dialog box if the workbook has
just been created or automatically saves the workbook
if it has been modified.
No closes without saving
Cancel returns to the active worksheet without closing or
saving

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Quick Tip
To close a workbook click on the Workbook Close button.
As with the File | Close command, if the workbook has not been previously saved or has
been modified since it was last saved, the box containing the Do you want to save the
changes made to…. ? message will appear.

Starting a New Workbook

A new workbook can be opened at any time within Excel:
 Select File | New the New dialog box is displayed, click OK.
 A new workbook is opened, pushing any other open workbooks to the back. The new
workbook is named by default using the next number in the sequence e.g. Book2.
 Any other open workbooks can be brought to the front using the Window command
on the Menu bar and selecting from the open workbook list at the bottom of the
menu.

 The open workbooks are numbered, click on the one required, to display it.
Open workbooks
Quick Tip

Open a new workbook by clicking the New button on the Standard Toolbar.
Active workbook

Opening an Existing Workbook

Once a workbook has been created and saved, it can be opened at any time.
 To open an existing workbook, select the File | Open command. This will display the
Open dialog box.

 Use the drop down list of Look in: to select the correct drive and folder, from which
to open the document.
 Finally, click on the name of the file to be opened. This will now be highlighted.
 Click the Open button to open the file. (Double clicking the file name in the list also
opens the file).
Opening recently used workbooks
 The last four Workbooks that have been used by Excel are listed at the bottom of the
File menu. Click once on the file name to open the file - the file must, of course, be on
one of the disks currently being used by the machine.

Quick Tip
Click the Open button on the Standard Toolbar. The Open dialog box is then
displayed on the screen. Select the required drive, folder and finally the file name. Click
Open to complete the process and open the workbook.

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 2.4. PRINTING
Printing General
Printing worksheets produces a hard copy. To print a worksheet three commands are used
that work together:

Print Controls the print process.

Print Preview Shows what the worksheet will look like when printed page
by page.

Page Break Preview Shows the whole worksheet as numbered pages.

Page Setup Controls the page settings including landscape, portrait,

margins, headers and footers, etc.

The order in which the commands are used is:

Page Setup sets the page layout, Print Preview and/or Page Break Preview to see what
the printed result will look like and Print to obtain a hard copy.

When using one of the above commands, the others are available either, via command
buttons or buttons on the toolbar.

In the Print dialog box Preview is available via a command button.

In Print Preview Print, Setup and Page Break Preview are available via
buttons.

In Page Setup Print and Print Preview are available via command
buttons.

In Page Break Preview This is a View, all the other commands are available
using the toolbar buttons or menu options.

Changing the Page Layout

 To modify the appearance of the printed worksheet select File | Page Setup.
The Page Setup dialog box has three option tabs

Page Tab

 Select either Portrait or Landscape.

 Scaling allows the finer tuning of a worksheet on to a piece of paper.
 Adjust to allows percentage changes
 Fit to squeezes the worksheet to fit the required number of pages.

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 Note: When using Fit to remember it will fit to the number of pages specified and it
may be so small it cannot be read. It is important to preview before printing.

Margins Tab

 To change Margin settings (values are in centimetres), either type in the values or
use to increase or decrease the values.
 The worksheet can be centred horizontally and/or vertically by checking the Center
on page boxes.
Changing Headers and Footers
Headers and Footers are lines of text at the top/bottom of every printed page.

 Select File | Page Setup and click on the Header/Footer tab.

 There are a number of predefined headers and footers available, including the date,
page numbers, file names etc. Click on the Header box drop down list.

 Scroll through the available predefined headers and click on the required option.

To define a Header or Footer

If any other headers or footers are required, click on the Custom Header or Custom
Footer button.

Font Page No No of Pages Date Time Filename Sheet name

Note : When inserting header/footer codes they are displayed as &[Text]

There are various buttons that put codes into the header/footer and any other text may be
entered by typing into the appropriate section box. Click on OK when complete.

Note: The default Page Header and Footer on every page is (none). Be careful when
using Header and Footer settings as the Top and Bottom margins can occupy
the same space.

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Print Preview
 Select File | Print Preview or click the Print Preview button, on the Toolbar.

 This shows the layout of the worksheet, including any headers, footers, etc.
Margins
 From here, selecting the Margins button can change margins and column widths.
These can be changed by dragging the margin or column borders - they are,
however, not normally changed from here.
Zoom
 Zoom in and out by pointing and single clicking on the required part. Another click
zooms out. The Zoom button generally zooms in and out - not normally used
because the other method is easier and more accurate.
Viewing other Pages
 The Next and Previous buttons are used to view the rest of the pages. Key presses
Page Up and Page Down can also be used.
Page Break Preview
 Click the Page Break Preview button to show the whole worksheet with Page
Breaks (next page). Select Normal View from Print Preview to return to the
original appearance (The Page Break Preview button changes to Normal View).
Print
 The worksheet can be printed from here by clicking the Print button.
Close
 To close print preview click the Close button.
Page Break Preview
To see how a worksheet fits on paper:
 Select View | Page Break Preview or click button from within
Print Preview. This view shows where the page breaks are located.
 To change the position of a page break (denoted by heavy dashed blue lines) drag it
to a new position.

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  The pages are numbered. The program automatically resizes the entire worksheet to
fit the pages.

 To return to normal select View | Normal or click the button

from within Print Preview.

Printing
 Select File | Print to display the Print dialog box.
Repeat Titles
Rows or columns can be repeated when a worksheet prints on more than one page.
To repeat titles
Select File | Page Setup.
Click the Sheet tab.
Place the cursor in Rows to repeat at top or Columns to repeat at left under Print
titles.

Note: Both rows and columns cannot be set at the same time.
Highlight the required rows or columns by clicking and dragging on the worksheet.
Click OK to exit Page Setup.
Print Preview to view the results before printing.

Note: Make sure that the appropriate printer is attached to your computer, and that it
is switched on and on-line before attempting to print. Click on the drop down
list next to Printer Name to select a different printer.

Print what: Choice of Selection (highlighted range on worksheet), Active

sheet(s) (default) and Entire workbook (all sheets in the workbook).

Copies Enter number of copies (1 is the default).

Print range Enter pages in the From, To boxes.

Select OK to print.
2.5. EDITING DATA
Overtyping

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Overtyping is used to replace data in cells by typing new information.

Editing by Overtyping
 Click on the cell to be changed.
 Enter new data.
 Any time before <Enter> is pressed, the user may click on the Cancel button on the
formula bar or press <Esc> which will cancel the new input, leaving the originally
entered data unchanged.

Cancel button

 Press <Enter>.
 After completing the cell entry the new information replaces the old.
Undo/Redo
When editing a worksheet, the last change made can be Undone by selecting either Edit |
Undo …. or the Undo button, .

After completing a replacement entry, this action can be undone with Undo.

 Select Edit | Undo or click Undo button to reverse the last action.
 After Undoing an action, it can be Redone by selecting Edit | Redo …. or clicking
the Redo button .
All actions that can be undone are stored in the Undo history. To use:

 Click the drop down list next to the Undo button

 Select the number of required Undo actions to a maximum of 16.
Editing Cells
Cell contents can be changed by editing when the information is more complicated and
overtyping becomes impractical.
Formula bar editing
 Click on the cell to edit and click in the contents in the Formula Bar.
 The cursor can be moved around using the cursor movement keys and the Home
and End keys.
 To complete the entry press <Enter>. Other keys such as the down cursor do not
complete the entry after editing.
In-cell editing
Editing can take place directly in the cell.

 Place the cursor within the cell.

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  Double click to start In-cell editing.
The same rules apply as with Formula Bar editing.

Quick Tip
Press F2 to start In Cell editing. The cursor is placed at the end of the contents in the active
cell.
 Any part of a cell’s contents can be formatted, by clicking and dragging, during the
edit process.

Erasing Data
The contents of cell/s can be erased by:

 Clicking on the required cell or highlight a group of cells.

 Select Edit | Clear | Contents.

Note: Selecting All clears contents, comments and any formatting. Formats clears all
the formatting and leaves the contents. Comments only clears the cell
comments.

Quick Tip
A selected cell’s contents can be erased, by pressing the <Delete> key.

Copy, Cut and Paste Cells

The copy command can be used to copy labels, values and formulas of a single cell or a
group of cells to other areas of the worksheet.

The selected cells are placed in an area of Windows called the Clipboard, from where they
can be Pasted back into the required place.

Copy
 Select the cell or cells to be copied.
 Select Edit | Copy or the Copy button, on the toolbar.
Note: Excel places a marquee (a dotted line around the selected cells to be copied).
Paste
 Select the cell or click and drag a range or select the top left cell of the paste area
for a range.
 Click Paste , if required, more than once (see Note)
or
 Press <Enter>, to paste and clear the clipboard.
Note: When using Paste, the original cell can be pasted repeatedly whereas <Enter>
terminates the copy process.
Cut

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  The same as copy except the original cell/s are removed after pasting.
 Edit | Cut or click .
 Select destination cell and Edit |Paste or or press <Enter>.

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lo3. Automate and standardize spreadsheet
operation
Paste Special
Paste Special is used to paste cell information when a straight forward copy is not
required. Examples of when to use Paste Special:
To combine 2 ranges by adding, subtracting, etc.
To transpose a range (rows to columns and columns to rows).
To convert formulas to values by pasting to the same location.
To use paste special
 Highlight cell/s to copy.

 Select Edit | Copy or click or right click and select Copy.

 Place active cell at the destination cell.
 Select Edit | Paste Special.

 Choose the required options.

 Click OK.
Note: Use of the Paste Link button is covered in a later section.
Quick Tip
To paste all the formats from one cell to another cell/s. Select the source cell and click
(Format Painter) button and click and drag the range of cells for the formats to be
pasted to.

2.6. RANGES
Selecting Cells using the Mouse
A range is a rectangular collection of cells, consisting of just one cell, a row or column
of cells or a block of cells covering several rows and columns. Just as single cells are
identified by location, e.g. C9, F11 etc., ranges are identified by the cells of their outer
limits, e.g. the four cells B2, B3, C2 and C3 is the range B2:C3.
Selecting a range using the mouse
 Click and drag the mouse to highlight a group of cells.

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 Note: The first cell is the active cell and remains white, whilst the rest of the range
is displayed in black.
 Alternatively, click on the first cell and hold down <Shift> whilst clicking the last
cell.
Note: If the range is larger than the screen, stay in the grey areas next to the
worksheet, as the selection process is very fast if the pointer touches the edge
of the screen.
Selecting more than one range
 Holding <Ctrl> whilst clicking and dragging from the second range onwards.
This keeps the first range highlighted whilst selecting the others (useful when
charting).
Select a range using the keyboard
 Make the active cell the first cell, by pressing F8.
 Move using the cursor keys to highlight the range.
 Press F8 again to ‘turn off’ the selection.
Quick Tip
To extend a range after releasing the mouse button, hold down Shift and click the last
cell or drag to the last cell.

Using the Fill Handle

Excel allows ranges to be quickly filled with data by using the Fill Handle, at the bottom
right corner of the active cell or range.
Fill Handle

 Select the cell to be copied.

 Place the mouse pointer over the fill handle (pointer changes to a small black
cross).
 Click and drag in one direction (usually down or right) until the required range is
selected and the mouse button released.
 The range will be filled with the original cell contents or the formula copied.
The Fill Handle can be used to custom fill a range (a ToolTip shows the extent of the
range).
 Any text with a number on the end, e.g. Month 1, Week 4, Salesperson 2.
 Months of the year (long or short format, Jan or January).

 Days (steps in single days).

 Custom Lists created by user (covered in a later section).
More complicated series

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  Enter in the first two cells (week ending dates, stepped numbers).
 Highlight the two entries.
 Drag with the Fill Handle to complete the series.

Quick Tip
For a number sequence increasing in ones, enter first number and hold Ctrl whilst
dragging the fill handle.

Filling a Range
 Enter first cell.
 Highlight the range to fill including the first cell.
 Select Edit | Fill | Series.

 Enter step value, if not 1.

 Select from Type or Date unit.
 Click OK to fill the range.
Note: Fill series only works in one direction, either a row or a column.
Copy Formulas
Copying formulas can be carried out in precisely the same way as labels. If the user
wishes to use the same formula in another position, e.g. to total the NEXT column of
figures, then the references of the columns within the formula will require adjustment.

By default Excel will carry out this adjustment automatically. This is because cell
addresses are held as Relative Addresses. (This is covered in a later section.)

Copying formulas using copy and paste

 Select the cell to be copied.
 Select Edit | Copy or click .
 Highlight a cell or range to receive the copy.

 Select Edit | Paste or , if required more than once or press <Enter>.

Copying formulas using the Fill Handle
The fill handle can be used to copy formulas across a row or down a column.

 Enter the formula to the right of the first row and at the bottom of the first column.

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  Use the fill handle to copy each of the formulas to adjacent cells (the grand total,
bottom right can be either the sum of the rows or of the columns in a normal
spreadsheet model).

2.7. COPYING AND DELETING

Copying cells by dragging

 Select the cell to copy.
 Place the cursor at the edge, hold <Ctrl> (white arrow with + sign ).
Active cell

Range
 Click and drag to the new location.
 Release mouse button.
Alternatively
 Select the cell to copy.
 Place the cursor at the edge.
 With the right mouse button click and drag to the new location.
 Release the mouse button and select Copy Here from the quick menu.

Copy Ranges
Copying from one cell to a range of cells
 Click on cell to copy.
 Select Edit | Copy or copy button .
 Select the range of cells to receive the copy.
 Press <Enter> or for multiple pastes use Edit | Paste or paste button .
Copying from one range to another
 Click on range to copy
 Select Edit | Copy or copy button
 Click on the top left cell of the receiving range.
 Press <Enter> or for multiple pastes use Edit | Paste or paste button .
Note: Do not try to match the size of the destination range to the source range
Alternatively
 Highlight the range to copy.

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  Place the cursor at the edge, hold <Ctrl> (cursor becomes ).
 Click and drag to the new location.
 Release mouse button to copy.
Move & Insert Cells by Dragging
Moving cell contents
 Highlight the cell/range to move.
 Place the cursor at the edge of the range (move cursor - white arrow).
 Click and drag to the new location.
 Release mouse button to move.
Note: This method is quicker than cut and paste described in an earlier section.

Inserting cells by dragging

Ranges can be moved from one location and inserted into another without first clicking
on the destination cell in which it is to be placed.

 Highlight the original range.

 Hold <Shift> and click and drag the edge to the new location.

Note: Holding <Ctrl Shift> copies and inserts.

Delete Cells
Cells can be deleted from a worksheet and the space left is filled by the surrounding cells
moving in.
To delete cells
 Highlight the required cell/s.
 Select Edit | Delete.
 Select the direction to move the remaining cells.

Note: Entire rows and columns can be deleted via this menu but they are normally
deleted by selecting the rows or columns headings before selecting Edit |
Delete. This deletes them directly.
 Click OK.

DEVELOPING AND USEING COMPLEX SPREED SHEET Page 22

  The above diagram shows the same worksheet with the cells below moving up to
fill the space left by deleting the highlighted cells.

Note: This option removes the entire cells and their contents. To delete contents,
formatting or notes use the Edit | Clear menu, this leaves the cells in place.

2.8. FORMATTING CELLS

Bold, Italic and Underline
Formatting is changing the way cells look in order to improve readability, appearance and
ease of use.

Applying bold, italic and underline

 Highlight the required cell/s.
 Select Format | Cells, Font tab.

 Choose the required formatting from within Font Style and Underline.
Note: When using the Format dialog box all selections are previewed to show what
the results will look like.
 Click OK to add the formatting.
From the keyboard
 Select the cell/s.
 To add Bold, press <Ctrl B>.
 To add Italic, press <Ctrl I>.
 To add Underline, press <Ctrl U>.
For part of a cell only, while entering
 To start Bold press <Ctrl B>, type text and <Ctrl B> to turn bold off.
 To start Italic press <Ctrl I>, type text and <Ctrl I> to turn italic off.
 To start Underline press <Ctrl U>, type text and <Ctrl U> to turn underline off .
Part of a cell only, while editing
 Enter edit mode by double clicking on the required cell or press <F2>.
 Click and drag any part of the cell contents and use any method described
previously to add the required formatting.
 Press <Enter>, to exit edit mode.

Using the mouse

 Select the required cell/s and click once on the required toolbar button from
.
 When a feature is in operation the button changes colour and appears to be
pressed.

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Removing bold, italic and underline
 Select the required cell/s.
 Turn off by clicking once on the depressed button.
Change Font and Font Size
A font is a type or style of print. Examples of fonts are Arial, Roman, Modern, Script,
etc. A combination of the software in use and the selected printer determines which fonts
are available for use.

The default font is Arial, 10 point. Font size is measured in points. There are 72 points
to 1 inch in height.
 Select the range.
 Select Format | Cells.
 Select Font tab.
 Select Font from Font box and Size from Size box.
Note: Text can be typed into these boxes, especially the size box, when a size is not
displayed in the list.
 Check the Preview box for an example of the chosen options.
 Click OK to add the formatting.
Quick Tip
On the formatting toolbar, select a Font from the drop down list
and Size from the size box . The changes have to be applied to see the results, there
is no preview available.
Change of base font and size
To change the base font for all new workbooks:

 Select Tools | Options, click the General tab.

 Choose the required Font and Size.
 The changes will only take effect after Excel is restarted.

Format Numbers
Numbers can be displayed in various formats with options for decimal places and the
display of negative values.

Formatting numbers
 Select the range.
 Select Format | Cells.
 Choose the Number tab.
 Select required Category, Number of decimal places and Negative number display
(for currency).
 Check the sample box.
 Click OK to apply the chosen formats.

Note: After applying number formats, cells may display #######, this denotes the
contents are too big for the cells. Widen the columns (covered in Section 9) or
reduce the font size to display the contents.


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Quick Tip
There are also five number formatting buttons on the Toolbar. gives a standard
Currency format, gives a standard Percentage format, gives a Comma format
and and increase and decrease the number of decimal places by one. Select the
cells to be formatted and then click on the appropriate button.

Date and Time

Date and Time is stored as a number including a decimal part. The whole number
represents the number of days since 1 January 1990 and the decimal part represents the
time as a fraction of a day.

Formatting date and time

 Select the range.

 Select Format | Cells.
 Choose Number tab.
 Select Date or Time in Category and the required format from within Type.
 A preview is available in the Sample box.
 Click OK.
Quick Tip
To enter Today’s date press <Ctrl ;>. To enter the current time press <Ctrl Shift ;>

Note: Elapsed time calculations are carried out by subtracting one time from
another.
Alignment
Alignment is the positioning of text in a cell relative to its edges. By default Labels
(Text) are aligned to the left and Numbers to the right.

Aligning cell contents

 Highlight the required range.

 Select Format | Cells | Alignment tab.

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  Select the required option from within Horizontal (choosing Left (Indent)
optionally enter the amount in the Indent box, changing the Indent automatically
selects Left (Indent) in the Horizontal box).
 Select the required option from within Vertical.
 Click OK to apply the formatting.

Text Wrap
When text needs to fit a cell without widening the column, text wrap can be used.

To apply text wrap

 Highlight the cell/s.
 Select Format | Cells and the Alignment tab.

 Check Wrap text under Text control.

 Click OK to apply the formatting.

Note: The row height is changed automatically to accommodate the text if the user
has not manually set the row height. If the row height has been set, it must be
increased manually to view all the text.

Merge
Merge and centre is used to centre a title across a range of cells, either horizontally or
vertically.
 Enter text into a cell.

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  Highlight the range starting with the cell that contains the text.
 Select Format | Cells, Alignment tab.
 Under text alignment, select Center (vertical or horizontal, as required).
 Check Merge cells under Text control.
 Click OK.
To remove merge and centre
 Highlight the merged cell.
 Select Format | Cells, Alignment tab.
 Uncheck Merge cells under Text control.
 Click OK.

Note: The Merge and Centre button does not remove merged cells as in
previous versions.
Text Colour
Text colour is called Font Color.

To change font colour

 Highlight the required range.
 Click the Font colour button to change to the displayed colour or

 Click the to display the drop down list and choose from the palette of colours.
Cell Borders
Lines are added to worksheets via Cell Borders. Options are given on line style and
location within the cell or range of cells.

To add cell borders

 Select the required cell/range.
 Select Format | Cells and Border tab.

 Choose from Style, Color (if required) and then from either Presets or Border to
add lines to the required areas.
Note: When adding lines, remember that lines are added in the chosen position to
every cell in the chosen range.

Quick Tip
A smaller selection of Border options is available on the toolbar via the Borders button
. Choose from the drop down list. The last chosen option is then displayed for future
use. The default Border is a single line on the bottom of cells.

Cell Shading
Background cell color is added to cells to enhance the appearance of worksheets.

To add cell shading

 Highlight the required range.
 Click the Fill Color button for the default color or
 Click the down triangle to display the range of colors.


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  Click on the required colour to apply to the range of cells.
To add cell patterns
 Highlight the range and select Format | Cells and Patterns tab and choose from
Pattern.

 Click OK to add pattern and colour.

Lo4. Use spreadsheet

Long Labels
A long label is text that is wider than the cell into which it is entered.
If adjacent cells are empty, then the text flows into them, as when entering titles.
If the adjacent cell is occupied, then the label is truncated (the cell only shows what it
can). The label can still be seen in the formula bar.

To display long labels

 Widen the column so that the label fits
or
 Reduce the size of the font so that the label fits
or
 Apply the formatting features Word Wrap or Shrink to Fit (both covered in the next
section).

Change Column Width

Individual column widths can be changed in a number of ways:
Using the menus
 Place cursor anywhere in the column to change.
 Select Format | Column | Width .
 Enter the column width in character units (the default column width is 8.43).
 Click OK.
Using the mouse to change column width
 Point in the Column Border, at the border between two columns, the mouse
pointer changes to .

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  Clicking and dragging to the left or right now alters the width of the column to the
left (Take care when dragging left as width 0 hides the column).
Click and drag to change the
width of column A

Quick Tip
Double clicking with the adjust cursor displayed automatically adjusts the column on the
left to the widest entry in that column.
To adjust multiple columns
 In the column headings, click and drag to select the required columns.
 Display the adjust cursor at any vertical column edge within the range.
 Click and drag one column border to change them all or double click to adjust all
columns to the widest entry within each column.

Change Row Height
Row heights can be changed in exactly the same way as changing column widths, except
the adjust cursor is between two rows and the adjustment changes the row above.

Using the menus

 Place cursor anywhere in the row or click the row number to change.
 Select Format | Row | Height.
 Enter the row height in point size (the default row height is 12.75).
 Click OK.

Using the mouse to change row height

 Point in the Row Border, at the division between two rows, the mouse pointer
changes to .
 Clicking and dragging up or down now alters the height of the row above (careful
when dragging up as a row can be hidden - 0 height).
Quick Tip
Double clicking with the adjust cursor displayed automatically adjusts the row above to
the largest row height entry on that row.

To adjust multiple rows

 In the row headings, click and drag to select the required rows.
 Display the adjust cursor at any row horizontal edge within the range.
 Click and drag one row border to change them all or double click to adjust all
rows to the highest entry.

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 Note: If row height has not been manually changed then an increase in font size
automatically increases row height to display the text correctly.
Insert Rows and Columns
Rows and columns can be inserted into a worksheet between existing rows and columns.
A problem will arise if a worksheet is fully developed with formulas in place. Rows or
columns inserted at either end of a range, i.e. the first item or last items, will mean an
adjustment of all the formulas.
Check all formulas after inserting
To insert entire rows or columns
 Click on a cell or a range of cells (remember new columns are inserted to left and
new rows are inserted above).
 Select Insert and then either Rows or Columns.
To insert a group of cells
 Highlight the range of cells to insert.
 Select Insert | Cells.

 Choose the required option from Shift cells right and Shift cells down.
 Click OK.

Delete Rows and Columns

To delete rows, columns or a range of cells
 Highlight the appropriate row/column/cells.
 Select Edit | Delete.
 Choose the required option in the Delete dialog box.

 Entire rows or columns may be deleted, or just selected cells, moving the
surrounding cells up or left to fill the gaps.
 Selecting the row number or column letter before selecting Edit | Delete will
delete the row or column without displaying the Delete dialog box.

Note: The results in cell formulas may be altered by deleting parts of the worksheet,
resulting in errors, indicated by #REF in the cells.
Hide/Unhide Rows and Columns
Rows or columns of data can be hidden when the data is not required to be seen.

To hide a row
 Drag the adjust cursor up (effectively making the height 0).
or
 Select Format | Row | Hide.

To hide a column
 Drag the adjust cursor left (effectively making the width 0).
or
 Select Format | Column | Hide.
Note: Dragging the adjust cursor across several columns or rows hides multiple
columns/rows.

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To unhide rows
 Highlight the rows above and below the hidden data.
 Select Format | Column | Unhide.
To unhide columns
 Highlight the columns either side of the hidden data.
 Select Format | Column | Unhide.
Quick Tip
To the right of a hidden column or below a hidden row the adjust cursor changes to or
. Dragging this cursor unhides the hidden data.

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2.10. CELL REFERENCING
Relative Referencing
As a formula is copied across a range of cells, the formulas change automatically. The
calculation is performed on cells in the positions relative to those copied, e.g. B2+B3
becomes C2+C3 in the next column. The formulas can be copied to any cells in any
position on the worksheet.

Excel calculates formulas relative to where the formula is in the spreadsheet. In the
example above the formula in B4 adds the two cells directly above B4. Copying this
formula to D8 adds D6 and D7 (the two cells directly above D8).
The fill handle is used to copy to adjacent rows or adjacent columns (in one direction
only).

Fill Handle
(Dragged from B7
through to D7)

Absolute Referencing
The user may wish to use a fixed cell address in a formula to refer back to the same cell
when the formula is copied. Excel treats all cell references as relative unless they are
fixed by the user.
Examples of fixed cell references are fixed values, interest rates, VAT, fixed overheads.
The advantage of fixed references is that changing one cell, changes all other references,
the worksheet does not need to be searched for cells that contain the old value.
To fix a cell as Absolute, $ symbols are added to the cell references.

=C3*$B$15
Relative
Absolute
Reference
Reference
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Mixed Referencing
A mixed reference is a combination of both relative and absolute, e.g. A$1 or $A1 where
an exact row or column is referenced with a relative row or column.
Note: Mixed referencing is rarely used as the fill handle references across a row or
down a column automatically.

2.11. FUNCTIONS
Functions are specialised formulas that make calculations easier. There are various types,
some examples include:
Statistical AVERAGE, COUNT, MAX, MIN, STDEV, VAR
Financial NPV, FV, PMT, RATE, IRR
Logical IF, TRUE, FALSE
Math & Trig MOD, SIN, LOG, SQRT
Text LEFT, RIGHT, MID, LEN
Date & Time DATE, NOW, TIME
Lookup & Reference HLOOKUP, VLOOKUP, CHOOSE
All functions, like formulas, are preceded by an = sign.

=SUM(N12:N16)

adds the values in the range N12:N16 and is equivalent to the formula
=N12+N13+N14+N15+N16. The bigger the range the more effective the function. To
add 5000 numbers in a column is just as easy as adding 3 numbers.
The syntax (the make up) of a Function is as follows:
= Function Name(arguments, separated by commas)
Insert Function
Insert Function helps in the entering of functions and replaces the function wizard in
previous versions of Excel. To enter a function:
 Click the Insert Function button to display the Insert Function dialog box.

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  Select from the Function category (a small description is displayed, for further
help, click Help on the function).
 Select the required function from within Select a function..
 Click OK (the specific function dialog box is displayed).
 Select or type in the arguments (ranges or cells, different functions require
different information).
 Click OK to complete the function entry and display the result.
Note: The categories have functions related to them. All contains the full list of
functions. Below All are the individual categories that make up All and at the
top is the Most Recently Used category.

Common Functions
Sum
This the most common of all functions and adds a column or row of numbers. As SUM is
the most common it has been placed on the standard toolbar and the button is called
AutoSum .
 Select the cell where the sum is required.
 Click the AutoSum button .
 The function is entered with a suggested range.
 It uses the numbers in close proximity to the active cell. If the range to sum is
incorrect (it stops at a blank cell), click and drag the required range.
 Press <Enter> to complete the function and enter the result.

Note: If numbers have been summed to create totals then the AutoSum button sums
the sub totals and ignores the individual numbers, in effect creating a grand
total.
All other functions can be entered using the Insert Function button , although they
can be typed if the correct syntax is known.
Common functions
Average
The AVERAGE function combines a simple formula, a sum divided by a count. An
example of the function:
=AVERAGE(C5:C19)

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To enter the Average function
 Select the cell where the Average is required.
 Click the Insert Function button to display the Insert Function dialog box.

 Select Average from within Select a function.

 Click OK to display the Average function dialog box.

 If the range taken from the numbers suggested in the Number 1 cell matches the
required range, click OK.
If not,

 Click the collapse button, , to return to the worksheet to select the required
range.

or

Note: Click on the expand button to review the dialog box.

 Type in the arguments in Number1.

 Click OK to complete the function entry and display the result.

Count

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Count is a statistical function that only counts non-blank numeric cells (0 is counted,
blank cells are not). Count is used to analyse large lists where the data changes
frequently.

Max

Max (maximum) is a statistical function that returns the largest number in a specified
range.

Min

Min (minimum) is a statistical function that returns the smallest number in a specified
range.
When used together, MAX and MIN give the spread in a range of numbers.

Standard Deviation

The STDEV (standard deviation) is a statistical function and is a measure of how far
values vary from the average.
There are other variations of standard deviation:
STDEVA Statistical function, standard deviation based on a sample
including logical values and text
STDEVP Statistical function, standard deviation of an entire population
DSTDEV Database function, standard deviation of a range in a database
DSTDEVP Database function, standard deviation of an entire population in
a database

IF

The logical function IF compares the contents of a cell and, if a logical test is met,
performs one action and, if not, performs another.
 Select the cell for the result.

 Click the Insert Function button to display the Insert Function dialog box.

 Select Logical from the Function category.

 Select IF from within Function name.

 Click OK to display the IF function dialog box.

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  As an example:

for Logical_test enter A1<10

in Value_if_true enter A1*3

in Value_if_false enter A1*2

 Click OK to complete the entry

 Enter a number in A1 and if the contents of cell A1 is less than 10 then the
number is multiplied by 3, if not, the number is multiplied by 2. The function is
expressed as:

=IF(A1<10,A1*3,A1*2)

 The IF function is sometimes described as IF Then Else. IF the condition is true,

Then do this, Else do that.

2.12. WORKBOOKS
Using Sheets
Workbooks are made up of worksheets named Sheet1, Sheet2, etc. The worksheet tabs
are arranged across the bottom of the worksheet window.

 Click on a worksheet tab to display a particular sheet

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By default there are only 3 sheets to a workbook. The maximum number of sheets that
can be set in a workbook is 255.

To change the default number of sheets in a workbook

 Select Tools | Options and the General tab.

 Change the number within Sheets in new workbook.

 Click OK.
 Every new workbook started after this will contain the new amount of sheets.
Moving around the sheets
When more sheets are added or more descriptive (longer) sheet names are used they take
up more space and can become hidden.

When this happens the movement buttons on the left are then used to show hidden sheet
tabs.

First Left Right Last

Renaming Sheets
The default names of Sheet1, Sheet2 are fairly meaningless other than to uniquely
identify each one. Renaming each sheet with a meaningful name adds to the
understanding of the workbook. Sheet names can have up to 31 characters.

To rename a sheet
 Double click on the required sheet tab or select Format | Sheet | Rename.
DEVELOPING AND USEING COMPLEX SPREED SHEET Page 38
  Type the new name.
 Press <Enter> or click away from the sheet tab to complete the renaming.

Note: Sheet names can include punctuation e.g. spaces and be as descriptive as
required to relate to the contents.

Insert and Delete Sheets

Individual sheets can be added to, or deleted from, any workbook.
To insert a sheet
either
 Select Insert | Worksheet.
or
 Right click on a sheet tab and select Insert.

 Choose Worksheet and click OK.

To delete a sheet
 Click on the sheet tab to make the required sheet active and either
 Select Edit | Delete Sheet
or
 Right click on the sheet tab to delete and select Delete.

 Confirm the deletion by clicking Delete.

2.13. WORKSHEET APPEARANCE

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Freeze Panes
Freezing panes is used to display certain information on the screen at all times. This is
generally used for labels, while scrolling through a worksheet.
Placement of the active cell is important as all rows above the active cell and all columns
to the left of the active cell are frozen.
To freeze panes
 Place the active cell in the required position.
 Select Window | Freeze Panes.

 The rows and/or columns are then frozen. In the above diagram the active cell
used was B4 to freeze row 3 and column A.
To remove frozen panes
 Select Window | Unfreeze Panes.
 The panes are then unfrozen.

Note: Columns only can be frozen, by placing the active cell in row 1 and Rows, by
placing the active cell in column A.

Lo5. Represent numerical data in graphic form

Charts
It can be difficult to find vital information like changes in trends or performance from
rows and columns of numeric data. A picture of the figures - a graph or chart, helps to
identify subtle changes that may have otherwise been missed. Charting data is quick,
easy and flexible. Some of the standard chart types available are:

Column Shaded vertical columns

Bar Shaded horizontal bars
Line Points connected by a line
Pie Data as slices of circular pie
XY(Scatter) Two data sets plotted against each other
Area Shows values changing in relation to whole
Doughnut Similar to a pie, but with a hole in the middle
Radar Axes radiating from a central point

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 Stock High, Low and Close series

There are also various 3-D versions and different versions of the same chart type.
There are two ways in which charts can be created, as part of a worksheet, appearing on
the sheet, with the data (an embedded chart) or as a completely separate sheet. The
procedure for creating the charts is the same for both.
Creating Charts
To create a chart, the ChartWizard is used. The ChartWizard takes the user through
the procedure, step by step.

The data to chart can be selected as a range or multiple ranges before starting to create a
chart or during the creation process.

To create a chart
 Using the mouse select the data you want to create a chart of.
 Select Insert | Chart or click the Chart Wizard button .

 Select from Chart type.

 Then from Chart sub-type.
Note: The chart can be viewed by holding Press and hold to view sample. This
only works when a range has been selected first.
 Click Next>.

 Step 2 of the Chart Wizard.

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  Check or enter Data range (the data to be charted) and Series in, check rows or
columns to match the data.
Note: To select a data range click on the collapse button in the Data range
box. Click and drag a range. Separate each data range by a comma. Press
<Enter> or click to continue.
 Click Next>.

 At step 3 complete the required Chart Options. Remember to view each of the
tabs to see the available options. There may be six tabs.

 Click Next>.

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  Select either, As new sheet and name the sheet (Default Chart1), or, As object in
and select a sheet to place the chart (Default is the active sheet).
Note: Selecting As object in creates an embedded chart – this topic is covered in
greater detail on the next page.
 Click Finish to create the chart.

Quick Tip
To create a column chart quickly, select the data to chart and press <F11>.

Formatting Charts
There are various ways in which charts can be changed and customised to the user's
requirements. Practically everything on the chart, including the colours, axes, words,
gridlines, background, etc., can be changed after it has been created.
To format a chart
 Select the part of the chart to change (place the cursor over it and click) and select
Format Selected ... or
 Double click on the required part.
 The Format dialog box is then displayed for that part of the chart (some parts
have a tabbed dialog box). Make the changes, as required.

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  The above picture is the dialog box used to format an axis. Use scale to set the
number range on the vertical axis.
 Click OK.

2.15. OPTIONS
Excel settings are controlled within Options. Changes made in Options remain until
changed again. These actions are referred to as Customising Excel.
To change options
 Select Tools | Options.

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  This is a tabbed dialog box containing 13 sections.
View tab
 View is the default tab as this is used most often (shown above).
 The Show section contains features that apply to the whole of Excel, like show the
Formula bar. The bottom part refers just to the active worksheet under Window
options.
 Checked boxes indicate which features are currently selected and blank boxes
those which may be selected.
 Gridlines can be turned off to display a worksheet with no background lines.
 Zeros can be turned off so as not to display any 0’s that can clutter a worksheet.
 Scroll Bars can be removed - horizontal, vertical or both.
 Sheet tabs can be removed.
 Row & column headers (the A B C’s and the 1 2 3’s) can be removed.

General tab

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  Set Default file location to the folder that is actually used to store Excel files.
 Set Sheets in new workbook to the number of sheets needed for each new
workbook (3 is the default and is OK for most workbooks).
 Set Standard font and Size (Arial 10 is the default).
Note: Changes made to the last option will only take effect on restarting Excel.
 Change any other options listed under Settings.

Edit tab

 Most of the settings do not need to be changed. The only one to consider is Move
selection after Enter. If this is checked (default) when using <Enter> to
complete an entry the active cell will automatically move in the direction
displayed (Down is the default).
Note: This option is useful when entering large amounts of data into a worksheet
via the numeric keypad. <Enter> can be used to move to the next cell instead
of the cursor movement keys.

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Custom lists

Custom lists are used to fill cells with a predefined set of data. The 4 available lists enter
days or months, short and long format. New lists can be added for general use, a list of
names, places, departments, etc.
To create a custom list
 Select Tools | Options, choose Custom Lists tab.
 Click NEW LIST under Custom lists. Type in the list under List entries, press
<Enter> after each entry.
 Click Add to move the list to Custom lists.
 Click OK to return to the worksheet.
The list is now available to use in any workbook. Type any item in the list in a cell and
use the fill handle to automatically enter the list.

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To import a custom list
 If a list is already on a worksheet, highlight the list.
 Select Tools | Options, choose Custom Lists tab.
 Click Import and then click Add.
 Click OK.
Calculation tab
This is used to control how calculations are performed on a worksheet. If a worksheet has
thousands of formulas within it and several changes have to be made to the data,
recalculation is slow. Calculation can be changed to manual, allowing all data to be
entered before the worksheet is updated.
To calculate manually
 Select Tools | Options | Calculation tab.
 Click the Manual option button under Calculation.
 Click OK.
Note: The <F9> key is used to recalculate the worksheet when manual calculation
is active.

To calculate automatically
 Select Tools | Options | Calculation tab.
 Click the Automatic option under Calculation.
Transition tab
This is only used if the user is making the transition from Lotus 1-2-3, otherwise it can be
ignored.
Chart tab
There is no need to make any changes.
Color tab
There is no need to make any changes.

2.16. SORTING
Sort Data Range
When sorting, the rows are arranged in a specific order. The column used to sort is called
the Sort Key. There can be up to 3 sort keys. To sort a list, select the range to sort or let
Excel select the list, by first placing the active cell within it.
To sort data a single column range
Highlight the required range of data.
Click the Sort Ascending button or the Sort Descending button to sort the
data.
Note: If the data is part of a larger range then a Sort Warning is displayed.

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 Select the option Continue with the current selection and click Sort.
To sort a multiple column range
Highlight the required range.
 Select Data | Sort.



Enter the reference in the Sort by box. Choose the option for Ascending or
Descending and click OK to perform the sort.
Sort a List
In a list, the records (rows) are arranged in a specific order. The fields (column headings)
are used to sort the records. To sort a list, the method is the same as for an ordinary
multiple column sort.
To sort a list on one column
Place the active cell in the column to sort.
Click the Sort Ascending button or the Sort Descending button to sort the
data.
This sorts the whole list in the chosen order for the chosen column.
To sort a list on multiple columns
Place the active cell anywhere in the list.
Select Data | Sort.

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 Check that the My list has option of Header row (excludes the first row when
sorting) or No header row (includes the first row) is correct.
In the Sort by list select the correct column by name (with a header row) or by
column letter (a list with no header row).
Check Ascending or Descending as appropriate.
If required, do the same for Then by (sort within a sort i.e. sort on Surname, then by
First Name, etc.).

Click the Options button for greater control of case sensitive data, months, days or
when sorting data across rows.


Sort Options


Sort options for days and months
When complete click OK to exit Sort Options.
Click OK to sort.
Note: Remember if things go wrong or you want to return to the original list, select
Edit | Undo Sort or click the Undo button.
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Quick Tip
If records are to be returned to their original order after sorting, either use Edit | Undo
Sort or better still, insert a blank column to the left and use Edit | Fill | Series to number
each row from 1 onwards. Use Column A to sort back to the original order. Leading
zeros may need to be added to labels that include numbers for them to sort correctly.

2.17. FILTER LISTS

Filter Lists
Filtering is a quick way to find records in a list that match search criteria. Only the rows
that match are displayed. The rows that do not match are hidden.
There are two ways to filter a list, the AutoFilter and the Advanced Filter. The
AutoFilter is used for simple searches and the Advanced Filter for more complex
searches.
AutoFilter produces a subset of a list with the click of a button. It places the worksheet
in Filter Mode. Click on any of the arrows to display a drop down list of unique items in
that column. Click on any item and the matching records (rows) will be displayed with
the other rows hidden.
To apply AutoFilter
Place the active cell in the list.
Select Data | Filter | AutoFilter.

Click on the drop down menu associated with the required field.

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 A LIST IN AUTOFILTER MODE WITH TOWN DROP DOWN
MENU DISPLAYED
Select from the list.

The list is then automatically filtered to display only the rows that match the chosen field.


Rows that do not match are hidden. The colour of the row numbers and the triangle
next to the field name changes to blue to show that filtering has taken place.
To print a filtered list
Only the displayed information is printed. Use Print Preview and Print commands
in the normal way. The AutoFilter arrows are not printed.
To display all records
Drop down the menu of the filtered column and select All or select via the menu bar
Data | Filter | Show All.
To perform a filter on two or more fields
After filtering on one column, select another field and filter on another e.g. to display
males living in Durham.
Display all people living in Durham with Town field as Durham.
Then filter the Sex field as M (males).
Quick Tip
AutoFilter can be applied to selected adjacent columns in a list by selecting them before
entering filter mode.
To exit filter mode
Select Data | Filter | AutoFilter again.
Custom AutoFilter
The Custom option in AutoFilter allows more complicated searches than a simple
information match. Two items within the same column can be searched by using any of
the 12 options (equals, is less than, etc.).
Simple searches can be carried out using one criteria. More complicated filtering can be
carried out using either And or Or to then add another criteria.
To use custom AutoFilter
Select Data | Filter | AutoFilter.
From a drop down field list select Custom.

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 THE ABOVE EXAMPLE SHOWS A SEARCH FOR ROWS
WHERE THE AGE FIELD IS LESS THAN 30
Select the correct operator under the column heading and enter the matching
information to the right.
Note: Wildcards can be used to represent unknown characters ? for any single
character and * to represent a group of characters.
Click OK to filter the list.
Select All or Data | Filter | Show All to expand the list.

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