Spreadsheet Skills 2

Spreadsheet skills 2
Capturing data
Data can be captured and input into a spreadsheet through the following methods:
•User input (Mouse, keyboard, and other human interface devices)
•Values and results from formulae in other cells.
•References to cells in other worksheets within the workbook or other
workbooks.
• Queries to another software package (such as an accounting system)
• Data import and query other sources, such as the internet or data files.
Sort and Filter Functions
The Sort function quickly organises data into alphabetical or numerical order.
The Filter function allows the user to choose which data to be presented.
These functions do not change the underlying data. They only affect the view of the
data.
Step Action Example
The objective is to
sort the data by
sales price per unit,
then by sales value.
If two products have
the same price, the
one with more sales
value will be higher
on the list.
1 NA
Click and drag the

column headers to
select the columns
2 to be sorted.
On the Home tab of
the ribbon, select
the Sort and Filter
button, and select
3 Custom Sort.
In the Custom Sort

tool, select sales
value to sort first, in
the order of largest
4 to smallest.
Click the Add Level

button for the next
level of sorting, then
select Sales Value,
in the order of
largest to smallest.
Click OK to run the
sort.
5
The final data set should now be sorted by largest to the smallest sales price, then by
largest to smallest sales value:
Product Code Number sold Sales price per unit $ Sales Value $
B003 96 9 864
A004 22 8 176
B002 74 7 518
B004 57 7 370
A002 47 6 282
A003 35 5 175
A005 18 5 90
A001 51 4 204
B001 63 3 189
Filtering
Using the same information as above:
Step Action Example
The
objective is
to view the
data only on
product
codes that
start with A,
with
numbers
sold above
1 40. NA
Click and
drag the
column
headers to
select the
columns to
2 be filtered.
On the
Home tab of
the ribbon,
select the
Sort and
Filter button
and select
3 Filter.
Dropdown
arrows will
appear in the
headers of
each column
4 in row 1.
Click the
drop-down
arrow for the
product code
column
(column A),
and then
select only
the product
codes that
state with A.
Press OK to
5 filter.
The table
should now
only contain
data relating
to product
6 codes
starting with
A.
A filter
symbol will
appear in the
drop-down
arrow in cell
A1.
We will filter
the data
again to
show only
products with
numbers
sold above
40.
Click the
drop-down
arrow for the
number sold
column
(column B),
select
Number
Filters, then
select
Greater
Than
7
Input 40 in
the filter tool
and select
OK to run
8 the filter.
The data view should now contain only products that start with A with sales above 40
units:
Product Code Number sold Sales price per unit $ Sales Value $
A002 47 6 282
A001 51 4 204
Removing Filters
To remove all filters, navigate to the Home tab of the ribbon, select the Sort and Filter
button, then select Clear
The Find and Replace Function

The 'Find' tool provides an efficient way to search for a value, character, word or piece
of text in a spreadsheet. The shortcut is CTRL+F.
The 'Replace' tool allows you to replace a value, character, word or piece of text with a
different entry. The shortcut is CTRL+H.
Button Description
Find Next Finds the next cell that contains the term.
Find All Finds all the cells that contain the term.
Replace Replaces the selected occurrence of the term with the replacement value.
Replace All Replaces the selected occurrence of the term with the replacement value.
Formatting
Formatting is the presentation of the spreadsheet’s content for more straightforward
navigation and understanding.
Changing formatting does not change the underlying content of the spreadsheet.
Most of the formatting options are included on the Home tab of the ribbon:
Detailed formatting options are found by right-clicking the cell and selecting Format
Cells.
Section Description Example
Formatting of data type.

This affects the
presentation of data and
its use in formulae.
• Accounting
presentation
• Decimal places
Number • Number formats
Alignment of cell content

• Cell fill
• Indent, spacing,
and orientation
• Bullets and
numbering
• Wrap text
Cell merge
Alignment
Formatting of fonts and
the cell.
• Cell borders
• Font colour,
typeface, size,
Font and highlights
Adjusts formatting of cell

Border borders.
Adjust formatting of cell fill
Fill colours.
Toggles protection for

cells. Useful for
worksheets that have
users of different access
Protection levels.
Protecting Cells
Protecting cells prevents changes to the content of the cell by unauthorised individuals.
It is a two-step process:
Step Action Example
Cells should be locked. By

default, all cells in a new
workbook are locked.
This can be changed by
selecting Format Cells from
the right-click menu,
navigating to the Protection
tab, and ensuring the locked
checkbox is checked.
To make a cell editable
(unprotected), uncheck the
Locked checkbox.
1
On the Review tab of the

ribbon, choose from the
following options:
• Protect Sheet
applies protection
to the current
worksheet
• Protect Workbook
applies protection
to the entire
2 workbook.
Set password. This
password would be required
to make changes to locked
cells.
The options given allow all
users to perform specified
actions on the worksheet.
3
Protection may be removed

by navigating to the Review
tab on the ribbon and
selecting Unprotect
Worksheet / Workbook. The
protection password will be
PS required.
Linking worksheets and Workbooks

Data from other worksheets and workbooks can be referenced to the active worksheet.
The easiest way is to open both the source worksheet/workbook and destination
worksheet simultaneously and select the source cells as a cell reference in a formula.
Doing the above will also ensure the links between spreadsheets are automatically
updated in case of changes in the workbook or worksheet name.
This would ensure that the correct cell reference address is used.
Action Reference Example
Link to data in The name of the source

another worksheet, followed by an
worksheet in the exclamation mark, then the
same workbook cell reference.
The name of the source
workbook is in square
brackets, followed by an
exclamation mark, then the
cell reference.
The cell reference from other
Link to data in
workbooks will be absolute by
another
default.
workbook (open)
The file address, the

Link to data in workbook name in square
another brackets, the worksheet
workbook name with an exclamation
(closed) mark, and cell reference.

Spreadsheet Skills 2

Uploaded by

Copyright:

Available Formats

Spreadsheet Skills 2

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Spreadsheet Skills 2

Uploaded by

Copyright:

Available Formats

Spreadsheet skills 2

Step Action Example

Click and drag the

In the Custom Sort

Click the Add Level

Step Action Example

The Find and Replace Function

Formatting of data type.

Alignment of cell content

Adjusts formatting of cell

Toggles protection for

Cells should be locked. By

On the Review tab of the

Protection may be removed

Linking worksheets and Workbooks

Action Reference Example

Link to data in The name of the source

The file address, the

You might also like

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.