Excel Lesson 6
Enhancing a Worksheet
Microsoft Office 2010
Introductory
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Objectives
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Excel Lesson 6
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Sort and filter data in a worksheet.
Apply conditional formatting to highlight data.
Hide worksheet columns and rows.
Insert a shape, SmartArt graphic, picture, and screenshot in a
worksheet.
Use a template to create a new workbook.
Insert a hyperlink in a worksheet.
Save a workbook in a different file format.
Insert, edit, and delete comments in a worksheet.
Use the Research task pane.
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Sorting Data
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Excel Lesson 6
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Sorting rearranges data in a more
meaningful order.
In an ascending sort, data with letters is
arranged in alphabetical order (A to Z),
numbers are arranged from smallest to
largest. The reverse order occurs in a
descending sort.
You can sort by more than one column of
data.
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Microsoft Office 2010 Introductory
Sorting Data (continued)
Sort dialog box
Excel Lesson 6
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Microsoft Office 2010 Introductory
Filtering Data
Excel Lesson 6
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Filtering displays a subset of data that
meets certain criteria. You can filter by value,
by criteria, or by color.
On the Data tab of the Ribbon, click the Filter
button. Filter arrows appear in the lowerright corners of the cells with column labels.
When you click a filter arrow, the AutoFilter
menu for that column appears.
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Filtering Data (continued)
AutoFilter menu
Excel Lesson 6
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Microsoft Office 2010 Introductory
Applying Conditional Formatting
Excel Lesson 6
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Conditional formatting changes the
appearance of cells that meet a specified
condition.
The Highlight Cells Rules format cells based
on comparison operators such as greater
than, less than, between, and equal to.
The Top/Bottom Rules format cells based on
their rank, such as the top 10 items.
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Hiding Columns and Rows
Excel Lesson 6
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Hiding a row or column temporarily removes
it from view.
Hiding rows and columns enables you to use
the same worksheet to view different data.
To hide data, select the rows or columns you
want to hide, and then right-click the
selection. On the shortcut menu that
appears, click Hide.
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Adding a Shape to a Worksheet
Shapes, such as rectangles, circles, and
arrows can help make a worksheet more
informative.
To open the Shapes gallery, click the Insert
tab on the Ribbon, and then click the Shapes
button.
Shapes are inserted in the worksheet as
objects. An object is anything that appears
on the screen that you can select and work
with as a whole.
Excel Lesson 6
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Microsoft Office 2010 Introductory
Adding a Shape to a Worksheet
(continued)
Shapes gallery
Excel Lesson 6
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Microsoft Office 2010 Introductory
Adding a SmartArt Graphic to a
Worksheet
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SmartArt graphics enhance worksheets by
providing a visual representation of
information and ideas.
To insert a SmartArt graphic, click the
SmartArt button in the Illustrations group on
the Insert tab.
When the SmartArt graphic is selected,
SmartArt Tools appear on the Ribbon.
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Adding a SmartArt Graphic to a
Worksheet (continued)
Choose a SmartArt Graphic dialog box
Excel Lesson 6
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Microsoft Office 2010 Introductory
Adding a Picture to a Worksheet
Excel Lesson 6
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A picture is a digital photograph or other
image file.
You can insert a picture in a worksheet by
using a picture file, by using the Clip Art task
pane, or from Office.com.
A picture is inserted in the workbook as an
object. As with shapes, you can move,
resize, or format the picture to fit your needs.
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Adding a Screenshot or Screen
Clipping to a Worksheet
Excel Lesson 6
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A screenshot is a picture of all or part of
something you see on your monitor.
When you take a screenshot, you can
include everything visible on your monitor or
a screen clipping, which is the area you
choose to include.
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Adding a Screenshot or Screen
Clipping to a Worksheet (continued)
Screen clipping inserted in the worksheet
Excel Lesson 6
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Using a Template
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Templates are predesigned workbook files
that you can use as the basis or model for
new workbooks.
The template includes all the parts of a
workbook that will not change, such as text
labels, formulas, and formatting.
Excel includes a variety of templates, which
you access from the New tab in Backstage
view.
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Using a Template (continued)
New tab in Backstage view
Excel Lesson 6
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Microsoft Office 2010 Introductory
Inserting a Hyperlink
Excel Lesson 6
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A hyperlink is a reference that opens a Web
page, a file, a specific location in the current
workbook, a new document, or an e-mail
address when you click it.
To create or edit a hyperlink, you use the
Hyperlink button on the Insert tab of the
Ribbon.
To use the hyperlink, click the cell or object.
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Saving a Workbook in a Different
Format
Excel workbooks can be saved in different file
formats so that they can be opened in other
programs.
Excel Lesson 6
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Working with Comments
Excel Lesson 6
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A comment is a note attached to a cell that
you can use to explain or identify information
contained in the cell.
All of the comments tools are located on the
Review tab of the Ribbon.
To edit a comment, click the cell that
contains the comment. Then click the Edit
Comment button on the Review tab.
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Using the Research Task Pane
Excel Lesson 6
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The Research task pane provides access to
information typically found in references such as
dictionaries and encyclopedias.
In Excel, the Research task pane also provides
numerical data typically used in a worksheet,
such as statistics or corporate financial data.
To open the Research task pane, click the
Review tab on the Ribbon, and then, in the
Proofing group, click the Research button.
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Microsoft Office 2010 Introductory
Excel Lesson 8
Working with Charts
Microsoft Office 2010
Introductory
22
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Objectives
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Excel Lesson 6
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Identify the types of charts you can create in Excel.
Create an embedded chart in a worksheet and move a chart to
a chart sheet.
Update a data source.
Choose a chart layout and style.
Create a 3-D chart.
Display and hide chart elements.
Format and modify a chart.
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Comparing Chart Types
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Excel Lesson 6
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A chart is a graphical representation of data.
The four most commonly used charts are a
column chart, a line chart, a pie chart, and a
scatter chart.
These charts as well as several other types
of charts are available in the Charts group on
the Insert tab on the Ribbon.
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Comparing Chart Types (continued)
Excel Lesson 6
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A column chart uses bars of varying heights
to illustrate data in a worksheet. It is useful
for showing relationships among categories
of data.
Column chart
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Comparing Chart Types (continued)
A line chart uses points connected by a line to
show data, and is ideal for illustrating trends
over time.
Excel Lesson 6
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Line chart
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Comparing Chart Types (continued)
A pie chart shows the relationship of parts to
a whole. Each part is shown as a “slice” of the
pie.
Excel Lesson 6
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Pie chart
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Comparing Chart Types (continued)
A scatter chart, sometimes called an XY chart,
shows the relationship between two categories of
data, such as a person’s height and weight.
Excel Lesson 6
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Scatter chart
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Creating a Chart
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The process for creating a chart is similar no
matter which chart type you want to create.
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First, you select the data you want to use for the
chart.
Second, you select a chart type.
Finally, you select the chart location.
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Creating a Chart (continued)
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Excel Lesson 6
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Selecting the data to chart is the first step.
The chart data, called the data source, is
stored in a range of cells in the worksheet.
You can also choose whether to chart more
than one series of data.
A data series is a group of related information
in a column or row of a worksheet that is
plotted on the chart.
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Microsoft Office 2010 Introductory
Creating a Chart (continued)
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Excel Lesson 6
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Selecting the chart type is the second step.
The next step is to select the type of chart you
want to create, such as a column, pie, or line
chart.
Each chart type has a variety of subtypes you
can choose from.
The chart types are available on the Insert tab
in the Charts group.
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Creating a Chart (continued)
Insert chart dialog box
Excel Lesson 6
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Microsoft Office 2010 Introductory
Creating a Chart (continued)
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Excel Lesson 6
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Choosing the chart location is the third step.
After you select a chart type and subtype, the
chart is inserted in the center of the
worksheet.
This is called an embedded chart. You can
move an embedded chart to a chart sheet,
which is a separate sheet in a workbook that
stores a chart.
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Updating a Data Source
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Charts are based on the data stored in a
worksheet.
If you need to change the data in the
worksheet, the chart is automatically updated
to reflect the new data.
You switch between a chart sheet and a
worksheet by clicking the appropriate sheet
tabs.
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Designing a Chart
Excel Lesson 6
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Most charts include some basic elements,
such as a title and legend, which you can
choose to include or hide.
Charts are made up of different parts, or
elements. The chart on the next slide
identifies some common chart elements.
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Microsoft Office 2010 Introductory
Designing a Chart (continued)
Chart elements
Excel Lesson 6
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Microsoft Office 2010 Introductory
Designing a Chart (continued)
Excel Lesson 6
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A chart layout specifies which elements are
included in a chart and where they are
placed.
A chart style formats the chart based on the
colors, fonts, and effects associated with the
workbook’s theme.
You can modify a chart’s appearance by
displaying or rearranging the chart title, axis
titles, legend, data labels, data table, axes,
gridlines, and the plot area.
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Creating a 3-D Chart
Excel Lesson 6
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In a pie chart, the slices are different colors
to distinguish each data marker. Pie charts
can be 2-D or 3-D.
To create a 3-D chart, choose one of the 3-D
chart styles, such as “Pie in 3-D.”
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Formatting and Modifying a Chart
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The Chart Tools provide a simple way to
create professional-looking charts.
To make changes to an element’s fill, border
color, and border style, and so forth, you
need to open its Format dialog box.
Select the chart element. Then, on the
Format tab, click the Format Selection button
to open the Format dialog box.
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Formatting and Modifying a Chart
(continued)
Format Axis dialog box
for the horizontal (value)
axis
Excel Lesson 6
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Microsoft Office 2010 Introductory
Formatting and Modifying a Chart
(continued)
Excel Lesson 6
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You use the standard text formatting tools to
make changes to the fonts used in the chart.
You can change the chart type or subtype.
Select the chart, and then on the Design tab,
click the Change Chart Type button.
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Inserting Sparklines
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Sparklines are mini charts that you can
insert into a cell.
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A line sparkline is a line chart that appears within
one cell.
A column sparkline is a column chart that appears
within one cell.
A win/loss sparkline inserts a win/loss chart,
which tracks gains and losses, within one cell.
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Inserting Sparklines (continued)
Examples of line, column, and win/loss sparklines
Excel Lesson 6
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Inserting Sparklines (continued)
Excel Lesson 6
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To create a sparkline, first select the range
where you want to insert the sparkline.
In the Sparklines group on the Insert tab,
click the button corresponding to the type of
sparkline you want to create.
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