Excel Lesson 6
Enhancing a Worksheet
Microsoft Office 2007:
Introductory
1
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Objectives
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Excel – Lesson 6
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Sort data in a worksheet.
Use AutoFilter to display only specified data
in a worksheet.
Apply conditional formatting to highlight data.
Hide worksheet columns and rows.
Insert a shape in a worksheet.
Insert a SmartArt graphic in a worksheet.
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Microsoft Office 2007: Introductory
Objectives (continued)
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Excel – Lesson 6
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Insert a picture 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.
Use the Research task pane.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Vocabulary
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Excel – Lesson 6
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Ascending sort
AutoFilter
Comment
Conditional
formatting
Descending sort
Filter
Filter arrows
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Hyperlink
Object
Picture
Research task pane
SmartArt graphic
Sort
Template
Microsoft Office 2007: Introductory
Sorting Data
Excel – Lesson 6
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5
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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), data with numbers is arranged from lowest to
highest, and data with dates is arranged from earliest to latest.
The reverse order occurs in a descending sort.
To sort data, you first click a cell in the column by which you
want to sort a range of data. Click the Data tab on the Ribbon.
In the Sort & Filter group, click ascending or descending.
You can sort by more than one column of data. You set up a
sort with multiple levels in the Sort dialog box.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Filtering Data
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Excel – Lesson 6
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6
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Filtering displays a subset of the data that meets
certain criteria and temporarily hides the rows that
do not meet the specified criteria.
On the Data tab of the Ribbon, in the Sort & Filter
group, click the Filter button. Filter arrows appear in
the lower-right corners of the column heading cells.
The AutoFilter menu displays a list of all the values
that appear in that column along with additional
criteria and color filtering options. Select one of the
values to display only those rows in the worksheet in
which that value is entered.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Applying Conditional Formatting
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Excel – Lesson 6
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Conditional formatting highlights worksheet data by
changing the look of cells that meet a specified
condition.
To add conditional formatting, select the range you
want to analyze. In the Styles group on the Home
tab, click the Conditional Formatting button, point to
Highlight Cells Rules or Top/Bottom Rules, and then
click the condition you want.
The Highlight Cells Rules format cells based on
comparison operators. The Top/Bottom Rules format
cells based on their rank.
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Microsoft Office 2007: Introductory
Hiding Columns and Rows
Excel – Lesson 6
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8
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Hiding temporarily removes a row or column
from view. Hiding rows and columns enables
you to use the same worksheet to emphasize
different data.
Select how many rows or columns you want
to hide, and then right-click the selection.
On the shortcut menu that appears, click
Hide to remove the selection from view in the
worksheet.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Adding Shapes to a Worksheet
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Excel – Lesson 6
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9
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Shapes can help make a worksheet more informative. To open
the Shapes gallery, click the Insert tab on the Ribbon, and then,
in the Illustrations group, click the Shapes button.
In the Shapes gallery that appears, click the shape you want to
insert. The pointer changes to a crosshair, which you click and
drag in the worksheet to draw the shape.
When the shape is selected, the Drawing Tools appear on the
Ribbon and contain the Format contextual tab. You use the
tools on the Format tab to modify the shape.
To delete a shape, select it and press the Delete key.
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Microsoft Office 2007: Introductory
Adding SmartArt Graphics to a
Worksheet
Excel – Lesson 6
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10
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SmartArt graphics enhance worksheets by
providing a visual representation of
information and ideas.
SmartArt graphics are often used for
organizational charts, flowcharts, and
decision trees.
To insert a SmartArt graphic, click the
SmartArt button in the Illustrations group on
the Insert tab.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Adding Pictures to a Worksheet
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Excel – Lesson 6
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11
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A picture is a digital photograph or other image file.
To insert a picture from a file, click the Picture button
in the Illustrations group on the Insert tab of the
Ribbon.
To access the Clip Art task pane, click the Clip Art
button in the Illustrations group on the Insert tab of
the Ribbon. As with shapes, you can move, resize,
or format the picture to fit your needs.
Click a picture to select it. The Picture Tools appears
on the Ribbon. The Format contextual tab contains
tools to edit and format the picture.
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Microsoft Office 2007: Introductory
Using Templates
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Excel – Lesson 6
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12
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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.
You save a copy of the template as a workbook and
enter the variable data. You can use a template
again and again, entering different data each time.
Excel comes with a variety of templates, which you
access from the New Workbook dialog box.
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Microsoft Office 2007: Introductory
Inserting Hyperlinks
Excel – Lesson 6
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13
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A hyperlink is a cell in a worksheet that opens another
file or page when you click it. You can create
hyperlinks to another Web page, another file, a specific
location in the current workbook, a new document, and
an e-mail address.
To create a hyperlink, first click the cell you want to use
for the hyperlink, or select an object, such as a picture.
On the Insert tab of the Ribbon, in the Links group,
click the Hyperlink button (or right-click the cell or
object, and then click Hyperlink on the shortcut menu).
The Insert Hyperlink dialog box appears.
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Microsoft Office 2007: Introductory
Saving a Workbook in a Different
Format
Excel – Lesson 6
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14
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Excel workbooks can be saved in different file
formats so that they can be opened in other
programs.
For example, if you want to share data with a
coworker or friend who uses an earlier version
of Excel, you can save your Excel file in a
format that is readable by Excel 2003.
You can also save the file in a format that can
be viewed as a Web page on the Internet.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Working with Comments
Excel – Lesson 6
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15
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A comment is a note attached to a cell that is usually
used to explain or identify information contained in the
cell. All of the comments tools are located on the
Review tab of the Ribbon in the Comments group.
The New Comment button inserts a comment in the
active cell.
To edit a comment, click the cell that contains the
comment. Then click the Edit Comment button in the
Comments group on the Review tab.
To delete a comment, click the cell that contains the
comment. Then click the Delete button in the
Comments group on the Review tab.
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Microsoft Office 2007: Introductory
Using the Research Task Pane
Excel – Lesson 6
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16
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The Research task pane provides access to
information typically found in references such
as dictionaries, thesauruses, 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.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary
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Excel – Lesson 6
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17
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Sorting rearranges worksheet data in ascending or
descending alphabetical, numerical, or chronological
order.
Filtering displays a subset of data in a worksheet that
meets specific criteria.
Conditional formatting highlights worksheet data by
changing the look of cells that meet a specified
condition, such as a comparison or rank.
Hiding rows and/or columns lets you use the same
worksheet to emphasize different data. You can
unhide the hidden rows and columns at any time.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
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Excel – Lesson 6
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18
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Shapes, such as rectangles, circles, arrows, lines, flowchart
symbols, and callouts, can help make a worksheet more
informative. Excel has a gallery of shapes you can insert.
SmartArt graphics enhance worksheets by providing a visual
representation of information and ideas. Excel has a variety of
layouts you can select.
Pictures can make a worksheet’s appearance more attractive. You
can insert a picture you have stored as a file, or one from the Clip
Art collection that comes with Excel.
Templates are predesigned workbook files that can be used as
the basis or model when creating a new workbook. A template
includes all parts of the workbook that will not change, such as
labels, formulas, and formatting.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
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Excel – Lesson 6
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19
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A hyperlink in a worksheet open another file or page when clicked.
You can create hyperlinks to another Web page, another file, a
specific location in the current workbook, a new document, or an
e-mail address.
You can save workbooks in different file formats, so they can be
opened in other programs or earlier versions of Excel.
Comments are notes that can be added to cells to provide
additional information or feedback.
The Research task pane provides access to information typically
found in references such as dictionaries, thesauruses, and
encyclopedias. In Excel, it also provides numerical data, such as
current stock prices.
Pasewark & Pasewark
Microsoft Office 2007: Introductory