Excel Lesson 6

Enhancing a Worksheet

Microsoft Office 2010

Introductory

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 Objectives

Sort and filter data in a worksheet.

Apply conditional formatting to highlight data.
Hide worksheet columns and rows.
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Insert a shape, SmartArt graphic, picture,

and screenshot in a worksheet.
Use a template to create a new workbook.

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 Objectives (continued)

Insert a hyperlink in a worksheet.

Save a workbook in a different file format.
Insert, edit, and delete comments in a
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worksheet.
Use the Research task pane.

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 Vocabulary

ascending sort picture

comment Research task pane
conditional formatting screen clipping
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descending sort screenshot

filter shape
filter arrow SmartArt graphic
hyperlink sort
object template

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 Sorting Data

Sorting rearranges data in a more

meaningful order.
In an ascending sort, data with letters is
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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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 Sorting Data (continued)

Sort dialog box

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 Filtering Data

Filtering displays a subset of data that

meets certain criteria. You can filter by value,
by criteria, or by color.
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On the Data tab of the Ribbon, click the Filter

button. Filter arrows appear in the lower-
right 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
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 Applying Conditional Formatting

Conditional formatting changes the

appearance of cells that meet a specified
condition.
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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

Hiding a row or column temporarily removes

it from view.
Hiding rows and columns enables you to use
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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.
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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.
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 Adding a Shape to a Worksheet
(continued)

Shapes gallery
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 Adding a SmartArt Graphic to a
Worksheet

SmartArt graphics enhance worksheets by

providing a visual representation of
information and ideas.
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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

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 Adding a Picture to a Worksheet

A picture is a digital photograph or other

image file.
You can insert a picture in a worksheet by
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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

A screenshot is a picture of all or part of

something you see on your monitor.
When you take a screenshot, you can
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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

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 Using a Template

Templates are predesigned workbook files

that you can use as the basis or model for
new workbooks.
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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

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 Inserting a Hyperlink

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
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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.
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 Working with Comments

A comment is a note attached to a cell that

you can use to explain or identify information
contained in the cell.
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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

The Research task pane provides access to

information typically found in references such as
dictionaries and encyclopedias.
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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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 Summary

In this lesson, you learned:

Sorting rearranges worksheet data in ascending or
descending alphabetical, numerical, or chronological
order. Filtering displays a subset of data in a
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worksheet that meets specific criteria.

Conditional formatting formats worksheet data by
changing the appearance of cells that meet a
specified condition, such as a comparison or rank.

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 Summary (continued)

Hiding rows and/or columns lets you use the same

worksheet to view different data. You can unhide the
hidden rows and columns at any time.
Shapes, such as rectangles, circles, arrows, lines,
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flowchart symbols, and callouts, can help make a

worksheet more informative. Excel has a gallery of
shapes you can insert.

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 Summary (continued)

SmartArt graphics enhance worksheets by providing

visual representations of information and ideas. Excel
has a variety of SmartArt graphics you can use and
customize.
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