Microsoft Office Excel 2007

Chapter Five: Creating, Sorting, and Querying a Table

 

For your students:

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Table of Contents

Chapter Objectives

2

EX 338: Introduction

2

EX 338: Project — Silver Photography Accessories Sales Rep Table

2

EX 341: Plan Ahead Box (Critical Thinking): General Project Decisions

4

EX 344: Plan Ahead Box (Critical Thinking): Create and Format the Sales Rep Table

4

EX 355: Adding Computational Fields to the Table

4

EX 356: Adding a Lookup Table

5

EX 361: Guidelines for Creating a Table in Excel

5

EX 361: Conditional Formatting

6

EX 364: Working with Tables in Excel

6

EX 369: Sorting a Table

7

EX 374: Displaying Automatic Subtotals in a Table

8

EX 380: Querying a Table Using AutoFilter

8

EX 385: Using a Criteria Range on the Worksheet

9

EX 387: Extracting Records

10

EX 390: More About the Criteria Range

10

EX 391: Using Database Functions

11

EX 393: Using the SUMIF and COUNTIF Functions

11

EX 395: Saving a Workbook in Different File Formats

12

EX 396: Plan Ahead Box (Critical Thinking): Save the Worksheet in a Different File Format

13

End of Chapter Material

13

Glossary of Key Terms

15

Chapter Objectives

Students will have mastered the material in Chapter Five when they can:


l  Create and manipulate a table

l  Delete sheets in a workbook

l  Validate data

l  Add calculated columns to a table

l  Use icon sets with conditional formatting

l  Use the VLOOKUP function to look up a value in a table

l  Print a table

l  Add and delete records and change field values in a table

l  Sort a table on one field or multiple fields

l  Display automatic subtotals

l  Use Group and Outline features to hide and unhide data

l  Query a table

l  Apply database functions, the SUMIF function, and the COUNTIF function

l  Save a workbook in different file formats

 


EX 338: Introduction

LECTURE NOTES

  • Introduce the terms table and database as an organized collection of data
  • Differentiate between the terms record and field and how a worksheet’s columns and rows can be used as records and fields
  • Explain that a field, or column, that contains formulas or functions is called a calculated column
  • Introduce chapter highlights

 

CLASSROOM ACTIVITIES

1. Group Activity: Encourage students to note the types of lists with which they are familiar, such as telephone books, class lists, team rosters, product inventories, and so on. Ask them to decide whether each application they mention could be handled with simple word processing software, complex database software, or is a candidate for the list capabilities of a spreadsheet package.

2. Assign a Project: Have students use the Excel Help system and the Web to research types of lists and the terms table and database.

EX 338: Project — Silver Photography Accessories Sales Rep Table

LECTURE NOTES

  • Review the worksheet to be created in the chapter using Figures 5-1a and 5-1b

·         Review the requirements document and the sketch, and emphasize their importance using Figure 5-2

·         Point out that the figures in this book require a resolution of 1024 x 768, and refer students to Appendix E for more information about how to change the resolution on their computers

  • Use Figures 5-3a and 5-3b to explain the layout of the worksheet
  • Use Table 5-1 to describe the column information
  • Review the steps to start Excel
  • Use Figure 5-4 to describe entering column headings for a table
  • Refer students to Appendix F to use Windows XP steps
  • Use Figures 5-5 through 5-7 to explain how to format a range as a table
  • Explain how to format the first row in an empty table and refer to Figure 5-7
  • Use Figures 5-8 through 5-10, Figure 5-11, and Table 5-2 to explain how to validate data to make sure data meets certain rules and limits
  • Use Figures 5-12 through 5-14 to explain how to modify the table quick style, which was used to create the table, to make it more readable
  • Use Figure 5-15 through 5-18 to enter the records into the table.

 

FIGURES and TABLES: Figures — 5-1a, 5-1b, 5-2, 5-3, 5-4, 5-5, 5-6, 5-7, 5-8, 5-9, 5-10, 5-11, 5-12, 5-13, 5-14, 5-15, 5-16, 5-17, 5-18; Tables — 5-1, 5-2

 

BOXES:

1. BTW: Excel as a Database Tool. Review the ways Excel behaves as a database even though it is not a true database management system.

2. BTW: Starting Excel. Review how to start Excel by double-clicking the workbook file name in Windows Explorer.

3. BTW: Setting Up a List. Explain the benefit of leaving rows or columns empty during worksheet set-up.

4. BTW: Merging and Centering Across a Selection. Review the technique for treating a range of cells as a single cell.

5. BTW: Lists. Describe how to change an active list back to a normal range of cells

6. BTW: Validation. Explain the mandatory and cautionary data validation rules.

7. BTW: Garbage In Garbage Out (GIGO). Explain that invalid data input produces inaccurate results.

8. BTW: Bypassing Validation. Explain that Excel ignores the validation rules for data that is pasted from the clipboard.

9. Other Ways: Encourage other ways to format a range as a table.

10. Other Ways: Mention another way to initiate data validation.

11. Other Ways: Describe the keyboard shortcut for entering a record in a table.

 

TEACHER TIPS

Several software applications (including word processing, personal information management, spreadsheet, or list) can be used to create a list. The choice of application should be dictated by the extent that the data will be manipulated. A simple, relatively stable list, such as a telephone directory, probably can be maintained adequately with word processing software. A complex list like the sales representatives list described in the text, however, demands the power of list software.

 

CLASSROOM ACTIVITIES

1. Critical Thinking: Think about the impact of entering invalid data in a cell (GIGO). If the spreadsheet designer has not accommodated the possibility of a user entering invalid data (such as by providing an error message to the user), what affect would this have on the final calculations? Would calculated results be produced at all?

2. Group Activity: Brainstorm about some examples of the types of invalid data. For example, month of birth can be a number from 1 to 12, but 14 would be invalid data.

EX 341: Plan Ahead Box (Critical Thinking): General Project Decisions

LECTURE NOTES

  • Review the guidelines and decisions to make before creating the worksheet
  • Use Table 5-1 to discuss formatting the table

 

CLASSROOM ACTIVITIES

1. Group Activity: Divide the class into small groups. Have students review the Plan Ahead Box while referring to the requirements document in Figure 5-2. Then, have them close their books and create a sketch for the worksheets.

2. Quick Quiz:

1)   What are the two pieces of information necessary or useful before creating a workbook? (Answer: Requirements document (or request for work), sketch)

EX 344: Plan Ahead Box (Critical Thinking): Create and format the sales rep table

LECTURE NOTES

  • Explain the five steps for creating and formatting the table

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   What is the command to validate the data? a) Valid Data, b) Data Validation, c) Formula Check, d) Check Formula. (Answer: B)

2)   What is the last step in creating the table? a) enter records, b) enter column headings, c) format the rows, d) format the table. (Answer: A)

EX 355: Adding Computational Fields to the Table

LECTURE NOTES

  • Use Figures 5-19 and 5-20 to explain adding new fields to a table in a worksheet
  • Describe how Excel automatically adds columns and rows to the range, and copies the format to headings

 

FIGURES and TABLES: Figures — 5-19, 5-20

 

TEACHER TIPS

Excel can perform many operations: Add and delete records, change the value of fields in records, sort the records, determine subtotals for numeric fields, display records that meet comparison criteria, and analyze data using list functions.

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   Fill in the blank: A calculated column is a column in a table in which each row uses a common _____ that references other fields in the table. (Answer: Formula)

2)   True or False: If you add a new column heading in a column adjacent to the current column headings in the table, Excel automatically will add the adjacent column to the table’s range and copy the format of the table heading to the new column headings. (Answer: True)

2. Group Activity: Have students write a numbered list of the steps for adding a field to a table. Review the steps with the class.

EX 356: Adding a Lookup Table

LECTURE NOTES

·         Review and differentiate between the most widely used lookup functions, VLOOKUP and HLOOKUP, for looking up values in tables

·         Use Tables 5-3 and 5-4 to compare values with and without implementing the VLOOKUP function and explain why the table arguments must be in ascending sequence

  • Use Figure 5-21 to describe how to create a lookup table
  • Use Figures 5-22 through 5-24 to explain using the VLOOKUP function to determine values

 

FIGURES and TABLES: Figures — 5-21, 5-22, 5-23, 5-24; Tables — 5-3, 5-4

 

BOXES:

1. BTW: Lookup Functions. Mention that these are powerful, useful, and interesting functions and refer students to the online Help system.

2. BTW: The VLOOKUP Function. Describe the function and the error message that can occur.

3. BTW: Sensitive Information in a List. Review the usefulness of hiding cells.

4. BTW: Using HLOOKUP. Compare HLOOKUP for use with rows with VLOOKUP for use with columns, and refer to Figure 5-22.

5. Other Ways: Encourage exploring other ways to initiate the VLOOKUP function.

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   True or False: The VLOOKUP function begins the search at the top of the table and works downward. As soon as it finds the first table argument greater than the lookup_value, it returns the previous table value. (Answer: True)

2)   True or False: The HLOOKUP function is used more often than the VLOOKUP function because it is easier to read from left to right. (Answer: False. The VLOOKUP function is used more often because most tables are vertical.)

2. Group Activity: Using Table 5-4 and Figure 5-24, have students explain why the VLOOKUP function returned each grade in column J.

EX 361: Guidelines for Creating a Table in Excel

LECTURE NOTES

  • Use Table 5-5 to describe guidelines for creating a table, specifically table size, workbook location, column heading (field names), and contents of the table

 

FIGURES and TABLES: Table — 5-5

 

CLASSROOM ACTIVITIES

1. Critical Thinking: Review the guidelines in Table 5-5 and ask yourself why some of these items have become guidelines. Are there any other points that you think can be added to the list of guidelines? Why or why not?

2. Group Activity: Make three large signs, one with each of the headings in Table 5-5 and post them in different sections of the room. Print out the 10 numbered guidelines, without numbers, and make half enough copies for the class. Cut the guidelines apart, and then cut each one in half. Distribute the cut-apart guidelines, one to each student, displaying any leftover halves on the table. Instruct students to find the other half of their guideline, and then position themselves in the section of the room labeled with the sign where their guideline belongs. Tell them they may refer to Table 5-5 at any time, and may use the leftovers on the table to find the other half of their guideline, if necessary.

EX 361: Conditional Formatting

LECTURE NOTES

  • Explain how conditional formatting uses rules that change the formatting of a cell or range of cells based on the value of a cell
  • Review the five types of conditional formats: highlight, top and bottom rules, data bars, color scales, and icon sets
  • Use Figure 5-25 through 5-28 to describe adding a conditional formatting rule with an icon set depending on the number of ways to group data

 

FIGURES and TABLES: Figures — 5-25, 5-26, 5-27, 5-28

 

TEACHER TIPS

Conditional formatting allows the specialist to set rules for cell formatting. If the rules (conditions) are met, then the formatting is applied. For example, a condition can be set to change the formatting of the cell color: the cell turns blue if it contains a value higher than 75 and turns green if it contains a value lower than 50.

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   What are the three format symbols? (Answer: dollar sign ($); comma (,); percent sign (%)).

2. Project to Assign: Read about conditional formatting in Excel Help and experiment with the New Formatting Rule dialog box. Then, discuss in a one-page paper, the types of things that would benefit from conditional formatting. For example, what icons might be used to represent sales quotas or student grades throughout the year?

EX 364: Working with Tables in Excel

LECTURE NOTES

·         Introduce the use of commands to alter the appearance and contents of a table quickly

·         Use Figures 5-29 through 5-32 to use the Total Row check box for inserting a row at the bottom of the table called the total row and the additional computations for the total row

  • Use Figures 5-33 and 5-34 to describe how to print the contents of the active table

 

FIGURES and TABLES: Figures — 5-29, 5-30, 5-31, 5-32, 5-33, 5-34

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   After selecting cell A1, what cell do you click before using the Freeze command to freeze column and row titles? (Answer: The cell below the column headings to freeze and to the right of the row headings to freeze)

2)   What happens if you do not display all of the rows or columns above and to the left of the cell you click when you freeze panes? (Answer: Any non-displayed rows or columns are hidden)

2. Projects to Assign: Have students open a worksheet with a list in it, such as the one developed for this project. Ask them to click the Total Row check box, and then go to a cell on the total row and click the cell, to bring up the drop-down menu. Have them make a note of all of the functions that can be invoked.

EX 369: Sorting a Table

LECTURE NOTES

·         Review the sequencing terms and the techniques to sort data in a table

  • Use Figures 5-35 and 5-36 to explain sorting a table in ascending sequence by name with the Sort & Filter button
  • Use Figure 5-37 to describe how to sort a table in descending sequence by name using the Sort Z to A button
  • Use Figure 5-38 to describe how to sort a table using the Sort command on a column heading AutoFilter menu
  • Use Figures 5-39 through 5-42 to describe how to sort a table on multiple fields using the Custom Sort command

 

FIGURES and TABLES: Figures — 5-35, 5-36, 5-37, 5-38, 5-39, 5-40, 5-41, 5-42

 

BOXES:

1. BTW: Sort Order. Explain the order of character priority Excel uses during a sort.

2. Other Ways: Explore sorting a table in ascending sequence.

3. Other Ways: Explore sorting a table on column heading.

4. Other Ways: Explore sorting a table on multiple fields.

 

TEACHER TIPS

Sorting data is an integral part of data analysis. The user might want to put a list of names in alphabetical order, compile a list of product inventory levels from highest to lowest, or order rows by colors or icons. Sorting data helps the user quickly visualize and understand the data better, organize and find the necessary data, and ultimately make more effective decisions.

 

CLASSROOM ACTIVITIES

1. Critical Thinking: Most of the time, lists are sorted in ascending sequence. When would you want to sort in descending sequence? When would the order not matter? Would it always matter?

2. Group Activity: To clarify the concept of sorting on multiple fields, suggest a sort that can be applied to the class (e.g., sort by height within age within gender) and have students physically perform the sort. In this example, gender would be the major sort key (Sort by field), age would be the intermediate sort key (first Then by field), and height would be the minor sort key (second Then by field). To perform this sort, students first should arrange themselves by gender. Then, each gender group should arrange itself by age (use age in years). Finally, each group that is the same gender and age should arrange itself by height.

 

LAB ACTIVITIES

1. Distribute to the class the following list of a group that is made up of 10 people:

Ann (Female, age 18, 67 inches tall), Bob (Male, age 19, 70 inches tall), Carl (Male, age 19, 72 inches tall), Dan (Male, age 18, 64 inches tall), Erin (Female, age 19, 70 inches tall), Frank (Male, age 20, 73 inches tall), Greta (Female, age 18, 68 inches tall), Helen (Female, age 19, 68 inches tall), Irene (Female, age 20, 72 inches tall), and John (Male, age 19, 69 inches tall).

Ask the students to enter this data into a list. Then, suggest they use the Sort commands to sort the list by height (in descending order) within age (in descending order), within gender (in ascending order), and note the result. Then they should sort by name alone to return the list to its original order. Then, to see that they obtain the same result sorting the three fields one at a time, suggest they sort first by height (descending), then by age (descending), finally by gender (ascending), and then compare the results with the results they noted earlier. They will be the same.

EX 374: Displaying Automatic Subtotals in a Table

LECTURE NOTES

·         Explain the terms automatic subtotals and control field

·         Use Figures 5-43 through 5-45 to discuss how to display subtotals and why the tables have to be converted to a range

·         Use Figures 5-46 through 5-48 to explain how to zoom out on a subtotaled table and use the outline feature

·         Use Figure 5-49 to explain how to remove automatic subtotals from a table

·         Review how to sort a table by using a column heading list

 

FIGURES and TABLES: Figures — 5-43, 5-44, 5-45, 5-46, 5-47, 5-48, 5-49

 

BOXES:

1. BTW: Sorting. Review the fill handle for use in sorting.

2. BTW: Summarizing Data Using Named Ranges. Describe how to use named ranges in formulas for to summarize data.

3. Other Ways: Review the key sequence for displaying automatic subtotals in a table.

4. Other Ways: Review zooming out on a subtotaled table.

5. Other Ways: Review key sequence to remove automatic subtotals.

 

TEACHER TIPS

Point out that before invoking the Subtotals command, the list must be sorted by the control field. The control field is not the field subtotaled; it is the field that determines where subtotals are created

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   To display automatic subtotals, you first sort the table on the field on which the subtotals will be based, then convert the table to a range, and then use the Subtotal button on the Data tab on the Ribbon. When Excel displays the Subtotal dialog box, what do you select? a) the subtotal function you want to use, b) nothing has to be selected, c) the Automatic Subtotal check box, d) the Subtotals check box. (Answer: A)

2. Assign a Project: Briefly discuss, in a few paragraphs, the purpose of zooming out, and hiding and unhiding data.

EX 380: Querying a Table Using AutoFilter

LECTURE NOTES

·         Discuss the terms AutoFilter, filter criterion, and query

·         Use Figures 5-50 through 5-52 to illustrate querying a table by using AutoFilter

·         Emphasize that the significance of the blue row headings is to indicate that these rows are the result of a filtering process

·         Summarize the important points about the AutoFilter

·         Use Figure 5-53 to explain showing records in a table

·         Use Figures 5-54 through 5-56 to discuss entering custom criteria using the AutoFilter

·         Describe the AND and OR option buttons

 

FIGURES and TABLES: Figures — 5-50, 5-51, 5-52, 5-53, 5-54, 5-55, 5-56

 

BOXES:

1. BTW: Sort Options. Explain how to sort left to right and by uppercase and lowercase.

2. BTW: Protected Worksheets. Review the information for protecting worksheets.

3. BTW: Creating Formulas for Filtered Lists. Describe how to create formulas after sorting and filtering data.

4. Other Ways: Explain key sequence for showing all records in a table.

 

CLASSROOM ACTIVITIES

1. Assign a Project: Have students research the AND and OR operators, then ask them to describe their findings in 1 to 2 paragraphs. Ask them to describe one or two situations in which the AND or OR operators could be used.

2. Group Activity: The ability to locate records in a list according to some specified criteria is an important function of a database. Ask students to come up with some criteria that they might use to select records.

EX 385 Using a Criteria Range on the Worksheet

LECTURE NOTES

·         Summarize the two steps for using the criteria range on a worksheet

·         Use Figure 5-57 to illustrate how to create a criteria range on a worksheet

·         Use Figures 5-58 and 5-59 to illustrate querying a table using the Advanced Filter dialog box

·         Explain how to show all records in a table

 

FIGURES and TABLES: Figures — 5-57, 5-58, 5-59

 

BOXES:

1. BTW: The AND and OR Operators. Define AND and OR comparison criteria.

2. Other Ways: Explain key sequence for showing records in a table.

 

TEACHER TIPS

In general, more records will satisfy custom criteria joined with an OR operator (because only one of the criteria must be passed) than those joined with an AND operator (because all the criteria must be passed).

 

Students sometimes think that the AND operator combines two groups of records, and are surprised that more records do not display when the AND operator is used. Emphasize that the AND operator does not combine groups; instead, it finds the records that satisfy both the first criterion AND the second criterion. To clarify this, choose two physical characteristics (such as blonde hair and blue eyes) and have all students who have either of the characteristics (blonde hair OR blue eyes) stand. Then, have all students sit except those who have both characteristics (blonde hair AND blue eyes). Students quickly should see that because both characteristics must be met, fewer students remain standing.

 

CLASSROOM ACTIVITIES

1. Group Activity: Divide the class into small groups. Have each group set up a fictitious criteria range. Have each group share their information with the class.

2. Quick Quiz:

1)   True or False: Text in the column headings in the criteria range must match those in the table exactly. (Answer: True)

 

LAB ACTIVITIES

1. In the lab, have students experiment with creating criteria ranges in the current project and then discuss in a few paragraphs, some of the results they did not expect to find when using the criteria.

EX 387 Extracting Records

LECTURE NOTES

·         Define extract range

·         Compare creating an extract range to creating a criteria range

·         Use Figures 5-60 and 5-61 to create an extract range and extract records

·         Demonstrate how to enable AutoFilter

 

FIGURES and TABLES: Figures — 5-60, 5-61

 

BOXES:

  1. BTW: Setting Up the Extract Range. Explain that column headings do not have to be copied in the list to the proposed extract range.
  2. 2. Other Ways: Encourage your students to explore other ways to create an extract range and extract records.

 

CLASSROOM ACTIVITIES

1. Group Activity: An extract range is created when a user wants to display both the records that passed the test and the records from which they were taken. Have students suggest circumstances in which users might want to see both the original list and, in a separate section, extracted records.

2. Quick Quiz:

1)   True or False: Each time the Advanced Filter dialog box is used and the ‘Copy to another location’ option button is selected, Excel clears cells below the field names in the extract range. (Answer: True)

EX 390 More About the Criteria Range

LECTURE NOTES

  • Use Figure 5-62 to show the blank row in a criteria range
  • Use Figure 5-63 to show two entries in the same field of the criteria range and explain how it works
  • Use Figure 5-64 to show two entries in different fields of the criteria range and explain how it works

 

FIGURES and TABLES: Figures — 5-62, 5-63, 5-64

 

BOXES:

1. BTW: The Criteria Area. Describe how to redefine the range of the name Criteria before you use it.

 

TEACHER TIPS

In general, when comparison criteria are in the same row, the AND operator applies, and when comparison criteria are in different rows, the OR operator applies.

 

CLASSROOM ACTIVITIES

1. Group Activity: Discuss the use of the OR and AND operators in the comparison criteria. Talk about types of things that can be compared.

2. Quick Quiz:

1)   True or False. If no comparison criteria are defined, the records will not pass the test. (Answer: False)

 

EX 391: Using Database Functions

LECTURE NOTES

·         Explain that Excel has 12 database functions that can be used to evaluate numeric data in a table

·         Use Figure 5-65 to describe how to use the DAVERAGE and DCOUNT database functions

·         Review DMAX, DMIN, and DSUM functions from previous chapters

 

FIGURES and TABLES: Figure — 5-65

 

BOXES:

1. BTW: Database Functions. Recommend using the Insert Function button in the formula bar to assign a database function to a worksheet.

2. BTW: Excel Help. Refer the students to Appendix C for using Excel Help.

3. BTW: Quick Reference. Point out the location for the Quick Reference Summary and the Excel 2007 Quick Reference Web page.

 

CLASSROOM ACTIVITIES

1. Critical Thinking: Ask students to think about the use of database functions. What are some situations where database functions would be useful? Do you think the concept is easy to grasp or does it take considerable practice to understand fully the use of the functions? Do you think having these functions in a spreadsheet program complicates the application or is it useful? Why or why not?

2. Quick Quiz:

1)   Completion: Instead of using the cell range, you can name the table using the _____ box in the formula bar and then use the table name as the first argument in the database functions. (Answer: Name)

EX 393: Using the SUMIF and COUNTIF Functions

LECTURE NOTES

·         Explain the uses of the SUMIF and COUNTIF functions

·         Use Figure 5-66 to explain entering identifiers for the SUMIF and COUNTIF functions

·         Use Figure 5-67 to explain how to print the worksheet and save the workbook

 

FIGURES and TABLES: Figures — 5-66, 5-67

 

BOXES:

1. BTW: Printing. Describe how to use the Name box to print sections of the worksheet.

2. BTW: Using the SUMIFS, COUNTIFS, and AVERAGEIFS Functions. Discuss how these functions work with multiple criteria instead of a single criterion.

 

TEACHER TIPS

Point out that these and other functions can be used on any range, not just on a list. Mention the difference between using them on a list and on a range. The COUNTIF, SUMIF, and database functions will work on any range. The difference between using these functions on a range and table is that if the function references a table, then Excel automatically adjusts the first argument as a table grows or shrinks. The same cannot be said if the function’s first argument is a range reference that is not defined as a table.

 

CLASSROOM ACTIVITIES

1. Project to Assign: Research the Web for SUMIF and COUNTIF functions. Some Web sites contain various sample spreadsheet calculations. Try some of these examples and read through some of the Excel discussion groups to learn more about using these two functions. Submit a worksheet on which you have used one of the Web samples. Provide the URL address of the sample you used.

 

LAB ACTIVITIES

1. Using the project that you were assigned, expand on the example you found on the Web. Experiment with different ranges. In the worksheet, introduce any other function you have learned about in this class.

EX 395: Saving a Workbook in Different File Formats

LECTURE NOTES

  • Explain that Excel workbooks usually are saved in Microsoft Excel workbook format, with a file extension of .xlsx
  • Point out that an Excel workbook can be saved in more than 30 different formats
  • Use Table 5-6 to summarize the more popular file formats available in Excel
  • Use Figures 5-68 and 5-69 to illustrate how to save the workbook in a CSV file format
  • Use Figure 5-70 and 5-71 to show opening and printing the CSV file
  • Review the steps to quit Excel

 

TEACHER TIPS

The CSV file (.csv) is a format that can be opened in a plain text application such Microsoft Notepad. It has no formatting and the fields are separated (delimited) by commas (hence “comma separated values” or CSV). The file also can be opened in Excel.

 

 

FIGURES and TABLES: Figures — 5-68, 5-69, 5-70, 5-71; Table — 5-6

 

BOXES:

1. BTW: Certification. For more information on the MCAS program see Appendix G or visit the Excel 2007 Certification Web page.

2. Other Ways: Encourage other ways to save the workbook.

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   What was the file extension for Excel 97 and 2003? (Answer: .xls)

2. Projects to Assign: Have students read through the Excel Help to learn about some of the different file formats and extensions to which a workbook can be saved. Then, ask the students to research the derivation of the file extension names and create a 2-column table — first column is file extension, second column is the description. For example, txt is an abbreviation for the description text file, and csv is an abbreviation for the description comma separated values.

 

LAB ACTIVITIES

1. Ask students to use experiment saving a worksheet or workbook to different file formats and then opening those formats in other programs. Specifically, have them experiment with .csv and Notepad, .txt and Notepad, and .htm and a browser. Ask them to write a one page paper on their findings.

EX 396: Plan Ahead Box (Critical Thinking): Save the worksheet in a different file format

LECTURE NOTES

  • Review how to save the workbook in another format such as CSV format

 

CLASSROOM ACTIVITIES

1. Quick Quiz:

1)   True or False: CSV is the most common type of text file. (Answer: True)

2. Critical Thinking: Why are there so many types of formats? Why is there not a universal format for all applications? Do you think there should be some type of software that can read and output any type of file format? A converter software application? Does such a thing exist now?

 


End of Chapter Material

§  Learn It Online is a series of online student exercises that test your knowledge of chapter content and key terms.

 

§  Apply Your Knowledge is a student assignment that helps you to reinforce the skills and apply the concepts you learned in this chapter.

 

§  Extend Your Knowledge is a student assignment that challenges you to extend the skills you learned in this chapter and to experiment with new skills. You may need to use Help to complete the assignment.

 

§  Make It Right is a student assignment that requires you to analyze a presentation and correct all errors and/or improve the design.

 

§  In the Lab (Lab): In the Lab is a series of student assignments that ask you to design and/or create a presentation using the guidelines, concepts, and skills presented in this chapter. The assignments are listed in order of increasing difficulty.

 

§  Cases and Places is a series of student assignments where you apply your creative thinking and problem solving skills to design and implement a solution.

 

 



Glossary of Key Terms

·         ascending sequence (EX 369)

·         AutoFilter (EX 380)

·         automatic subtotals (EX 374)

·         calculated column (EX 338)

·         control field (EX 374)

·         criteria area (EX 341)

·         criteria range (EX 385)

·         database functions (EX 391)

·         database (EX 338)

·         data validation (EX 348)

·         DAVERAGE function (EX 391)

·         DCOUNT function (EX 391)

·         descending sequence (EX 369)

·         extract range (EX 387)

·         fields (EX 338)

·         file extension (EX 395)

·         filter criterion (EX 380)

·         HLOOKUP function (EX 356)

·         intermediate sort key (EX 372)

·         major sort key (EX 372)

·         Microsoft Excel Workbook (EX 395)

·         minor sort key (EX 372)

·         outlining features (EX 377)

·         query (EX 380)

·         record (EX 338)

·         row banding (EX 353)

·         row level symbols (EX 377)

·         sorting (EX 369)

·         sort keys (EX 369)

·         table (EX 338)

·         table arguments (EX 357)

·         table array (EX 357)

·         table value (EX 357)

·         total row (EX 365)

·         vlookup (EX 356)

·         VLOOKUP function (EX 356)

·         xlsx (EX 395)


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