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Table
of Contents
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
LECTURE
NOTES
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 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
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
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
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
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
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
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
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
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.
LECTURE
NOTES
·
Review
the sequencing terms and the techniques to sort data in a table
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
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:
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
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
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
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?
§
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.
·
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)