beginning microsoft excel 2010 phần 9 docx

CHAPTER 8 ■ PIVOTTABLES AND PIVOT CHARTS 306 Figure 8–70. Here the Salesepesons appear in the legend Here the chart legend lists the salespersons, each one now a data series; and as a result the Salesperson button will appear in Legend Fields (Series). (If you can’t see all the text in this button area, you can click on and drag the left edge of the PivotTable Field List pane.) Now for the second pivot chart approach. Here you initiate the process by clicking anywhere in the source data and then Insert tab  the PivotTable down arrow  Pivot Chart  OK (we’re accepting the defaults in the dialog box here). You’ll see (Figure 8–71): Figure 8–71. Another way to start charting (Note: the PivotTable8 legend in the PivotTable grid in the upper left of screen shot merely refers to the number of PivotTables I’ve constructed on the workbook). CHAPTER 8 ■ PIVOTTABLES AND PIVOT CHARTS 307 Once this tableau is ushered onto the screen, you can click on or drag the fields in the PivotTable Field List into the appropriate button areas, just as if you were constructing a pivot report. Just remember however that here, Row Labels is called Axis Fields (Categories), and the Columns Labels area reverts to Legend Fields (Series). By simply clicking the checkboxes by Salesperson and Order Amount, I’ll produce precisely the same chart you see in Figure 8–70). And if you want to delete a pivot report, click anywhere in the report and click PivotTable Tools  Options tab  the Select down arrow in the Actions button group  Entire PivotTable. Then press the Delete key. To delete a pivot chart, just select it (you can select it when you see the four-side arrow over the chart) and press Delete. Interestingly enough, if you delete a pivot report that has been used as the source of a pivot chart, deleting the report leaves the chart onscreen, even though it’s no longer connected with any data. Howev er , if you click Options  Actions  Clear  Clear All, you’ll delete both the PivotTable and its associated chart. In Conclusion… Once you get the hang of them, pivot reports and charts equip you with a potent and agile means for aggregating large amounts of data into informative categories. PivotTables grant you the ability to answer these kinds of questions: • How many sales did each salesperson achieve? • What’s the average grade point average of students, broken out by their major? • How much money did we spend on transportation in January? • Who were in the top 5 percent off all home run hitters last year? The key to understanding PivotTables is to understand which data goes where, and, prior to actually composing the tables, thinking about how to arrange the data that contribute to them. For example, our salesperson workbook could have assigned a different column to each salesperson, but that would greatly complicate the data aggregation tasks at which PivotTables are so adept. Try that approach and you’ll see what I mean; you’ll have more aggravation than aggregation. Remember that the data you want counted, summed, or averaged go in the Values area. The categories by which the data are broken out go into the Row and/or Column Labels, or Report Filter areas. It’s tempting to say that by merely clicking and dragging various source data fields around the pivot report y ou can exper iment and simply see what happens. But it really helps to appr eciate how the areas interact with one other—the what-goes-where question-and that appreciation will speed the table construction process. It’s true—nail these concepts down and you can assemble a PivotTable in about four seconds. Ok—maybe five. But now that you’ve mastered all these sophisticated number-crunching techniques, you still need to know how to bring these results to good old hard copy pages—at least once in a while. Next up: Printing in Excel. CHAPTER 8 ■ PIVOTTABLES AND PIVOT CHARTS 308 C H A P T E R 9 ■ ■ ■ 309 Getting It On Paper— Printing in Excel 2010 Stop me if you’ve heard this one before: An efficiency expert intercepts a 911 call from a desperate boss, begging her to drop everything, don her flak jacket and sensible shoes, and zoom over now to do something about his workplace, overrun to the breaking point with unstoppable, rectangular blobs of paper. Throwing caution to the winds, our fearless expert pokes through the debris, and after skidding on a couple of 8½ x 11s and running her paper cuts under the water cooler, finally doffs her helmet and announces hopefully: “It’s really very simple: All you need to do is just scan all these hard copies, and burn them onto a couple of CDs; in a few hours you’ll be able to see your floor again.” “Great idea!” exults the grateful boss. ”But just one thing: before I start scanning, let me make some Xeroxes for backup…” Paperless office? Pr obably not your office, and probably not your home, either. They still make Excel with the Print command, and sooner or later you’re going to have to beam that digital doc to your local neighborhood output device and turn it into something you can actually hold in your hand and spill coffee on. It’s retro, but true; you need to know how to print, and when you do, Excel makes it pretty easy to navigate the transition from software to hard copy. The first thing to understand about Excel printing is to know exactly how much of the workbook you want to print. By default—that is, if you work with the initial print settings supplied by Excel— carrying out the print command will print the entire worksheet (but not the entire workbook). And by the entire worksheet, Excel means all the cells in the sheet containing data. And that means in turn that, if you want to print the cells spanning A3:B20 and you’ve also squirreled a clandestine value in cell X4578, Excel will print 258 pages or thereabouts. That’s because when it goes ahead with those default print settings Excel prints all the empty space between the data-bearing cells in addition to those cells you really want to print; it preserves the relation in space between all the cells from A3:B20 through X4578. As a result, I’ll print 256 empty sheets in addition to the two that contain my values. Of course, that’s an extreme—but not unprecedented—scenario. Worksheets can be teeming with data, and even if those data are confined to one particular area of the worksheet—say, to a 20,000-row table, of which you want to print just 500—going with the default print settings will get you 20,000 rows worth of paper. Hard Copy? Pretty Easy Needless to say, Excel is happy to let you overrule its defaults, but it’s time we tried this all out. Let’s call up the Sales by Year spreadsheet, and click on the 2010 tab, containing that small range of CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 310 sales data for that year. Let’s say we want to print the entire sheet, at least for starters. To start printing (after you’d made sure you’re duly connected to a printer, and that it’s turned on), you can click the File tab  Print, or click the primeval keyboard equivalent, Ctrl-P. You’ll see (Figure 9-1): Figure 9–1. The Excel 2010 Print Preview—part of what’s called the Backstage View in 2010 Note first of all the Print Preview occupying the right half of the screen. The desired print range is captured, and all the default settings remain in place at the outset. To review the settings: • The Copies option is pretty self-evident. If you need to print multiple copies, just type the copy total or click up the spin control arrow. • Printer designates the printer that will output the copies. Because you may have access to more than one printer, you may have to click this option’s drop-down arrow and select the appropriate device. Among the "devices” you may see a Print to PDF option—not really a bit of hardware but the widely-used document format, through which an Excel workbook can be read by users who don’t have Excel. By selecting this option you’ll “print” a PDF file to your computer. And if you need to identify your printer for the first time, the Printer command’s Add Printer… options lets you start that process.) CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 311 • The Settings area features a number of important fields, its options presented in drop-down menus. Print Active Sheets serves as the default in the first of these, and when selected prints all the data in the active sheets. But why the plural— why sheets? That possibility refers to sheets which may have been grouped, and if you have grouped multiple sheets, the data on all of them will be printed, and on separate pages—at least by default. Continuing with the field’s other options: Print Entire Workbook will print all the data on all the sheets of the workbook, each worksheet assigned its own print page. Of course, if the data on any one worksheet is extensive, that sheet may require a multi-page printout in its own right. Print Selection, sub- captioned Only print the current selection, lets you select a range on the sheet and designate just that range for print output. Thus if you select 500 of the 20,000 rows in the table we cited earlier, only the 500 will print—and you’ll see evidence to that effect in the Print Preview (note that a multi-page Print Preview lets you click to each page via the arrows at the bottom of the screen). However, if you click in a table, a new option presents itself in the drop-down menu—Print Selected Table. Click it, and just the table prints. The Print Area Option The final option in this field—Ignore Print Area—requires a bit of a digression. We’ve already seen how the Print Selection command works, but you can also select a range of cells before you click the Print command and then click the Page Layout tab  Print Area in the Page Setup button group  Set Print Area. Doing so draws a dotted border around the range you want to print, and lets you carry on other spreadsheet activity before you decide to print. When you’re ready, execute the Print command sequence. You can leave the default Print Active Sheets option in place because you’ve already established, or saved, your specific print area—and that’s what will print. Setting a Print Area also means you can print that area several times, separating each print with other spreadsheet activity and returning to printing when you wish. All the printouts will remember that print area, until you change it. In any case, selecting Ignore Print Area means you can leave the Set Print Area range in place but sel ect a different range, or even the whole sheet, to print in its stead on an ad-hoc basis. If you then select the Print Selection option, you can print this improvised range, and then click Ignore Print Area back off, and the range you’ve identified via Set Print Area reverts to the operative print range. To illustrate this option, open the SampleSalesPerson report on which we tried out our pivot tables. Click if necessary on the Source Data tab at the bottom, and select cells A1:E50. Then click Page Layout  Print Area  Set Print Area. A dotted border bounds the range. Then click File  Print. You’ll see (Figure 9-2): CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 312 Figure 9–2. The current print range, as displayed in the Backstage Note the selected print area we’ve established—A1:E50—appears in the preview. Then click Ignore Print Area, and you’ll see (Figure 9-3): Figure 9–3. Overruling the selected print area CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 313 Note the page count at the bottom of the page: 14. That means if we launched a printout right now Excel woul d print the entire table, because we’ve temporarily overridden the A1:E50 print range and returned to the Print Active Sheets default, as it’s shown in the Backstage. Then by clicking Ignore Print Area off, we’ll return to the A1:E50 selection. And you can turn your Print Area off permanently by clicking Page Layout  Print Area  Clear Print Area. • The Pages option enables you to indicate which pages you want printed, in the event your selected print range—or the entire active sheet - spans more than one page. Note by default the page number fields are blank. By clicking the horizontal arrows at the bottom of the page you can view how your data appear before selecting your pages. What this means is that if you select some, but not all, of the pages to print you’re really carrying out a kind of alternative Print Selection command. Note as well that, unlike Word, you can’t print non- consecutive pages in Excel. • The Collated options real ly only apply to multi-page, multi-copy printouts and work very similarly to the way in which they work in Word. By default, Excel collates by printing copies separately in their page sequence. Thus if we were to print three copies of the entire Source Data sheet in the SampleSalesPerson workbook, we’d roll out all 14 pages, 1-14, three times. The Uncollated (another Un word—even Word redlines it) option, however, prints all the page ones, twos, threes, etc. together in that sequence. Printing the Source Data sheet in Uncollated fashion would yield three page ones, three page twos, etc. And why would one want to print this way? Perhaps because a lecturer who needed to enter some handwritten corrections on all the page ones, for example, could more easily grab ev er y copy of that particular page v ia an Uncol lated printout. • Portrait Orientation is Excel’s default print orientation. That is, leave this option as is and your printout will appear in a vertical, upright position. Your print needs may often require a landscape, or sideways orientation, though, and if that’s the case simply click the Landscape orientation. Either way, the Print Preview will display the pages in the selected orientation. (Note: You can also access the Orientation option by clicking the Printer Properties link beneath the Printer drop-down menu, as well as by clicking the Page Layout tab  Page Setup  Orientation.) • The Letter drop-down menu provides a series of paper sizes you can select for your print. Naturally, the standard 8½ x 11 size appears by default (or A4 if you’re on the other side of the pond), but the associated drop-down menu stocks a long list of additional options. And if those aren’t enough, clicking the More Paper Sizes… selection calls up the ageless Page Setup dialog box (Figure 9-4): CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 314 Figure 9–4. The Page Setup dialog box Click its Paper Size down arrow and still more possibilities materialize. You can even print to an index card, or a Japanese postcar d. We’ll have more to say about Page Setup later. Margin-al Utility The Margins option lets you adjust this print dimension. We generally don’t think of spreadsheet margins in the same terms we ascribe to word processing, where they play an essential role. As a rule we don’t trouble ourselves with Excel margins, because working electronically on formulas and tables doesn’t require a uniform layout, at least not usually. But a printout is a printout, and you have no choice but to con sider its margins once you put toner to paper. By default, Excel starts you off with margins of .7 inches left/right, and .75 inches top/bottom—what it calls Normal Margins (the Headers options will be discussed soon), but you can obviously change these as you wish. Click the drop-down arrow by the Margins option and you’ll be brought to two additional built-in recommendations, Wide and Narrow. The former suggests measures of 1 inch in both directions, while Narrow offers a top/bottom of .75 inches, and .25 inches left/right. Not happy with any of these? Click the Custom Margins… option, and you’ll be returned to the Page Setup dialog box, this time its Margins tab (Figure 9-5): CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 315 Figure 9–5. The Margins tab in Page Setup Page Setup allows you to type or click margins of your own choosing, and also introduces a different and useful option as well—Center on Page, which enables you to center a print range horizontally across a page, and/or vertically over the length of the page. Select both possibilities and your printout winds up smack-dab in the middle of a page. Note the change in position of the sample image when I click both centering options (Figure 9-6): Figure 9–6. Centering the page horizontally and vertically [...]... the Header/Footer tab You’ll see (Figure 9- 9): Figure 9 9 The Header and Footer tab 318 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 This dialog box, little changed from previous Excel versions, offers you a pretty extensive array of pre-packaged header/footer options Click the down arrow by Header, for example, and you’ll get (Figure 9- 10): Figure 9 10 Customizing a header Click on the first... (Figure 9- 18): 323 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Figure 9 18 Where’s the header row? You see the problem The reader can’t easily determine how the respective data are labeled on page two, because the header row just isn’t there By clicking the Page Layout tab Page Setup Sheet tab, you’ll see Figure 9- 19: Figure 9 19 Where to print titles on the top of every page 324 CHAPTER 9 ■... SampleSalespersonReport as per the default, Normal margins, I’ll see (Figure 9- 15): 321 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Figure 9 15 A Print Preview, before changing the default margin But if I change the left margin to 3 inches and leave Align with page margins selected, I’ll see (Figure 9- 16): Figure 9 16 After a margin change The entire printout, including the header, has moved... is, the left, center, and 328 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 right sections that emulate the sections we saw in the Custom Header/Footer option in Page Setup (Figure 9 –26): Figure 9 26 Kind of blue: Designating a header section in the Page Layout view Once you’ve clicked here a Header & Footer Tools tab tops the screen (Figure 9- 27): Figure 9 27 More of the same: Buttons in the... (no, I can’t explain Excel s fondness for the ampersand here instead of the word “and”) and you can add a page number, date, file path, etc., just as you can via Page Setup And if you want to add your own text-based header, just type it after you’ve clicked in a section (Figure 9- 28): Figure 9 28 A user-devised text header 3 29 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Gimme a (Page) Break—Another... column C You should see (Figure 9- 34): Figure 9 34 Have it your way: the range, filtered for USA records only, while hiding column C (Remember that we’ve already set the print range.) Then click the Views tab the Worksheet Views tab You’ll see (Figure 9- 35): Custom Views in Figure 9 35 The Custom Views dialog box 335 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Click Add Type ”newview” in... at the top of a specific printed page.) You can, however, instruct Excel to relocate the point at which a page breaks—at least within limits, with the Page Break Preview option By clicking the View tab Page Break Preview in the Workbook Views button group, you’ll see (Figure 9- 29) : Figure 9 29 The Page Break Preview This is an old Excel option, with a curiously shrunken image of the worksheet (to enable... you’ll naturally be adding rows to the page—requiring Excel to rescale the page downwards in order to accommodate those rows in view of the existing print margins There’s only so much physical space on the page!) Drag, say to row 56, release the mouse, and you’ll see (Figure 9- 30): 330 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Figure 9 30 I draw the line: Moving the page break to row 56... to enter your own, customized text, e.g., your name, or Acme Widgets, Inc., as well To see what I mean, click Custom Header… You’ll see (Figure 9- 11): Figure 9 11 Header options, and where to place them 3 19 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Note the instructions contained in the dialog box as well The buttons are more-or-less organized in groups, as you see here, surrounded by... right Note as well that the Margins tab allows you to select the position of headers and footers relative to the physical top and bottom of the printed page (Figure 9- 17): 322 CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 Figure 9 17 Where to relocate the header and footer inside the existing margins Remember that the values you choose here enable you to reposition the header and/or footer . You’ll see (Figure 9- 9): Figure 9 9. The Header and Footer tab CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 3 19 This dialog box, little changed from previous Excel versions, offers. Setup  Sheet tab, you’ll see Figure 9- 19: Figure 9 19. Where to print titles on the top of every page CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 325 Click in the Rows to Repeat. bounds the range. Then click File  Print. You’ll see (Figure 9- 2): CHAPTER 9 ■ GETTING IT ON PAPER—PRINTING IN EXCEL 2010 312 Figure 9 2. The current print range, as displayed in the Backstage