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Computer Science
CS 100
Dan Brown

Module 4 notes 4.1 Working with a Large Worksheet A spreadsheet can contain vast amounts of data, stored in hundreds or thousands of rows and columns. We will see in the next section that a single conceptual spreadsheet can also span several worksheets, each of which has cells arranged in rows and columns identified by row number (starting from 1) and column letter (starting from A). We will use the term worksheet to emphasize the fact that we are concentrating on how to manipulate the data on what is conceptually a large, single sheet of paper. If there is a very large amount of data, it is possible to scroll away from title rows and columns so that it becomes difficult to recall the meanings of values displayed in particular cells. Similarly you might want to compare information in one portion of the worksheet to information located in a far away area (or on another sheet). 4.1.1 Splitting the Worksheet Display A worksheet display can be split vertically into two areas, known as panes, showing two separate groups of columns, or similarly it can be split into two horizontal panes showing two separate groups of rows. It can also be split into four panes showing two separate groups of rows and columns simultaneously. After the display is split, separate scroll bars are available to scroll through each pane’s rows and columns in a semi- independent manner. There are two thick split boxes on the worksheet: one is above the upward scroll arrow and is used for splitting the worksheet vertically, and the other is to the right of the right-pointing scroll arrow and is used for splitting the worksheet horizontally, as shown below. To “split the screen,” place the cursor over the appropriate split box until the cursor becomes a double- arrow. Then drag the split box to the location where the desired numbers of rows or columns are available in each pane. You can split vertically and horizontally in either order. In the following figure, rows 8 through 15 are displayed in the top part of the display and rows 28 through 34 are in the bottom part; columns D through G are in the left part and columns R through T are in the right part. Notice also the four independent scroll bars. 4.1.2 Freezing Panes Often you want to keep all rows in the top part of your window and/or all columns in the left part of your window visible as you scroll through the rest of your worksheet. Unlike a split display, by freezing panes you can scroll only the bottom right part of the display; the other panes remain fixed. If your window is already split, you can freeze the top and left panes by selecting Freeze Panes from the menu (Window → Freeze Panes in Excel 2003, Freeze Panes under the View tab in Excel 2007, and Window → Freeze in Calc). Otherwise, to freeze panes without first splitting, select the cell in the topmost row and leftmost column that you want to be scrollable. For example, assume that your first row and column contain heading labels for a very large table; to keep row 1 and column A frozen in your display, first select cell B2, and then select Freeze Panes from the menu. To unfreeze panes, just select the Unfreeze Panes menu item from the same menu location (in Calc, select Freeze again to unfreeze the panes). 4.1.3 Opening Several Spreadsheet Windows A third way to view multiple parts of a spreadsheet is to open two (or more) windows. Choose Window → New Window in Excel 2003 or Calc; View → New Window in Excel 2007. This opens another display of the active spreadsheet that can be scrolled independently of the original one. To view both windows simultaneously, choose Window → Arrange in Excel 2003 or View → Arrange All in Excel 2007; in Calc, you must “Restore Down” each window in turn, so that they are not maximum size, and then arrange them on you screen as you would any other pair of independent windows. In a similar way, you can also open windows on several different worksheets at the same time. In this case, instead of selecting New Window to make a copy of the active workbook, you open a new workbook without first closing the old one. You can then arrange the multiple windows for different workbooks in the same way as you arrange multiple copies of a single workbook. 4.2 Using Multiple Worksheets To assist users in working with large amounts of data, it is often convenient to organize the information on multiple worksheets within the same workbook. In Module 2, you learned how to separate parts of your data into distinct places on your workbook separated by whitespace. However, sometimes each piece is large enough to warrant having its own worksheet, and one option is to store input data on one worksheet and derived calculations on another. Alternatively, some data is three-dimensional and is easier to understand if it is laid out in rows, columns, and worksheets. For example, monthly sales showing products vs. sales offices might be stored in a workbook with twelve worksheets (one for each month). To move from one worksheet to another, click the worksheet’s tab, which appears at the bottom left of the window. Here are some things to consider when designing the workbook:
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