DIGITAL BASIC PRESENTATION

SESSION 4 :ADVANCED FEATURES IN A SPREADSHEET

Start

Index

Sorting Data

Filtering data

Protecting spreadsheet with a password

Let us look at an example Ms Sharma has all her students subject marks and their totals in a spreadsheet. If she wants to find out three students with the highest marks, she will have to search the entire list. This is even more difficult if there are 100 or more, students, for example, in the entire batch or school.

Sorting Data

Unsorted data

To make it easy, she can sort the data on the total marks so that she knows the rank of the students in the class.

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Let us see what we can do to sort this data, next page

1. Select all rows and columns that have to be sorted 2. Click on Data, and then, select Sort 3. This will give a Sort dialog box, click on Sort Key 1 and select total from the drop-down. By default the order is Ascending, which means from the lowest to the highest. We will change it to Descending. This will sort the data in the total field. 4. Click on OK.

5.The data will get rearranged in the entire list and the name of the student with the highest total marks will appear at the top, and then, the student with the next highest marks, and so on. Therefore,the names of top three students willappear in the beginning of the list and the name of the student with the lowest total marks will appear last.

Filtering data

In this Data the has students from different sections and Ms Sharma wants to see the marks of students only from Class XII-A,what will she do? To do this, Ms Sharma can use another feature of spreadsheet — ‘Filters’. The steps to apply filter to a table are as follows 1. Click on the AutoFilter icon on the Tool Bar. 2. This will put filters at the top of each column 3. Click on the filter for ‘class’ column. 4. The drop-down will show a list of all the values in that column, for example, Class XII-A and XII-B. 5. By default, all values are checked or selected.

filtered data

.6. If you want to see the data of students only from Class XII-A, uncheck Class XII-B 7. Click on OK. 8. Data of students only from Class XII-A will be dispalyed

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Protecting spreadsheet with password

If Ms Sharma is sharing the computer with other teachers and staff, she may want to protect her data. She may not want anyone else to open and make changes to her work. She can do this by protecting her spreadsheet using a password.

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There are two ways to do this. The first option is:

1. Click on Tools and select Protect Spreadsheet 2. A Protect Document dialog box 3. Type in a password. 4. Type the same password in the Confirm textbox. 5. Click on OK. 6. Now, when you close the file and open it again, it will ask for the password. Remember this password so that you can open the file.

The secon option :

1. Click on File, and then, Save As. 2. A Save As dialog box will appear. 3. Type the file name and click Save with password. 4. Click on Save. 5. A Set Password dialog box appears as shown in 6. Type a password in the first textbox, and then, type the same password in the Confirm textbox. 7. Click on OK. 8. Now, when you try to open the file, it will ask for a password as shown in Figure 3.37. 9. Type the password and click on OK.

Thank you!