EXCEL 2007Part 4

Today’s Lesson• Search & Replace• Sorting Data• Copying, Moving and Deleting

• Within a Worksheet• Between Worksheets• Cell(s)• Between Active Workbooks

• Fill Handle• Copy/Increment Data• Series of Items

Ribbon Groups Used – Home & View TAB

Search & SortClipboard

View Tab - Windows

Search & Replace

• Find specific occurrences of data– Find – Find Next– Find All– Replace– Replace All

Exercise• Open replace.xlsx workbook

– Using Find Next/Replace (one at a time) change• ‘Dinner’ to ‘Lunch’• How many replacements?

– Using Replace All (all at once) change• ‘Gaeilge’ to ‘Irish’• How many replacements?

• Save as replace1.xlsx

Sorting a Cell Range

• Ascending– A to Z– Lowest to Highest

• Descending – Z to A– Highest to Lowest

• Sort Dialogue Box– Sort by 2 criteria

Note: To sort data with empty rows/columns or a section of data you must select the range of cells that contain the data first.

Custom SortFirst Level Add Levels Headers

Exercise• Open sorting.xlsx workbook• Surnames are sorted in Ascending

Order but Liam Kelly should not be before Brian Kelly– Use Custom Sort to sort by

Surname and then First Name– Practice sorting in

ascending/descending order based on student marks

• Save as sorting1.xlsx

Copying & Moving

Within a Worksheet• Copy a range of cells

– Select / Copy / Paste

• Paste Options– Used for paste options

Between Worksheets• Same as between cells• Before pasting click a

worksheet tab to open the new worksheet

SHORTCUTS: Copy = Ctrl + CPaste = Ctrl + VMove = Ctrl + XPaste = Ctrl + V

Deleting Cells

• Select cell or range of cells• Press the Delete key

• Right Click Shortcut Menu• Delete or Clear Contents

Exercise• Open copymove.xlsx workbook• Use Copy/Move commands to get

the spreadsheet to look like the one handed out

• Delete contents of cells B19:E20• Copy contents to a new worksheet• Name worksheets as ‘Timetable’

and ‘Timetable Copy’• Save as copymove1.xlsx

Copying/Moving between Workbooks

• Similar to within a Workbook

• Must have both Workbooks open

• Switch between active workbooks by clicking the workbook in the View Tab - Windows Group

Exercise• Open copy1.xlsx workbook• Open copy2.xlsx workbook

• Copy the contents of cell range A4:F14 of copy1.xlsx

• Paste into copy2.xlsx, starting in cell A4

• Save as copy2.xlsx as copy3.xlsx

Fill Handle

Copy/Increment• Default setting to copy data

as well as formatting to adjacent cells

Series of Items• Use Auto Fill Options Menu• Or Use Ctrl key as you drag

Exercise• Open fill.xlsx workbook

• Using the fill handle, copy data into their appropriate cells (as per handout)

• Save as myfill.xlsx