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Managing Worksheets

Chapter 5

Copyright 2001 California Institute of Technology. All rights reserved.

Discoverer General User's Guide Managing Worksheets


Chapter 5 - Page 1 06/25/01
Managing Worksheets

Section Objectives

At the end of this section, the student will be able to:

• Understand the Discoverer Workbook Window

• Edit columns in a worksheet including


− Sizing columns
− Deleting columns

• Format data in a worksheet

• Sort data

Copyright 2001 California Institute of Technology. All rights reserved.

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Understanding the Workbook Window

Overview

The Workbook Window display query results and is where users do their work. Figure
4.0 Describes the anatomy of the Workbook Window.

Main Menu Formatting Bar


Toolbar Analysis Bar
Page Axis

Figure 4.0

Query Results – Table Layout with Page Details

Tab Scroll Worksheet/Report Tabs Status Toolbar


Bar

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Main Menu

Used to access the various functions and features available in Discoverer workbooks and
reports. The Main Menu consists of the File, Edit, View, Sheet, Format, Tools, Graph,
Window, and Help submenus.

Toolbar

Consists of shortcut icons used to access the most commonly used Discoverer functions
quickly; for example, open a new workbook, sort data, or retrieve the Parameter Wizard.

Formatting Bar

Consists of shortcut icons used to apply Discoverer Format functions to selected items
quickly; such as aligning text in a column or changing the font and background color of a
column or group of columns.

Analysis Bar

Consists of shortcut icons used to create and apply functions, calculations, and analyze
data quickly.
NOTE: Clicking on a shortcut icon accesses that icon’s functionality. To find out
which function a shortcut icon performs, move the cursor over the icon until the

icon name appears.


Refresh Sheet

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Page Items Axis

The items on the Page axis represent data in the Results window and directly correspond
to the parameter values selected in the Parameter Wizard. Page Items can be column
headings in the worksheet. Use the Page Items Scroll Bar to view more items on this
axis.

Status Bar

The Status Bar provides brief information about the current action or the active window.

Worksheet Tabs

Tab Scroll Bar

The Worksheet tabs are used to activate a particular worksheet/report (Summary,


Salaries, Exp. Detail Report, Exp. Detail All). There are four worksheet/report tabs, all
of which may not be visible. Use the left and right “Tab Scroll Bar” to view the
additional worksheet/report tabs.

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Chapter 5 - Page 5 06/25/01
Formatting Data in a Worksheet

Formatting Fonts, Styles, and Colors

The Formatting dialog box allows users to change the font, font size, style, and color of
the data displayed in a worksheet. In addition, the Formatting toolbar provides access to
many functions available in the Format menu.

1. Select the column(s) containing the data you want to format.

2. Select Data from the Format main menu.

The Format Data dialog box will open.

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3. Select the Font tab.

4. Select the font, style, size, or color to be applied to the selected data.

NOTE: The Apply button can be used to preview changes to the data
before selecting the OK button.

To Change the Alignment of Data

5. Select the Alignment tab.

6. Select the horizontal and/or vertical alignment option preferred.

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7. Select OK to apply the changes.

To Apply a Background Color (to a row or column)

8. Select to highlight either the row or column to apply the background color to.

9. Select the Background Color tab.

10. Select the color to apply to the highlighted data.

11. Select OK to apply the changes.

End of activity.

Copyright 2001 California Institute of Technology. All rights reserved.

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Resizing Column Width

To Change the Width of a Column

1. Select the column heading for the column whose width you want to change.

2. Select Column Width from the Format main menu.

The Column Width popup window will appear.

3. Enter the new column length in the Column width field.

4. Select the button to change the width.

To Change the Width of a Column to fit its Longest Line of Text

5. Select Column Auto Size from the Format menu, or

6. Place your cursor between the column heading of the column to be resized and the
next column heading until the cursor changes to a crosshairs, as shown below.

7. Double-click or drag the mouse (left or right) to increase or decrease the column
width.

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Deleting Columns

Deleting a Single Column

1. Select the column heading of the column you want to delete.

2. Click the right mouse button to access the shortcut menu.

3. Select Delete.

Deleting Multiple Columns at Once

4. Select the column heading of the first column to be deleted.

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5. Select the Ctrl key.

6. Select the column heading for each of the additional columns to be deleted.

NOTE: The Shift key can be used to select two or more consecutive column
headings.

7. Select the right mouse button to access the shortcut menu .

8. Select Delete.

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Viewing Multiple Projects/Task in One Worksheet

Overview

Users can view multiple periods, projects, and tasks in one worksheet by pulling the Page
Items into the results area of the selected worksheet.

IMPORTANT – Discoverer uses a Grand Total function that


calculates totals at the bottom of each worksheet. When viewing multiple page
items in a worksheet, the Grand Totals will be inaccurate. Users can export the
worksheet to Excel to recalculate totals and subtotals.

To View Multiple Projects/Tasks in a Worksheet

The steps for moving page items into a worksheet are the same no matter which page
item is being moved. However, when users want to view all the projects and tasks in the
Results window, all of the page items must be moved, except the Period page item.
Follow steps 1 through 4 to move the Project, Task, Award, Project From and To, and
Award From and To items.

To View Multiple Periods in a Worksheet

1. Place cursor over the Period field until it turns into a bold, black arrow.

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2. Click the left mouse button once and hold it to highlight the page item.

3. Drag the highlighted page item into the worksheet/report.

NOTE: The page item will be inserted to the left of the column where the
cursor is released.

4. Use the shortcut option to widen the new column appropriately (refer to the section on
resizing column width in this chapter).

End of activity.

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Chapter 5 - Page 13 06/25/01
Sorting Data in a Worksheet

Overview

Sorting arranges text data in alphabetical order and numeric data in numerical order.
Creating an ordered list of expenditure categories, or expenditure types, or by supplier
name are typical uses of sorting. You can also group data and then sort within the group.
For display and reporting purposes, each group of data can start on a new page.

To Sort Data

1. Display the report with the data to be sorted.

2. Select Sort from the Tools main menu.

The Sort Table dialog box will open.

3. Select the desired sorting options.

4. Select OK.

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Selecting Sorting Options

2 3 4 5

1. Column Name: The name of the column containing the data to be sorted. Users can
add additional columns to sort at several levels within the same worksheet.

2. Direction: The sort order of the data in the column. Select the up and down arrows
in the Direction box to choose the sort order.

• Lo to Hi: Sorts text in ascending order (A  Z); and increasing for numbers (1
 10)

• Hi to Lo: Sorts text in descending order (Z  A); and decreasing for numbers
(10  1)

3. Group: The manner of grouping and displaying sorted data. Select the drop-down list
to select the desired grouping.

• Group Sort: Data is sorted within each group where the group name appears
once at the beginning of the grouped data (refer to the Expenditure Category and
Expenditure Type columns in the Exp. Details reports for examples of group
sorting)

• Page Break: Mainly for printing reports, this option starts a new page at the
start of each new group. The name appears at the top of the page.

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• None: The data in the column is not grouped and is sorted as a unit.

4. Line: The thickness of the line separating the data groups. Select the drop-down
arrows in the line box to select the desired line thickness.

5. Spaces: The number of cell spaces between groups. Select the up and down arrows in
the Spaces box to select the desired spacing.

Adding and Moving Sort Column

Sort Order
Indicator

Column
Handle

Drop-down list to add


additional columns for
sorting

1. Select the column name for the column to be added for sorting.

• Select the Add drop-down arrow to select additional columns for sorting.

2. Select the desired sort order for each column being sorted.

NOTE: The order of the columns determine which data is sorted first, second,
third, and so on. The Sort Order Indicator reveals the current sort order.

Copyright 2001 California Institute of Technology. All rights reserved.

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• Select the Column Handle of the column name to be moved.

• Use the Move Up and Move Down buttons to move the sort order to position
one, two, three, and so on.

3. Select OK.

Deleting a Column from the Sort Table

1. Select the Column Handle for the column name to be deleted.

2. Select the Delete button.

3. Select OK.

End of activity.

Copyright 2001 California Institute of Technology. All rights reserved.

Discoverer General User's Guide Managing Worksheets


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