Spreadsheets

Version 4 30/07/2007 Ð ECDL Spreadsheets
155
Happy eLearning Guide to
ECDL Spreadsheets
(Syllabus 4 for Excel 2003)
This course guide is produced for the Happy eLearning
ECDL Spreadsheets
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© Happy 2007
ECDL Spreadsheets About This Manual
1.1 Contents
1.1 Contents...................................................................................................................... 2
2 About This Manual...................................................... 3
2.1 Who Is It For and How Do I Use It?.............................................................................. 3
2.2 What Do the Icons Mean?............................................................................................ 4
2.3 Using Help in Excel 2003 ............................................................................................. 5
2.4 Working with Windows................................................................................................. 6
3 Getting Started............................................................ 9
3.1 What Is Excel For? ...................................................................................................... 9
3.2 Starting and Closing Excel ..........................................................................................10
3.3 The Excel 2003 Screen...............................................................................................12
3.4 Task Panes ................................................................................................................13
3.5 Smart Tags – How Can They Help? ............................................................................15
3.6 The Mouse Keeps Changing Shape............................................................................16
3.7 Saving Your Workbook ...............................................................................................16
3.8 Saving Other File Types..............................................................................................19
3.9 Opening and Closing Your Workbook .........................................................................20
3.10 Creating a New Workbook ..........................................................................................22
3.11 Changing the Zoom Control ........................................................................................23
3.12 Moving Around a Spreadsheet ....................................................................................24
3.13 Toolbars .....................................................................................................................25
3.14 Entering Text and Numbers ........................................................................................26
3.15 Selecting Cells............................................................................................................27
3.16 Adding Numbers Up with AutoSum .............................................................................30
3.17 Typing the Sum Function to Add Numbers Up.............................................................31
3.18 Entering Simple Formulae...........................................................................................32
3.19 Undo and Redo – A Licence to Make Mistakes! ..........................................................33
3.20 Correcting Mistakes ....................................................................................................35
3.21 Formulae ....................................................................................................................36
3.22 Using Mixed Cell References ......................................................................................37
3.23 Error Messages ..........................................................................................................39
4 Editing a Worksheet ................................................. 40
4.1 Drag and Drop ............................................................................................................40
4.2 Cut, Copy and Paste...................................................................................................41
4.3 The Office Clipboard ...................................................................................................43
4.4 Using AutoFill to Copy Text and Formulae ..................................................................44
4.5 Find and Replace........................................................................................................46
4.6 Checking the Spelling .................................................................................................47
4.7 Symbols .....................................................................................................................48
4.8 Sorting........................................................................................................................49
4.9 Inserting, Deleting, Moving and Copying Sheets .........................................................51
5 Functions and Cell References................................ 53
5.1 Using Absolute Cell References..................................................................................53
5.2 Finding the Average....................................................................................................55
6 Printing Workbooks.................................................. 58
6.1 Getting a Print Preview ...............................................................................................58
6.2 Printing Ranges and More than One Copy ..................................................................63
6.3 Changing the Page Setup ...........................................................................................64
6.4 Creating Headers and Footers ....................................................................................67
7 Formatting Worksheets ............................................ 69
7.1 Inserting and Deleting Rows and Columns..................................................................69
7.2 Resizing Rows and Columns ......................................................................................70
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7.3 Changing the Font and Font Size............................................................................... 72
7.4 Changing the Number Format .................................................................................... 74
7.5 Using the Format Painter ........................................................................................... 75
7.6 Changing Text Wrapping and Orientation................................................................... 76
7.7 Changing the Alignment............................................................................................. 77
7.8 Adding Borders.......................................................................................................... 79
7.9 Applying Shading Styles ............................................................................................ 81
7.10 Freezing Rows and Columns ..................................................................................... 83
7.11 Changing Basic Preferences...................................................................................... 84
8 Charts ........................................................................ 85
8.1 What Are Charts? ...................................................................................................... 85
8.2 Creating Charts.......................................................................................................... 87
8.3 Moving, Resizing and Deleting charts......................................................................... 90
8.4 Selecting Parts of a Chart .......................................................................................... 91
8.5 Formatting the Chart .................................................................................................. 94
8.6 Using the Chart Toolbar ........................................................................................... 101
8.7 Changing Chart Options........................................................................................... 102
8.8 Printing Charts......................................................................................................... 103
9 Other File Formats .................................................. 103
9.1 Saving a Spreadsheet as a Web Page ..................................................................... 104
9.2 Templates................................................................................................................ 104
9.3 Importing and Exporting to and from Word ............................................................... 107
9.4 Other File Types ...................................................................................................... 113
10 Appendices ............................................................. 114
10.1 How Does the Computer’s Filing System Work?....................................................... 114
10.2 What do all the Icons Mean?.................................................................................... 117
11 Glossary .................................................................. 119
11.1 Glossary .................................................................................................................. 119
12 Consolidation Exercises ........................................ 121
12.1 Creating Simple Spreadsheets................................................................................. 121
12.2 Further Excel Skills .................................................................................................. 122
12.3 Using Excel for calculations ..................................................................................... 123
13 Index ........................................................................ 124
13.1 Index ....................................................................................................................... 124
2 About This Manual
2.1 Who Is It For and How Do I

Use It?
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2.1.1 Who Is It For?

This manual is designed for use with the ECDL Spreadsheets course with Happy eLearning.
It is not meant as a replacement to the full reference manuals that come with Excel 2003.
2.1.2 How Should I Use it?

This manual is a stepbystep guide to the functions taught in the ECDL Spreadsheets course.
You should be able to find the part you’re after by looking in the index and contents and noting
that the general course will follow the pattern of the manual.
The stepbystep parts are in italics. Simply do the things on the left, and read the things on the
right for further information.
This is what you do This is a description of what is happening
2.2 What Do the Icons Mean?

Tips
Handy tips that make your work easier
Essential
Essential points to understand how to do the work in hand
Technical
Technical (nonessential) points for the technically minded
Traps
Hints to help you with certain features that may just trip you up if you are not
aware of them!
Right Mouse Button You can also
use the right
This means that pressing the right mouse button (instead of the left mouse mouse
button) will bring up a short cut menu that can achieve the same things as listed button here
in the text
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2.3 Using Help in Excel 2003
2.3.1 Using this Guide

This guide contains all the basic functions of Excel 2003. Use the Table of Contents and the
Index to find the functions that you need explained.
2.3.2 Asking a Question
1. Type your question into the help box in the top right hand corner of the screen
2. Press Enter (Return) A list of topics will appear in the Task pane
3. Select the most appropriate choice from the list
4. View the Answers in the Help Window
Or
1. Clck Help icon Help pane will appear
2. Enter keywords into search box
3. Click Green arrow
Or
1. Click Help icon Help pane will appear
2. Click Table of Contents
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3. Click book next to the topic you are interested in Sub topics will appear
4. Click the sub topic you require Help files will appear
5. Click Help topic you are interested in Help file will open
2.4 Working with Windows
2.4.1 What Are Windows?

Every task that you perform on your computer will open in a box called a window. For instance,
when you open Word, a window appears on the screen containing the software. You then work
inside the window.
It is possible to have many windows open at once. Our online courses require you to have at
least two windows open…
· Internet Browser (e.g. Internet Explorer, Netscape Navigator), which contains course
lessons
· The software you are learning, e.g. Word, Excel, Outlook
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2.4.2 The Elements of Windows

Close
Title Bar
Maximise/Restore
Menu Bar
Minimise
Toolbar
2.4.3 Minimising Windows

Minimising a window makes it temporarily disappear! Use it if you have to get a window out of
the way so you can see something else!
Click minimise at the top right of the window
To restore a window after it has been minimised…
Click the name of the window from the task bar at the bottom of the screen
2.4.4 Maximising/Restoring Windows

Maximise allows you to make a window fill the whole of the screen. Use it when you want to
concentrate on just one window.
Maximise is interchangeable with restore. When you restore a window it is still visible, but will not
fill the whole screen. You can change the restored shape to anything you want by resizing the
window (see below).
Maximising a Window…
Click Maximise at the top right of the window Window will fill the screen
Maximise button will change to
Restore button
Restoring a Window…
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Click Restore at the top right of the window Window will shrink
Restore button will change to
Maximise button
2.4.5 Closing Windows

Click the red "x" at the top right of the window
2.4.6 Switching Between Windows

Click the window you require on the task bar Window will appear on screen
Click the window you require on the task bar Window will appear on screen
2.4.7 Re-Sizing Windows

1. Ensure that the window is restored If the window is minimised or
maximised you can't resize it!
2. Position the mouse at the edge of a window Mouse will change to a double
headed arrow
3. Click and drag
The window for Word is
overlapping the Browser
window.
If you position your mouse
at this edge and drag to
the left, you will make the
window narrower, and get
rid of the overlap.
2.4.8 Moving Windows

1. Ensure that the window is restored If the window is minimised or
maximised you can't move it
2. Position the mouse on the blue title bar Mouse will change to a white
arrow
3. Click and drag to move the window to a new position
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ECDL Spreadsheets Getting Started
3 Getting Started
3.1 What Is Excel For?

Excel is a spreadsheet program. Spreadsheets are basically big tables that hold text and
numbers. Calculations can then be performed on those numbers.
3.1.1 The Uses of Excel

· Formulae or calculations
· Storing information (database)
· Creating tables
3.1.2 For Formulae (Calculations)

Here is a very simple domestic budget using Excel…
This cell contains a formula to work out the total outgoing.
This cell contains a formula, which takes the total outgoing away
from the income to give you the amount left over.
(For more information see page 32)
3.1.3 For Storing Information (as a Database)

The diagram below shows part of a database in Excel. The columns represent the fields in the
database and the rows hold the records…
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Excel has a simple database facility that allows you to…
· Sort information into any order (e.g. by surname)
· Extract the information you wish to see (e.g. only the females)
3.1.4 For Creating Tables

Excel can also be used very much like word processing tables, i.e. for laying information out
neatly in rows and columns. Spreadsheets can then be formatted to look very impressive!
3.1.5 Common Excel Jargon

There are a number of words used when describing Excel you may not have come across
before.
· Spreadsheet – an electronic table or tables used to store data and make calculations.
Spreadsheet is a very general term, and can be used to mean either one sheet within a file,
or a whole file. It depends on the context. Occasionally it is also used to mean the
application (e.g. Excel, Lotus 123), although this is rarer.
· Workbook – an entire file of sheets. A workbook is the terms given to a file created in Excel.
· Worksheet or sheet – these are the separate pages contained within a workbook.
Worksheet is a term used in Excel.
· Cell – A single space on a sheet, used to enter information.
· Formula – An equation used to calculate values from the data on a sheet. For example, a
simple formula could add the value of two cells together.
· Column – Sheets are divided into vertical columns – each represented by a letter at the top.
· Row – Sheets are also divided into rows – with each represented by a number on the left of
the screen.
· Cell Reference – Each cell has its own reference, taken from the column and row it is in.
So, an example of a cell reference might be B2 (B for the column it is in, 2 for the row).
3.2 Starting and Closing Excel
3.2.1 Starting Excel
1. Click Start button
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2. Click Programs
3. Click Microsoft Office
4. Click Microsoft Excel
Or if you have a shortcut…
Double click on the shortcut on the desktop or Office toolbar
3.2.2 Closing Excel

1. Click on File
2. Click on Exit
Click on the top X to close
Or
Click on the “x” at the top right hand corner of the screen
3.2.3 What Are Workbooks?

· Excel files are known as workbooks
· Workbooks are made up of sheets, or spreadsheets (although the terms are used
interchangeably to mean 'one sheet', 'spreadsheet' can also be used more widely to mean
several sheets or a 'workbook')
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3.3 The Excel 2003 Screen
Formatting
Title bar Menu bar Standard toolbar
toolbar
Name box Formula
toolbar
Cells
Vertical
Active cell scroll bar
Sheet
navigation
buttons Task pane
Status bar
Horizontal
Sheet tabs scroll bar
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3.3.1 What Are All the Bits Called?
Title Bar This tells you which program you are in and the filename of the workbook.
Menu Bar Click on a menu to access Excel’s commands.
Standard Toolbar Icons for carrying out Excel’s commands.
Formatting Toolbar Icons for changing the appearance of your worksheet.
Formula Bar Shows you which cell you are in and what its contents are.
Name Box This gives you the cell reference for the active cell.
Active Cell The cell that you are currently working in.
Cells The boxes that make up the worksheet. Each cell has a cell reference, made up of
its column letter and its row number, e.g. A1, E6
Sheet Tabs When you first create a new workbook it has three sheets inside it. The white
sheet tab is the sheet you are currently on.
Sheet Navigation If you add more sheets to your workbook, these buttons allow you to move
Buttons through them.
Horizontal Scroll Bar This allows you to move across your worksheet.
Vertical Scroll bar This allows you to move up and down your worksheet.
Status Bar This lets you know what state Excel is in. Usually it will say “ready”, but it can point
out potential problems in your worksheet such as circular references
Task Pane Window that you can use for many different things, e.g. opening files.
3.4 Task Panes

Task Panes have been introduced in this version of Microsoft Office and they are present in all of
the Office 2003 family of products. They are a new feature designed to help you work faster.
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This is the New
Workbook task pane
3.4.1 To View the Task Pane

1. Click on the View menu
2. Click on Task Pane
3. Select the task pane you wish to use
There are four main task panes:
New Workbook You can choose a new workbook or open an existing one from here or
you can create one based on a template.
Clipboard This opens the Office Clipboard, which can hold up to 24 individual
pieces of information. You can select which piece you wish to insert.
Search This launches the search pane, which allows you to search for
Page 14
documents.
Insert Clipart This task pane is for inserting clipart into your document.
3.5 Smart Tags – How Can They

Help?
Smart Tags are a new feature in Office 2003 and they are present in all of the Office products.
Smart Tags are buttons that pop up and offer you help according to what you are doing.
Smart Tag What is it for?
This smart tag appears to give you
information. It will appear when you type
in a name and will prompt you to add it to
your Outlook Contact List.
When you paste in something you have
copied, this smart tag appears. Hover
your mouse over it and it will give you
options for the formatting of what you
have selected.
When clicking on the cell with the green
triangle in the corner the smart tag on the
left appears. This is a checking error
smart tag and will give you options to
check your formulae.
AutoFill Smart Tag appears when you use
AutoFill and will give you various options.
(see page 44)
AutoCorrect Smart Tag – this one
appears as a small blue box and turns
into the smart tag when you hover the
mouse over it. It allows you to undo an
auto correction.
The Insert Options button appears when
rows, columns or cells are inserted. You
are then offered various formatting
options.
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3.6 The Mouse Keeps Changing

Shape
Where does my mouse have to be? Where would I use this icon?
Big Plus sign
When you are selecting cells (see page 27).
Position your mouse over the middle of a cell
Four Cross Arrow When you wish to move the contents of a
Position your mouse on the border of a cell cell (see page 41).
Small Plus sign
Position your mouse over the bottom right When you are using AutoFill (see page 44).
hand corner of the active cell
Pointer
When you are moving or copying cells (see
Position your mouse at the border of the
page 41).
active cell
Ibar
When you are adding or deleting text from a
Click into the formula bar, or double click
cell (see page 26).
inside a cell
Cross Arrow
When you are resizing a row or column (see
Position your mouse between two column
page 70).
letters, or between two row numbers
Magnifying glass
When you want to zoom in or out of the print
Position your mouse over the sheet in print
preview (see page 23).
preview
Double arrow
When you are resizing a picture, chart or
Select a picture or drawn shape and position
drawn shape. (see page 90).
the mouse around the boxes
The mouse will change to an egg timer
Egg timer when Excel is busy. If you wait for a
moment, it will disappear.
3.7 Saving Your Workbook
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3.7.1 Saving Your Work for the First Time
1. Click on the Save icon
Click the down
arrow to change the
Places bar. Shortcuts to folder Excel saves
frequently used locations to.
Click here to see the
last 2050 documents
or folders you have
worked with listed
Type in the
filename here
2. Type in a name for your workbook (up to 255 characters)
3. Change the folder to save in, if required
4. Click on Save
What are folders?
See appendix “How does the Computer’s Filing System Work?” on page 114
3.7.2 Saving Your Workbook After You Have Made Changes

Click on the Save icon Workbook will be saved in the same place
with the same name
Save your work regularly!
Keep clicking on the save icon as you are working to ensure that you do not
lose your work!
3.7.3 Creating a Copy Using Save As

Using Save As will allow you to make a copy of your workbook with a different name and/or in a
different location.
1. Click on File
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2. Click on Save As
3. Type in a new filename for the workbook if required
4. Change the folder if required
5. Click Save
3.7.4 Changing the Default Folder

1. Click on the Tools menu
2. Click on Options
3. Click on the General tab
4. Click in the box next to default file location (see below)
Type the drive
and folder you
wish to use
here
5. Type in the drive and folder you wish to save to, e.g. C:\work
6. Click OK
3.7.5 Creating a New Folder

Sometimes it is useful to group together files on related subjects. For example you may have
each year's accounts on a separate workbook but all kept together in one folder.
1. Click on File
2. Click on Save As
3. Click on New Folder icon You will get a dialog box inviting you to
type in a new folder name (see below)
4. Type in new name
5. Click on OK The dialog box will disappear and you
will have the Save As dialog box left on
your screen
6. Click on Save This will save your document to the
new folder
Or
Click on Cancel You have created your new folder but
you have not saved anything to it yet
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Click here to
create a new
folder
Click OK to
confirm
creating new
folder
Type a new
Folder name
here
3.8 Saving Other File Types
3.8.1 Older Versions of Excel

To save a workbook as an older version of Excel…
1. Click on the File menu
2. Click on Save As
3. Click on down arrow at the end of Save as type box
4. Click the version of Excel you require (e.g. Excel 5.0/95 Workbook)
5. Click Save
3.8.2 Other File Types

2. Click on Save As
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4. Click the file format you require CSV (Comma delimited) etc.)
5. Click Save
3.8.3 Saving a Spreadsheet as a Web Page

Saving a sheet as a web page allows you to put it onto the World Wide Web.
1. Open the workbook containing the sheet you wish to save as a web page
2. If required, select the range of cells you wish to save
4. Click on Save as Web Page
5. Use the arrow on the right of the Save in box to select a location to save to
6. Click in the circle before Entire Workbook
or
Click in the circle before Selection: Sheet
What if I only want a part of my worksheet as a web page?
Make sure you select the range of cells required in step 2. There will be a
Selection option instead of the Sheet option in the Save as dialog box.
Click into the circle before Selection.
7. Click in the File name box
8. Type in a File name
9. Click on Save
3.9 Opening and Closing Your

Workbook
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3.9.1 Opening Your Workbook
1. Click on the Open icon Click on this arrow to

change where Excel
is looking
Click here to list
the most recently
used Folders and
Files
Click on the
Folder or
Workbook you
wish to open
2. Change the folder Excel is looking in if required
3. Click on the name of the workbook you wish to open, scrolling across if necessary
4. Click on Open
What are folders?
See appendix How Does the Computer’s Filing System Work?
3.9.2 Multiple Workbooks

In Excel you can open more than one workbook at a time. If you find that you need to open
another workbook simply open it in the normal way (see previous section). You may wish to
have more than one workbook open if you want to copy information from one workbook to the
other.
If you know that you will want to use more than one workbook when you start you can select all
the workbooks that you will need from the Open dialog box and click on Open. From the Open
dialog box…
1. Click on the first file you wish to open
2. Hold down the Control (Ctrl) key on the keyboard
3. Click on the next file you wish to open
4. Continue clicking on all the files you wish to select
5. Release the Control key
6. Click Open All selected files will be opened in separate windows
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How can I switch between more than one open workbook?
1. Click on Window menu A list of open workbooks can be seen
at the bottom of the menu
2. Click on the file you wish to switch to
3.9.3 Switching Between Open Workbooks

1. Click on Window menu A list of open workbooks can be seen
at the bottom of the menu
2. Click on the file you wish to switch to
Or
Click on the button on the task bar for that workbook
3.9.4 Closing Your Workbook

Click on the bottom X at the top right of the Excel screen (see below)
Click on the bottom X to
close the workbook
Or
1. Click on File
2. Click on Close
3.10 Creating a New Workbook
3.10.1 Creating a New Workbook
Click on the New icon
Or
1. Click on File
2. Click on New
3. Choose one of the following from the New Workbook task pane
New – Blank Workbook This opens a blank workbook like clicking on
the new icon
New – From existing workbook This will create a new workbook based on
the workbook that you choose
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New from Templates This option allows you to select a template to
base your new workbook on
3.11 Changing the Zoom Control
3.11.1 What Is the Zoom Control?

This allows you to zoom out from your sheet, so you can see more of it, or zoom in closer. It
does not change the size of the sheet when it prints out.
3.11.2 Changing the Zoom Control with the Icon

1. Click on the down arrow next to the Zoom icon
2. Click on the zoom level you require (the higher the percentage, the closer you get!)
3.11.3 Changing the Zoom Control with the Menu

2. Click on Zoom
3. Click in the circle next to the zoom you require, or type in your own zoom next to
Custom
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4. Click OK
3.12 Moving Around a Spreadsheet
3.12.1 Moving Around with the Scroll Bars

There are two scroll bars around the sheet, horizontal and vertical.
To move up and down, use the vertical scroll bar to the right of the sheet
To move left or right, use the horizontal scroll bar
Click on the up arrow repeatedly to move up slowly
Click and hold the mouse button down on the up arrow to move up quickly
Click and drag the grey box to move quickly up or down
Click on the down arrow repeatedly to move down slowly
Click and hold the mouse button down on the down arrow to move down
quickly
Click and drag the grey box to move
quickly left or right
Click on the right
arrow repeatedly to
Click on the left arrow move slowly to the
repeatedly to move right
slowly to the left
Or click on the right
Or click on the left arrow and hold the
arrow and hold the mouse button down
mouse button down to move quickly to
to move quickly to the the right
left
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3.12.2 Moving with the Keyboard

Press this on the keyboard… You will move…
á Up one cell
â Down one cell
ß Left a cell
à Right a cell
Ctrl à Goes to the furthest right column of the current sheet
Ctrl ß Goes to the furthest left column of the current sheet
Ctrl á Goes to the top row of the sheet
Ctrl â Goes to the bottom row of the sheet
Home Goes to column A
Ctrl, Home Goes to cell A1
Ctrl, End Moves to the bottom right cell of the current sheet
Page Up Moves active cell up one screen
Page Down Moves active cell down one screen
Tab Moves active cell one to the right
Shift and Tab Moves active cell one to the left
3.12.3 Moving Around with the Mouse

To move, your mouse must look like a big white cross
1. Position the mouse over the middle of the cell you wish to move to
2. Click when your mouse looks the big white cross
3.13 Toolbars
3.13.1 Hiding and Showing Toolbars

1. Click on View
2. Click Toolbars
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3. Click on the toolbar you wish to show or hide The toolbar is ticked when

on
3.14 Entering Text and Numbers
3.14.1 What Happens When I Enter Text and Numbers?

· When you enter text or numbers into a cell, the state of the cell changes
· When you have finished typing you must confirm that you have finished by pressing Enter
(Return) or clicking on the green tick
When you are not entering text When you are entering text
You will see a thick border around the cell. You will see a thin border around the cell and a
cursor will flash inside the cell.
There is no red cross or green tick on the Any text that you type will appear on the Formula
Formula bar. bar, along with a red cross and green tick.
3.14.2 Entering Text

1. Click on the cell you require
2. Type the text you require
3. Press Enter (Return)
or
Click on the green tick Text will appear on the left hand side of the cell
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3.14.3 Entering Numbers

2. Type the number you require
or
Click on the green tick Number will appear on the right hand side of the cell
3.14.4 Entering Dates

2. Type the date you require with forward slashes around it, e.g. 1/1/2000
or
Click on the green tick Date will appear on the right hand side of the cell
Always enter dates with forward slashes…
If you enter dates with dots, e.g. 1.1.2000, then Excel will see them as text
rather than numbers. You will then be unable to perform calculations on the
date. Performing calculations on dates is very common when you wish to
calculate how many days there are between two dates.
3.14.5 Entering Percentages

2. Type the percentage you require, e.g. 10%
or
Click on the green tick Percentage will appear on the right of the cell
3.14.6 What Is the Difference Between Enter (Return) and the Green
Tick?
· If you press Enter (Return), you move down one cell after you have pressed it.
· If you click on the green tick, you remain in the same cell after you have clicked it.
3.14.7 Why Put Numbers on the Right?

When Excel puts data on the right it confirms that calculations can be performed on the data you
have entered. Any data that appears on the left cannot be used in a calculation.
3.14.8 What If I Make a Mistake?

If you make a mistake, and you have not yet confirmed the entry…
Click on the red cross on the Formula bar
3.15 Selecting Cells
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To select, your mouse must look like a big white cross
3.15.1 Why Select Cells?

If you want to work with just a part of your sheet, you must select the part you wish to work with.
The list below shows some of the situations in which you may need to select.
· When you are formatting part of the sheet, e.g. making it bold, italic, changing the size
· When you are copying or moving part of the sheet
· When you are adding or deleting rows and columns
· When you are choosing the cells you wish to use in a calculation or formula
· When you are printing part of your sheet
3.15.2 Selecting a Range of Cells

1. Position the mouse over the middle of the cell, at the top left hand corner of the area
you wish to select
2. Make sure your mouse looks like the big white cross
3. Click and drag over the cells you require
What do cells look like when they are selected?
All the cells, apart from the first one you selected, will go blue. The first cell
remains white (this indicates the active cell of the selection).
3.15.3 Selecting Columns

Click on the grey column letter you require (see below)
Or
Click and drag over the column letters to select several columns
3.15.4 Selecting Rows

Click on the grey row number you require
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Or
Click and drag over the row numbers to select several rows
3.15.5 Selecting the Whole Spreadsheet

Click on the grey square at the top left of the sheet
Click here to
select the
whole thing
3.15.6 Selecting Cells Which Are Not Next to Each Other

1. Select the first range of cells you require
2. Hold down Control (Ctrl) on the keyboard
3. Select the second range of cells you require
4. Release the mouse
5. Release Control
3.15.7 Deselecting Cells

Click onto a cell outside of the selection
Or if you have selected the whole sheet…
Click into the middle of the sheet
3.15.8 Selecting Cells with the Keyboard

Mouse and keyboard:
1. Click on the cell at the top left of the range of cells you want to select
2. Hold down the Shift key
3. Click on the cell at the bottom right of the range of cells you want to select
Keyboard alone:
1. Use the cursor keys to move to the first cell you want to select
2. Hold down the Shift key
3. Use the cursor keys to move to the last cell you want to select
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3.16 Adding Numbers Up with

AutoSum
3.16.1 What Is AutoSum?

AutoSum is a quick and easy way of adding up a list of figures.
3.16.2 Using AutoSum

1. Click on the cell where you require the answer
2. Click on the AutoSum icon Flashing lights will appear around the
figures you are adding up
Formula will appear in the cell (see below)
3. Press Enter (Return) or click on the
green tick
What does the Sum formula mean?
When you AutoSum, you will see a formula similar to the one shown below in
the cell.
=SUM(A1:A6)
SUM means that Excel is going to add up. The cell references in brackets show
the range of cells, which will be included in the addition. The last cell reference
(A6 in the example above) should always be a blank cell (see below).
Always include a blank cell between the figures and the answer
This ensures that if you need to add any more figures to the list you are adding
up, the answer will update to include the new information. If you do not leave a
blank line, you may end up with an incorrect answer.
3.16.3 AutoSum Has Put Flashing Lights Around the Wrong Figures
1. Ensure that you can still see the flashing lights around the wrong figures
(if you can’t, click on the cell and click on the AutoSum icon again!)
2. Click and drag over the correct figures, to include the blank cell
3. Press Enter (Return) or click on the green tick
3.16.4 What Is a Circular Reference?

A circular reference occurs when the cell, which contains the formula, is used in the formula!
Excel can’t give you the answer because the answer is part of the calculation.
This can happen when you correct AutoSum after it has put flashing lights around the wrong
figures. You will see this error message after you confirm the formula.
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The diagram below shows an example of a sheet with a circular reference…
Cell B13 is
included in the
formula
The cell that
contains the
formula is B13
To correct a circular reference…
1. Click on the cell which contains the formula
2. Press Delete
3. Enter the formula again, without including any reference to the cell that the formula
is in!
3.17 Typing the Sum Function to Add

Numbers Up
3.17.1 What Is the Sum Function?

Typing the Sum function has exactly the same result as using the AutoSum icon. It just means
that you type in the formula yourself, rather than getting AutoSum to do it for you. This can save
you having to correct AutoSum when it guesses at the wrong cells.
3.17.2 Adding Up Numbers by Typing the Sum Function

2. Type =SUM
3. Type an open bracket (
4. Type in the first cell reference from the list you want to add up
5. Type a colon :
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6. Type the last cell reference from the list you want to add up (this should be a blank cell)
7. Type a close bracket )
e.g. =SUM(B5:B10)
3.18 Entering Simple Formulae
3.18.1 Types of Calculation

There are four main types of calculation:
· Addition For adding numbers together, e.g. finding totals.
· Subtraction For finding the difference between two numbers, e.g. finding a surplus would
involve subtracting outgoing from the incoming.
· Multiplication This is commonly used in spreadsheets to find VAT and other percentages.
The clue that you need a multiplication is the word of
e.g. 20% of £100 is 20% multiplied by £100
¾ of 200 is ¾ multiplied by 200.
· Division Used when you wish to divide an amount up by certain criteria, e.g. finding the
amount per month for a loan would involve dividing the total amount by the
number of months you need to repay it in.
Addition is usually carried out by using AutoSum or typing the Sum function. If you need to do
another sort of calculation, you will have to create a formula as detailed below.
3.18.2 Creating a Formula

2. Type the = sign
3. Type the first cell reference you require
or
Click on the first cell you require Flashing lines will appear around the cell
The cell reference will be inserted
4. Type the mathematical symbol you require (see next page)
5. Type the next cell reference you require
or
Click on the next cell you require Flashing lines will appear around the cell
The cell reference will be inserted
or
Click on the green tick to confirm the formula Answer will appear in the cell and the
formula will appear on the Formula bar
Always use cell references in formulas – and never numbers!
Although formulas will still work if you use numbers instead of cell references, it
is never advisable. Using cell references means that if the number contained in
the cell should change, the formula will update to show the correct answer. So
your spreadsheet is always correct!
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3.18.3 Mathematical Symbols

Press + To perform an addition
Press To perform a subtraction
Press * To perform a multiplication
Press / To perform a division
Use the number keypad!
The easiest way of typing the mathematical symbols is to use the keys around
the number pad on the right hand side of the keyboard. (Press Num Lock to use
the numbers!)
3.18.4 Precedence of Calculation

Calculations are not simply done from left to right. Below is the order in which all calculations are
performed.
Priority Symbol Explanation

1 ( ) Anything in brackets is done before anything outside the brackets is
even considered.
2 ^ Raises a number in order of magnitude: raises it to the power of
3
something else, e.g. 3
3 * / Multiply and divide are on the same level. Whichever is the furthest left
in the formula is therefore done first.
4 + Plus and minus are on the same level. Whichever is the furthest left is
therefore done first.
The acronym for this is BODMAS.
Brackets Order Divide Multiply Add Subtract
3.19 Undo and Redo – A Licence to

Make Mistakes!
Undo allows you to cancel up to 16 of your previous actions if you have made a mistake. If you
then decide that you hadn’t really made a mistake after all, you can redo up to 16 things you
have undone!
Click here to undo your
last action
Click here to redo your
last undo
Click here to undo from a Click here to redo from a
list of 16 previous actions list of 16 previous undos
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3.19.1 Undoing Your Last Action

Click on the Undo button
Or
Press Control (Ctrl) & Z on the keyboard
Or
1. Click on Edit menu
2. Click on Undo
3.19.2 Redoing Your Last Undo

Click on the Redo button
Or
Press Control (Ctrl) & Y on the keyboard
Or
2. Click on Redo
3.19.3 Undoing Up to 16 Actions

You can’t select one action to undo
When you undo more than one action, you cannot pick out just one from the
previous sixteen actions and undo that alone. In other words, if the action you
want to undo was 5 actions ago, you must undo ALL 5 of your last actions.
Click and drag to highlight the actions you want to undo
Click and drag over
the actions you
want to undo
3.19.4 Redoing Up to 16 Actions

Click and drag to highlight the actions you want to redo
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Click and drag
over the actions
you want to redo
3.20 Correcting Mistakes
3.20.1 Deleting the Contents of a Cell

1. Click on the cell you wish to delete
2. Press Delete
Or
1. Click on the cell you wish to delete
3. Click Clear
4. Click Contents
3.20.2 Replacing the Contents of a Cell

1. Click on the cell you wish to replace
2. Type the new text! The original contents will disappear
3.20.3 Editing the Contents of a Cell

There are three ways of editing the contents of a cell…
1. Double click on the cell you wish to edit A cursor will appear inside the cell

2. Enter or amend the text
Or
1. Click on the cell you wish to edit
2. Press F2 on the keyboard A cursor will appear inside the cell
Or
1. Click on the cell you wish to edit Formula bar will show the contents of
the cell
2. Click next to the text on the Formula bar (see below)
Click here to
edit the text
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3.21 Formulae
3.21.1 What Is a Formula?

Formula is the term used for a calculation in a spreadsheet. The diagrams below show an
example formula being entered.
To work out the surplus, we need to do a calculation by taking away the expenditure from the
salary. You can see this being entered on the left hand side. On the right hand side, you can see
what happens after the formula has been entered.
3.21.2 How Is the Formula Made Up?

· Formulae always start with an equals sign – that’s how Excel knows it’s a formula!
· Cell references are used in the calculation instead of numbers. This means that if the
number inside the cell changes, the answer to the formula will update!
· A mathematical symbol is used to denote the type of calculation.
Here is the formula from the example above, which found us the surplus (or money left over).
Starts with the The cell which
equals sign
=B3B13 contains the
total
expenditure
Cell which contains
the income The subtraction sign
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3.22 Using Mixed Cell References
3.22.1 What Are Mixed Cell References?

· Relative cell references are used when you want a cell reference to adjust when you AutoFill
it across or down.
· Absolute cell references are used when you want a cell reference to stay exactly the same
when you AutoFill it across or down.
· Mixed cell references are used when you want the column letter or the row number of the
cell reference to remain the same when you AutoFill it across or down.
The worksheet below shows mixed cell references in action. There is a list of newspapers on the
left hand side with the price shown in Sterling. You need to find the price in the other currencies
listed. The exchange rate of the currencies is shown in row 1. We have already found the cost of
Computer Weekly in Rupees. We multiply the price in sterling (Cell B4) by the exchange rate for
Rupees (Cell C1).
Cost of
Computer
Weekly in
francs
We need to AutoFill this across, to get the price of Computer Weekly in Rupees, Yen and
Dollars. However, we also need to AutoFill it down to get the price of the other newspapers in
Rupees. We could use absolute cell references to copy it in one direction, but this would be time
consuming. Instead you can use mixed cell references.
Think about what will happen if you AutoFill the formula across. The column letters are going to
be adjusted, which is fine for the exchange rate, but it means that you will move away from the
price in Sterling. (See below).
The second cell reference
adjusts as necessary,
moving to the different
exchange rates
Formulae B4*C1 C4*D1 D4*E1 E4*F1
The first cell reference moves away from B4 (the price in Sterling),
which means that you get a very silly answer for Dollars. The
formula to find Dollars is currently the price of Computer Weekly in
Pesetas multiplied by the exchange rate for Dollars. So Excel is
telling you that you Computer Weekly costs 1931.63 dollars!
But, if you make the price in Sterling absolute, you can’t AutoFill it down as the cost of Computer
Weekly will always be used.
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Think about what will happen if you AutoFill the same formula down. The row numbers are going
to be adjusted which is fine for the cost of the newspapers, but a disaster for the exchange rates!
(See below)
The second cell reference moves down from
the exchange rate for francs, so your
answers are useless. There is nothing in cell
Formulae C2 which is why you are getting 0 in the
B4*C1 second formula, and there is text in cell C3
B5*C2 which is why you are getting #VALUE!
B6*C3
B7*C4
B7*C5 The first cell reference adjusts as necessary
moving to the different newspaper costs.
You could make the Exchange rate for Francs absolute, and copy it down, but then you wouldn’t
be able to copy the formula across as you would always be using the exchange rate for francs.
In fact, in order to AutoFill this formula both across and down, you only need to fix half of the cell
references. The row that the exchange rates are in, and the column that the prices in Sterling are
in! (See below)
Column B is fixed, so Row 1 is fixed so that
that you never leave the you never move down
price in sterling from the exchange rates
3.22.2 Creating Mixed Cell References

2. Enter the formula as normal
3. Position the cursor to the left of the column letter or row number which is to remain
the same
4. Type a dollar sign
green tick
6. AutoFill the formula across as normal
7. Select all of the formulae you have AutoFilled
8. AutoFill all the formulae down whilst they are selected
Existing formulae can be changed to have mixed cell references
Just edit the contents of the cell and follow the instructions from step 3 above!
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Not sure whether you need mixed cell references?
Mixed cell references are only needed when you want to AutoFill a formula both
across and down. If you aren’t sure, just AutoFill your formula both across and
down and see if it works. If you find that you are getting strange answers, you
may very well need a mixed cell reference.
Another clue may be that you have created a lot of formulae with absolute cell
references on your worksheet, which you are then AutoFilling in one direction.
You may be able to achieve the same effect a lot quicker with mixed cell
references.
3.23 Error Messages
3.23.1 What Do the Error Messages Mean?

When something goes wrong with a formula, Excel produces messages that attempt to describe
what the problem is;
#DIV/0! You have attempted to divide by zero – check the cells being used in the formula have
numbers in them.
#N/A! Part of your formula is using a cell that does not have information in it, or the
information is not yet available.
#NAME? There is some text in the formula that does not mean anything to Excel. There may be
a range name in the formula that Excel does not recognise.
#NULL! Two areas do not intersect. You may have forgotten to include a comma between two
ranges of cells.
#NUM! You have used text instead of numbers whilst performing a function, or the formula’s
result is too big or too small to be shown by Excel.
#REF! One of the cells being used in the formula does not exist. It may have been deleted
after you created the formula.
#VALUE! A cell containing text has been used in the formula.
You may also see error messages about circular references (see next page).
3.23.2 Correcting Formulae

1. Click on the cell containing the formula
2. Click next to the formula on the Formula bar
e.g.
3. Amend the formula as required (see below)
or
Click on the green tick
Amending the formula
You can delete the parts of the formula you do not want with the Delete or
Backspace keys on the keyboard. If you want to enter new cell references, you
can either type them in, or click on the cells you require.
Page 39
ECDL Spreadsheets Editing a Worksheet
3.23.3 What Is a Circular Reference?

A circular reference occurs when the cell, which contains the formula, is used in the formula!
Excel can’t give you the answer because the answer is part of the calculation.
This can happen when you correct AutoSum after it has put flashing lights around the wrong
figures. You will see this error message after you confirm the formula.
The diagram below shows an example of a sheet with a circular reference…
Cell B12 is
included in the
formula
The cell that
contains the
formula is B12
To correct a circular reference…
4. Click on the cell which contains the formula
5. Press Delete
6. Enter the formula again, without including any reference to the cell that the formula
is in!
4 Editing a Worksheet
4.1 Drag and Drop
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When you hover the mouse over the border of the cell whose
contents you wish to move your mouse should look like this cross
arrow
4.1.1 Moving Data with Drag and Drop

1. Select the cells you wish to move
2. Position your mouse at the border of the selection so that it changes to a cross arrow
3. Click and drag the selection to its new location You will see a fuzzy grey border
showing you where you are
going
4.1.2 Copying Data with Drag and Drop

1. Select the cells you wish to copy
2. Hold down Control (Ctrl) on the keyboard
3. Position the mouse at the border of the selection so that it changes to a cross arrow
4. Click and drag the selection its new location You will see a fuzzy grey
line and a + sign showing
you where you are going
5. Release Control (Ctrl) and the mouse to copy
4.2 Cut, Copy and Paste

The Clipboard
When you copy or cut anything it is temporarily stored on an area called the
clipboard until you need it again.
4.2.1 Moving Data

1. Select the cells you wish to move
The selection will have flashing lights
2. Click on the Cut icon around it, and will be moved to the Windows
clipboard
3. Select the cell you wish to move to This cell will become the top left hand
corner of the cells you cut
4. Click on the Paste icon
With the menu
1. Select the text you want to move
2. Click Edit
3. Click Cut
4. Place the cursor where you want to place the text
5. Click Edit
6. Click Paste
Page 41
With the mouse
2. Right click over the selected text
3. Click Cut
5. Right click at the position you want to paste into
6. Click Paste
With the keyboard
2. Press CTRL and X
4. Press CTRL and V
4.2.2 Copying Data

1. Select the cells you wish to copy
The selection will have flashing lights
2. Click on the Copy icon around it, and will be moved to the Windows
clipboard
3. Select the cell you wish to copy to This cell will become the top left hand
corner of the cells you copied
4. Click on the Paste icon
With the menu
1. Select the text you want to copy
2. Click Edit
3. Click Copy
4. Place the cursor where you want to copy the text
5. Click Edit
6. Click Paste
With the mouse
2. Right click over the selected text
3. Click Copy
5. Right click at the position you want to paste into
6. Click Paste
With the keyboard
2. Press CTRL and C
4. Press CTRL and V
Page 42
4.2.3 The Paste Options Button

For greater flexibility when pasting, the Paste button has a drop down arrow that gives you more
options to use.
1. Copy the information you need
2. Click on the drop down arrow next to the Paste icon
3. Choose the Paste option you require
Getting rid of the extra bits!
Excel is so eager to help you in your copying and pasting with its flashing lines
round cells and the Paste Options button. If they get in the way, then ignore
them or press Esc to get rid of them.
4.3 The Office Clipboard

In Microsoft Office 2003 you can use the Office Clipboard. This allows you to cut, copy and paste
up to 24 selections of text or pictures. The new features of the Office Clipboard allow you to
select which item you wish to paste into your document or which items you wish to clear from the
clipboard.
4.3.1 To Display the Office Clipboard Task Pane

Press Control + C twice
Or
Click on the Copy Icon twice
4.3.2 To Insert an Item From the Office Clipboard

1. Display the Office Clipboard
2. Select the item you wish to paste
3. Select Paste from the drop down menu
Page 43
4.3.3 To Delete an Item From the Office Clipboard

1. Display the Office Clipboard
2. Select the item you wish to delete
3. Select Delete from the drop down menu
4.3.4 Clearing the Office Clipboard

Once you are sure you do not need to paste the items on the Office Clipboard again, it is a good
idea to empty the clipboard. You can do this by either deleting individual items or clearing them
all by clicking on the Clear All button
4.4 Using AutoFill to Copy Text and

Formulae
Your mouse must look like the small black cross to use AutoFill!
4.4.1 What Is AutoFill?

AutoFill is a quick way of entering standard information onto your spreadsheet such as the
months or days of the week. You can also use it to copy text or formulae very quickly.
4.4.2 Using AutoFill

Make sure your mouse looks like the small plus sign
Before you click and drag, make sure that your mouse looks correct, or you
might get some unexpected results!
Page 44
1. Click on the cell you wish to copy
2. Hover the mouse over the blob in the bottom right hand corner
Your mouse will change to the small
plus sign
3. Click and drag over the cells you wish to copy to A fuzzy grey border will

appear around the cells
4. Select the option you require from the Smart Tag options
4.4.3 Special Lists

Certain text such as months, days or dates works well with AutoFill. Have a look at the examples
below, which were all created using AutoFill.
Hold down control when you AutoFill
If you hold down the Control key when AutoFilling a number, Excel will go up by
one number at a time, e.g. 1,2,3 rather than just copy the same number again
and again
4.4.4 Starting the Sequence Off for AutoFill

Sometimes you may want to start off a sequence of numbers or dates for AutoFill, e.g. when you
want to enter a list of dates that go from week to week, rather than day to day. To achieve this
you must start the sequence off for AutoFill.
1. Type the first date or number you require
2. Type the second date or number you require in an adjacent cell
Page 45
e.g.
3. Select both of the cells
4. AutoFill as normal
Hold down CTRL while you AutoFill!
If you hold down Control when AutoFilling a number, Excel will go up by one
number at a time, e.g. 1,2,3, rather than just giving you the same number again
and again!
Use the right mouse button to AutoFill!
Instead of dragging the AutoFill handle with the left mouse button, you can use
the right. When you let go, you will be presented with a menu of options that
you can pick from (such as creating a sequence of dates that go a month at a
time)
4.5 Find and Replace
4.5.1 Using Find

1. Select the cells you wish to search, or click in any cell to search the entire sheet
2. Click on the Edit menu
3. Click on Find
4. Type in the text or number you are searching for
5. Click Find Next
Page 46
6. Keep clicking Find Next until you have found what you are looking for
7. Click Close
Type in what
you want to
search for
4.5.2 Find and Replace

1. Select the cells you wish to search, or click in any cell to search the entire sheet
2. Click on the Edit menu
Type what you
are looking for
Type what you
want to
replace the
text with
3. Click on Replace
4. Type what you are searching for into Find what
5. Type what you want to replace them with into Replace with
6. Click Find Next and Replace to replace individual occurrences
7. Keep clicking Find Next until you have found what you are looking for
Or
Click Replace All to replace all occurrences
8. Click Close
4.6 Checking the Spelling
4.6.1 Checking the Spelling

1. Click Spelling and Grammar icon
or
2. Click on Tools menu
3. Click Spelling
Page 47
4. When Excel finds a mistake….
Click Ignore to leave it alone
Or
Click Ignore all to leave all occurrences of this word alone
Or
Choose a suggested replacement, and click Change to correct the spelling
Or
Choose a suggested replacement, and click Change All to correct all the
spellings
5. Keep checking the spellings, or click Cancel to finish
4.7 Symbols
Another feature that is long overdue is the ability to insert symbols and special characters in
Excel. To insert a symbol...
1. Select the cell where you want to put the symbol
2. Click on the Insert menu
3. Click on Symbol
4. Click on the Symbol tab to insert a symbol (shape) or the Special characters tab to
insert a special character (like the copyright symbol ©, etc)
Page 48
5. Select the symbol you wish to insert
6. Click Insert
7. Click Close
4.8 Sorting
4.8.1 Sorting Data

Sorting is usually used to sort a database by one or more of its fields, e.g. name, date, cost, etc.
(see section 3.1.3).
1. Click into any cell in the column you wish to sort (do not select the whole column)
2. Click Sort Ascending icon
or
Click Sort Descending icon
What is the difference between ascending and descending?
If you are sorting this… Ascending means… Descending means…
Text A to Z Z to A
Numbers Lowest to highest Highest to lowest
Dates Earliest to latest Latest to earliest
Page 49
4.8.2 Sorting the Right Data

If you select an entire column before you sort, rather than just clicking into the column, only the
data in that column moves. The rest of the information on the sheet stays still. If you are working
with a database this can cause the information to become mismatched and for data to end up
with the wrong record.
If you select an entire column before you click on Sort you will see this message:
Selecting this option will
make sure that all your data
is sorted.
1. Make sure that Expand the selection option is selected
Excel will expand your selection so that
2. Click Sort all your data is sorted
4.8.3 Sorting by More than One Column

Sometimes you may wish to sort by more than one bit of information. This tends to happen when
you have a certain field that people can be grouped by, e.g. Department, Gender, etc., and you
want to sort them within their groups. The sheet below has been sorted by Department initially,
and then within this, people have been sorted by their surname.
1. Click into any cell within the worksheet you wish to sort
2. Click Data menu
3. Click Sort The text in the sheet will become highlighted
4. Click the down arrow underneath Sort by
5. Click on the field you wish to sort
6. Click next to Ascending or Descending for the first field
7. Click on the down arrow underneath Then by
8. Click on the next field you wish to sort
9. Click next to Ascending or Descending for the second field
10. Enter sort information for a third field if required
11. Click in the circle next to Header row if the fieldnames are held in the top row
12. Click OK
Page 50
Click down arrow and choose first field to sort
(This should be the field you are grouping by,
e.g. Department, Gender, etc)
Click down arrow and choose second field to
sort
Click down arrow and choose third field to sort
Make sure Header row is chosen if your
fieldnames are in the top row
4.9 Inserting, Deleting, Moving and

Copying Sheets
Excel files are called workbooks. Just like any book they contain several sheets, or pages. To
begin with you will only have three, but you can add up to 255 sheets, or delete the ones that
you don’t need.
4.9.1 Why Have More than One Sheet?

Imagine that you have to store information about your organisation’s budget over five years. If
you try and put all this information onto one sheet it will become impossible to navigate and find
things easily.
If, however, you set up similar sheets for each year, or even for each month, then it becomes a
lot easier to find the information you are looking for.
4.9.2 Selecting Sheets

Click on the sheet tab you require It will become white
4.9.3 Moving Through the Book

1. Click on the Sheet Navigation buttons (shown below)
Goes to first sheet in the book Goes to last sheet in the book
Goes one sheet to the left Goes one sheet to the right
2. Click on the sheet tab you require
Page 51
4.9.4 Inserting Sheets

1. Click on the sheet to the right of where you want the new sheet to appear
2. Click Insert menu
3. Click Worksheet
Or
1. Right click on the sheet tab to the right of where you want the new sheet to appear
3. Click Worksheet
4. Click OK
4.9.5 Renaming Sheets

1. Double click on top of the name on the sheet tab It will go black
2. Type the new name
Or
1. Right click on the sheet tab
2. Click Rename It will go black
3. Type the new name
4.9.6 Deleting Sheets

1. Click on the sheet tab you require
2. Click Edit menu
3. Click Delete Sheet
4. Click OK
Or
1. Right click on the sheet tab
2. Click Delete
3. Click OK
4.9.7 Copying Sheets

1. Click on the sheet tab you wish to copy
2. Click Edit menu
3. Click Move or Copy Sheet
Choose the
workbook you
Click on the sheet wish to copy to
you wish to put here
the copied sheet
before
Click the box
next to Create
a copy
4. Click in the box next to Create a copy so that it is ticked
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ECDL Spreadsheets Functions and Cell References
5. Click on the sheet that you wish to place the copied sheet before
or
Click (move to end)
6. Click OK
Or
1. Click on the sheet tab you wish to copy
2. Hold down the Control (Ctrl) key on the keyboard
3. Click and drag the sheet to its new position
4.9.8 Moving Sheets

1. Click on the sheet tab you wish to move
2. Click Edit menu
3. Click Move or Copy Sheet
4. Ensure that the Create a copy box is not ticked
5. Click on the sheet you wish to move the sheet before
or
Click on (move to end)
6. Click OK
Or
Click and drag the sheet tab you require to its new location
5 Functions and Cell

References
5.1 Using Absolute Cell References
5.1.1 What Are Absolute Cell References?

· Formulae usually use relative cell references. When you AutoFill a relative cell reference it
adjusts as you move down or across (see page 44). This is, on the whole, what you need in
order for your sheet to make sense.
· Occasionally, however, you will want one of the cell references to stay the same when it is
AutoFilled. A cell reference that does not adjust when it is AutoFilled is an absolute cell
reference.
The sheet below shows an absolute cell reference in action. Everyone’s salary is due to increase
by 10%. The first formula, to find Blogg’s new salary, has been created. We multiply his current
salary (cell C4) by the 10% (cell B1).
Page 53
Formula
entered here
is =C4*B1
However, everyone’s salary is being increased by 10%. If we AutoFill the formula as it is, then
the cell reference B1 will be adjusted to B2, then B3 etc, and we’ll end up with some funny
answers…
Autofill has
adjusted the
reference to the
10% in cell B1
The answers don’t make sense
because Excel has altered the
formula incorrectly
We actually need cell B1 to remain constant or absolute as it is AutoFilled down. In other words,
we need to tell Excel that this is an absolute cell reference! The diagrams below show what
happens when you make B1 absolute.
B1 stays the same all the way down Answers make sense!
5.1.2 Creating Absolute Cell References

Page 54
2. Enter the formula as normal (see section 3.18).
3. Position the cursor next to the cell reference which is to be absolute
4. Press F4 on the keyboard Dollar signs will appear around the cell reference
green tick
6. AutoFill the formula as normal
Existing formulae can be changed to have absolute cell references
Just edit the contents of the cell and follow the instructions from step 3 above!
Not sure whether you need an absolute cell reference?
Absolute cell references are only needed when you want to AutoFill formulae. If
you aren’t sure, just AutoFill your formula and see if it works. If you find that you
are getting strange answers, you may very well need an absolute cell reference.
5.2 Finding the Average
5.2.1 What Are Functions?

There are certain calculations that can become longwinded if you try and create them with
straightforward formulae, such as finding the average of a group of numbers.
5.2.2 Finding the Average

1. Select the cell where you require the answer
2. Type =
3. Type Average
4. Type an open bracket
6. Type a colon
7. Type the last cell reference you require This should be a blank cell
or
e.g. = AVERAGE(A1:A6)
Or
2. Click the drop down arrow next to the AutoSum/Function icon
3. Click Average in the list Formula should be entered automatically
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5.2.3 Using the Count Function

This function counts the number of cells that contain numbers.
2. Type =COUNT
5. Type a colon
6. Type the last cell reference you require
or
e.g. =COUNT(A1:A6)
5.2.4 What is the If Function?

This function returns one value should a condition you specify prove to be true, and another if
the condition should prove to be false. For instance, imagine you are preparing a budget sheet.
You could use the IF function to tell Excel this…
IF the total expenditure is over a certain level, then enter ‘Over Budget’ into the cell. But IF total expenditure
is not over a certain level, then enter ‘Within Budget’ into the cell.
The true condition should be entered before the false condition. So a formula including the IF
function will take this format…
=IF(logical test, “value if true”, “value if false”)
e.g. =IF(A10>450, “Over Budget”, “Within Budget”)
The above formula will have the results below, depending on the value of cell A10.
Value of A10 is Value of A10 is
more than 450 less than 450
5.2.5 Using the If Function

2. Type =IF
4. Type the condition for the function
5. Type a comma
6. Inside quotation marks, type the data to be entered into the cell if the condition is true
7. Type a comma
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8. Inside quotation marks, type the data to be entered into the cell if the condition is false
or
Or you can use the dialog box to enter an IF function…
2. Click Fx icon on the formula bar
3. Choose the Logical category
4. Choose IF from the list of functions
5. Type the condition for the function into the Logical Test box
6. Type the data or expression to be entered into cell if the logical test is true into the
Value_if_true box
7. Type the data or expression to be entered into cell if the logical test is false into the
Value_if_false box
8. Click OK
Enclose text in quotation marks…
For example, if you want Excel to display the text Yes if the logical test is true,
you must enclose “Yes” in quotation marks.
5.2.6 Using the Minimum Function

This function returns the smallest number from a range of values.
2. Type =MIN
5. Type a colon
or
e.g. =MIN(A1:A6)
5.2.7 Using the Maximum Function

This function returns the largest number from a range of values.
2. Type =MAX
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ECDL Spreadsheets Printing Workbooks
5. Type a colon
or
e.g. =MAX(A1:A6)
6 Printing Workbooks
6.1 Getting a Print Preview
6.1.1 Why Check Your Spreadsheet?

The spreadsheet you work with on screen will look very different when you print it out. Before
you distribute the spreadsheet you have created, you need to make sure it fits on the page
properly, and that the calculations you’ve used are correct. You can examine the spreadsheet
more closely by changing the view you are using.
6.1.2 Getting to Print Preview

If you need to see how your sheet will look before you print it, you can use the print preview…
Click Print Preview
Or
1. Click File menu
2. Click Print Preview
6.1.3 Zooming In or Out on Your Print Preview

1. Hover the mouse over the print preview It will look like a magnifying glass
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2. Click on the mouse You will be zoomed in or out

Or
Click on the Zoom icon
6.1.4 Moving Between the Pages

You can see the page you are currently on at the bottom left of the screen.
Click on Next and Previous icons to move through the pages
Or
Use the scroll bar on the right hand side of the screen
6.1.5 Changing the Margins

1. Click on the Margins The margins will appear as dotted lines
Header margin
Top margin of
the
spreadsheet
Left margin
Right margin
Bottom
margin of
spreadsheet
Footer margin
2. Position your mouse over a dotted line so that it changes to a cross arrow
3. Click and drag to increase or decrease the margin
The mouse
becomes a
cross arrow
Page 59
6.1.6 Closing the Print Preview

Click on the Close
6.1.7 Changing the Page Setup

Click on the Page Setup icon to access the Setup dialogue box
For more information on page setup see section 6.3
6.1.8 Printing a Worksheet

Click on the Print icon
Be patient with your printer!
Sometimes it can take a while for your sheet to print out, and it is tempting to
click the Print icon again. If you do, you will get two copies!
6.1.9 Opening Page Break Preview

Page Break Preview takes you out of Print Preview and back into the Normal view of your sheet.
However, once back in Normal view you will be able to see where the page breaks are.
1. Click on the Print Preview icon
2. Click on the Page Break Preview icon
The dotted
lines show
you where the
current
automatic
page breaks
are.
This shows
These lines show
you the page
you the edge of the
numbering
area which will
print.
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6.1.10 Moving Page Breaks

You may want to adjust where your page breaks go.
Click and drag
the page break
1. Click and drag the page break to where you want it to where you
want it
2. The pages will renumber themselves
6.1.11 Inserting Vertical Page Breaks

1. Select the column to the right of where you want the page break
3. Click on Page Break
Page numbering
will update
automatically
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6.1.12 Inserting Horizontal Page Breaks

10. Select the line below where you want the page break
12. Click on Page Break
6.1.13 Deleting Page Breaks

Click and drag the Page Break you want to move off the sheet
6.1.14 Adjusting the Print Area
Click and drag the blue lines so that they enclose the area you wish to print The white areas are
the parts that will
print, the grey areas
will not print
The white
areas will print
Edge of new
print area Page Break The grey areas
won’t print
6.1.15 Closing Page Break Preview

1. Click View
2. Click Normal
Or
1. Click on the Print Preview icon
2. Click on the Normal View icon
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6.2 Printing Ranges and More than

One Copy
6.2.1 Printing Selections

1. Select the cells you wish to print
2. Click File menu
3. Click Print
4. Click in the circle next to Selection underneath Print what
5. Click OK
6.2.2 Printing More than One Copy

1. Click File menu
2. Click Print
3. Change the number of copies as required (see below)
Use the up and down arrows to change the number
Or
Click into the box and type the number you require
Tick Collate if you wish to print out in the order page 1,
page 2, page 3, page 1, page 2, page 3 etc
Or
Do not tick collate if you wish to print out in the order
4. Tick the Collate box if required page 1, page 1, page 1, page 2, page 2, page 2, etc
5. Click OK
6.2.3 Printing the Entire Workbook

1. Click File menu
2. Click Print
3. Click in the circle next to Entire Workbook underneath Print what
4. Click OK
6.2.4 Print to File

If you don’t have a printer available, you can print your presentation to file. This gives you a file
which you can save and open on another computer which does have a printer…
1. Click File
2. Click Print
3. Click in the box next to Print to file A tick will appear in the box
Page 63
4. Click OK
5. Type a name for the file in the File name box
6. Select a location for the file from the Save in box
7. Click OK or Save
6.3 Changing the Page Setup
6.3.1 Bringing Up the Page Setup Dialog Box

There are two ways of getting into Page Setup – through Print Preview, or from the Normal View.
Going to Page Setup from Print Preview means that you can see how your changes have
affected the sheet. If you go from Normal View, you will not be able to see the changes.
From Print Preview…
Click on Setup icon
From Normal view
1. Click File menu
2. Click Page Setup
6.3.2 Changing the Margins

If you need to make a bit of extra room on your page, you might consider making the margins a
bit smaller…
1. Bring up the Page Setup dialog box (see above)
2. Click Margins tab
3. Type the margins you require into the boxes
or
Use the up and down arrows next to the margin sizes
Page 64
6.3.3 Changing the Margins from Print Preview

1. Click Margins icon
2. Position your mouse over the margin you wish to resize
It will change to a cross arrow
The dotted
lines
represent
the margins
3. Click and drag
6.3.4 Centring the Spreadsheet on the Page

1. Bring up the Page Setup dialog box (see section 6.3.1)
2. Click on Margins tab
3. Click the box next to Horizontally, so that it is ticked
4. Click the box next to Vertically, so that it is ticked
5. Click OK
6.3.5 Changing the Orientation

2. Click on Page tab
3. Click in the circle next to Portrait or Landscape
4. Click OK
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6.3.6 Scaling the Size of a Spreadsheet

If your sheet is too big to fit on the page, or if it is too small to read, you can scale it up or down
in size.
2. Click on Page tab
3. Increase or decrease the percentage next to Adjust
or
If you want to fit the sheet onto one or more pages…
Click on Fit to
Enter the number of pages you would like to adjust it to
4. Click OK
6.3.7 Printing the Gridlines

2. Click Sheet tab
3. Click next to Gridlines so that it is ticked
4. Click OK
6.3.8 Changing the Page Order

2. Click Sheet tab
3. Choose option you require underneath Page order
4. Click OK
6.3.9 Changing the Paper Size

2. Click the Page tab
3. Choose Paper size you require underneath Paper size
4. Click OK
6.3.10 Printing the Row and Column Headings

2. Click Sheet tab
3. Click next to Row and column headings so it is ticked
4. Click OK
Page 66
6.3.11 Repeating rows at the top

2. Click Sheet tab
3. Click into the box which says Rows to repeat at the top
4. Click the red arrow to the right of this box
5. Select the rows you would like to repeat at the top of each page
6. Click red arrow again
7. Click OK
6.4 Creating Headers and Footers
6.4.1 What Are Headers and Footers?

· Headers and footers contain information which appears at the top and bottom of every page
of your sheet when it is printed.
· They usually include things like the date, the name of the file, your organisation name, page
numbers, etc.
· You can only see headers and footers in Print Preview.
6.4.2 Creating Headers and Footers

1. Go to Print Preview
2. Click on Setup icon
3. Click on Header/Footer tab
4. Click on the down arrow underneath Header
5. Click on the header you require
6. Click on the down arrow underneath Footer
7. Click on the footer you require
8. Click OK
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6.4.3 Removing Headers and Footers

2. Click on Setup icon
4. Click on the down arrow underneath Header or underneath Footer
5. Scroll to the top of the list
6. Click (none)
7. Click OK
6.4.4 Creating Custom Headers and Footers

For a bit more flexibility, you will need to customise your headers and footers.
2. Click on Setup
4. Click Custom Header
or
Click Custom Footer
5. Click into the section you require
6. Enter the text you require
or
Click on one of the icons shown to enter text (see below)
7. Click OK
8. Click OK
Inserts Inserts
sheet picture
name
Changes the
font
Formats
picture
Inserts page number
Inserts file name
Inserts number of pages
Inserts file
Inserts date name and path
Inserts time
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ECDL Spreadsheets Formatting Worksheets
What do the codes mean?
When you enter information from the toolbar, such as the date, you will see a
code rather than the actual information, e.g. &[PAGES] for number of pages,
and &[TAB] for the name of the sheet.
When you look at your sheet in Print Preview, or print it out, however, the real
information will appear!
7 Formatting
Worksheets
7.1 Inserting and Deleting Rows and

Columns
7.1.1 Inserting a Row

1. Select the row below where you require a new one
3. Click Rows A new row will be inserted above the selection
Or
1. Select the row below where you require a new one
2. Press Control (Ctrl) and + on the keyboard
If you select row 5: A new row is inserted above row 5.
7.1.2 Inserting a Column

1. Select the column to the right of where you require a new one
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3. Click Columns A new column will be inserted to the left of the selection

Or
1. Select the column to the right of where you require a new one
If you select column B A new column is inserted to the left
7.1.3 Inserting Several Rows and Columns

e.g. inserting six rows
1. Select six rows below where you require six new ones
3. Click Rows Six new rows will be inserted above the selection
Or
1. Select six rows below where you require six new ones
Adjust the figure from six to the number of columns or rows you need.
7.1.4 Deleting Rows and Columns

1. Select the row(s) or column(s) you wish to delete
2. Click Edit menu
3. Click Delete
Or
1. Select the row(s) or column(s) you wish to delete
2. Press Control (Ctrl) and on the keyboard
Pressing Delete on the keyboard doesn’t work.
This will only delete any text that the row or column contains, rather than the
row or column itself.
7.2 Resizing Rows and Columns

To resize columns or rows…
Your mouse must look like the cross arrow. You can only see this if you position
your mouse on the grey line between column letters or row numbers.
Page 70
7.2.1 Resizing Rows and Columns

1. Position your mouse to the right of the column letter you wish to resize
or
Position your mouse below the row number you wish to resize
This will resize
column A This will resize
row 3
2. Click and drag to the size you require
If you make a column too narrow for the text it contains…
You will see hash signs inside the cells. If you make the column a bit wider,
you’ll be able to read the text clearly again.
7.2.2 Using AutoFit

AutoFit will make a column or row just big enough for the information it contains.
1. Position your mouse to the right of the column letter you wish to resize
or
Position your mouse below the row number you wish to resize
2. Double click
7.2.3 Resizing Several Rows or Columns at Once

1. Select the rows or columns you wish to resize
2. Place your mouse at the right hand edge of the selected columns
or
Place your mouse underneath the selected rows
3. Click and drag to the required size
All columns and rows will become that size
Page 71
7.2.4 Resizing All the Columns and Rows

1. Select the whole of the sheet (see section 3.15.5)
2. Resize column A to the desired size
And/Or
Resize row 1 to the desired size
3. Click in the middle of the sheet to deselect
7.3 Changing the Font and Font

Size
7.3.1 What Is Formatting?

Formatting is changing the appearance of your sheet, either to give emphasis to important parts,
or to make it more legible.
Common types of formatting are: bold, italic, underline, font (or typeface), size, borders and
shading.
7.3.2 Applying Bold

1. Select the cell(s) you wish to make bold
2. Click Bold icon Bold icon will look pushed in
7.3.3 Applying Italic

1. Select the cell(s) you wish to make italic
2. Click Italic icon Italic icon will look pushed in
7.3.4 Applying Underline

1. Select the cell(s) you wish to underline
2. Click Underline icon Underline icon will look pushed in
7.3.5 Removing Bold, Italic or Underline

1. Select the cell(s) you wish to remove bold, italic or underline from
2. Click on Bold, Italic or Underline icon to remove it
7.3.6 Changing the Font Size

1. Select the cell(s) you wish to change
2. Click on the down arrow next to Font Size box
3. Click on the size you require You may need to scroll through the sizes
Or
Page 72
2. Click inside the Font Size box Number will go blue

3. Type the size you require
7.3.7 Changing the Font

2. Click on the down arrow next to Font box
3. Click on the Font you require You may need to scroll through the
fonts
Or
2. Click inside the Font box Font name will go blue
3. Type the name of the font you require
7.3.8 Changing the Font Colour

2. Click on the down arrow next to Font Colour icon
3. Click on the colour you require
4. Deselect the cells! The colour may look strange until
you deselect!
7.3.9 Changing Formatting with the Menu

2. Click Format
3. Click Cells
Click drop
down arrow to
change the
colour
Click drop
down arrow to
change the
underline style
Page 73
4. Make any changes you require
5. Click OK
7.4 Changing the Number Format
7.4.1 What Are Number Formats?

When you enter numbers they are usually unformatted. They may, however, represent money or
a percentage. In order to make them look like what they represent you can apply a number
format to them. Common number formats include:
· Currency
· Percentage
· Commas
· Dates
· Negative Numbers in Red
7.4.2 Applying Number Formats

2. Click on the number format you require (see below)
Currency
e.g. £5.00 Decrease number of decimal
places
Increase number of decimal
places
Percentage,
e.g. 5% Commas around thousands e.g. 5,000,000
7.4.3 Changing Number Formats with the Menu

Changing number formats with the menu gives you a much greater choice of formats.
2. Click Format menu
3. Click Cells
4. Click Number tab
5. Click on the category you require from the left hand side
Page 74
6. Click on the style you require on the right Each category has different options

e.g. date
7. Click OK
7.4.4 Removing Number Formats

1. Select the cell(s) you wish to remove number formats from
2. Click Edit menu
3. Click Clear
4. Click Formats
7.4.5 Change Currency Symbols

2. Click Format
3. Click Cells
4. Click Number tab
5. Click Currency, underneath Category
6. Click on the down arrow in the Symbol box
7. Click on the currency symbol you wish to use
8. Click OK
7.5 Using the Format Painter
Page 75
7.5.1 What is the Format Painter?

Once you have formatted a cell, you can easily duplicate the formatting by using the Format
Painter. This saves you from having to go through the whole process of setting up formatting for
the new selection of cells.
7.5.2 How to Use the Format Painter

1. Select the cell(s) with the formatting you wish to copy
2. Click the Format Painter icon on the Formatting toolbar
or
Double click the Format Painter icon to copy formatting more than once
3. Select the cell(s) you wish to copy the formatting to
4. If required, click the Format Painter icon again to turn it off
7.6 Changing Text Wrapping and

Orientation
7.6.1 Rotating Text

Use rotation if you want text to appear diagonally or vertically inside a cell (see below).
1. Select the cell(s) you wish to rotate
2. Click Format
3. Click Cells
4. Click Alignment tab
Click on vertical text to
make the text vertical
Click and drag the line to change the degree
Use the up and down arrow to change the degree
Or
Type the degree into the box
Page 76
5. Change the rotation as desired (see below)
6. Click OK
7.6.2 Display Multiple Lines of Text Within a Cell

1. Select the cell(s) you want to format
2. Click Format
3. Click Cells
4. Click the Alignment tab
5. Click in the Wrap text box under Text Control The box will be ticked
6. Click OK
7.7 Changing the Alignment
7.7.1 What Is Alignment?

Alignment refers to the position of data inside the cell. There are three main types in Excel:
· Left (usually for text)
· Right (usually for numbers)
· Centre (usually for headings)
7.7.2 Changing the Alignment

2. Click on the alignment icon you require (see below)
Right
Left
Centre
Page 77
7.7.3 Merge and Centre

Centre align will only centre text inside its column. Sometimes, however, you may require a
heading to be centred in the middle of several cells.
1. Select the cell containing the text, and the cells you wish to put it in the middle of
2. Click on Merge and Centre icon
7.7.4 Removing Merge and Centre

1. Select the cell that has been merged
3. Click Cells
5. Remove the tick next to Merge cells
7.7.5 Vertical Alignment

If you have tall rows, you may wish to change the vertical alignment (top, centre, bottom, justify)
rather than the horizontal (left, centre, right).
1. Select the cell(s) to change
3. Click Cells
5. Click down arrow next to Vertical Alignment box
Page 78
6. Click on alignment you require
7. Click OK
7.7.6 Rotating Text

Use rotation if you want text to appear diagonally or vertically inside a cell (see below).
1. Select the cell(s) you wish to rotate
3. Click Cells
5. Change the rotation as desired (see below)
6. Click OK
Click and drag the line to change the degree
Click on vertical text to
make the text vertical
Use the up and down arrow to change the degree
Or
Type the degree into the box
7.8 Adding Borders

You can add borders to the sheet to add emphasis to different areas, or just to make it look more
professional!
7.8.1 Adding Borders Using the Borders Icon

1. Select the cells you wish to apply a border to
2. Click on the down arrow next to the Borders icon
3. Click on the border style you require (shown below)
Select the type
of border you
require from
here
7.8.2 Drawing Borders Using the Borders Toolbar

1. Click on the down arrow on the Borders icon
2. Select Draw Borders from the choices offered
3. Use the Pencil icon to draw a border around the cells you need to outline
Page 79
Choose the
line colour
Draw borders
Erase borders Choose the
line style
7.8.3 To Change the Colour of the Border

Click on the Line Colour icon and select the colour you require
7.8.4 To Change the Style of the Border
Click on the Line Style Selector icon and select the style you require
7.8.5 To Delete a Border
1. Click on the Eraser icon
2. Move the eraser over the borders you wish to remove
Page 80
7.8.6 Adding Borders Using the Menu

1. Select the cells you wish to apply borders to
2. Click on the Format menu
3. Click on Cells
4. Click on the Border tab
5. Click on the line style you require from the right hand list
6. If you would like to change the colour, click the down arrow next to the colour box
7. Click on the preview to set the borders you require (see above)
8. Click OK
Click here to
choose the
Use these line style
icons to decide
which borders
to apply
These icons
show which
line to apply if
you only want
one of them
Click here to
choose the
colour if
required
7.8.7 Deleting Borders Using the Borders Icon

1. Select the cells you wish to clear borders from
2. Click the down arrow next to the Borders icon
3. Choose the No Borders style
7.9 Applying Shading Styles
Page 81
7.9.1 Changing the Background Colour of Cells

2. Click Format
3. Click Cells
4. Click the Patterns tab
5. Click on the colour you wish to use
6. Click OK
7.9.2 Add Background Pattern Shading to Cells

2. Click Format
3. Click Cells
5. Click on the down arrow in the Pattern box
6. Click on the pattern you want to use
7. Click OK
7.9.3 Removing Colour from Cells

2. Click Format
3. Click Cells
5. Click on No Color
6. Click OK
7.9.4 Using the Fill Colour icon

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2. Click Fill Colour icon Cells will change to colour shown on bar

or
Click drop down arrow to the right of Fill Colour icon
Click Colour you require from the grid
7.10 Freezing Rows and Columns
7.10.1 Why Freeze Rows and Columns?

By freezing rows and columns, you can keep titles visible on the screen at all times. For
example, in the sheet below, column A and row 1 will remain on screen when you scroll through
the sheet.
This is useful if you have a large sheet, which you have to scroll through to see all the details. No
matter which area of the sheet you are working on, you will always be able to see the titles for
the sheet.
7.10.2 Freezing Rows

1. Select the row below where you want the split to appear
2. Click the Window menu
3. Click Freeze Panes
7.10.3 Freezing Columns

1. Select the column to the right of where you want the split to appear
7.10.4 Freezing Rows and Columns

1. Click the cell below and to the right of where you want the split to appear
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7.10.5 Unfreezing Rows and/or Columns

2. Click Unfreeze Panes
7.11 Changing Basic Preferences
7.11.1 About Excel‛s General Options

Excel 2000 has a number of basic preferences that you can change to personalise the program
to your taste. For instance, you can change the folder to which your workbooks will be
automatically opened from and saved to (the default folder). You can also update the username
associated with the program. To access these options…
7.11.2 Changing the Default Folder

2. Click on Options
4. Click in the box next to Default file location (see image below)
Click here and type in the
name of the file location you
wish to use
5. Type in the drive and folder you wish to save to, e.g. C:\work
6. Click OK
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ECDL Spreadsheets Charts
7.11.3 Changing the User Name

2. Click on Options
4. Click in the box next to User name (see image below)
Click here and type in
the user name you
want associated with
the program
5. Type in the new user name
6. Click OK
8 Charts
8.1 What Are Charts?

Creating a chart makes it easier to compare and contrast the figures in a sheet.
Page 85
8.1.1 Which Chart Shall I Use?
Area chart
Use this when you want to emphasise change over time.
In the example on the right, the contribution of several
states to sales is shown from 1994 to 1996. Washington
has increased the most over time.
Surface
A surface chart is a bit like a topographic map. Colours
and patterns indicate areas that are in the same range of
values. In this chart, temperature and time are plotted
together to show the tensile strength they produce.
Bar chart
A bar chart compares values with each other. The
example chart shows expenditure figures over six months.
Radar chart
In this chart, each category of information has it’s own line
radiating out from the centre. In the example shown there
are three brands of vitamin, each represented by a line.
The further the line reaches out from the centre the more
vitamins it has in it.
Column chart
A column chart is very similar to a bar chart, except the
bars reach vertically instead of horizontally. The example
chart compares expenditure figures over six months.
Bubble chart
A bubble chart shows three sets of variables, represented
by the two axes and the size of the bubble. In the example
chart, market share is plotted. The axis show the number
of products and the sales, and the size of the bubble
shows the market share.
Line chart
A line chart is useful for comparing trends. In the example
chart, expenditure figures are shown over six months.
Page 86
Scatter graph
A scatter graph is useful for comparing a set of values with
the average or predicted values. In the example chart, one
set of dots shows predicted temperatures, and another set
of dots shows the actual temperatures around it. This type
of chart is commonly used for scientific data.
Pie chart
A pie chart can compare members of one set of figures. In
the example chart, expenditure in January is shown.
Doughnut chart
A doughnut chart is very similar to a pie chart, except that
it can show more than one set of figures. Each ring of the
doughnut represents a set of figures. In the example chart,
one set represents Gasoline revenues and the other
property revenues.
8.2 Creating Charts
8.2.1 Creating Charts with the Keyboard

1. Select the cells you wish to chart
Include labels and figures (see below) but do not select whole rows or columns
2. Press F11 A bar chart will appear on a new sheet
Page 87
8.2.2 Creating a Chart Using the Chart Wizard

1. Select the cells to be charted
Include the labels and figures, but do not select whole columns and rows
2. Click on the Chart Wizard icon
3. In Step One of the Chart Wizard choose the chart type you require (see below)
Choose a
Choose a format for
chart type your chart
here here
Click here to
see a preview
of your chart
4. Click on Next
5. In Step 2 of the wizard, check that the cells you selected have produced the
expected chart
This is a
preview of
your chart
Change the
options here
to swap
whether the
bars represent These are the
the figures in cells you
the rows or in selected
the columns
Page 88
6. Click on Next
7. In Step 3 of the wizard, change the chart options if required
Click the
gridlines tab to
see major and
minor gridlines
Click data
labels to show
values or
Add titles percentages
here around the bars
8. Click on Next
9. In Step 4 of the wizard decide whether you wish your chart to appear on a new
sheet or as an object next to your figures
10. Click on Finish
Click here if
you wish to
have a
separate
worksheet for
your chart
Click here if you
want the chart to be
next to your figures Click here to
finish off the
chart
11. Here is the finished chart placed underneath the figures it relates to:
Page 89
8.3 Moving, Resizing and Deleting

charts
This only applies to charts which have been created using the wizard and are on a worksheet as
an object.
8.3.1 Moving the Chart

1. Click on the chart to select it Black boxes will appear around the edge
2. Click and drag from the middle of the chart to a new location Your mouse

Your mouse
should look like
will look like a cross arrow
this
Page 90
8.3.2 Resizing the Chart

Your mouse must look like a double headed arrow to resize
1. Click on the chart to select it Black boxes will appear around the

edge
2. Hover the mouse over a black box Your mouse will change to a
double headed arrow
3. Click and drag to make the chart larger or smaller
8.3.3 Deleting the Chart

1. Click on the chart to select it Black boxes will appear
2. Press Delete
8.4 Selecting Parts of a Chart
8.4.1 What Are the Parts of a Chart?

Category Axis The X axis (this usually runs horizontally)
Value Axis The Y (or Z) axis (this usually runs vertically)
Legend The key next to the chart that shows you what the
colours represent. This may not be present.
Plot Area The area taken up by the chart alone
Gridlines The lines in the background of the chart that mark the
divisions.
There may be several gridlines on your chart, or you
may have none!
Series Series will represent the bars in a bar chart, or the
pieces of pie in a pie chart. There will usually be more
than one series
Data labels Any labels next to the bars or pieces of pie of a chart
that signify the actual value or percentage
represented. These may not be present.
Data Table Shows the figures being charted underneath the
chart. This may not be present.
Titles Titles for the chart axes. May not be present
Chart Area Absolutely the whole thing.
Page 91
Chart
Gridlines
Chart
Area
Value Axis
Legend
Plot Area –
area in grey
here
Category Axis
Data Table
8.4.2 Selecting Different Parts of the Chart with the Mouse

Click on the part of the chart you require Black boxes will appear
around the part
Or
1. Select the chart
2. Click the down arrow next to the Chart Objects icon on the Chart toolbar
3. Click on the part you require Black boxes will appear
around the part
8.4.3 Using the Chart Toolbar

The Chart toolbar should appear on your screen automatically when you have a chart selected. It
allows you to make changes to the way your chart looks.
Click here to Show or Select an axis and

select the hide the then use these
different parts icons to make the
legend text diagonal
of the chart
Changes the
format of the Show data by
selected part Changes the Show or hide column
chart type. E.g data table
from bar to pie
Show data by
row
Page 92
8.4.4 I Cannot See the Chart Toolbar

Sometimes the Chart toolbar refuses to come out! Just follow the steps below if this happens.
2. Click on Toolbars
3. Click on Chart
8.4.5 Selecting Parts of a Pie Chart

Black boxes appear around the part of the chart that is selected!
Click on the part of the chart you wish to select (see below)
or
Use the Chart Toolbar (see section 8.4.3)
Title
Chart Area
(background)
Series
Legend
If you want to select one piece of pie…
You may have to click on it twice. When you first click, you will probably get the
whole pie, but if you click again on the piece you want, you will get just that bit.
Boxes around the whole pie, Boxes around just one piece,
indicate that the whole pie is indicate that just that piece is
selected selected
8.4.6 Deleting Parts of a Chart

1. Select the part of the chart you wish to delete (see section 8.4.2)
2. Press Delete
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8.5 Formatting the Chart
8.5.1 Changing the Chart Type

1. Select the chart
2. Click on the down arrow next to the chart type icon on the chart toolbar
Click on the
down arrow
next to the
chart type
icon
3. Click on the chart type you require
(For more information about chart types see page 86)
8.5.2 Changing the Colour of the Bars or Pieces of Pie

1. Select the series you wish to change
2. Click on down arrow next to the Fill icon
8.5.3 Changing the Background Colour

1. Select the chart area
2. Click on the down arrow next to the Fill icon
Page 94
8.5.4 Changing the Font of the Text

1. Select the part of the chart you wish to change
2. Click Format
3. Click Selected (part of chart you wish to change)
4. Click Font tab
Click on font
you require Click on font
size you
require
Click down
arrow and
Click on font choose a style
style you
for background,
require
e.g. transparent
Click down
arrow and Click down
choose arrow and
choose a
underline style
colour
Tick the box next to the effect you require
6. Click OK
8.5.5 Changing the Orientation of Text

1. Select a title, data label, axis or legend
2. Click on an Orientation icon on the Chart toolbar
8.5.6 Adding More Information

2. Click on Chart menu
3. Click on Add Data
4. Click and drag over the data you wish to add
5. Click OK The information will be added to the chart
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8.5.7 Adding a Title

2. Click on the Chart menu
3. Click on Chart Options
4. Click on the Titles tab
5. Type in the titles you require
6. Click OK
8.5.8 Adding a Trend Line

3. Click on Add Trendline
4. Choose the type of trend line you require
5. Click on the series you wish to see a trend line for
6. Click OK
8.5.9 Adding Gridlines

4. Click on the Gridlines tab
5. Click next to the gridlines you would like to see
6. Click OK
Page 96
8.5.10 Adding Data Labels

4. Click on Data Labels
5. Choose the type of data label you would like to see
6. Click OK
8.5.11 Changing the Scale of the Axis

If you would like the axis to start or finish at different numbers so that you can see your data
more clearly, follow the instructions below.
1. Select the axis you wish to change
2. Click on the Format icon on the Chart toolbar
3. Click on the Scale tab
4. Change the options next to Minimum and Maximum
8.5.12 Formatting Axes

1. Select the axis you require
2. Click Format
3. Click Selected Axis
4. Change the options as required (see below)
Changing the Line Styles…
Click Patterns tab
Click in circle
next to
position
Click circle required for
next to Axis tick mark
option you
require
Click in circle
next to
Click down position
arrows to required for
change style, tick mark
colour or
thickness
(weight) of the Click in the
line circle next to
the Labels
option you
require
Page 97
Changing the Scale…
Click Scale tab
Change the number to
the category at which
you wish the two axes
to intersect
Choose the number of
labels you require
1 will label every
category
Change Maximum and Minimum to the highest
Choose the number of and lowest numbers you require on the axis
tick marks you require Change Major and Minor unit to the interval you
require between the labels on the axis
Changing the Number Format…
1. Click Number tab
2. Click Category you require
3. Change options as required on right
There are different options for different categories
For more information about number formats
See section 7.4
Page 98
Changing the Alignment…
Click Alignment tab
Click and drag
line to
required angle
…or use the up and
down arrows to change
the angle
8.5.13 Changing the Colours in a Chart

1. Select the part of the chart you wish to change (See section 8.4)
2. Click Format
3. Click Selected (name of part of selected chart)
4. Click Patterns tab
Click on the
colour you
Click next to would like to
the border you change to
require: None
or Custom
Click the down
arrows to
change the
style, colour
and weight
5. Click on colour you require (see above)
6. Change borders as required (see above)
7. Click OK
Page 99
8.5.14 Changing the Fonts in a Chart

7. Select the part of the chart you wish to change (See section 8.4)
8. Click Format
9. Click Selected (part of chart you wish to change)
10. Click Font tab
Click on font
you require Click on font
size you
require
Click down
arrow and
Click on font choose a style
style you
for background,
require
e.g. transparent
Click down
arrow and Click down
choose arrow and
choose a
underline style
colour
Tick the box next to the effect you require
12. Click OK
8.5.15 Resizing Parts of a Chart

Only certain parts of a chart can be resized. If you cannot get a doubleheaded arrow, then you
can’t resize!
1. Select the part of the chart you wish to change (see section 8.4)
2. Position the mouse over a black box Mouse will change to a double headed
arrow
3. Click and drag to resize
Choose which box you resize from carefully!
Boxes at a corner will allow you to resize both the height and the width. Boxes
that are not in the corners will allow you to resize the height or the width only.
8.5.16 Moving Parts of a Chart

1. Select the part of the chart you wish to change (see page 91 )
2. Position the mouse over a blank part in the middle Mouse will look like a white arrow
3. Click and drag to move
8.5.17 Formatting a Piece of Pie

1. Select the piece of pie you wish to change (see section 8.4.5)
2. Click Format
3. Click Selected Data Point
4. Change the options as required (see below)
Page 100
Changing the Borders and Fill Colour… see section 8.5.2
If you want to change the labels around a piece of pie…
Click Data Labels tab
Click in the circle
next to the data
label you wish to
show
Click Show legend
key… to label the
piece of pie with its
colour in the legend
Click Show leader
lines to have a line
from the label to the
piece of pie
To rotate the pie chart…
1. Click Options tab
2. Click on the arrows in the Angle of first slice box
8.6 Using the Chart Toolbar
8.6.1 Displaying the Chart Toolbar

1. Click View menu
2. Click Toolbars Any toolbars currently displayed will be ticked
3. Click Chart
8.6.2 Selecting with the Chart Toolbar

1. Click the down arrow next to Chart Objects icon
2. Click on part you wish to select
8.6.3 Formatting with the Chart Toolbar

1. Select the part you wish to change
2. Click on Format icon on Chart toolbar
For more information about formatting, see page 72.
Page 101
8.6.4 Changing the Chart Type

1. Select the chart
2. Click on down arrow next to Chart Type icon on Chart toolbar
3. Click on Chart Type you require
8.6.5 Show/Hide Legend

1. Select the chart
2. Click on Show/Hide Legend icon
8.6.6 Show/Hide Data Table

1. Select the chart
2. Click on Show/Hide Data Table icon
8.6.7 By Row and By Column

1. Select the chart
2. Click on By Row icon
or
Click on By Column icon
8.6.8 Changing the Angle of Text

1. Select the chart
2. Click on Angle Text Upward icon
or
Click on Angle Text Downward icon
8.7 Changing Chart Options
8.7.1 Changing Chart Titles

1. Select the Chart area
2. Click Chart menu
3. Click Chart Options
4. Click Titles tab
5. Type in titles you require
6. Click OK
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ECDL Spreadsheets Other File Formats
8.7.2 Adding Data Labels

2. Click Chart menu
4. Click Data Labels tab
5. Click in the circle next to the type of data labels you would like to see
6. Click OK
8.7.3 Changing the Position of the Legend

2. Click Chart menu
4. Click Legend tab
5. Click in the circle next to the position you require
6. Click OK
8.7.4 Chart Gridlines

2. Click Chart menu
4. Click Gridlines tab
5. Click in the boxes next to the gridlines you would like to see
6. Click OK
8.8 Printing Charts
8.8.1 Previewing a Chart

2. Click on Print Preview icon (see page 58)
8.8.2 Printing a Chart on its Own

2. Click on the Print icon
8.8.3 Printing a Chart with the Figures

1. Do not select anything!
2. Click on Print icon
9 Other File Formats

Page 103
9.1 Saving a Spreadsheet as a Web

Page
9.1.1 Saving as a Web Page

Saving a sheet as a web page allows you to put it up onto the World Wide Web.
1. Open the workbook, containing the sheet you wish to save as a web page
2. If required, select the range of cells you wish to save
4. Click on Save as Web Page
5. Use the arrow on the right of the Save in box to select a location to save to
6. Click in the circle before Entire Workbook
or
Cllick in the circle before Selection: Sheet
What if I only want a part of my worksheet as a web page?
Make sure you select the range of cells required in step 2. There will be a
Selection option instead of the Sheet option in the Save as dialog box.
Click into the circle before Selection.
8. Type in a File name
9. Click on Save
9.2 Templates
9.2.1 What Are Templates?

If you find yourself creating a worksheet or a workbook that you need to use again and again you
should consider using a template. No more working out again and again where all the formulae
should be!
Templates are stored in a special template folder and when you open one you are opening a
copy of the original. You can then fill in all the detail you need. This allows you to create as many
new workbooks as you like, based on just one model.
9.2.2 Using the Templates Supplied with Excel

Excel comes supplied with one main template which is the one that you open up each time you
start a new workbook. This is called the Workbook template. To access the template…
Page 104
1. Click on File
2. Click on New
3. The New Workbook task pane opens on the right
4. Under the Templates subheading, click on On my Computer
6. Double click the Workbook icon A new workbook opens
There are two tabs in the dialog box: the General tab and the Spreadsheet Solutions tab.
Excel provides you with other templates in the Spreadsheet Solutions dialog box to allow you to
create invoices, expense statements and purchase orders. All you need to do is customise these
templates.
When you open up the templates supplied with Excel you can see a button that will allow you to
add your own information to customise the template for your organisation. Just follow the on
screen tips and you will not go wrong.
9.2.3 Creating a Template

1. Create your worksheet or workbook inserting all the relevant formulae
You can use sample data to make sure that the formulae work
2. Format the headings as you wish
3. Insert any Clipart or graphics such as logos
4. Change any text alignment
5. Change column and row sizes
6. Add borders and shading
7. Format the numbers
8. Make sure to delete any sample data before you save your template
9. When you have finished click on File
10. Click on Save As
11. Click on the down arrow at the end of the Save as type box
12. Click on Template
Page 105
14. Type a name for your template
15. Click Save
When you wish to use your new template…
1. Click on File
2. Click on New
3. Click on On my Computer
4. Click on the General tab if necessary
5. Double click on the template you wish to use A copy of your template will open
9.2.4 Editing a Template

If you find that you wish to change something in a template you will need to open the template
itself in order to modify it.
Microsoft Excel stores the templates you create in the Templates folder. To open this folder you
need to navigate to;
C:\Windows\ Application Data \ Microsoft \Templates
Where are my templates?
When Microsoft Office was installed the templates may have been put in a
different place! Ask the person who installed it.
1. Click on the Open file icon
2. Change to the C: drive
3. Click Windows
4. Double click on Application Data
5. Double click on Microsoft
6. Double click on Templates
7. Double click the template you wish to open
8. Make the changes to your template
Page 106
9. Click the Save icon
10. Close the template
You may wish to open a document based on your modified template to see the changes.
9.3 Importing and Exporting to and

from Word
9.3.1 Exporting Your Spreadsheet to Word

You have just found out that you need to present a report to the board! The figures are all in
Excel. How can you get them into your Word document quickly and easily and how then can you
make sure that the figures are all up to date? What if the board want you to make an immediate
change. Don’t panic! Excel has the perfect solution.
There are four ways to share data between different applications.
§ Use Cut, Copy and Paste
§ Paste with a Link
§ Embed a document
§ Open a file in a different file format
What is the difference between the four ways of sharing data?
· Copy and Paste will put a picture of the data you wish to copy in your
document.
· Paste Link will connect your document to the source file and it will be
updated when the source file changes.
· Embedding a document puts the document you wish to copy right into your
application. The toolbars will change and you can edit your document where
you are.
· Open a file in a different format – check which file formats are supported by
both applications.
9.3.2 To Paste a Picture of Your Spreadsheet into Word

1. Open Word.
2. Switch back to Excel using the task bar
3. Select the information you wish to copy
4. Click on Copy icon
5. Switch to Word using the task bar
6. Move the cursor to the position you wish to insert your Excel Spreadsheet
7. Click on Paste icon
8. A picture of your spreadsheet is pasted in
Page 107
9.3.3 To Paste Your Spreadsheet in Word with a Link

1. Open Word
2. Switch back to Excel using the task bar
3. Select the information you wish to copy
4. Click on Copy icon
6. Move the cursor to the position you wish to insert your Excel Spreadsheet
8. Click on Paste Special
9. Click in the Paste link circle
10. Select a format
11. Click in the box before Display as Icon
12. Click OK
Excel will
usually
choose the
correct format
If you click here
you will see an
icon in your
Click here worksheet and
to create a when you click
link to the on it you will be
Excel taken to Excel
spreadsheet
Your spreadsheet will be pasted into a Word document…
Fields are grey and will be
updated when you change
any information in Excel
What will happen when I change information in Excel?
When you make any changes in Excel they will be reflected in the copy in your
Word document.
Page 108
What happens if the original spreadsheet is moved or renamed?
Your link will be lost! You may need to perform the copy and paste again.
9.3.4 To Embed Your Spreadsheet into Word

1. Open Word
2. Click on Insert menu
3. Click on Object
4. Click on Create from File
5. Enter the path and file name
or
Click on Browse and choose from the Open dialog box
Click here to
choose the
document you
wish to find
Choose how to
display your
document here
6. Click OK
9.3.5 Exporting an Excel Spreadsheet to Word

1. First save your Excel workbook as a Text (Tab delimited) file
What if my workbook has more than one sheet?
You will only be able to save the active sheet. Click OK to the message that
appears.
2. Close the Excel file you have just saved (without saving it again)
Page 109
5. Click on File
6. Change the Files of type box to Text Files
7. Locate the Text (Tab delimited) file you have just saved
8. Click on OK Your spreadsheet will be pasted into Word
The Excel Information is pasted into the Word document like a table
as long as you choose Text (Tab delimited).
9.3.6 Importing Data from Word to Excel

The procedure is in fact the same as exporting to Word but in reverse.
9.3.7 Copying Data from Word

1. Make sure that both Word and Excel are open
2. Select the text you wish to copy
4. Click on Copy
5. Switch to Excel by clicking on the button on the task bar
6. If required, click in the cell you wish to paste into
7. Click on Edit
8. Click on Paste The text is pasted into Excel
It doesn’t look the same!
Some formatting may be lost when copying between Word and Excel.
9.3.8 Copying Linked Data from Word

1. Make sure both Word and Excel are open
2. Select the text you wish to copy
4. Click on Copy
5. Switch to Excel by clicking on the button on the task bar
Page 110
6. If required, click in the cell you wish to paste into
8. Click on Paste Special
9. Click into the circle next to Paste link
10. Click OK
Your Word document or selected text will now be pasted and any changes made in
Word will be reflected in Excel
Double click to edit the text
You will be taken to the Word document automatically where you can make
your changes.
9.3.9 Embedding a Word Document into Excel

1. Open the worksheet where you wish to store the file
3. Click on Object
4. Click on the Create from File tab
5. Type the path file name
or
Click Browse and choose the document from the list
6. Click OK
Double click to edit the text
Rulers will appear around the text and you will be able to edit it as if you were in
Word! Click away from the text when you have finished.
What has happened to the toolbars?
When you paste link or embed a document the toolbars of the host application
change to reflect those of the document you are copying.
Page 111
9.3.10 Importing a Word Document

1. Save the Word document in plain text format
2. Close the document
3. Open the Excel workbook into which you wish to import the Word document
4. Click on Open
5. Click on the down arrow at the end of the Files of type box
6. Click on All Files
7. Select the document you wish to import It will look like a Document icon
8. Follow the wizard to import the document into Excel
Choose
Delimited to
separate
columns with
tabs
You can
preview your
layout here
9. Click Next to continue
Select which Sometimes
kind of you may have
delimiters you pressed the
wish to see tab key twice
to separate
the columns
10. Click Next to continue
Page 112
You can set the data format for each column here…
Select which
format options
you require
Click here to select
the data you want to
import
11. Select each column in turn
12. Click into the Data Preview box to select the data that you want to import
13. Click Finish to import the data
Your data is now entered into the Excel Spreadsheet…
It’s all a bit cramped!
To make sure that it all fits a bit better…
1. Select the columns that contain the data
2. Click on Format menu
3. Click on Column
4. Click on AutoFit Selection
9.4 Other File Types

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ECDL Spreadsheets Appendices
9.4.1 Older Versions of Excel

To save a workbook as an older version of Excel…
7. Click on Save As
9. Click the version of Excel you require (e.g. Excel 5.0/95 Workbook)
10. Click Save
9.4.2 Other File Types

7. Click on Save As
9. Click the file format you require (dBASE IV, Quattro, Text (Tab delimited) etc.)
10. Click Save
10 Appendices
10.1 How Does the Computer‛s Filing

System Work?
10.1.1 An analogy…
· The Computer’s filing system is very much like an ordinary filing cabinet
· The whole of the filing cabinet is your computer
Page 114
· The drawers in the filing cabinet are known as DRIVES
· DRIVES are represented by letters of the Alphabet (see below)
· Inside the drawers are FOLDERS that hold your documents
· Inside some of the folders may be SUBFOLDERS to make things more organised
· Inside the folders are the pieces of paper that you have written on, known as FILES. Excel
files are known as workbooks.
Drawers are known as
drives. Each drive is Whole filing cabinet is
represented by a letter the computer. It
contains drawers
known as DRIVES
Inside the drives are
folders which can
contain subfolders
and files
Imagine you are filing your work documents inside these drives. You may have a main folder
which contains all of your work. Inside that you may have subfolders to contain your budgets,
invoices and timesheets. Inside those subfolders are the actual files that you have written on
Main folder
Invoices Budgets Timesheets
The files, or Excel
workbooks that
you have created
10.1.2 What do the drive letters mean?

Letter Drive What do you use it for?
A: Usually the floppy disk drive · Saving onto the floppy disk means that you can take the
document to another machine
· It is also useful to make copies of documents onto the
floppy disk as a backup
C: Usually the hard disk drive · The hard disk is your main disk drive
· It is situated inside the box that makes up your PC
· If you save onto the hard disk, you can only access that file
from that machine, but there is much more space on the
hard disk that on a floppy disk
D: Usually the CDROM drive · You cannot save onto the CDROM.
· It is used for installing software from CDs
F:Z: Usually network drives · If you can see these drives you are probably connected to
a network
Page 115
· A network is a group of computers connected to each other
through a server. If you save onto a network drive, the
information will go to the server and everyone else who is
connected to the network will be able to access your
document
10.1.3 What does all that look like on the screen?

When you save or open a document you will see a box representing the computer’s filing system
on the screen:
This is the folder
you are in, here it is
“Excel Proficient”
These are the
files and sub
folders
contained
inside that
folder.
Drives are represented by grey boxes
Folders are represented by yellow boxes
Excel Workbooks or files are represented by a white piece of paper with the Excel
icon at the top left
10.1.4 How do I move around the Drives?

If you are not in the folder you require….
1. Click on the down arrow next to the “look in” or “save in” box
Click here and a list of
the drives will drop
down
1. Click on the drive you require
Page 116
10.1.5 How do I move around the folders?

Once you are in the correct drive a list of the folders contained in that drive will appear in the
large box in the middle
The folders on
the hard disk
drive
Doubleclick the folder you require A list of the subfolders and files inside
that folder will appear in the middle
10.2 What do all the Icons Mean?
10.2.1 The Standard Toolbar

New Workbook (Page 22)
Open a workbook (Page 21)
Save the current workbook (17)
Restrict access to your document (not covered on this course)
Print the active sheet (58)
Print preview the active sheet (Page 58)
Research icon (not covered on this course)
SpellCheck (not covered on this course)
Cut the selected cells (Page 41)
Copy the selected cells (Page 41)
Format Painter (Page 41)
Page 117
Paste (Page 75)
Undo and Redo(Page 33)
Insert a hyperlink to another location (Page 112)
AutoSum (Page 30)
Sort ascending (Page 49)
Sort descending (Page 49)
The Chart Wizard (Page 88)
Displays the drawing toolbar (Not covered on this course)
Zoom control (Page 23)
Displays the help task pane (Page 5)
10.2.2 The Formatting Toolbar

Changes the font of the selected cells (Page 72)
Changes the size of the selected cells (Page 72)
Adds/Removes Bold from the selected cells (Page 72)
Adds/Removes italics from the selected cells (Page 72)
Adds/Removes underlining from the selected cells (Page 72)
Left aligns the selected cells (Page 77)
Centre aligns the selected cells (Page 77)
Right aligns the selected cells (Page 77)
Merge and centre (Page 77)
Applies the currency format (Page 75)
Applies the percentage format (Page 75)
Applies the comma format (Page 75)
Increases the decimal places (Page 75)
Decreases the decimal places (Page 75)
Increases the indent (Not covered on this course)
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ECDL Spreadsheets Glossary
Decreases the indent (Not covered on this course)
Adds borders (Page 79)
Adds shading (Page 81)
Changes the font colour (Page 73)
11 Glossary
11.1 Glossary
11.1.1 Absolute Cell References

If you want to copy a formula to another cell, but you want to prevent Excel from adjusting the
cell references, make the cell references absolute. Absolute cell references are indicated by a
dollar sign ($).
11.1.2 Active Cell

The cell border of the active cell is darker than the other cells, and indicates the cell you are
currently working on.
11.1.3 AutoFill
This feature allows you to enter a series of numbers, dates or formulae.
11.1.4 AutoFormat
This will automatically format your table, for example adding heavy lines to form a box around
the date.
11.1.5 AutoSum
This feature allows you to select the cell range containing the values that you wish to add
together. It then adds those figures up.
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ECDL Spreadsheets Glossary
11.1.6 Cell
This is the basic building block of the Excel worksheet. A cell is formed by the intersection of the
row and column gridlines. Each cell is identified by the letter of the column and the number of the
row. e.g. B7.
11.1.7 Cell Range

A group of cells that are next to each other. To select a range of cells see page 27
11.1.8 Cell References

These are the coordinates of the cell in the worksheet, e.g. B7.
11.1.9 Chart Sheet

This is a sheet in a workbook containing a chart. The chart sheet is updated when the worksheet
data is changed.
11.1.10 Fill Handles

This is a solid black square in the right hand corner of the active cell border. Using your mouse,
grab the black square and drag it across to AutoFill your cells.
11.1.11 Formulae
Formulae are the basis of Excel. Formulae will do all the calculations that will normally be done
by a calculator. You can use formulae to do simple calculations such as additions, subtractions,
multiplication, and division as well as statistical, financial and scientific calculations.
11.1.12 Formula Bar

This is the bar at the top of the Excel screen. It is used to enter and edit formulae and values. It
also displays the formulae in a particular cell.
11.1.13 Gridlines
These are the lines that you see in your sheet. You can choose to print them using the Tools
menu, then the Options dialog box.
11.1.14 Label
This is the text which usually appears next to the figures in a sheet, and identifies what the
figures mean.
11.1.15 Legends
A legend (also known as a key) is used in charts and graphs. Excel actually creates legends
from the labels on the worksheet. The legends can be customised with borders, patterns and
different fonts.
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ECDL Spreadsheets Consolidation Exercises
11.1.16 Mixed Cell References

In a formula there can be a combination of relative and absolute cell references. A mixed
reference can look like this $A1 or A$1. $A1 refers to column A regardless of the position of the
cell containing the formula.
11.1.17 Paste Function

This allows you to enter commonly used calculations quickly, such as finding the average,
maximum or minimum of a group of numbers.
11.1.18 Relative Cell References

Relative cell references are used in formulae where you do not wish the reference to remain
constant as the formula is AutoFilled. Relative cell references do not contain the $ found in
absolute cell references.
11.1.19 Sheets
It is possible to insert, delete, rename, move and copy sheets in Excel. The sheet can be a
worksheet, chart sheet, module sheet or dialogue sheet. A worksheet is the most often used.
11.1.20 Worksheet
This is also called a spreadsheet. The worksheet is one page of an Excel workbook. A
worksheet is made up of cells in columns and rows.
12 Consolidation
Exercises
12.1 Creating Simple Spreadsheets
1. Start Excel, and open the spreadsheet called Consolidate.xls
2. On the sheet called Primary, select cell Z80, scrolling down and over to find it. Edit the
contents so that it has the current year instead of 1999.
3. Change the zoom level to 90%.
4. Delete the figure in cell G15, and cell G20. Undo both deletions, then redo the first
deletion.
Page 121
5. Add your name to cell A5, and today's date to cell A6.
6. In cells A7 to A10, enter the numbers 50, 97, 34, and 27.
7. Hide the formatting toolbar, and show it again. Change the default Excel user name to
Gladys Stoat.
8. Make the header in cell A1 font size 20, bold, italic, and font name Tahoma. Remove the
underline.
9. Freeze the top two rows.
10. Go to the sheet called Secondary, and make all the margins 2.2cm. Change the
orientation to Landscape.
11. Resize column A so that the heading in cell A1 fits into it properly. Resize row A so that it
is tall enough for the heading.
12. Copy cells B5 to G10, and paste them into cells C26 to H31.
13. Do a spell check, fixing any errors.
14. Do a print preview, make sure the sheet looks okay, then print one copy.
12.2 Further Excel Skills

1. Start Excel, then open the demo file Further skills.xls. Make sure you’re on the sheet
called A&E.
2. Go to cell B20 and decrease the decimal place of the figure there to one decimal place.
3. Change the number format of the figure in C22 to Currency, showing pound sterling (£).
4. Apply a light blue shading to the cells holding the title text “Happy NHS Trust”.
5. Use the Format Painter to copy the formatting in cell A19 to cell A20.
6. Centre the alignment of the text in cells A4 and A5
7. Change the orientation of the text in cells A4 and A5 so they point upwards by 45
degrees.
8. Apply a red border to around the outline and inside of cells A19 and A20.
9. Go to Sheet 2. Insert a custom header, with the text Confidential on the left hand side,
and the current date on the right hand side.
10. Delete row 31.
11. Use Find and Replace to change all instances of Woman to Female.
12. Change the name of this worksheet to GP Patients, then move the worksheet so that it
appears after the Finances sheet (in other words, just to the right of Finances).
Page 122
13. Sort the data in this spreadsheet ascending alphabetically by the patient’s surname.
14. Go to Page Break Preview and adjust the page break so that all the data in this
spreadsheet will print on one page.
15. Go to the Finances spreadsheet. Use the Chart wizard to create a chart of the data
there. The Chart should be:
• a Column chart
• the Clustered Column subtype
• with a data range of cells A3 to G8
• series in rows
• given the title of Ward Finances
• placed as an object in the Finances sheet
16. Change the colour of the Cleaning bars to red.
17. Change the chart type to a bar chart with a Clustered Bar sub type.
18. Move and resize the chart so that it covers the area of cells A10 to D31.
12.3 Using Excel for calculations

1. Start Excel, then open the demo file Using Excel for calculations.xls. Make sure
you’re on the sheet called Finances.
2. In cell B10, use Autosum to add up the figures in cells B4 to B8. Then use Autofill to
copy the formula across cells C10 to G10.
3. Go to the Salaries sheet. Find the average salary and enter it in cell F3. Use the
functions to find the minimum and maximum salaries and enter them in cells F4 and F5.
4. In cell B25, use the COUNT function to enter the total number of employees listed.
5. All employees earning less than £25,000 are eligible for a travelling allowance. Use the
IF function to add the text Yes or No in cells C4 to C22 depending on whether the employee is
entitled to a travelling allowance or not.
6. Create a formula in cell D4 that calculates the London Weighting figure for Anthony
Davies. (The London Weighting figure is calculated by multiplying an employee’s salary by the
figure in cell D2.)
7. Edit the formula so that it contains an absolute cell reference which allows you to Autofill
the formula down to cell D22. Go ahead and Autofill the formula down.
Page 123
ECDL Spreadsheets Index
13 Index
13.1 Index
#DIV/0! ....................................................39 Resizing Parts................................... 100
#N/A! .......................................................39 Selecting ............................................. 93
#NAME?..................................................39 selecting parts of ................................. 91
#NULL! ....................................................39 Titles ................................................. 102
#NUM!.....................................................39 Toolbar.............................................. 101
#REF!......................................................39 Type.................................................. 102
#VALUE! .................................................39 Types.................................................. 85
Absolute Cell References ........................53 Checking Your Spreadsheet ................... 58
Adding Up ......................................... 30, 31 Circular Reference.............................30, 40
Alignment ................................................77 Closing
AutoFill Excel................................................... 10
Absolute Cell References.....................54 Workbooks .......................................... 22
Special Lists.........................................45 Colour
Using ...................................................44 Of Charts............................................. 99
AutoFit.....................................................71 Of Font................................................ 73
AutoSum .................................................30 Columns
Average...................................................55 Deleting............................................... 70
Bold.........................................................72 New .................................................... 69
Borders ...................................................79 Resizing .............................................. 70
deleting................................................80 Selecting ............................................. 28
drawing ................................................79 Commas................................................. 74
using the menu ....................................81 Copying
Calculations.............................................32 Sheets................................................. 51
Cells Using AutoFill ...................................... 44
Adding Patterns ...................................82 With Cut, Copy and Paste ................... 42
Changing Colour ..................................82 with drag and drop............................... 41
Centring Corrections
Merge and Centre ................................78 Deleting............................................... 35
Spreadsheet ........................................65 Editing................................................. 35
Charts Entering Text and Numbers................. 27
adding a title ........................................96 Replacing............................................ 35
adding a trendline ................................96 Undo ................................................... 33
adding data labels................................97 Creating Charts
adding gridlines....................................96 using the chart wizard.......................... 87
chart toolbar.........................................92 using the keyboard .............................. 87
Colour..................................................99 Currency................................................. 74
deleting................................................91 Cut ......................................................... 41
Font ...................................................100 Data Table............................................ 102
Fonts ...................................................95 Database .................................................. 9
formatting.............................................94 Dates...................................................... 27
moving.................................................90 Decimals................................................. 74
Moving Parts......................................100 Default Folder ......................................... 84
orientation of text .................................95 Deleting
Printing ..............................................103 Cell Contents....................................... 35
resizing...............................................90 Columns.............................................. 70
Page 124
Rows ...................................................70 keeps changing shape......................... 16

Sheets .................................................51 Moving Around With ............................ 25
Deselecting .............................................29 Moving
Drives....................................................115 Around a Spreadsheet......................... 24
Editing Sheets................................................. 51
Cell Contents .......................................35 Through Sheets................................... 51
Entering using drag and drop............................. 41
Data.....................................................26 With Cut, Copy and Paste.................... 41
Formulae .............................................32 Multiple Workbooks................................. 21
Error Messages .......................................39 New
Excel Columns.............................................. 69
Closing.................................................11 Rows................................................... 69
starting.................................................15 Sheets................................................. 51
Starting and Closing.............................10 workbook............................................. 22
Uses of ..................................................9 Workbook............................................ 22
Exporting Data.......................................107 Number Format....................................... 74
Filing System.........................................114 Office Clipboard ...................................... 43
Find.........................................................46 displaying ............................................ 43
Folder Opening.................................................. 21
General..............................................114 Orientation .............................................. 65
New .....................................................18 Page Break Preview................................ 60
Font Page Order ............................................. 66
Colour..................................................73 Page Setup............................................. 64
In a Chart...........................................100 Paste Options ......................................... 43
Size .....................................................72 Percentages ........................................... 74
Type ....................................................73 Entering............................................... 27
Format Painter.........................................76 Portrait.................................................... 65
Formatting Toolbar ................................118 Printing
Formulae Charts ............................................... 103
Definition..............................................36 More than One Copy ........................... 63
Entering ...............................................32 Selections ........................................... 63
Formulas Renaming Sheets ................................... 52
Using Absolute Cell References ...........54 Replace .................................................. 46
Freezing Replacing................................................ 35
Rows and Columns ..............................83 Resizing
Functions Columns.............................................. 70
Count ...................................................56 Parts of a Chart ................................. 100
Definition..............................................55 Rows................................................... 70
Maximum .............................................57 ReSizing
Minimum ..............................................57 Windows ............................................... 8
Sum .....................................................31 Rows
Gridlines.......................................... 66, 103 Deleting............................................... 70
Icons .....................................................117 New..................................................... 69
Importing and Exporting Data ................107 Resizing .............................................. 70
Importing Data from Word to Excel ........110 Selecting ............................................. 28
Inserting Sheets.......................................51 Saving .................................................... 16
Italic ........................................................72 As a Web Page ............................20, 104
Jargon .....................................................10 Changes.............................................. 17
Keyboard.................................................25 Default Folder...................................... 84
creating charts with ..............................87 Save As............................................... 17
Labels ...................................................103 Screen .................................................... 12
Landscape...............................................65 Scroll Bars .............................................. 24
Legend ..................................................102 Selecting................................................. 27
Margins ...................................................64 Charts ................................................. 93
Mistakes Sheets................................................. 51
Deleting ...............................................35 Sheets .................................................... 51
Entering Text and Numbers..................27 Size
Undo....................................................33 Font..................................................... 72
Mixed Cell References.............................37 Of a Spreadsheet ................................ 66
Mouse Rows and Columns ............................. 71
Page 125
Smart Tags..............................................15 Formatting......................................... 118

Sorting.....................................................49 Showing/Hiding ................................... 25
Spelling ...................................................47 Standard ........................................... 117
Starting....................................................10 Underline ................................................ 72
workbook .............................................22 Undo....................................................... 33
Sum ........................................................31 User Name ............................................. 85
Symbols ............................................ 33, 48 Versions of Excel .............................19, 114
Task Panes .............................................13 Web Page........................................20, 104
Templates Windows................................................... 6
Creating.............................................105 Closing.................................................. 8
Definition............................................104 Maximising ............................................ 7
Editing ...............................................106 Minimising ............................................. 7
Supplied with Excel ............................104 Moving .................................................. 8
Text ReSizing .............................................. 8
copying ................................................41 Switching............................................... 8
moving.................................................41 Workbook
Rotating ...............................................76 Saving................................................. 16
Text Wrapping.........................................76 Workbooks
Titles .....................................................102 Definition............................................. 11
Toolbars New .................................................... 22
Chart..................................................101 Zoom ...................................................... 23
Page 126

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Happy eLearning Guide to

2 About This Manual

2.1 Who Is It For and How Do I

2.1.1 Who Is It For?

2.1.2 How Should I Use it?

2.2 What Do the Icons Mean?

2.3 Using Help in Excel 2003

2.3.1 Using this Guide

2.3.2 Asking a Question

2. Press Enter (Return) A list of topics will appear in the Task pane

3. Click book next to the topic you are interested in Sub topics will appear

4. Click the sub topic you require Help files will appear

5. Click Help topic you are interested in Help file will open

2.4 Working with Windows

2.4.1 What Are Windows?

2.4.2 The Elements of Windows

2.4.3 Minimising Windows

2.4.4 Maximising/Restoring Windows

2.4.5 Closing Windows

2.4.6 Switching Between Windows

2.4.7 Re-Sizing Windows

2.4.8 Moving Windows

3.1 What Is Excel For?

3.1.1 The Uses of Excel

3.1.2 For Formulae (Calculations)

3.1.3 For Storing Information (as a Database)

3.1.4 For Creating Tables

3.1.5 Common Excel Jargon

3.2 Starting and Closing Excel

3.2.1 Starting Excel

3.2.2 Closing Excel

3.2.3 What Are Workbooks?

3.3 The Excel 2003 Screen

3.3.1 What Are All the Bits Called?

3.4 Task Panes

3.4.1 To View the Task Pane

3.5 Smart Tags – How Can They

3.6 The Mouse Keeps Changing

3.7 Saving Your Workbook

3.7.1 Saving Your Work for the First Time

3.7.2 Saving Your Workbook After You Have Made Changes

3.7.3 Creating a Copy Using Save As

3.7.4 Changing the Default Folder

3.7.5 Creating a New Folder

3.8 Saving Other File Types

3.8.1 Older Versions of Excel

3.8.2 Other File Types

3.8.3 Saving a Spreadsheet as a Web Page

3.9 Opening and Closing Your

3.9.1 Opening Your Workbook

1. Click on the Open icon Click on this arrow to

3.9.2 Multiple Workbooks

3.9.3 Switching Between Open Workbooks

3.9.4 Closing Your Workbook

3.10 Creating a New Workbook

3.10.1 Creating a New Workbook

3.11 Changing the Zoom Control

3.11.1 What Is the Zoom Control?

3.11.2 Changing the Zoom Control with the Icon

3.11.3 Changing the Zoom Control with the Menu

3.12 Moving Around a Spreadsheet

3.12.1 Moving Around with the Scroll Bars

Version 4 30/07/2007 Ð ECDL Spreadsheets

Formulae B4C1 C4D1 D4E1 E4F1