The Excel Screen

1. Run Excel from the Start menu or by clicking on its icon on the desktop. Familiarize yourself with the Excel worksheet window. If the worksheet is displayed on only part of the screen, enlarge its window by clicking on the Maximize button to the right of the Title Bar. If the Task Pane is visible, close it by clicking on the button at the top right of the pane. The columns are labeled by letters and the rows by numbers. The intersection of a row with a column is a box called a cell. A cell is referenced by both its column letter and its row number.

Figure 1.1: The Excel Screen

2. Select the cell D7, (Column D, Row 7) by clicking on it using the mouse. A black box appears around the cell. This is called the cell highlight and its presence denotes a selected range. Move the mouse slowly over the black border. Notice that the cursor changes from a thick white crosshair when over the main part of the cell to a white arrow when it is over the black border, and a black crosshair when it is over the little black box in the bottom right-hand corner of the cell highlight.

Figure 1.2:

Cursor Shapes

3. This time select the rectangular block of cells D7:F9 by dragging the mouse from the cell D7 to the cell F9. A block of cells is known as a range. Notice that the

character between the first cell in the range and the second cell is a colon. This is the way that cell references must be specified when using formulae in Excel.

Figure 1.3: Selection of a Range (D7:F9)

4. Select the cell D7 again by clicking in it. Look at the Formula Bar (the row below the toolbar). This has three areas. The left-hand area will have the text D7 in it. Excel can only edit the contents of one cell at a time, even when more than one cell is selected. The editable cell is called the active cell. It is always highlighted and its reference is displayed in the left-hand area of the formula bar. The right-hand area of the formula bar will display the contents of the active cell and the cell contents can be edited in this area. The middle area of the formula bar is used when the cell is being edited. The symbol fx is the Insert Function button and it will be used later to enter a formula.

Figure 1.4:

The Formula Bar

Name: Student No.: Creating a Worksheet

Score: Date :

1. In this task, a simple spreadsheet will be created. First the titles will be inserted. Click on cell A1 and type VINO plc. Notice that the text appears in the cell, the lefthand section of the formula bar displays the cell reference A1 and the cell contents are shown in the right-hand section of the formula bar. The middle section of the formula bar changes to display two buttons. The red cross is the <Cancel> button. Clicking on this will cancel the edits in the cell. The green tick is the <Confirm> button.

Figure 2.1: Formula Bar Showing Unconfirmed Cell Contents Click on the green tick now to confirm the entry. The focus will return to the cell A1 which will now show the edited contents. Observe that the <Cancel> and <Confirm> buttons are no longer displayed. Enter the second title by clicking in cell A3 and typing (Figures in 000's). This time press the <Return> key to confirm the entry. 2. Next enter the row labels for the table by typing Q1, Q2, Q3 and Q4 in cells B6, C6, D6 and D7 respectively. This time, confirm each entry by pressing the Right Arrow key on the keyboard. (The bank of arrow keys is situated to the left of the number pad.) 3. Enter the column labels for the table by typing Sally, Ann and Ray in cells A7, A8 and A9 respectively. When you have typed the text you can confirm the entry by pressing <Enter>. This will confirm the entry and move the cursor to the cell below. 4. Continue entering the data for the first three quarters so that your worksheet looks like the one below:

Figure 2.2: Completed Example for Activity 2

Errors have been discovered in the sales data. For the first quarter, Ray sold 58,000 of goods, not 55,000. Click on the cell B9 and type: 58 The contents of cell B9 are deleted and completely replaced by the new typing. (If this typing had been done by accident then at this point clicking the box would undo the edits). Click the button or press to confirm the edit. 5. For the third quarter, Ray sold 71,000 worth of goods, not 73,000. Click on the cell D9, but this time press the function key . In the cell you will notice that at the end of the figure 73 there is a flashing I-beam cursor, indicating that the text in the cell is ready for editing. Press the key once and type 1, then confirm the cell edits.

Figure 3.1: I-Beam Cursor in Cell

6. The title needs to be changed to Sales for VINO plc (1995/6). To do this, click on A1 and then move the cursor to the Formula Bar. As the cursor goes over the editing section of the formula bar its shape changes to an I-beam. Position this just to the left of the word VINO and click the mouse button once. The flashing cursor appears to the left of the word VINO. Type: Sales for . The text is inserted in front of the word VINO. Now use the mouse to click at the end of the cell entry and type: (2003/4). Confirm the edits in the cell.

7. Move the mouse cursor over the cell A8 containing the name ANN. Double-click the mouse (click the left mouse button twice quickly). You will notice that a flashing Ibeam cursor now appears within the cell at the point you clicked. (If the cell highlight suddenly jumps to either RAY or SALLY, then you have clicked twice on the border by mistake. In that case try again, clicking in the centre of the cell.) When you have the flashing I-beam cursor, move it to the end of the word ANN and type an extra E so that her name reads ANNE. Confirm the edits in the cell.

8. Enter additional data for a fourth employee named JOHN. His sales figures are: Q1 44 Q2 59 Q3 38 9. The fourth quarter's figures should also be entered. These are: SALLY 65 ANNE 90 RAY 82 John 70

The spreadsheet should now appear as follows:

Figure 3.2: Completed Sales Data

10. For each of the reps, we require Year Target figures in column B with a heading Target. Select a cell in the B column (e.g. B6) and from the Insert menu select the command Columns. A blank column is inserted and the contents of all the other columns are shifted one column to the right. Label the column with the title Target in cell B6, and enter the target figures as follows: Sally 250 Anne 220 Ray 250 John 200

11. It has now been decided that the Target figures should appear after the figures for Quarter 4. This operation could be carried out using Cut and Paste operations, but there is an alternative method that would allow the cells to be moved. Place the cursor over cell B6, click and hold down the mouse button. With the button held down, move the cursor down to cell B10. Release the mouse button. (This process is called dragging the mouse.) The cells are now highlighted with a black border round them. Point the mouse to the border, and when the cursor shape changes to a white arrow, drag the mouse until the box is over the cells G6:G10. The target data will now be in the new location.

Figure 3.3: Highlighted Range with White Arrow Pointer

12. Click in a cell in column B and from the menu select Edit > Delete > Entire Column to remove the empty column. 13. The first time a file is saved, it must be given a name. Click on the File menu once to display the list of options. Now click on the Save As... option. The three dots after the command indicate that a dialog box will appear when this command is selected. The Save As dialog box is displayed as shown below:

Figure 4.1:

The SaveAs Dialog Box

14. Type in a introex.xls as the filename and then click Save. The new filename will now be displayed in the title bar.

Figure 4.2: Title Bar Showing Filename Note that now that the file has been given a name, it is only necessary to click on the Save button on the toolbar in order to save it. It is a good idea to save work in this way on a regular basis, so that in the event of a system crash only work that has been completed since the last time the file was saved will be lost. Excel can be set to save files automatically. To modify the frequency with which this occurs, click on Tools > Options > Save and set the required time interval.

Name: Student No.: Managing Workbooks

Score: Date:

1. Close the file by selecting File > Close from the menu. The Workbook that you have just saved will close and the center of the Excel window should be blank.

2. Select File > New from the menu. The Task Pane will appear at the right of the screen. Click on Blank Workbook. A new workbook will open, and the screen will appear exactly as it did when you first opened Excel.

Figure 5.1: Task Pane

3. Return to the File menu again and select the Open command. When the dialog box shown appears, select the file (introex.xls) and click Open.

Figure 5.2: File Open Dialog Box

4. Names of the workbooks currently open will be displayed at the bottom of the window on the Task Bar. Only one worksheet can be active at any one time - and that worksheet will have its title bar highlighted. To work on another worksheet viewed on your screen, click on it, or use the Window menu to select it.

Figure 5.3: The Task Bar

5. It may be useful to see all the open worksheets on the screen at the same time (for example, for copying data from one to another). Worksheets can be arranged in several ways, using the Window menu. Experiment with the different settings.

Figure 5.4: Window Menu and Sub-Menu

6. To restore one of the workbooks to its full size, click on its maximize button.

Figure 5.5: Maximize Button

Name: Student No.: Formatting Data

Score: Date:

1. The title should be in a larger font and it should be formatted in bold type. The formatting toolbar can be used for these operations. Select cell A1, containing the title. Click on the arrow to the right of the Font Size box and select size 12 and then click on the Bold button.

Figure 6.1: The Formatting Toolbar 2. The title should be centered across the data that it relates to. Select the range A1:F1 by holding down the <Shift> key, and clicking on the cell F1. Click on the Merge and Center button in the formatting toolbar, and the title will appear centered across the columns. 3. Now align the labels Q1, Q2, etc with the data below them. The data are aligned right, so select the range B6:F6 and click on the Align Right button on the formatting toolbar. Your spreadsheet should now look like the one below:

Figure 6.2: Formatted Sales Figures

4. Select the data range A6 to F10 by clicking in cell A6 and dragging the mouse down to F10. From the Format menu select the Autoformat command. This brings up a dialog box containing a gallery of possible formats. Select the one you prefer and click <OK>.

Name: Student No.: Inserting Formulas

Score: Date :

1. It would be useful to know how well or badly the sales team has done for the financial year 2003/4, so we need to compare the sales totals for each person with the corresponding target sales figure. First insert a blank column in front of the column containing the Target data (column F) by selecting a cell in column F and using Insert / Columns. In F6 enter the label Actual Sales and confirm the entry. As the label will not fit in the column width, it is necessary to widen the column.

Figure 7.1: Cursor Centered Between Columns F and G Move the cursor to the boundary between the labels for the columns F and G so that it changes to a cross hair shape. Double-click the mouse, and the column width will be adjusted to fit the label. (The mouse could also be used at this stage to drag the column to the desired width.) 2. F7 should contain Sally's actual total sales. Select this cell. Type = to indicate to Excel that a formula is being inserted. Then type B7+C7+D7+E7. Confirm the entry in the cell. Excel adds up all the contents of the cells B7 to E7 and displays the result in F7. (Note that the formula bar still contains the formula, so if you need to edit it you can.) 3. A quicker way of summing a collection of adjacent cells is to use the AutoSum function. Click in F7 again and press the <Delete> key. Now click on the AutoSum button on the standard toolbar. This pastes in the SUM function and the active dotted box indicates the range of cells to be summed. Press <Enter> to accept the suggested range. The result is displayed in F7, but the formula bar will contain the formula =SUM(B7:E7).

Figure 7.2: The AutoSum Function

4. Now a formula has been inserted, it can be copied to cells F8, F9 and F10 so the totals for the other sales people are calculated. Select cell F7 so that the cell is highlighted. Move the cursor over the little black box in the bottom right-hand corner so that the cursor changes shape to a black crosshair. Now click and drag the mouse button down to the cell F10. Release the mouse button and the formula will be copied down the range. The cell references will be translated so that although the formula in row 7 is =SUM(B7:E7), the formula in row 8 is =SUM(B8:E8). It may now be necessary to redo the Autoformat. 5. Using the AutoSum technique, insert the totals in F7 to F10, and put the result in F11. Copy the formula to G11 for the Target Sales. Enter an appropriate label in A11.

Figure 7.2: Completed Sales Data

Save this activity as exer7.xls

Close and exit Excel.

Name: Student No.: Formatting Tables Objectives:

Score: Date :

At the end of this activity, the students are expected to: 1. 2. 3. 4. format labels, values and alignment add borders, shading and patterns create and apply style merge cells and wrap text

Procedures: 1. Open MS Excel and create new workbook. 2. On cell B2 type Name of Students, cell D4 type Number of Items and cell D6 type Score. 3. On cell D2 type Laboratory Exercise #, on cell D3 to M3 type 1 to 10 respectively and on cell D5 to M5 enter 30. 4. On cell N2, O2, T2, V2 and W2, enter TOTAL, AVERAGE, AVERAGE, GRADE and REMARKS respectively. 5. On cell P2, Q2 and U2 type WEIGHT, PRACTICAL EXAM and WEIGHT respectively. 6. On cell P5 and U5 type 60% and 40% respectively. 7. On Q5 to S5 enter 30, 50, 30 respectively, while on Q6 to S6 type P, M and F respectively. 8. On the Menu Bar select Tools, choose Option, select View and on the Window Option, un-check the box for Gridlines and press OK. There should be no more gridlines seen on your worksheet. 9. Highlight B2 to W2 to W6 and on the Toolbar click for the Border icon and select All Border and click Thick Box Border. 10. Highlight cell B2 to B6 to C6 and on the Menu Bar, click Format, select Cell and on the Format Cell dialogue box, choose Alignment. Alignment for Horizontal and vertical is at Center and for the Text Control, check the box for Wrap text and Merge Cells and hit OK. 11. The same procedure will be followed for cell merging and text wrapping of the content of D2-M2, D4-M4, D6-M6, N2-N6, O2-O6, P2-P4, P5-P6, Q2-S2S4, T2-T6, U2-U4, U5-U6, V2-V6, and W2-W6. 12. Bold and italic entry if necessary while use your preferred color for shading the cell. The column width of cell D2-M2 is 2.5 while 3.5 for Q5-S5. 13. Refer to the next page and complete your Grading Sheet by keyboarding the name of students and their scores that corresponds each entry. 14. Come up to a formula to complete the Grading Sheet. Use only two decimal places and for the remarks, display Passed and Failed. The Passing Grade is 70%. The formula is =If(v7=>70,Passed,Failed) Use the Fill Handle to copy formulas. 15. Save your work in your folder with filename exer8.xls, close all application and shutdown your computer.