Excel Introduction 2003 by Sarah Mason

Excel Introduction Training Manual

Introduction to Spreadsheets Using MicrosoftÂŽ Excel 2003

Note: Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation

~ Presented by Sarah Mason ~

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Excel Introduction Training Manual TABLE OF CONTENTS Chapter 1 ~ Overview .......................................................................................................................... 6 1.1 ~ What is Excel? ...................................................................................................... 6 1.2 ~ The Excel Application Window .......................................................................... 7 Chapter 2 ~ Navigating Excel ............................................................................................................ 8 2.1 ~ Moving the Cell pointer ...................................................................................... 8 2.2 ~ Entering Data ....................................................................................................... 9 2.3 ~ Entering Numbers ............................................................................................. 11 2.4 ~ Changing Data in a Worksheet ....................................................................... 12 2.5 ~ Adjusting Column Width in a Worksheet ...................................................... 13 2.6 ~ Adjusting row height in a worksheet ............................................................. 14 2.6 ~ Adjusting row height in a worksheet ............................................................. 15 2.7 ~ Reversing an Edit Operation............................................................................ 17 2.8 ~ Saving a Workbook ........................................................................................... 18 Chapter 3 ~ Formulae........................................................................................................................ 22 3.1 ~ Entering a formula into a Worksheet ............................................................. 22 3.2 ~ Introducing Formulas ....................................................................................... 24 3.3 ~ Mathematical Operators ................................................................................... 26 3.4 ~ Brackets .............................................................................................................. 27 3.5 ~ Selecting Cells with the Mouse ....................................................................... 30 3.6 ~ Percentages ........................................................................................................ 32 Chapter 4 ~ Formatting Excel .......................................................................................................... 34 4.1 ~ Selecting a range .............................................................................................. 34 4.2 ~ General Formatting ........................................................................................... 36 4.3 ~ Format Cells ....................................................................................................... 37 4.4 ~ Format Number ................................................................................................. 38 4.5 ~ Resetting the alignment of Cell Entries ......................................................... 41 4.6 ~ Wrap Text ........................................................................................................... 43 4.7 ~ Merge Cells ......................................................................................................... 44 4.8 ~ Text Orientation ................................................................................................ 45 4.9 ~ Borders................................................................................................................ 46 Chapter 5 ~ Editing ............................................................................................................................ 48 5.1 ~ Hiding Rows and Columns ............................................................................... 48 5.2 ~ Using AutoFill ..................................................................................................... 50 5.3 ~ Copying Cells ..................................................................................................... 52 5.4 ~ Moving Cells ....................................................................................................... 53 5.5 ~ Clearing Cells ..................................................................................................... 55 5.6 ~ Inserting and Deleting Rows and Columns ................................................... 56 5.7 ~ Inserting and Deleting a Range of Cells ........................................................ 58 Chapter 6 ~ Printing........................................................................................................................... 59 6.1 ~ Printing a Worksheet ........................................................................................ 59 6.2 ~ Print Preview ...................................................................................................... 60 6.3 ~ Page Setup ......................................................................................................... 61 6.4 ~ Portrait and Landscape..................................................................................... 62 6.5 ~ Margins ............................................................................................................... 63 6.6 ~ Display and Print Formulas .............................................................................. 64 6.7 ~ Headers and Footers......................................................................................... 66 6.8 ~ Printing a Selection ........................................................................................... 68 Chapter 7 ~ Formulae & Functions ................................................................................................. 70 7.1 ~ What is a Function? .......................................................................................... 70 ÂŠ Sarah Mason

Excel Introduction Training Manual 7.2 ~ Using AutoSum .................................................................................................. 71 7.3 ~ Using the SUM function .................................................................................... 72 7.4 ~ Using the AVERAGE function ........................................................................... 74 7.5 ~ Using the MAX and MIN functions .................................................................. 74 7.6 ~ Using the COUNT function ............................................................................... 75 7.7 ~ On a date with Excel…..Using the NOW function ......................................... 77 7.8 ~ Doing Time in Excel .......................................................................................... 78 7.9 ~ Using the ROUND function............................................................................... 80 7.10 ~ Using the TRUNC function ............................................................................. 82 7.11 ~ Using the CONCATENATE function ............................................................... 83 7.12 ~ Using the LOWER function ............................................................................. 84 7.13 ~ Using the UPPER function .............................................................................. 85 7.14 ~ Using the Insert Function Button ................................................................. 86 Chapter 8 ~ Using Excel with other applications ........................................................................ 87 8.1 ~ Import/Export data in different formats (e.g. csv, txt,xml) ...................... 87 Chapter 9 ~ Templates ...................................................................................................................... 93 9.1 ~ Create & edit a new workbook template ....................................................... 93 Chapter 10 ~ Sorting & Filtering ..................................................................................................... 95 10.1 ~ Sort the records of a list ................................................................................ 95

Excel Introduction Training Manual Introduction These notes are designed to provide reinforcement material for tutor led training sessions in Microsoft Excel. These revision exercises assume that the necessary program has been fully and correctly installed on your computer. However, in Excel, some features are not installed initially and a prompt to insert the Office CD may appear when these features are accessed. Aim To provide the knowledge and techniques necessary to be competent at an introductory level in Excel 2007. Objectives After completing the exercises the user will have experience in the following areas: Create, enter information and edit a spreadsheet Format the text in the worksheet using fonts, colour, point size, character enhancements ie bold, alignment Format the numbers in the worksheets using percentage, dates, currency, set decimal places, Format the worksheet using insert/delete rows/columns, merge cells, hide columns/rows, Adjust print settings using gridlines, headers/footers, margins, set print area, Creating basic formulae including use of brackets Creating basic functions including sum, average, count, max, min Import and export data to and from Excel Using Excel to sort data

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Excel Introduction Training Manual Chapter 1 ~ Overview 1.1 ~ What is Excel? Excel is a popular spreadsheet program designed for use on a personal computer. Although it has many applications, Excel is used primarily as a financial modelling package for such purposes as budgeting, cash flow forecasting, sales reporting and the preparation of profit and loss statements. The advantages of using a program such as Excel are immediately apparent if you have used a strictly manual procedure to enter information, it can save you countless hours in calculating and recalculating information. In addition, it allows you to quickly obtain answers to what are called “what-if” scenarios. For example, suppose you wish to predict the income from the sales of a particular product over a period of time. Using Excel you can set up the appropriate model and then test various assumptions – for example “what if inflation increases by 10%?” Excel provides three main types of modelling tools:Worksheets A worksheet, Excel’s term for a spreadsheet, is used to store numeric data, calculations involving that data, as well as descriptive text. The information is arranged in columns and rows in a format similar to an accountant’s ledger. Related worksheets are saved in a workbook, which can be thought of as an electronic binder. An example of a worksheet might be a departmental budget. Charts A chart is used to graphically represent the data contained in a worksheet. For example, a pie chart could be generated to show how a budget is allocated between different areas of expenditure. Lists A list, sometimes called a database, serves as an electronic filing system. The information can be manipulated (for example, sorted and filtered) to suit a user’s specific needs. An example of a list might be a detailed listing of company employees, including their names, addresses, titles, salaries and so on.

Excel Introduction Training Manual 1.2 ~ The Excel Application Window Title Bar This displays the name of the program, as well as the name of the current workbook if it has been saved. If the workbook has not been saved, it is identified by a number – for example Book 1. The standard Windows Control menu box and window sizing buttons appear at the left end and right end of the bar, respectively. Name Box This identifies the contents of the active cell. It is also used to enter the formulas that specify calculations in a worksheet. Workbook window This window which occupies the majority of the screen, displays an Excel workbook. A workbook initially contains three worksheets which are saved in a single file. Each worksheet consists of a series of columns (identified by the letters A B C etc which appear across the tops of the window) and a series of rows (identified by the numbers 1,2,3 etc which appear down the left side of the window. Since the entire Excel worksheet contains 256 columns and 65,536 rows, only a small part appears in this window at one time. Columns and rows of a worksheet intersect to form cells. Each cell is identified by its column/row co-ordinates, or cell reference (for example B5). Notice that cell A1 is currently surrounded by a border. This border identifies the active cell – that is the cell in which any information entered from the keyboard will be stored. Vertical/Horizontal scroll bars These are used to scroll the Workbook window vertically/horizontally through a worksheet. Worksheet tabs These identify the various worksheets in workbook, and allow you to move from one worksheet to another. Status Bar This displays helpful information as you use the program. The ‘Ready’ indicator that currently appears lets you know that the program is ready for data input.

Excel Introduction Training Manual Chapter 2 ~ Navigating Excel 2.1 ~ Moving the Cell pointer To enter data into a cell or to change a cellâ&#x20AC;&#x2122;s contents, you must first select the cell by moving the cell pointer to it. This can be done with either a mouse or the keyboard. Using a mouse: Point and click to the cell that you are about to type into. Using the keyboard: To move the cell pointer

Press

Down one cell

Down Arrow

Up one cell

Up Arrow

Right one cell

Right Arrow or Tab

Left one cell

Left Arrow or Shift + Tab

Down one screen

Pg DN

Up one screen

Pg Up

To the beginning of the current row

Home

To the first cell in the worksheet

Ctrl + Home

You can also move a specific cell by entering the cell reference in the Name box and by pressing ENTER. Alternatively you could use the Edit Go To command.

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Excel Introduction Training Manual 2.2 ~ Entering Data Data in a worksheet falls into three general classifications: Labels These include entries consisting of text only or a combination of text and number. You can input an entry consisting solely of number as a label by preceding the entry with an apostrophe. Values These include entries consisting of number only and entries that display a date and/or time. Formulas These specify the calculations that are to be performed in a worksheet. Exercise – Entering Labels Start Excel, click Start and select Programs and then click on Microsoft Excel. Cell A1 should be active (a heavy border). If not, click on it. A label is entered into a particular cell by typing. In cell A1, type Computer Equipment Sales (when entering information into a cell, notice that the text appears in the Formula Bar as well as in the cell).

Formula Bar

To complete the cell entry press <Enter>. The active cell moves down to cell A2. The text looks as if it occupies cells B1 and C1, but this is a title and those cells are not going to be used. Note: Note: Selecting Tools | Options | Edit allows a choice of where the next entry will be placed after <Enter> is pressed. Any direction may be selected under Move selection after Enter. If repeated data entry is along a row or down a column, use this option to determine the direction after pressing <Enter>. Move to cell A3 and type Sales. Place the text in A3 by pressing . This automatically enters the data into A3 and moves the cursor to the right, ready for the next entry.

Excel Introduction Training Manual Complete the table by entering the data as below.

Leave the workbook open for the next exercise; it is saved in a later exercise.

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Excel Introduction Training Manual 2.3 ~ Entering Numbers Procedure: Numbers must begin with one of the following characters: 0 1 2 3 4 5 6 7 8 9 . + - or the currency symbol ÂŁ. It is very important to enter numbers accurately. If mistakes are made the spreadsheet will produce the wrong results. Exercise: The workbook should be open from the previous exercise, if not go back and recreate the data. Move to B4. Type 9. Enter the rest of the information below into the correct cells, including the extra labels.

Do NOT close the workbook as it is saved in the next exercise. Note: Remember that all values are placed automatically to the right edge of the column and the labels to the left.

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Excel Introduction Training Manual 2.4 ~ Changing Data in a Worksheet Procedure: To change a cell’s contents, simply select the cell, and type the new information. There is no need to press DELETE to erase the existing contents as it is automatically rubbed out. If you wish to keep the existing cell contents, double click in the cell and the cursor will return. Exercise: Click into cell A4 and type in Chloë. John should automatically be deleted. (Note: ALT 0235 for the ë) Double click into cell B3 which contains the word PC’s. Move the cursor to the correct position and type Personal Computers

Note that the contents of cell B3 can no longer be seen. This will be addressed in the next section.

Excel Introduction Training Manual 2.5 ~ Adjusting Column Width in a Worksheet Entries that are too long to fit within the width of a cell are truncated when the adjacent cell to the right is filled. This problem can be easily corrected by adjusting the column width to correctly display the entries in that column. There are several ways to do this. To adjust column width an exact amount (using the menu system) Select the column that is to be adjusted by clicking on the column heading Choose the Format, Column Width command or select the Column Width option on the shortcut menu In the column width dialog box, enter the new width Click on the OK button. To adjust the column width an exact amount (using a mouse) Point to the right border of the column heading Drag the border to the right (to increase the width) or to the left (to decrease the width). To adjust the column width to accommodate the longest entry Select the column that is to be adjusted Choose the Format Column AutoFit Selection command or Simply double-click on the right border of the column heading. You can simultaneously adjust the width of multiple columns by selecting the columns and by performing the adjustment operation on any one column.

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Excel Introduction Training Manual Exercise: Adjust the width of column B so that all of the entry in cell B3 is displayed.

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Excel Introduction Training Manual 2.6 ~ Adjusting row height in a worksheet You may also want to adjust the height of one or more worksheet rows. For example, you may wish to increase the height of rows in which certain data (for example, the worksheet title, worksheet heading and/or summary information) appears to add visual interest to the sheet. To adjust row height an exact amount (using the menu system) Select the row that is to be adjusted by clicking on the row heading Choose the Format Row Height command or select the Row Height option on the shortcut menu In the Row Height dialog box, enter the new height Click on the OK button To adjust row height an exact amount (using a mouse) Point to the bottom border of the row heading Drag the bottom border of the row heading Drag the border downward (to increase the height) or upward (to decrease the height) To adjust the row height to accommodate the tallest entry: Select the row that is to be adjusted Select the Format Row AutoFit command Or simply double-click on the bottom border of the row heading You can simultaneously adjust the height of multiple rows by selecting the rows and by performing the adjustment operation on any one row.

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Excel Introduction Training Manual Exercise: Adjust the depth of row 3 (the heading row)

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Excel Introduction Training Manual 2.7 ~ Reversing an Edit Operation Excelâ&#x20AC;&#x2122;s Undo and Redo features allow you to reverse one of more edit operations and restore a worksheet to its previous state. They are useful when you find that you have accidentally deleted the wrong information or have performed some other operation that has erroneously modified your worksheet. To reverse the previous edit operation: Choose the Undo command from the standard toolbar

To reverse the previous undo operation Choose the Redo command from the EDIT menu or the shortcut from the standard toolbar

You can simultaneously undo or redo a series of edit operations by clicking on the down arrow at the right side of the Undo or Redo button and by selecting an option in the list that appears. Doing this reverses the selected edit operation and all subsequent edit operations. The CTRL + Z keyboard shortcut is also useful to undo your last operation.

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Excel Introduction Training Manual 2.8 ~ Saving a Workbook To save a workbook From the File menu, choose the Save As command or click on the Save button on the Standard toolbar In the Save As dialog box, enter a name for the file which the workbook is to be saved. If you wish to store the file in a folder other than the working folder, switch to that folder. Click on the save button (in the dialog box) To resave a workbook Choose the File Save command, or click on the Save button on the Standard toolbar. Excel includes an AutoRecover feature that periodically saves the open workbook in a special recovery file. If you do lose power or for some other reason, are unable to save to the workbook, you can use this recovery file. AutoRecover however, should not be used in place of the normal save procedure since a recover file is only a temporary file. The AutoRecover feature is enabled/disabled with the Excel Options, Save section.

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Excel Introduction Training Manual Exercise: Save the document into the Excel folder as COMPUTER SALES

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Excel Introduction Training Manual 2.9 ~ Closing a Workbook Procedure: It is possible to have more than one workbook open at a time. Usually, however, the current workbook is closed before opening a new one. When closing a workbook, a warning dialog box will be displayed if any changes have been made to the current workbook since it was last saved.

The user will be asked “Save changes to ...” and the options Yes, No and Cancel will be displayed. Selecting Yes will save the file under its original name before closing, No will close the file without saving and Cancel will return to the worksheet. Exercise: The workbook Computer Sales should be open from the previous exercise, if not open it. Select File | Close to close the workbook. In this instance no changes have been made to the workbook since it was last saved, so it will close without displaying the Save Changes dialog box (if the dialog box does appear, click No). Note: The Close Window button, close Excel.

, can be used to close a workbook. Be careful not to

Close Excel

Close Window

Excel Introduction Training Manual Revision Exercise Start a new workbook. Create the following worksheet.

Save the workbook as Maths and close it. Start a new workbook. Create the following worksheet:

Save the workbook as Formatting Section and close it. ÂŠ Sarah Mason

Excel Introduction Training Manual Chapter 3 ~ Formulae 3.1 ~ Entering a formula into a Worksheet Formulas specify the calculations that are to be performed in a worksheet. A formula consists of two elements: operands and one or more operators. An operand represents and item of data that is to be used in the calculation and can include constants (for example 30 or 1.75) and/or cell references (eg C20) an operator indicates what is to be done with the various operands and can include any of the following: ^

Exponentiation

Multiplication

Division

Addition

Subtraction

To enter a formula into a worksheet: Select the cell in which the formula is to appear Type = Doing this activates the Formula bar and displays an equal sign in that bar and in the current cell. Specify a constant or operator Specify a cell reference By typing in the column/row coordinates (for example B5) or By pointing (moving the cell pointer to it. Click on the enter button next to the Formula bar, or press Enter (if necessary you can cancel the formula before entering it by clicking on the Cancel button next to the Formula bar or by pressing Esc. If you include more than one operator in a formula, you should consider operator precedence â&#x20AC;&#x201C; that is, the order in which Excel carries out the various operations. Considering the five operators mentioned on the previous page: Exponentiation is performed first Multiplication or Division is performed next. Addition or subtraction is performed last

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Excel Introduction Training Manual In the case of two operators of the same precedence (for example, multiplication and division), the operations are performed in a left-to-right order. You can override the default operator precedence by enclosing the appropriate operands and operator in brackets or parentheses. For example: 3+4/2=5 (3 + 4) / 2 = 3.5 7 * 6 – 2 ^ 2 = 38 7 * (6 – 2 ^ 2) = 14 7 * (6 - 2) ^ 2 = 112 Formulas can also be used to compare values and to join text strings. In this section, however, you will use formulas only to perform mathematical operations. BODMAS Brackets, Order, Divide, Multiply, Subtract

Excel Introduction Training Manual 3.2 ~ Introducing Formulas Procedure: A calculation in Excel is called a Formula. Formulas are used to calculate answers from numbers entered on the sheet, e.g. add a column of numbers, total sales for the year, calculate net profit in a month, etc. Formulas automatically calculate results from the data. The original data can be changed, but the formula will automatically recalculate. This allows results to be projected from different data, but using the same formula. All formulas begin with an equals sign (=), followed by the calculation. Note: Cell references are used in formulas in Excel. Exercise: Open the workbook Maths. To add the contents of B4 and B5, make B6 the active cell by clicking on it.

Do not add any spaces, type in =b4+b5 (use the + symbol on the numeric keypad at the right of the keyboard for the add sign). Note: To use the numeric keypad for number entries, the Num Lock light must be on. If it is not on, press the <Num Lock> key. When entering cell references, like B4, it does not matter if they are entered in capitals or not, as Excel converts them to uppercase. Press <Enter>. This creates a formula to add the contents of cells B4 and B5.

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Excel Introduction Training Manual Click back on cell B6 and note the cell displays 9 and the Formula Bar displays =B4+B5, the formula.

Save the workbook as Maths2 and leave it open for the next exercise.

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Excel Introduction Training Manual 3.3 ~ Mathematical Operators Procedure: The basic mathematical operators are add, subtract, multiply and divide. The symbols on a keyboard are slightly different to those used normally and are: +

Add

Subtract

Multiply

Divide

These symbols appear twice on the keyboard, one set placed around the main keyboard and the other set on the numeric keypad (right side). The numeric keypad is easier to use because the keys are closer together and the <Shift> key is not needed. Other mathematical operations are used via Functions, covered in a later Section. Exercise: The workbook Maths2 should still be open from the previous exercise. If not, open it. Click in cell C6 and enter the formula to subtract the two numbers above, =c4c5. Complete the entry by pressing the right arrow key. The answer is displayed as 3. In cell D6, enter the formula to multiply the two numbers above, =d4*d5. Complete the entry by pressing the right arrow key. The answer is displayed as 15. In cell E6, enter the formula to divide the two numbers above, =e4/e5. Complete the entry by pressing the right arrow key. The answer is displayed as 3.

Save the workbook and leave it open for the next exercise. ÂŠ Sarah Mason

Excel Introduction Training Manual 3.4 ~ Brackets Procedure: When more than one operator is used in a single formula, then the order becomes important, e.g. D23+E17/E19. Excel performs calculations in this order: Brackets order Division, Multiplication, Addition and finally Subtraction (the BODMAS theory). So in this example E17 would be divided by E19 then added to D23. Brackets are added to force Excel to perform calculations in a different order. Exercise: The workbook Maths2 should still be open from the previous exercise. If not, open it. Click on cell C10 and input the following data under the existing data.

To calculate the profit, the buying price must be subtracted from the selling price and then multiplied by the number sold. Click on cell C14 and type the formula =c11-c12*c13. Press <Enter> to complete the formula. The answer given is -8 (this is because the multiplication is carried out before the subtraction: the BODMAS theory). Click on cell C14 and press the <Delete> key. This time add brackets around the subtraction. Type =(c11-c12)*c13 <Enter>.

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Excel Introduction Training Manual Note: Brackets are added to force Excel to perform calculations in a different order to normal, i.e. the brackets first. Check that the answer displayed is now 12. Profit per item 10-6, which is 4 multiplied by the number sold, 3, giving the total profit of 12. The answer is now correct. Click on the Sheet 2 tab at the bottom of the screen to display a blank worksheet within the same workbook.

Enter the following spreadsheet, starting at cell B2.

In cell C6, the total income will be calculated by multiplying the Price by Number e.g. 20 by 2 and 30 by 5 and then adding these together, then dividing by 100 to give the price in pounds. Enter the formula =B3*C3+B4*C4/100.

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Excel Introduction Training Manual The answer is £41.50, which is not correct. Brackets must be used to make sure Excel performs the calculations in the right order, e.g. the multiplication’s first, the addition second and the division last.

Click on cell C6 and press the <Delete> key. Now enter the correct formula, =((B3*C3)+(B4*C4))/100 (Brackets are always used in matching pairs).

Note: When brackets appear inside other brackets, the inside brackets are always calculated first. In the example, the two multiplications are calculated first, added together and finally the division is performed. Save the workbook and leave it open for the next exercise.

Excel Introduction Training Manual 3.5 ~ Selecting Cells with the Mouse Procedure: When entering formulas that involve the use of cell references, e.g. =E6+F6 or even =GZ1207+GZ1208 typing errors can be made. The mouse can be used to enter the cell references. This is also called Pointing. The mouse pointer is moved to the required cell and clicked. Exercise: The workbook Maths2 should still be open from the previous exercise. If not, open it. Click the Sheet1 tab. Move to cell D10 and add the label Item 2. In cell D11 add another Sell Price of 8. In D12 enter a Buy Price of 5. In D13 enter the number Sold as 10. In D14 type =( to start the formula and instead of typing d11, point and click on the cell D11 with the mouse.

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Excel Introduction Training Manual Press the - key, then click on cell D12. Type ) then * followed by a click on cell D13 and then press <Enter> to complete the formula. The cell should display the result, 30.

The Formula Bar shows the formula and the cell the answer Save the workbook and close it.

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Excel Introduction Training Manual 3.6 ~ Percentages Procedure: Percentages are displayed with a percentage symbol, e.g. 25%. A percentage is a fraction or decimal displayed differently. Percent means per hundred. 20% is 20/100 as a fraction or 0.2 as a decimal. There is a Percent Style button,

, that changes a decimal to a percentage.

Exercise 1: Open the spreadsheet called Pop Concert.xls.

Calculate the total income in cell D8 Calculate the total expenditure in cell D14 Add the label % in cell E3 In cell E5 enter the formula =D5/D8. This will calculate the percentage of money collected from ticket sales

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Excel Introduction Training Manual To format the answer as a percentage, click the Percentage displays whole number percentage).

button (this

Calculate the percentage sales for Sponsorship and T-Shirts and re-format as a percentage. To display percentage with two decimal places, make the active cell D3 and select Format | Cells to display the Format Cells dialog box. Make sure the Number tab is selected and change the Decimal places box to 2. Click OK to display the worksheet.

Carry out the same activity for the expenditure section Exercise 2 Open the worksheet called Cadbury.xls In cell B14, calculate the tax owed B12*B13 Format as currency to 0 decimal places

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Excel Introduction Training Manual Chapter 4 ~ Formatting Excel 4.1 ~ Selecting a range Procedure: A Range is a rectangular collection of cells. Just as single cells are identified by a cell reference, ranges are identified by the cells of their outer limits, e.g. the four cells B2, B3, C2 and C3 is the range B2:C3. Ranges are selected by pressing the mouse button and holding it down, then dragging to highlight a range of cells (called click and drag). Entire rows or columns can be selected by clicking the row or column headings. By clicking and dragging the row or column headings, groups of rows or columns can be selected. Exercise: On a new worksheet, point and click on cell B2 and with the mouse button held down, drag down and to the right so that a range of four cells is highlighted, as shown below.

Release the mouse button. Notice that the first cell in the range contains the cell reference (is white) and the other cells are highlighted in blue. Click anywhere on the worksheet to remove the selected range. More than one range can be selected by pressing <Ctrl> whilst clicking and dragging. Select the range B2:C3 again. Press and hold down the <Ctrl> key. Click and drag the range C5:D6. Release the <Ctrl> key. There should now be two separate ranges highlighted.

Click anywhere on the worksheet to remove the selected ranges.

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Excel Introduction Training Manual Click on the B in the column heading. Column B is now highlighted. Click anywhere on the sheet to deselect it. Click and drag in the row heading, from 5 to 7. The three rows are selected. Click anywhere on the worksheet to remove the selection. When selecting a range the mouse control has to be very precise. Sometimes the range is not exactly the right one, it may be 1 row or column short. Click and drag the range C3:G7. The range can be extended by holding down the <Shift> key and clicking on a cell to extend the range. Hold <Shift> and click on cell G9. The range is extended. Click anywhere on the worksheet to remove the selection. A range can be selected without dragging using the above method. Click on cell B2, hold <Shift> and click on cell G12, to select the range B2:G12. Note: If the range is larger than the screen, stay in the grey areas next to the worksheet if dragging, as the selection process is very fast if the pointer touches the edge of the screen. Select the range C5:Z5 by dragging. Deselect the range. Select the same range C5:Z5 by clicking in cell C5, scrolling across to column Z, holding <Shift> and clicking in cell Z5. Close the workbook without saving.

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Excel Introduction Training Manual 4.2 ~ General Formatting Procedure: Cells can be Formatted in a number of ways. Formatting cells in a worksheet improves its appearance and makes it easier to read and use. Text and cells in a spreadsheet can be emphasised in Excel using Bold, Italic and Underline, as well as changing the Font, Font Size and Font Colour. House Style refers to the Procedure specified for the production of a document. These include paper size and orientation, margins, headers and footers, text styles (font and size) and instructions on the positioning and formatting of objects. Exercise: Open the XXpop concert.xls worksheet, enter your name in cell D1 and press <Enter>. To make the text Bold, with cell D1 as the active cell, click the Bold button, When a feature is in operation, note that the button appears to be pressed down.

Click the Italic button, , and then the Underline button, , to italicise and underline the already bold text. Click away from the cell to see the results more clearly. Make the cell D1 active again. To change the font, click the drop down list in the Font box on the Formatting Toolbar,

Note: The chevrons at the right of the toolbars may have to be used to find the appropriate buttons. There are over 100 fonts to choose from, select Algerian font from the list. The font size can be changed easily by clicking on the drop down Font Size box, . Select 14. Note: The row height changes automatically when the font size is increased, if row height has not been set manually. Another useful feature to make text stand out in spreadsheets is font colour. With D1 still active, click on the Font Colour drop down list, . Choose any colour from the palette to see the colour of the font change in the cell. Close the workbook and save.

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Excel Introduction Training Manual 4.3 ~ Format Cells Procedure: Formatting can change the look of text, text alignment, text colour, number formats, font style, font size, border lines and cell colour. Most of the basic formatting can be added to a worksheet in three ways: by clicking buttons on a toolbar, selecting from menus and using key presses. Exercise: Using the pop concert.xls worksheet select Format | Cells. The Format Cells dialog box appears, with tabs for the various different formatting options.

The Number tab is displayed by default. This formats numbers, dates, times and percentages, etc. Click the Alignment tab. This controls how the contents are positioned in the cells. Click the Font tab. This controls how the contents look. Most of these options are available using toolbar buttons. Click the Border tab. This controls the lines around the cells. Click the Patterns tab. This controls background cell colour, cell shading. Click the Protection tab. This controls access to the cells by locking. Click the Cancel button to return to the worksheet.

Exercise Experiment with font changes and borders changes

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Excel Introduction Training Manual 4.4 ~ Format Number Procedure: Numbers can be formatted to be displayed in a variety of ways, such as currency, percentages, etc. The number formats are as follows: Type Description General

No specific number format

Number

Plain number formats

Currency

Pound signs and decimal places

Accounting Specialised accounting formats Date

Various date formats

Time

Various time formats

Percentage Multiplied by 100 (followed by %) Fraction

Decimals expressed as fraction

Scientific

Exponent / Mantissa format

Text

Displays formulas, not results

Special

Telephone numbers, N.I. numbers or Postcode

Custom

Allows custom formats to be designed

There are also five number formatting buttons on the toolbar. Currency format, Percentage format, decimal places,

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, Comma format, and

and increase and decrease the number of

Excel Introduction Training Manual Exercise 1: Using the popconcert.xls worksheet Select cells C5 and C7 (Hold CTRL down to select non-adjacent cells) Change the format to show as CURRENCY to 2 decimal places.

Select the range D5:D8 and format to currency with a comma thousand separator to 0 decimal places Save and close.

ÂŠ Sarah Mason

Excel Introduction Training Manual Exercise 2 Open the workbook Climate.xls Select the range B5:K16. Select Format | Cells and choose the Number tab.

Click on each of the different categories to see the types of number formatting available, then select the Number category. Check that the number of Decimal places is 2. Note: The Sample box shows the results of the chosen formats applied to the first number in the range. Click to apply the chosen formats. All the numbers are now formatted to two decimal places. There are also buttons on the toolbar to Increase Decimal places, Decrease Decimal places,

and

, one for each click. Select the cells B5:B16 and

click the Decrease Decimal button, decimal place.

. The numbers are displayed with one

Note: After applying number formats, cells may display #######. This means that the number is too big for the cell. Widening columns is covered in the next Section.

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Excel Introduction Training Manual Close the workbook without saving. 4.5 ~ Resetting the alignment of Cell Entries

Procedure

By default, labels are left-aligned in a cell while values right-aligned. Using the Align Left, Centre and Align Right buttons on the Formatting toolbar, however, you can easily reset the alignment of entries in single cells as well as in ranges of cells. Exercise: Open the workbook Fruit Sales. Select the range B3:E3. There are 3 buttons on the toolbar to align these titles differently: Align Left , Click the Center button,

, Center,

and Align Right,

. The labels are centred. Click the Align Right button,

and the labels are moved to the right. For more alignment options the Format | Cells command is used. Click on the range A3:E3 and select Format | Cells and the Alignment tab.

The buttons used earlier are the Horizontal options. The options in the Vertical drop down list allow positions Top, Center and Bottom. From this drop down list, select Center Click to apply the formatting. The labels are displayed in the vertical centre of the cells. ÂŠ Sarah Mason

Excel Introduction Training Manual Save the workbook as Fruit Sales2 and leave it open for the next exercise.

ÂŠ Sarah Mason

Excel Introduction Training Manual 4.6 ~ Wrap Text Procedure: Wrap Text is used to fit data into cells without widening the columns. The row height is increased automatically, if not manually set previously. Exercise: The workbook Fruit Sales2 should still be open from the previous exercise, if not open it. With the active cell as the title in A1, select Format | Cells. Click the Alignment tab and check Wrap text under Text control.

Click

to wrap the text in the cell.

Note: If the row height had been set manually, then as with adding a larger font, the row height would have to be adjusted manually (described in the next section). Print a copy of the worksheet. Save the workbook and leave it open for the next exercise.

ÂŠ Sarah Mason

Excel Introduction Training Manual 4.7 ~ Merge Cells Procedure: Merge cells is used to combine two or more cells into one. It is very useful when creating, for example, an invoice or placing a title across several columns. Exercise: The workbook Fruit Sales2 should be open from the previous exercise, if not open it. Unwrap the text of the title and change the font size to 20, using any method. Highlight the range A1:E1 and click the Merge and Center button, Formatting Toolbar, to merge the cells A1 to E1 and centre the title.

, on the

The cells are Merged to make one cell, A1. The Merge and Center button only merges the cells. To remove the merging, the Format Cells dialog box has to be used. Click on cell A1 and select Format | Cells, then the Alignment tab.

ÂŠ Sarah Mason

Excel Introduction Training Manual 4.8 ~ Text Orientation Procedure: Cell contents can be displayed vertically or at any angle in the cell. This is called Orientation. Exercise: The workbook Fruit Sales2 should be open from the previous exercise, if not open it. Highlight the range B3:E3 and select Format | Cells, then the Alignment tab. There are three areas: Text alignment, Text control and Orientation. The first two have been covered. The Orientation box controls the angle at which the cell contents are displayed.

The contents can be read vertically by clicking the box on the left. To rotate the contents, either type a number of degrees in the Degrees box, use the Degrees spinner, drag the line round in the picture or click on the markers around the semicircle. Change the angle of the text to 30 degrees, using any method. Click . Save the workbook and leave it open for the next exercise.

ÂŠ Sarah Mason

Excel Introduction Training Manual 4.9 ~ Borders Procedure: Borders are lines, thicker than gridlines, around the edges of the cells. Options are available on the style of line used, including thin lines, thick lines, dotted lines, etc. The lines may be put around the outside or inside of the range, or on any edge. The colour of the lines may also be changed. Exercise: The workbook Fruit Sales2 should still be open from the previous exercise. If not, open it. On Sheet1 select the range A3:E11. Click on the Borders button drop down arrow,

There are only 12 available options from the button Choose the second option on the third row, (All Borders) to add lines to the whole range. Click away to view the borders. Note: Clicking on the button itself applies the last border chosen to the current cells. Click Undo to remove the lines. Highlight the range A3:E11 again, if not already highlighted. Select Format | Cells click on the Border tab, if it is not already selected. Within Style, select one of the dotted lines, Colour choose Red, finally select Outline under the Presets.

and

Note: Presets are selected after the Line Style and Colour. To apply the formats, click on OK. Deselect the range to view the effect. Practise adding borders to ranges of cells, using the Border buttons and by clicking on the Preview diagram in the Format Cells dialog box. Save the workbook and close it.

ÂŠ Sarah Mason

Excel Introduction Training Manual Exercise 1 ~ Revision of Formatting chapter Open the workbook Interest Rates. In cell B15, enter the current time, using a key press. (CTRL + Shift + :) In cell A15, type Start. The amounts are right aligned, select the range A4:A11 and centre the range. Select the range B3:E3 and format this range as Percentages using the % button. Select the range B4:E11 and format as Currency with 2 decimal places, with ÂŁ signs added. Change the font of the title in A1 to Impact and change the size to 18. Add a thick Blue outline to the range A3:E11. Add Bold to the range A3:E3 and a thin Blue line to the bottom of this range. Change the text colour of the range A3:A11 to Red. In cell A16 type Finish. In cell A17 type Elapsed time and in cell B17 enter the formula to subtract the two times =B16-B15. This results in #######. In cell B16, enter the current time with a key press. The formula now displays the time taken to complete this exercise. Obtain a horizontally centred printed copy of the worksheet to fit on one page. Save the worksheet as Interest Rates2 and close it.

ÂŠ Sarah Mason

Excel Introduction Training Manual Chapter 5 ~ Editing 5.1 ~ Hiding Rows and Columns Procedure: You can temporarily reduce the number of columns and/or rows that appear in a worksheet by hiding them To hide one or more rows/columns of a worksheet: Select the row/column that is to be hidden Choose the Format, Row, Hide command or the Format, Column, Hide command, or select the Hide option on the shortcut menu. To unhide rows/columns of a worksheet: Select the rows above and below the hidden rows or select the columns preceding and following the hidden columns. Choose the Format, Row, Unhide command or the Format, Columns, Unhide command or select the Unhide option on the shortcut menu. To unhide the first row or the first column of a worksheet, enter A1 into the Name box and then choose the Format, Row, Unhide or Format, Column, Unhide command. Note: When you hide any part of a workbook, the data is only removed from the view of that workbook; it is not removed from the workbook itself. If you save the workbooks and close the file, any information previously hidden will remain hidden when you re-open the file. Rows and/or Columns of sensitive data can be hidden. For example, in a spreadsheet used for accounts you may want to hide a column containing salary details. Any calculations contained on the sheet are unaffected by hiding. Exercise: Open the workbook Payroll. Highlight column K, which is a Spare column for any new staff. Select Format | Column | Hide. Column K has now been hidden.

ÂŠ Sarah Mason

Excel Introduction Training Manual

To re-display column K, highlight a range in column J to column L, e.g. J1:L1 and select Format | Column | Unhide. A row can be hidden in a similar way, but another method is to use the shortcut menu. Right click on the row heading 2 and select Hide. To re-display row 2, select rows 1 to 3, right click and select Unhide. Columns/Rows may also be hidden by dragging their borders until the column width or the row height is zero. Using this method to hide column M, place the mouse pointer on the column divider between N and M. Drag the adjust cursor to the left, carefully, till the column width is 0.00. Note: Dragging further left hides multiple columns. If this happens, use Undo to restore the columns and try again. The mouse can also be used to unhide columns or rows. There are two adjust cursors. The normal column adjust cursor is on the left or for a row is above. To the right of a hidden column or below a hidden row the adjust cursor changes to or . Dragging this cursor redisplays the hidden data. Unhide column M making it 10.00 units wide. Close the workbook without saving.

ÂŠ Sarah Mason

Excel Introduction Training Manual 5.2 ~ Using AutoFill With Excelâ&#x20AC;&#x2122;s AUTOFILL feature you can quickly fill a range either with a series of labels or values or with copies of a particular value or formula. The result of an AutoFill operation is determined by the contents of the first cell or cells in the range. For example, the single label January generates the series January, February, March, April etc while the value 10 and 20 will generate the series 10, 20, 30, 40 etc. A single value or a formula on the other hand is simply copied into adjacent cells. In the case of a formula, column/row coordinates are adjusted to reflect the columns/row in which the new formulas appear. To use AutoFill Enter the first entry or entries of the range and then select the cell in which that information appears. Drag the fill handle (in the lower-right corner of the selection) and extend the selection until it includes the entire range that is to be filled. Fill Handle (Black +)

You can also fill any range with the same entry by selecting the range, by entering the label or value that is to be repeated into the active cell, and by pressing the CTRL + ENTER. Exercise Open the worksheet called autofill.xls Complete the autofill on each of the entries Open the Computersales autofill.xls worksheet. Enter a formula to total the number of personal computers sold Enter a formula to total the number of items that ChloĂŤ sold in cell E4 To save re-typing the formulas in cells C9, D9 and E9, the formulas can be copied using the Fill Handle. With the active cell as B9, drag the Fill Handle across to E9.

ÂŠ Sarah Mason

Excel Introduction Training Manual To complete column E make the active cell E4 and drag the fill handle down to E8. The completed spreadsheet should look the same as below.

Save the workbook as Computer Sales2.

ÂŠ Sarah Mason

Excel Introduction Training Manual 5.3 ~ Copying Cells You can use either the standard Windows Copy and Paste technique or a drag and drop technique. To copy one or more cells (using copy and paste) Select the cells that are to be copied Choose the Edit Copy command or click on the Copy button on the Standard toolbar. Doing this places a copy of the selected cells on the Windows Clipboard. Select the paste range (the cells in which the information is to appear) If you are copying more than one cells, you can simply select the first (upper-left) cell of this range. Choose the Edit Paste command or click on the Paste button on the Standard toolbar. Doing this inserts the cell on the Windows Clipboard into the paste range. When you perform a copy and paste operation, the cells that are copied normally replace any existing cells in the paste range. You can if necessary, insert those cells without replacing existing cells by using either the Insert Copied Cells command or the Insert Copied Cells option on the shortcut menu (Instead of the Edit, Paste command or the Paste button) and by specifying the direction in which the existing cells are to be moved. When you use the edit, copy command or the Copy button to copy cells (or when you use the Edit, Cut command or the Cut button to move cells as described in the next subsection) the information is placed on both the Windows Clipboard (also called the system Clipboard) and the Office Clipboard, two temporary storage areas. Although the Windows Clipboard and the Office Clipboard are separate entities, they are used for similar purposes. The Windows Clipboard however can hold only one item (selection) at a time and can therefore be used to store and paste only single items. The Office Clipboard on the other hand can hold up to 24 items and can as a result be used collect and paste multiple times from the same or from different Microsoft Office programs. The contents of the Office Clipboard appear in the Clipboard task pane, which can be displayed by choosing the Edit Office Clipboard command. To copy one or more cells (using drag and drop) Select the cell(s) that is/are to be copied Point to the border of the selection. Then press and hold down both CTRL and the mouse button. Drag the mouse pointer to the new location (the first cell of the range if you are copying more than one cell). Then release the mouse button and CTRL. ÂŠ Sarah Mason

Excel Introduction Training Manual 5.4 ~ Moving Cells You can also move cell entries from one worksheet location to another by using either the standard Windows cut and paste technique or a drag and drop technique. To move one or more cells (using cut and paste) Select the cell(s) that is/are to be moved. Choose the Edit Cut command or click on the CUT button on the Standard toolbar. Doing this places the selected cell(s) on the Windows Clipboard. Select the paste range (the cell(s) in which the information is to appear). If you are moving more than one cell, you can simply select the first (upper left) cell of this range. Choose the Edit Paste Command or click on the Paste button on the Standard toolbar. Doing this inserts the cell(s) on the Windows Clipboard into the paste range. It also deletes the information from its previous location. When you perform a cut and paste operation, the cells that are moved normally replace any existing cells in the paste range. You can, if necessary, insert those cells without replacing existing cells by suing either the Insert Cut Cells command or the Insert Cut Cells option on the shortcut menu (instead of the Edit Paste command or the Paste button) and by specifying the direction in which the existing cells are to be moved. To move one of more cells (using drag and drop) Select the cell(s) that is/are to be moved. Point to the border of the selection. Then press and hold down the mouse button. Drag the mouse pointer to the new location (the first cell of the range if you are moving more than one cell). Then release the mouse button. Exercise: Open the worksheet Product Launch2.xls Select the cell A1 Click on the COPY button on the Standard toolbar Select cell A17 Click on the PASTE button on the Standard toolbar. Press ESC to turn off the dotty surround (marquee) Highlight cell A3:C14 ÂŠ Sarah Mason

Excel Introduction Training Manual Hold down the CTRL key Click and drag the selection to the right and let go You will see that it has automatically copied the selection.

ÂŠ Sarah Mason

Excel Introduction Training Manual 5.5 ~ Clearing Cells The easiest method of deleting an entry in a cell is to select that cell and press the DELETE button on the keyboard. This clears the contents of the selected cells by retains any special formatting that has been applied to the cells. If necessary, you can also clear both the contents and formatting of cells, or you can simply clear the formatting of cells while retaining the cell contents. To clear the contents and formatting of one or more cells Select the cell(s) that is/are to be cleared. Choose the Edit Clear All command To clear only the formatting of one or more cells Select the cell(s) that is/are to be cleared. Choose the Edit Clear Formats command. You can also use the Edit, Clear Contents command or the Clear Contents option on the shortcut menu to clear only the contents of the cells.

ÂŠ Sarah Mason

Excel Introduction Training Manual 5.6 ~ Inserting and Deleting Rows and Columns With Excel, you can quickly insert new rows and columns, as well as delete existing rows and columns, anywhere in a worksheet. When you do so, existing or remaining rows/columns are adjusted automatically â&#x20AC;&#x201C; rows and moved down and columns are moved to the right to open up space for an inserted row/column; rows are moved up and columns are moved to the left to close up space left by a deleted row/column. To insert one or more rows/columns into a worksheet. Select the area in which the row(s) or column(s) is/are to be inserted by selecting the row or column heading(s). Choose the Insert Rows or Insert Columns command or select the Insert option on the shortcut menu. To delete one or more rows/columns from a worksheet: Select the row(s) or column(s) that is/are to be deleted Choose the Edit, Delete command or select the Delete option on the shortcut menu. Exercise: Open the workbook Sales 1.xls Click on the row 8 heading Choose INSERT ROWS command Type in the following information into row 8 Sanders

20000

17500

Type in the following information in cell D3 Actual % Calculate the actual % in the row below by entering the formula =C4/B4 Use AUTOFILL to copy the above formula into the range D5:D10.

ÂŠ Sarah Mason

Excel Introduction Training Manual

Exercise Open the file named Purchase Order 2.xls Select row 7 and insert a new row Select column B and insert a new column Enter the specified data into the following cells B4:

Colour

B5:

Black

B6:

Blue

A7:

Pens

B7:

red

C7:

Each

D7:

1.35

E7:

B8:

White Using AUTOFILL, copy the necessary formula into cell F7 Using AUTOSUM enter the total cost into cell F9. Save the workbook and close the file

ÂŠ Sarah Mason

Excel Introduction Training Manual 5.7 ~ Inserting and Deleting a Range of Cells In addition to inserting and deleting full rows and columns, you can also insert and delete a range of cells anywhere in a worksheet. When you do so, you are promoted to indicate the direction in which existing or remaining data is to be shifted â&#x20AC;&#x201C; right or down, in the case of inserted cells, left or up, in the case of deleted cells. To insert a range of cells into a worksheet. Select the area in which the range is to be inserted Choose the Insert Cells command or select the Insert option on the shortcut menu In the Insert dialog box, specify the direction in which existing data in the select area is to be shifted. Click on the OK button To delete a range of cells from a worksheet Select the range that is to be deleted Choose the Edit Delete command or select the Delete option on the shortcut menu Inn the Delete dialog box, specify the direction in which data surrounding the selected area is to be shifted Click on the OK button.

Exercise Open the workbook SALES 1.xls Select the cell range A3:A10 Point to the selected cells and right click on the mouse button Then click INSERT on the shortcut menu that appears Make sure that the SHIFT CELLS RIGHT option is selected. Click on OK.

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Excel Introduction Training Manual Chapter 6 ~ Printing 6.1 ~ Printing a Worksheet Procedure: Printing worksheets produces a hard copy. To print a worksheet, three commands that work together are used: Page Setup Controls how the worksheet fits the paper by changing the page settings including landscape, portrait, margins, headers and footers, etc. Print Preview page.

Shows what the worksheet will look like when printed page by

Controls the print process.

When using any of the above commands, the others are available, either via command buttons or buttons on the toolbar. Exercise: Open the workbook Sicklist. This is a list of employees logging their absence. Note: Make sure that the appropriate printer is attached to your computer and that it is switched on and is on-line before attempting to print. This is a small worksheet that fits on one piece of paper. Click the Print button, , on the toolbar. This will automatically start printing with the current settings and print one copy of the worksheet. Note: It is customary to Print Preview the worksheet before printing, as it may not fit on the paper and Page Setup is used to fit the worksheet to the paper. These topics are covered in the next exercises. Close the workbook without saving.

ÂŠ Sarah Mason

Excel Introduction Training Manual 6.2 ~ Print Preview Procedure: To see how the worksheet will look on paper before printing it, use Print Preview. This shows the layout of the worksheet on the paper. All the pages can be viewed. The worksheet can then be printed from within Print Preview. Make sure the cell contents - both labels and numbers - are fully displayed before printing. Exercise: Open the workbook Hotel. This is an example of a poorly designed worksheet, made up of several blocks of data. Click the Print Preview button, Note:

, on the toolbar.

An alternative method is to use File | Print Preview.

Example of a Print Preview Button Bar. Print Preview is controlled by the command buttons along the top as shown above. Scan the pages of Hotel by clicking the Next button. Note: The Page and number of pages are displayed on the Status Bar. Move back through the pages by clicking the Previous button. Display Page 2. The mouse pointer becomes a “magnifying glass” when over the “paper”. To zoom in on a particular part of the worksheet, move to the required place and click. Click a second time to zoom out again. Point and click on the Page number, bottom centre. Click again to zoom out. Magnify the title, top centre and zoom out again. Experiment with zooming in and out. Click the Close button, worksheet.

, to close Print Preview and return to the

Close the workbook without saving.

Excel Introduction Training Manual 6.3 ~ Page Setup Procedure: Page Setup allows the appearance of the printed worksheet to be modified. Exercise: Open the workbook Company. Preview the workbook to see how it will print. It stretches over two portrait pages. Click the Setup button,

, from within Print Preview.

Note: Page Setup can also be accessed using the File | Page Setup command with the worksheet displayed.

The Page Setup dialog box has four option tabs, for changing the Page, Margins, Header/Footer and Sheet options. Click the Page tab, if it is not selected and view the options. Click on the other tabs to view their options then click the Cancel button, , and click close,

, to return to the worksheet.

Leave the workbook open for the next exercise.

ÂŠ Sarah Mason

Excel Introduction Training Manual 6.4 ~ Portrait and Landscape Procedure: The orientation of pages can be changed within the Page tab of the Page Setup dialog box. The orientation can be Portrait,

, or Landscape,

Exercise: The workbook Company should still be open from the previous exercise, if not open it. Select File | Page Setup and make sure the Page tab is selected. Click the Landscape option. This turns the paper 90Âş (short and wide). To check how the worksheet will print now, click

Note: The spreadsheet now all fits onto a single page except the Total column. Display the Print dialog box by clicking the

button.

Print a single copy of the spreadsheet, using the default settings, by clicking the OK button,

Leave the workbook open for the next exercise.

ÂŠ Sarah Mason

Excel Introduction Training Manual 6.5 ~ Margins Procedure: Page Margins can be changed using the Margins tab of the Page Setup dialog box. The spreadsheet can be centred horizontally and vertically on the page using the same tab. Exercise: The workbook Company should still be open from the previous exercise, if not open it. Print Preview the spreadsheet and click on the Setup button, display the Margins tab.

, then

Reduce the Left and Right margins to 1.4 by clicking once on the down arrow, , next to the current size. Note: Reducing Margins increases the area on which to print. Click settings.

to return to Print Preview to see the worksheet with the new

It still does not fit on to one page. Click the Setup button and click on the Page tab. A worksheet can be scaled to fit to any number of pages. Select the Fit to option, which will be 1 page wide by 1 tall automatically. Note: The spreadsheet can also be scaled to a certain percentage of the original using this feature. Note: When using Fit to, remember that it will fit to the number of pages specified and may be so small that the worksheet cannot be read. Always use Print Preview, therefore, before printing. Click

to return to Print Preview.

Check the Status Bar for the number of Pages, it should be Page 1 of 1. Display the Margins tab again of the Page Setup dialog box and increase the Top margin to 6cm, to centre the spreadsheet vertically. Note: To centre a worksheet on the page, the Horizontally and Vertically boxes under Center on page can also be checked. Print a copy of the spreadsheet, then save the workbook as Company2. Close the workbook. ÂŠ Sarah Mason

Excel Introduction Training Manual 6.6 ~ Display and Print Formulas Procedure: When a cell contains a formula, the result of the formula rather than the formula itself is displayed in the cell. This is because normally the value is the required result in a worksheet. However, it is possible to display formulas on a worksheet rather than values. This is very useful when checking for errors on a worksheet. To print formulas it is only necessary to display them and then print as normal, but it is especially important to check formulas are displayed in full before attempting to print. Usually when formulas are printed, the row and column headings are printed as well. To make this clearer, the gridlines can also be printed. Exercise: Open the workbook House. To display all the formulas on the screen, select Tools | Options. Click the View tab and under Window options check Formulas.

Click to display the formulas. The columns are widened to make sure all of the formulas can be displayed. Note: Alternatively, and much more quickly, it is possible to switch between the formulas and their results by pressing <Ctrl `>, i.e. Ctrl and the key to the left of 1.

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Excel Introduction Training Manual Switch to the results and then switch back to the formulas using the quick key press method. If the formulas are to be printed, it is normal to display the Row & column headings and the Gridlines with the formulas so they can be checked. Select File | Page Setup and click the Sheet tab. Check Row and column headings and Gridlines.

Click

to apply the changes.

Use Print Preview to see the results. Click Setup,

and Fit to one page,

change to Landscape and centre horizontally and vertically. Click

Print the worksheet displaying formulas. Select File | Page Setup, click the Sheet tab and uncheck Row and column headings and Gridlines. Click

Press <Ctrl `> to remove the displayed formulas. Save the workbook as House2 and leave it open for the next exercise. Note: Lines which have been added manually will still appear on the screen. Gridlines can still be printed if they do not appear on the screen.

ÂŠ Sarah Mason

Excel Introduction Training Manual 6.7 ~ Headers and Footers Procedure: Headers and Footers are lines of text at the top/bottom of every printed page. Automatic Fields are codes, which insert page numbers, date, time, etc. into headers and footers easily. Exercise: The workbook House2 should still be open from the previous exercise. If not, open it. Select File | Page Setup and click on the Header/Footer tab. Note:

Selecting View | Header and Footer displays the same dialog box.

Click on the Header box drop down list and scroll through the available predefined headers. Pick one of the headers. In a similar way, select a predefined footer. Click on OK to apply the header and footer to the worksheet. Print Preview to see the results. Click Setup and select the Header/Footer tab. Note: The default Header and Footer is (none).

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Excel Introduction Training Manual Click the Custom Header button, . There are various buttons which place automatic fields into the header and custom text may be entered by typing into the appropriate section.

Font

Page Number Total Pages

Date

Time

Filename

Sheet Name

Click in the Centre section delete any existing text. Click the Sheet Name button, . A code &[Tab] is placed in the centre section. Click

Note: Changing the sheet name will change this header. Click on the Custom Footer button, and click in the Centre section, delete any text already there and type Page followed by a space and click the Page Number button,

. It reads Page &[Page].

Note: Clicking the Page Number button without typing the word Page would only display 1 and not Page 1. Click in the Right section and click the File Name button, Click in the Left section and click the Time button,

. Click OK.

Click the Page tab and under Scaling select the Adjust to option and change the percentage back to 100. Click OK to return to Print Preview. Click on the Footer to note the change in the page number on the different pages. Use Setup to fit the worksheet back onto one page and print one copy. Close Print Preview. Save the workbook using the same filename and leave it open for the next exercise. Note: Be careful when using Headers and Footers as the worksheet can occupy the same space if the Top and Bottom margins have been reduced.

ÂŠ Sarah Mason

Excel Introduction Training Manual 6.8 ~ Printing a Selection Procedure: Part of a worksheet, a Selection, can be printed, instead of the whole sheet. Exercise: The workbook House2 should still be open from the previous exercise. If not, open it. Display all of the formulas on the spreadsheet using <Ctrl `>. To print part of a worksheet (a selection) highlight the range A1:E16. To select the Total column as part of the range, scroll across to column N and while holding the <Ctrl> key, highlight the range N1:N16. Select File | Print and under Print what choose the Selection option.

Note: The selection can be previewed using the but only after the Selection option has been chosen. Click

button in the Print dialog box,

to print.

Note: When <Ctrl> is used to select multiple ranges, the different ranges are always printed out on separate pages. Alternatively, the different ranges can simply be printed one after the other, eliminating the need to use <Ctrl>. Close the workbook without saving. ÂŠ Sarah Mason

Excel Introduction Training Manual Exercise 1 Open the workbook Retail. Obtain a printed copy of the first six months. Alter the Page Setup for printing to the following: Use landscape orientation. Margins

top

2 cm

bottom

2 cm

left

2 cm

right

2 cm

Insert your name into the header. For the footer add an automatic date field (in English date format dd/mm/yy), page number and filename. Print a copy of the whole worksheet. Close the workbook Retail without saving. Exercise 2 Open the workbook Hotel98. Delete the contents of cell C1. Print a copy of the worksheet. Fit the worksheet to print on one page. Print another copy of the worksheet. Close the workbook Hotel98 without saving.

ÂŠ Sarah Mason

Excel Introduction Training Manual Chapter 7 ~ Formulae & Functions 7.1 ~ What is a Function? A function is a special type of formula that produces or returns a specific result. Excel provides more than 300 functions for use in any worksheet, allowing you to perform calculations that would otherwise be difficult, if not impossible, to achieve. These functions fall into several categories including: Maths This category includes functions for computing totals, square roots, logarithms, tangents etc Statistical This category includes functions for computing averages, maximums, minimums, variances etc Financial This category includes functions for computing loan repayments, rates of return, depreciation etc Date and Time This category includes functions for computing the number of days in a specific date interval, the number of hours in a specific time interval etc. All functions are made up of two elements: the function name and an argument list. The function name is simply the name assigned to the function (for example SUM). The argument list usually includes one or more operands (arguments) enclosed in brackets which the function uses to produce its result. An argument can be any time of information that is appropriate for the function in which it appears – for example, at text or numeric constant, a formula, another function, a single cell reference, or multiple cell references (eg a range) Since a function is a formula, it must be preceded by an equals sign (=) as follows: =Function Name(Argument) or =Function Name(Argument1,Argument2,….) The function name and arguments can be entered in either uppercase or lowercase characters. Multiple arguments must be separated by commas. Spaces separating arguments are optional. Certain functions do not required arguments. However, it is still necessary to include an ‘empty’ argument list – eg =NOW()

Excel Introduction Training Manual 7.2 ~ Using AutoSum Excelâ&#x20AC;&#x2122;s AutoSum feature allows you to quickly compute a row or column total. To compute this total, the program sums the numeric entries in either the range to immediate left of the active cell or in the range immediately above that cell. To use AutoSum Select the cell in which the total is to appear Click on the AutoSum button (doing this displays the SUM function in the selected cell) Click again on the AutoSum button (or press ENTER) Excel functions are special types of formulas. The SUM function totals the entries in its argument list (which is enclosed in brackets). Exercise: Open the worksheet Product Launch 2.xls Autofill the headings across the top from C3:G3

Enter the following figures into the cell range D4:G4 6800

7500

7200

8000

Increase the width of column H to 9 Select cell H3 and type in the label TOTAL Select cell H4 and click once on the AUTOSUM icon Autofill all the figures across to complete the calculations Use AUTOSUM on rows 4, 6, 10, 11, 13, and 14

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Excel Introduction Training Manual 7.3 ~ Using the SUM function The SUM function can be entered manually and it is important to know how to carry out this task. Exercise: Open the worksheet called Sales summary 1.xls Select cell B7 and type in the function =sum(B4:B6) Select the cell B11 and type in the function =SUM(B8:B10) Autofill the formula across the other cells. In cell B13, total the two subtotals together = B7+B11. Note how the sum function is only used to total a range of cells. If there are only two cells to add together there is no need to use SUM. Exercise Open the workbook Incomplete. This shows the budget figures for a small manufacturing company for the first quarter of the year. All the data is present but no calculations have been entered.

In B4 enter a calculation to multiply Units Sold by Price. Use the Fill Handle to copy the formula into C4 and D4. In B10 use Autosum to add the costs in B6 to B9 (do not include B5). Use the Fill Handle to copy the formula into C10 and D10. In B11 enter a calculation to show Turnover minus Costs. Use the Fill Handle to copy the formula into C11 and D11.

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Excel Introduction Training Manual In B13 enter a calculation to show Profit multiplied by Taxrate. Use the Fill Handle to copy the formula into C13 and D13. In B14 enter a calculation to show Net Profit, which is Profit minus Tax. Use the Fill Handle to copy the formula into C14 and D14. Use Autosum in E4 to calculate the total turnover for the first 3 months. Copy the formula into cells E10, E11, E13 and E14. What is the total Net Profit figure for the quarter? Save the workbook as Complete and close it.

Exercise Open the workbook House2. This shows household income and expenditure over a calendar year. Enter 50 as Other Income for January in cell B3 and copy this across into cells C3 through to G3. Enter 60 as Other Income for July in cell H3 and copy this across into cells I3 through to M3. What is the new Total Income figure in N4? The telephone company overcharged in November. Correct the situation by reducing the value in cell L10 to 100. Unfortunately the car needed a new tyre in August, enter a value of 55 in cell I11. Cut-price mini-breaks to Sunderland become available over the Christmas period. Enter a value of 45 in cell M6, the Holiday cell for December. This is to cover the cost of two people, for two nights dinner, bed and breakfast at the Hendon Plaza Hotel. What is the new value for Total Savings for the year? Save the workbook as Saved and close it.

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Excel Introduction Training Manual 7.4 ~ Using the AVERAGE function The Average function returns the arithmetic mean (average value) of its list of numeric arguments. It can be entered into a worksheet either manually or by expanding the AutoSum button and by selecting the Average option in the list that appears. Exercise: Open the worksheet called Quarterly Budget 1.xls Select the range B10:D10 and click on AUTOSUM. Select cell B11 Type in =AVERAGE(B4:B9), press ENTER

7.5 ~ Using the MAX and MIN functions The MAX and MIN functions return the maximum and minimum value, respectively in their list of numeric arguments. Like the AVERAGE function, the MAX and MIN functions can be entered into a worksheet either manually or by expanding the AutoSum button and by selecting the appropriate options (in this case Max or Min) in the list that appears. Exercise: Select cell B12 Expand the Autosum button and click on MAX Point to cell B4, press and hold down the mouse button and drag the mouse pointer to cell B9. Then release the mouse button. Press ENTER Repeat for the MIN entry adjust the cell references accordingly. Save the file

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Excel Introduction Training Manual 7.6 ~ Using the COUNT function The COUNT function returns the number of entries in its argument list that represent numbers. For example, if the range A1:A6 includes three cells containing a value or formula, the function =COUNT(A1:A6) would return 3 while the function =COUNT(A1:A6,5) would return 4. Like the AVERAGE, MAX and MIN functions, the COUNT function can be entered into a worksheet either manually or by expanding the AutoSum button and by selecting and by selecting the appropriate options (in this case, Count) in the list that appears. Exercise: Open the file called staff Listing.xls Select cell C22 Expand the autosum button and click on COUNT Point to cell A4 . Press and hold down the mouse button and drag the mouse pointer to cell A20. Then release the mouse button Press enter. Use the count function to compute the following: The number of employees in the ADMIN department (C23) The number of employees in the SALES department (C24)

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Excel Introduction Training Manual Exercise The following data represents sales figures for a group of salespersons. Open the file called SALES ANALYSIS.xls.

Enter the formulas for Total and Average sales in B12 and B13, using the range B4:B10. The number of salespersons is calculated using the COUNT function (remember to count the sales figures, not the names). Calculate the highest and lowest sales using the MAX and MIN functions. The Average +/- column is calculated by subtracting the average sales from the individual's sales It is very important to decide whether to enter a zero in cell B8 or to leave it blank. Add 0 to B8. The answers are different. Note: This is the part of statistics that can be manipulated one way or another depending on what the results are to convey. Save the workbook as Sales Analysis and close it.

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Excel Introduction Training Manual 7.7 ~ On a date with Excel…..Using the NOW function Procedure Excel (by default) uses the 1900 date system. This simply means that the date 1 Jan 1900 has a true numeric value of 1, 2 Jan 1900 has a value of 2 etc. These values are called "serial values" in Excel and it is these serial values that allows us to use dates in calculations. The NOW function is used to display the current date and time. Although it does not require an argument, it does require an ‘empty’ argument list – that is a left parenthesis followed by a right parenthesis. The NOW function returns a serial number. This number is automatically formatted as the actual date and time when a single NOW function is entered. Exercise – Shopping Days till Christmas Open a new blank worksheet Type in the formula =NOW(). This will put in today’s date and time Underneath this date, type in the date for Christmas day Now underneath that, type in a formula that will subtract today’s date from Christmas Day. The cell will need formatting to display the answer as a number – FORMAT, CELLS, NUMBER Save the file as Christmas Countdown.xls The TODAY function returns the serial number of today's date based on your system clock and does not include the time. The NOW function returns the serial number of today's date and includes the time he CTRL + ;. The NOW function changes only when the worksheet is calculated or when a macro that contains the function is run. It is not updated continuously. Exercise – Length of Service Open the worksheet called on a date.xls. In cell D12 enter the formula =today() In cell E12, enter the formula to calculate the number of days service in days =d12-c12 In the next cell, rework this formula to calculate this into years =(D12-C12)/365.25 Note: This takes into account leap years every four years so on average there are 365.25 days in a year

Excel Introduction Training Manual 7.8 ~ Doing Time in Excel Excels sees Times as decimal fractions, with 1 being the time 24:00 or 00:00. 18:00 has true value of 0.75 because it is three quarters of 24 hours, or the whole number 1. 24 hour clock or 12 hour clock To enter a time that is based on the 12-hour clock, type a space, and then type "a" or "p" after the time; for example, 9:00 p. Otherwise, Excel enters the time as AM. To Enter a time based on a 24-hour clock (military time) enter as 21:00, 11:00 etc. Using Times in a calculation Exercise Open the worksheet called timesheet.xls

Task

How the task is done In cell E6 enter a formula that will calculate the number of hours worked for the first employee

=D6-C6

Autofill the formula down

Click and drag down the page to copy the formula for the other two.

In cell E9 enter a function to add up the total number of hours worked.

=(sum(E6:E8)*24)

In cell E10 enter a formula to calculate the total wage bill

=E9*D10

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Excel Introduction Training Manual Night Shift Workers Timesheet

If you are trying to calculate a timesheet where the times are falling over two different dates, the HOURS WORKED column does not return the correct figure. How to do the task

Task Enter a new night shift employee under Tony Ramella. Enter his name TONY ASPINALL Start Time 17:00

Enter the formula =(D9-C9)+1 This will add an extra 24 hours (1)

End Time 13:00 This formula however will not work for the previous entries, therefore it will need to be amended toâ&#x20AC;Ś.

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=D9-C9+IF(C9>D9,1) note: now the formula looks to see if the start time is greater than the end time. If it is it will add 1 to the result.

Excel Introduction Training Manual 7.9 ~ Using the ROUND function Procedure Excel allows us to easily round number for viewing via Format>Cells - Number - and then Number under Category. You can short cut this by using the Increase Decimals and Decrease Decimals on the Format toolbar, to the right of $ % , symbols. However, as with all formatting, the true underlying value of the cell is not changed. This matters when you add some numbers and you get a lower result than you expect. For example, Enter 1.6 and 1.6 in 2 cells, say A1 and A2. Now format these so no decimal places are showing and you get 2 and 2. Now add these together like =A1+A2 and you get a result of 3, not 4. If you wish to actually change the true underlying value of number we can use one of the many ROUND Functions. Round Numbers The ROUND Function will round numbers to a specified number of digits. If the number of digits is negative, it will round to the left of the decimal point. If zero it will round to the nearest Integer (whole number). =ROUND(1.5,0) will result in a value of 2 =ROUND(1.4,0) will result in a value of 1 Round Numbers Up The ROUNDUP function will round numbers up, away from zero. =ROUNDUP(1.4,0) will result in a value of 2 Round Numbers Down The ROUNDDOWN function will round numbers down, toward zero. =ROUNDDOWN(1.6,0) will result in a value of 1 Exercise: Open the exercise age.xls In cell F8, enter a function to calculate the ages of these celebrities Hint: use the TODAY function to keep the list up to date

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Excel Introduction Training Manual Hint: Use the ROUNDDOWN function so the final age is not rounded up until the next birthday Answer on page 86

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Excel Introduction Training Manual 7.10 ~ Using the TRUNC function Procedure There may be times when you need to "truncate" a number at a certain number of digits. For this purpose Excel provides the TRUNC worksheet function. TRUNC can work with either one or two arguments, as necessary for your purposes. When used with only a single argument, TRUNC simply drops off any part of the number after the decimal point. For instance, consider the following: =TRUNC(12.34) This returns a value of 12, which is everything to the left of the decimal point. If you use a second argument with TRUNC, you can specify the number of decimal places at which you want the truncation to occur. For instance, the following formula returns a value of 12.3: =TRUNC(12.34,1) If you use a negative value for the second argument, the truncation takes place to the left of the decimal point. This has the same effect as returning powers of 10. For instance, consider the following example, which returns the value of 1200: =TRUNC(1234.5678,-2) Exercise Open the worksheet called Hotel2000.xls In cell P7, enter a formula to calculate the percentage occupancy. =N7/O7 Now amend this formula to truncate the answer to 2 decimal places. =TRUNC(N7/O7,2)

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Excel Introduction Training Manual 7.11 ~ Using the CONCATENATE function Excel provides a function called CONCATENATE which can be used to combine the contents of several cells, or even to combine cell contents with other text. For instance, let's say you wanted to add together the contents of cells A3 and B3, separate them by a space, and have the result appear in cell C3. All you need to do is put the following formula in cell C3: =CONCATENATE(A3," ",B3) You can just as easily use the ampersand (&) operator to combine text values using a formula. For instance, the following is equivalent to the example of CONCATENATE shown above: =A3 & " " & B3

Exercise Open the spreadsheet called grades.xls Underneath the spreadsheet work out the formula that would display the sentence In the GCSE Grades,10 children gained A* passes. Notes: Use cell references A2, B2 and B21

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Excel Introduction Training Manual 7.12 ~ Using the LOWER function Procedure

This function coverts all letters into lower case. eg =LOWER(A2) Exercise: Open the worksheet staff list.xls In the most efficient method possible, use the above function to covert all the upper case letters into lower case Save the workbook.

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Excel Introduction Training Manual 7.13 ~ Using the UPPER function Procedure The upper function will convert text to upper case. The formula is =UPPER(A2) Exercise Open the worksheet called Cars Upper.xls You can see that the data entry clerk has entered all the registration numbers in lower case which is not correct and looks untidy. It would take ages to correct this error by re-typing in the registrations but the UPPER function would carry out this task very efficiently Insert a new column next to the registration number column Type in the UPPER function Autofill this function down the page. Save and close

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Excel Introduction Training Manual 7.14 ~ Using the Insert Function Button

Procedure The insert functions button which appears to the left of the Formula bar, provides and alternative method for entering a function. Exercise Open the file called Quarterly Budget.xls Select cell B10 Click on the INSERT FUNCTION button to the left of the formula bar In the select function box, click on SUM, OK Select cell B11, then click on INSERT FUNCTION Select AVERAGE from the list then OK Click on the collapse button at the right side of the Number1 box Point to cell B4. Press and hold down the mouse button and drag the mouse pointer to cell B9. The release the mouse button Click on the expand button at the right side of the collapsed Formula Arguments dialog box Click on OK button.

Answer to 7.9 =ROUNDDOWN(((TODAY()-E8)/365.25),0)

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Excel Introduction Training Manual Chapter 8 ~ Using Excel with other applications 8.1 ~ Import/Export data in different formats (e.g. csv, txt,xml) Excel provides a number of tools for importing external data (that is data created in other applications) into your worksheets. Using the Text Import Wizard for example you can import the data in a text file. To access the Text Import Wizard Choose the Data| Import External Data |Import Data command. In the Select Data Source dialog box, which is subsequently displayed, specify the name of the text file. Click on the Open button. Exercise: Open Microsoft Word (leaving Excel open) using Start | Programs | Microsoft Word. Open a Word document from the data files called ABCD. Click the Show/Hide button, , on the Standard Toolbar to display the nonprinting characters. The Paragraph Marks , show where the <Enter> key has been pressed and the Tabulation Marks , show where the <Tab> key has been pressed. The tabs will act as separators when the data is imported into Excel.

The document must be saved as a plain text file. Select File | Save As and enter Tabs into the File name box and set the Save as type box to Text Only (this adds a txt extension to the filename). Click Save,

Click Yes to confirm the save.

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Excel Introduction Training Manual Close the document Tabs by selecting File | Close and close Word by selecting File | Exit (Excel should now be in view). Start a new workbook and select Data |Import External Data | Import Data to display the Import Text File dialog box. Ensure that the Look in box displays the folder containing the data. Ensure that Files of type is set to Text Files. Select the filename Tabs and click the Import, , button.

The Text Import Wizard opens at Step 1 of 3. Ensure that the Delimited option is selected in the Original data type section and that the Start import at row box is set at 1. A basic preview of the layout of the data is shown in the lower part of the box.

Click Next, ÂŠ Sarah Mason

. 88

Excel Introduction Training Manual In Step 2 of 3, ensure that the Tab option is checked (as tabs separate the text) in the Delimiters section. Leave all other options boxes unchecked. A clearer preview of the data layout is shown in the lower part of the box.

Note: If the text being imported has quotation marks around the text, choose the appropriate marks from the Text qualifier box. Click Next,

At Step 3 of 3 the data in any column can be formatted by selecting specific columns in the Data preview section and setting the required data format in the Column data format section. The data in all columns should be set to General by default. If this is not the case, correct the formats.

Click Finish,

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. The Import Data dialog box is displayed.

Excel Introduction Training Manual

Ensure that the Existing Worksheet option is checked. Type A1 into the box. Click OK,

, to import the data from the text file Tabs.txt into cell A1.

Save the workbook as Import. Close the workbook. Exercise Open the workbook Invoiced. This will be the list of outstanding invoices for a supply company. All that is missing is the data. Position the cursor in cell A3 and import the text file Delimited Invoice.txt. The file is delimitted, the Delimiter is tabs and the Text qualifier must be set to â&#x20AC;&#x153;. Do not apply extra formatting and make sure the imported data will be put in the Existing worksheet at location $A$3.

Use Save As to save the workbook with the name Invoice Data, in the normal Microsoft Excel Workbook format. Close the workbook.

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Excel Introduction Training Manual Exercise Start a new workbook and import the text file Sick Absences. This file contains a summary of days absence for the staff in a small company. The data fields are separated by Tabs. The file is delimitted, the Delimiter is Tab and the Text qualifier must be set to â&#x20AC;&#x153;. Put the data on a New Worksheet so it appears as below.

Save the workbook as Absence. Close the workbook. Close the workbook.

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Excel Introduction Training Manual Exercise Start a new workbook and import the text file Teams. Choose the Delimiter which splits the data into columns (the data is separated by commas and not tabs). Apply the â&#x20AC;&#x153; Text qualifier so no quotation marks appear on the Data preview. Put the data on a New Worksheet so it appears as below.

Save the workbook as League. Close the workbook. Open the workbook League. Save the workbook as League4 and convert it so it could be opened in a Microsoft Excel 4.0 Worksheet. Close the workbook.

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Excel Introduction Training Manual Chapter 9 ~ Templates 9.1 ~ Create & edit a new workbook template A template is a pre-formatted model on which other workbooks are based. In addition to format specifications, a template can include text, graphics and custom styles. Excel provides a number of templates for creating expense states, sales invoices, etc. If no template is specified when you display a new workbook (for example, when you click on the New button) the program bases the workbook on the default template (Book.xlt) To base a new workbook on a template (other than the default template): Choose the File, New command In the New Workbook task pane, select the On my computer option. On the spreadsheet solutions panel of the Templates dialog box, select the desired template. Click on the OK button. You can customise any of the templates listed in the Templates dialog box. To do this, open the template, make the necessary changes, and then choose the File, Save As command. In the Save As dialog box, select the Template option in the Save as type box, and then click on the Save button. When you subsequently re-open the template, the changes you have made will be in effect. The New Workbook task pane displays a list of templates that were recently used. You can re-open any of the listed templates by simply selecting the template name in the task pane. In the Microsoft Office Online Web site also provides a number of templates from which you can choose. To access these templates, select the Templates on Office Online option in the New Workbook task pane.

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Excel Introduction Training Manual Exercise ~ Create your own template Open the worksheet bulbs.xls In cell D15, type in a formula to calculate the answer when the clerk enters the quantity of daffodils into cell B15. Autofill this formula down the range D14:D20. Enter a SUM function into cell D21 to add up the amount. In Cell D22 enter a formula that will calculate the VAT amount at 15% In cell D23 Add together the cells D21 and D22 Save the file as a template (.xlt). From the FILE menu, choose NEW. Locate the template from ON MY COMPUTER.

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Excel Introduction Training Manual Chapter 10 ~ Sorting & Filtering 10.1 ~ Sort the records of a list You can sort the records of a list on the basis of information in a single field, as well as on the basis of information in multiple fields. To sort the records of a list by the entries in one field: Select any cell in the field by which the list is to be sorted Click on the Sort Ascending toolbar.

or Sort Descending

button on the Standard

To sort the records of a list by the entries in two or more fields: Select any cell in the list Choose the Data Sort command In the Sort dialog box, select the first sort field in the Sort by list of field names Select the second sort field and if necessary the third sort field in the Then by list of field names Optionally change the sort order for any sort field Click on the OK button Exercise Open the workbook Cars. Sort the list into ascending order by Make and perform a secondary sort by Model, by moving the active cell into the column under Make and selecting Data | Sort. The list is defined as having a header row with Make in the Sort by box. Select Model in the Then by box. Leave Ascending selected.

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Excel Introduction Training Manual

Click

to perform the sort.

Select Edit | Undo Sort to return the list to the original order. Insert a new Column A and set the column width to 3.00 units. Label the column No in cell A1. Number each row in column A, starting in cell A2, e.g. 1, 2, 3 etc. Sort by Price in descending order. Which car is the second cheapest? Sort the cars into ascending numeric order by Mileage. Which car has the most mileage? Using column A, re-sort the range back to its original order. Note: Leading zeros may have to be added to labels that include numbers so that they sort correctly. Save the workbook as Cars2 and close it.

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Excel Introduction Training Manual Exercise Open the workbook Grades. Highlight the range A2:K20. Sort this data into alphabetic order of subject (GCSE Grades). Remember the range includes a header row. What is the subject in the first record? Sort the same range in descending order of Total Entered. What is now the subject in the first record? Print a copy of the Grades worksheet. Save the workbook as Sort23 and close it. Exercise Open the workbook Personnel. Highlight the data area A3:G23 and sort into descending order of Basic. Print a copy of the selected area only, with a title of Monthly Salaries in the Header. Now sort the data first by Department (ascending) then by Age (descending). Print a copy of the selected area only, with a title of Age in the Header. Save the workbook as Sort24 and close it.

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