8034-ECDL Mod 4 Spreadsheets[1]

8/3/2019 8034-ECDL Mod 4 Spreadsheets[1]

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Spreadsheetsfor ECDL V4 Module 4

What is a Spreadsheet ................................................................. 1Opening Excel............................................................................. 2Modify Basic Options.................................................................... 4Entering Text and Numbers into your Spreadsheet........................... 7Altering Column/Row Width/Depth................................................. 7Saving Your Worksheet ................................................................10Closing your Spreadsheet/Worksheet .............................................13Closing your Spreadsheet Application.............................................14About Formulae ..........................................................................14Using Simple Formulae.................................................................16

Using Autosum............................................................................17Undo Command ..........................................................................18Common Error Messages ..............................................................19Replicating Formulae ...................................................................21Replicating Text ..........................................................................22Formatting Numbers/Cells ............................................................ 23Inserting Columns/Rows...............................................................27Deleting Columns/Rows................................................................29Obtaining an Average ..................................................................31Opening Multiple Spreadsheets (or Applications)..............................33Modify Toolbar Display .................................................................34Applying Gridlines .......................................................................36Printing Row/Column Headings......................................................37Printing Formulae........................................................................37Freeze/Un-Freeze Row/Column Titles .............................................39Calculating Percentages ...............................................................40Using Minimum/Maximum Functions ..............................................41Using Count and CountA Functions.................................................42Using the IF Function...................................................................44Using Help/Relative and Absolute Cell References ............................45

General FormattingFont Formatting ..........................................................................50Copy Formatting .........................................................................53Changing Cell Background Colour ..................................................54Centre a Title Across Relevant Cells ...............................................55Orientation.................................................................................56Border Effects .............................................................................57Landscape/Portrait ......................................................................60Fit to 1 Page ...............................................................................61Changing Specified Page Size........................................................62Using Headers and Footers ...........................................................62

Automatic Column/Row Headings ..................................................64Cut/Copy and Paste .....................................................................65


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Search/Replace...........................................................................67Sorting Text/Numeric Data ...........................................................68Using the Spellcheck in Excel ........................................................69Changing the Margin Settings .......................................................70Print Selection ............................................................................71

Selecting Columns/Rows that are NOT next to each other .................72Graphical RepresentationCreating a Pie Chart.....................................................................73Deleting a Completed Chart .......................................................... 77Creating a Bar Chart ....................................................................78Changing the Type of an Existing Chart ..........................................80Creating a Line Graph ..................................................................82Creating a Comparative Bar Chart .................................................84Specifying Data to be Used Within an Axis ......................................85Amending a Completed Chart........................................................89


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Spreadsheetsfor ECDL V4 Module 4

What is a Spreadsheet?A spreadsheet allows you to enter and store data in a grid format on acomputer system. It will provide you with a means of performingnumerical and statistical calculations.

Why Use a Spreadsheet?With a spreadsheet, once you have entered the appropriate formulae, theprogram will perform the necessary calculations. Any of the entries canbe changed, including numeric data and formulae. The effects that thesechanges have on the results of the calculations will be displayedautomatically. You will not have to calculate or recalculate figuresyourself.

Spreadsheet ContentsNumeric Data When numbers are entered into a spreadsheet they canform the basis of any calculation required. There are several ways inwhich numeric data can be displayed, you can choose;

how many decimal places to display to display in pounds and pence to display in integer format (rounding to the nearest whole number) to justify your display to the right or left (numbers are justified on the

right by default), top or bottom.

Text You can enter words into cells on your spreadsheet. This willprovide important information to help you and others understand thenumeric entries on your spreadsheet. Text can be used for titles,headings and any notes. Text entries can include numbers even if theyare not required for calculation purposes.

Formulae Formulae are instructions to the program to performcalculations. They will allow you to multiply, divide, add and subtract anynumbers of your spreadsheet, together with enabling you to apply logiccalculations to your spreadsheet.

Spreadsheet Structure/DisplayRow This is the line of cells across the spreadsheet. Each row has areference number.

Column This is the column of cells running down the spreadsheet. Each

column has a reference letter.


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Cell Each box on the spreadsheet is called a cell.

Cell References Each cell can be identified by giving its column and rowreference i.e., A1, B2, C9 etc.

Opening ExcelTo open the Spreadsheet application, either click on Start and Programsand then select Microsoft Excel from the list, or if there is a Shortcut icon

like this on the Desktop, simply double-click on it.

You will then have opened Excel ready for use, and your first Spreadsheetwill be ready for use

Book 1, Book2, Book 3etc., etc.

Each spreadsheet that is opened is called a Workbook, called Book1,Book2, Book3 etc., until you call it something else. I shall save this asExample

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You will noticethat the newname hasbeen given instead ofBook 1

You will notice that within each spreadsheet (Workbook), there are anumber of Sheets.

Sheet 1,Sheet 2,Sheet 3 etc.,etc.

The amount of sheets that your computer provides with each workbook isset by default and can be changed from the Tools Menu, under Options(see Modify Basic Options).

You can change the Sheet/Tab Titles by clicking on them, then rightmouse, and select Rename as illustrated

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You can then type in your replacement Sheet/Tab Name and pressreturn

Notice that sheets can be inserted, deleted, moved or copied using thismethod.

You can work on the different sheets within your spreadsheet by clickingon the Sheet/Tab Title which will take you from one to the other (theseare merely different pages of the same spreadsheet/workbook).

Modify Basic Options

As mentioned, you can alter the amount of worksheets that are providedby default on opening your spreadsheet application.

Click on Tools from the File Menu and then Options as shown here

Then, under the General Tab, you will see that you have the option tospecify how many sheets are to appear in a new workbook. We shallspecify 10 as shown here

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Lets open a new workbook now and see how many sheets are nowavailable

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It is under the Tools Menu, Options, General Tab that you can also changethe font and font size that will be used as Standard, together withspecifying a default file location. Notice from the above illustration that Ihave changed the default file location to specify Student Name, thismeans that when I either open or save a spreadsheet the Open/Saveoptions will default to this location

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Entering Text & Numbers into your SpreadsheetThe spreadsheet below shows the sales figures for Crest Products for anumber of differing products. Enter the data into the spreadsheet.

Move to Cell A1 and type CREST PRODUCTS

Move to Cell A2 and type DAY etc., etc.

Continue to copy the entries until your spreadsheet looks the same as thisexample

Altering Column/Row Width/DepthYou will notice that when you type in your text that the entire entries donot fit

In order to alter the column width you will need to position the cursor at

the border of the column reference that you wish to widen, until you get adouble arrow symbol (as shown above), then double-click. This will widenthe column to accommodate the largest entry within that column.

Alternatively, once you have the double arrow symbol, you can click anddrag the column width to the desired measurement.

These same actions can be applied to the row depth in the same way you merely position the cursor to the top of the row reference and doubleclick or click and drag as desired.

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Now enter the following numbers into your spreadsheet as per theexample given below

It is common practice to align the first column to the left and the rest ofthe columns to the right, as numbers are automatically aligned to theright, you align the title text to the right, to match.

In order to do this, highlight the second column onwards by clicking anddragging across the desired area but start on the column references andthis will highlight the entire column at once here is an example

Select Align Right

Notice that the column referencesare highlighted not just the columns/cellsthat contain entries

You can of course, align your text to the left, right, top, bottom or centredas per your own requirements.

Lets look at the same area aligned to the left

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and Centred

You can also align text or numeric entries within a cell to the top orbottom, stay with the highlighted area, but this time, click the right mouseand you will be presented with the following drop down menu

Select Format Cells to introduce the Format Cells dialogue box and thenclick on the Alignment Tab

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Select CentreHorizontaland TopVertical asillustratedhere

Your spreadsheet will now look something like this

Saving your WorksheetAs with other Microsoft Applications, it is very easy to save your work.Select File, then Save As as illustrated

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Name yourdocument

Select desiredlocation

You will then be presented with the Save As dialogue box, into which youcan enter your saving instructions (name your document CRESTPRODUCTS).

Notice, that you also have the option to Save as Type, take a minute tolook at the different options available

You can save your worksheet as a text file, as illustrated above.

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You can save your worksheet as a Web Page, as illustrated above.

You can save your worksheet as a Template, as illustrated above, wherebyyou can utilise the design over and over again for differing worksheets.

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You can save your worksheet as a different software version of Excel, asillustrated above, this would enable you to take the Excel worksheet toanother computer, with that software version installed and work with itthere.

Closing your Spreadsheet/WorksheetIn order to close your spreadsheet/worksheet you can either click on thecross in the top right-hand corner, as illustrated

Close Worksheet

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Or alternatively, select File and Close, as illustrated

Closing your Spreadsheet ApplicationIn order to close your spreadsheet application you can either click on thelarger cross in the top right-hand corner, as illustrated

Close Spreadsheet Application

Or alternatively, select File and Exit, from the Menu Toolbar.

About Formulae What are They?Formulae are instructions to the system to perform calculations. They willallow you to multiply, divide, add and subtract any number on yourspreadsheet, together with allowing you to perform other functions such

as counting cell contents, averages, and logic calculations. Formulae arerecognised by the computer as an instruction rather than a normalnumber entry by the use of an equals sign (=).

A series of cell references can be referred to together by the use of acolon (:), this is called a range.

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REMEMBER:

Always enter your formula where you wish your answer to appear. Always refer to the cell reference and NOT the content of the cell. ALWAYS START YOUR FORMULA WITH =

+ Add- Subtract* Multiply

/ Divide> More than< Less than>= Greater than and equal toA2,Y,N) Will enter Y in all cells where thecontent of A is more than in B,

and will enter N where it is not


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Using Simple FormulaeWe are now going to enter some simple formulae to make calculations onour data.

Re-open the Crest Products worksheet. Firstly, we are going to add cellsF3, G3, and H3 to give us the total of Milk Sales in Cell I3.

Click on cell I3 and type in the following formulae - as this is where youwant the answer to appear:

=F3+G3+H3 Command Line

You will notice that the formula appears in the cell and also in theCommand Line

The Command Line will show the full content of any cell when it isselected, this is used for the preparation of formulae and also provides theability to make amendments to the content of any given cell withouthaving to retype the entire content.

Obviously, the use of individual cell references and the plus sign (+), isnot the ideal way to achieve the required answer, as it would take ages if

you had to enter each individual cell reference for any calculation.

We therefore use one of Excels built in functions SUM to abbreviate ourformula and to provide the same answer - heres how

=SUM(E3:H3)

The word SUM means you do not have to enter individual plus signs andthe use of the brackets and the colon to define a range means that you donot have to list individual cell references.

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You are still telling it to add up the contents of cells F3 to H3 inclusive(i.e., everything between the two) this is called a range. The bracketsare used to define the range, and are also used to divide more complexcalculations into the required order.

Practice inputting the same calculation for the next days of the week, untilyour spreadsheet looks like this

Using AutosumIf you click on the cell where you wish your answer to appear and click onthe Autosum button which looks like this

The computer will highlight the required cells and produce the correct

formula for you but watch out the computer may not think the sameas you do lets see

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If the formula is not as required, simply click and drag over the area thatyou do want and when the formula reads correctly, either pressenter/return or click on the tick on the Command Line to approve theformula.

Click on Tick to confirm/agree formula given

Continue down the column, using the Autosum facility to produce thecorrect formula.

Undo CommandDont worry if you make a mistake, click on the Undo Command Icon thatcan be found on the Standard Toolbar and looks like this

Each time that you click on the Undo Command Icon, the last action willbe reversed, if you want to go back over what you are doing at any time,simply click on the Undo Icon until you have returned to the desired stageof your work.

The Redo Command Icon (next to the Undo Icon on the StandardToolbar), works on the same principle but will re-do the last action thatyou undid.

Recognising Common Error MessagesIf you have made a mistake in the formula entered, the computer will letyou know what you have entered an error and give you the opportunity toamend it, with suggestions as to how to do so

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I have deliberately included the cell reference in which I require theanswer to appear, with my selection, this is called a Circular Referenceand the computer will display the following error message

Other Common Error Messages & What They Mean

##### Occurs when the cell contains a number, date or

time that is wider than the cell.

This error message also occurs in the case of adate or time formula entered in reverse (iesubtracting a later date/time from an earlierdate/time).

DIV/0 Occurs when a formula divides by 0 (or by a blankcell).

N/A Occurs when a value is not available to a functionor formula.

You can enter N/A into a cell where the informationis not yet available formula relating to these cellswill return the value N/A instead of trying tocalculate a value.

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NAME? Occurs when Excel does not recognise text within a

formula.

The most likely occurrence of this is when you are

using a LOOKUP function, referring to a namedrange, that has not yet been named within theworksheet.

NULL Occurs when you specify an intersection of twoareas that do not intersect. For example, if theformula refers to two separate ranges, these mustbe divided by a comma A3:A6,B3:B6

NUM! Occurs when there is a problem with a number in a

formula or function.

For example, using an unacceptable argument in afunction that requires a numeric argument.

REF! Occurs when a cell reference is invalid. Forexample the cell reference referred to has beendeleted or moved to another worksheet.

VALUE! Occurs when the wrong type of argument or

operand is used within a formula. This means thatthe formula is incorrect or a part of the formula ismissing.

More FormulasNext we are going to look at the required calculation formula for Cell C10 we have to total the days of the week, and then multiply that total bythe price

Click on Cell C10 and type in the required formula:

=SUM(C3:C8)*C9

This formula will first add up the specified range and then multiply thetotal by the price in Cell C9.


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Practice inputting the same calculation for the next products, until yourspreadsheet looks like this

Replicating Formulae

An alternative to keep typing in formulae for the same calculation but indiffering columns/rows is replicating formulae this is where thecomputer copies the calculation but applies the new cell references to thecalculation as you copy it down or across.

Delete the contents of cells D10, E10, F10, G10 and H10

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Then click on cell C10 and position your cursor over the bottom right handcorner until a black plus sign/cross appears as illustrated below

+ sign will appear here

Then click and drag across the other cells in the row to which you want to

apply the same formulae and when all required cells are highlighted,release the mouse

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You will see that the same calculation has been carried over to the nextcolumn, but with the new cell references applied, and so on.

Replicating TextIt is also possible to replicate certain text entries in the same way, deletethe text entries for Tuesday, through to Saturday in Cells A4 to A8

Then select Cell A3 (containing the entry Monday), and position yourcursor over the bottom-right corner as demonstrated previously.


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Click and drag down to cover Cells A4 through to A8 and the progressthrough the days of the week will appear in a small box to the right, asillustrated below, and then when you let go the entries will be made.

Practice beneath the text using these methods for both days of the weekand months (other Custom Lists can be added under Tools and Options).

Formatting Numbers/CellsYou will notice that some of the numbers have two decimal places andsome do not. You need to specify the required format for cells orcolumns. You may be required to format your numbers to integer(rounded up to the nearest whole number, no decimal), or to a specificamount of decimals, 1, 2, or 3, or as a percentage or as currency.

Select the Row(s)s (or Column(s)) that you wish to format, in this casethe Income row, then use the right mouse click to produce the followingdrop-down menu select Format Cells as illustrated

Alternatively, you can select Format from the Toolbar and then select Cells either method will produce the following Format Cells dialoguebox

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The Format Cells range of options enables you to specify numberformats, alignment, fonts, borders and patterns. We will look at the otheroptions in the General Formatting section.

In order to specify the format of the numbers in our selected row, click on Number and in this instance, take off the decimal places by taking the

decimal box down to zero, as illustrated below

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Now the numbers on the selected row are in integer format and becausewe selected the entire row from the row selector, prior to formatting,anything that is added to this row at any point, will be formatted in thesame way.

Lets format the Income Row to show pound signs, select the row using therow selector, right mouse and select Format Cells.

Now we need to select Currency from the list and choose the pound sign() from the symbols list as illustrated below

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Practice formatting your numbers in this way, change the Income rowback to just two decimal places without the pound sign ().

You can also format dates to a specified format in the same way selectthe w/c Date column and format the date as follows

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Inserting Columns/RowsNext we are going to insert a new column for Premium Gold, betweenJuice and Full Cream. Select column F (Full Cream), by clicking on thecolumn reference, then right mouse to present the drop down menuillustrated and select Insert

Type in the new column heading and enter the following data

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Replicate the formulae from cell E10 to cover the new column, cell F10.

Having done that take a look at the formulae in column J -what is wrong with it?

It is essential when adding or deleting columns or rows that you check allof the calculation formula included in your spreadsheet to ensure that it

retains accuracy/relevance.

As you will no doubt have realised this formula no longer provides theMilk Sales Total - as it does not include the new column.

Click on the Command Line and amend the formula to include thePremium Gold column, and then replicate it to cover the other days.

Your spreadsheet should now look like this

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Insert a row, in the same way, below Price and above Income

Click on the row selector for the Income row, as illustrated and Rightmouse, selecting Insert from the resulting drop-down menu

Your spreadsheet should now look something like this

Deleting Columns/RowsTo delete a column or row you need to select the column or row using thereference as illustrated before when inserting columns, right mouse andthis time select Delete this will delete the column or row and close thespreadsheet up, leaving no gaps.

If you merely select the content of cells, then you will be left with emptycells and you would not have actually deleted the row

We are going to delete the Saturday row from our spreadsheet the firstillustration shows the deletion of merely the content of these cells

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The following illustrates the correct selection of the row, and the deletionof the actual row

You will see that the entire row has been deleted, and the gap left hasbeen closed up.

Have another go - delete the blank row that we inserted earlier, in thesame way.

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More FormulasObtaining an AverageNext we are going to produce an average of the total milk sales for eachday listed.

Insert a column after Milk Sales, entitled Average Milk Sales.

We are going to use another of Excels inbuilt functions, instead of =SUM,we need to enter =AVERAGE and define the required range as follows

=AVERAGE(F3:I3)

Alternatively, you can obtain the average by dividing the total milk salesby the amount of entries taken to produce that total e.g.,

=J3/4

Replicate your chosen formula to cover the remaining days and format thecolumn to display two decimal places.

Text WrapIn order to reduce the width of the Average Milk Sales column we can usethe Text Wrap facility.

Firstly, reduce the column width so that the text does not fit. Then selectCell K2 and right click to produce the drop down menu and select FormatCells as illustrated

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This time we need to look under the Alignment Tab and select Wrap Textas indicated.

Notice that the title text has wrapped around giving much tidierpresentation.

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Apply the same text wrap formatting to the columns Premium Gold, FullCream, Semi Skimmed and Milk Sales

Opening Multiple Spreadsheets (or Applications)Like any windows application, you can open a number of spreadsheetssimultaneously (or different applications) by minimising one, you canopen another, and work on it, minimising and maximising each asrequired

The minimise and maximise buttons can be found at the top right handside of the screen next to the Close Button (this applies to all MicrosoftOffice applications)

Maximise

Close Button

Minimise

With the Crest Products spreadsheet open, click on File and Open andlocate the spreadsheet called ECDL STATS from your Candidate Disk.

The open documents/files will be displayed across the bottom the screenand you simply click on the required document to move between the twoworksheets.

Current Documents

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Modifying Toolbar DisplayAs with any Microsoft Application, you can choose to display any or noneof the Toolbars available to you.

You will notice that there are differing Toolbars available for your usewithin each of the Applications you would normally display those thatyou use most often within each simply click on View and Toolbars asillustrated

I shall click on a couple of extra Toolbars for insertion to demonstratewhat happens

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You will see from the following illustration that the extra Toolbars havebeen introduced as floating Toolbars.

These can be moved around the screen to your desired location i.e., out ofthe area in which you wish to work by simply clicking and dragging usingthe title bars.

At the moment our Crest Products spreadsheet is displaying the MenuToolbar, the Standard and the Formatting Toolbars on separate lines

Edge Line

If we click and drag the Formatting Toolbar, by the edge line, upwards tothe Standard Toolbar and let go

Hey presto the two Toolbars are now accommodated on the same line.

Note that the edge line remains visible at the division of the two Toolbarsand that there are now extending arrows at the end of each Toolbarindicating the fact that there are more options available under each.

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Applying GridlinesIn order to present your spreadsheets clearly, it is always best to applygridlines without them a spreadsheet can be very difficult to read/follow.

Select File, Page Setup then select the Sheet Tab and click on

Gridlines to produce a tick in the box as illustrated below

I think you will agree that the use of Gridlines clarifies the detail andmakes the data far easier to follow

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Printing Row & Column HeadingsUnder the same Page Setup, Sheet Tab, there is also the option to printRow & Column Headings, click on this option now, and print preview theresults

Printing FormulaeYou will find it necessary to print the formulae used within yourspreadsheets for examination/testing purposes although you are unlikely

to need to use this facility in a working capacity.

Select Tools then Options as shown below

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You will then be presented with the following dialogue box, select theView Tab as shown and click on the Formulas box to introduce a Tick asshown

All of the columns will widen, and formatting will no longer be applied - itis only the formulae used that we are looking for. If you adjust yourcolumn widths, whilst viewing formulae dont forget to re-adjust the

widths when you return to normal view (values).

I shall now remove Show Formula by reversing the process (Tools,

Options and de-select Formulas to take the tick off) and look whathappens

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Notice the series of hash symbols (#) that have replaced the data in thew/c Date column. This will occur wherever the column is not wide enoughto accommodate numeric data.

Freeze/Un-Freeze Row and/or Column TitlesWhen working on a spreadsheet containing extensive data, it can be veryfrustrating when you have moved down the screen and can no longer seethe column titles. You can freeze the titles, so that they remain visible,however far down the screen you move. Lets have a look at how thisworks

Click on the row selector, below the headings which we wish to freeze

Then from the Menu Toolbar select Window and then Freeze Panes, as

shown above.

You will notice that a line has appeared under the column titles. This will

not show when printed but is merely an indication that the area containingthe column titles has been frozen. Scroll down the spreadsheet toobserve how the columns titles remain frozen and therefore visible, nomatter how far down the spreadsheet you go.

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To unfreeze the column headings, simple select Window and then theUnfreeze Panes option, which is now available.

You can of course freeze row headings in the same way. Have a goyourself at freezing and unfreezing different panes/areas of yourspreadsheet.

More FormulasCalculating PercentagesIn order to obtain a percentage you have to multiply the number inquestion by the required percentage.

Re-open the spreadsheet entitled Crest Products.

For example, if we were to produce a projection showing a 5% increase onMilk Sales we would multiply the total milk sales figure by 5% and thenadd back the original figure (otherwise we would only achieve 5% of theMilk Sales rather than 5% increase of the Milk Sales).

Lets insert another column entitled Milk Sales + 5% after the Average MilkSales column (format this cell to wrap text as before).

When using Excel the % percentage sign can produce incorrect resultswhen used in calculations. It is therefore recommended that the followingmethod of input be used...

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Replicate the formula, as displayed above, for the remaining days.

Format the cells to display two decimal places and save your spreadsheetas Crest Products 2.

More examples of Percentages

0.10 = 10%

0.15 = 15%

0.175 = 17 %

1.175 = 117 %

If you were going to apply VAT at 17 % to a figure your formula wouldlook something like this

=(C6*0.175)+C6 or =C6*1.175

Using Minimum/Maximum FunctionsLike the Sum and Average functions, these are built into the system towork for you by simply applying the function to a range of cells.

For example, if we wanted to find out the Minimum figure within the TotalMilk Sales we would need the formula:

=MIN(J3:J7)

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Alternatively, if we wanted to find out the Maximum figure within the TotalMilk Sales we would need the formula:

=MAX(J3:J7)

Using Count and CountA Functions

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Like the Sum, Average, Minimum and Maximum functions, these are builtinto the system to work for you by simply applying the function to a rangeof cells.

For example, if we wanted to find out how many entries were in the Total

Milk Sales column we would need the formula:

=COUNT(J3:J7)

If we wanted to count entries that were not numeric, we would simply addthe letter A to the end of the function. Lets count how many entries arein the Days of the Week column

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There are many different functions built into the system for the usersconvenience and these can be built up simply by using the Insert Functionoption which looks like this

It is a very useful tool, however, it is better that you have anunderstanding of how formulae work and how they are put together inorder that you can get the most from your spreadsheets and put thesecapabilities to best use.

Using the IF FunctionThe IF function enables you to produce a logical test, and check whether acondition is met, it will return one value if True and another, if False.

For example, we want to know which of the milk products are costeffective and which are not. Lets say that any income under 150 isdeemed not to be cost effective and anything above that figure is deemedto be cost effective. How would we apply this to our Crest Productsspreadsheet.

We would need to use the IF function as shown here

=IF(F9


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Replicate the formula across the remaining milk product columns

Using Help

Absolute and Relative ReferencesWe are going to look at the difference between relative cell references andabsolute cell references lets have a look at what Microsofts Help facilityhas to say on the subject.

There is a relevant Help Facility available under each of the applications.

Select Help from the Menu Toolbar and Microsoft Excel Help as illustratedbelow

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Type in the question/search absolute and relative cells and then click onAbout cell and range references as illustrated above.

Scroll down until you get to the description we are looking for

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Read the text and then click on More information about relative andabsolute references. This should result in the following information beingdisplayed

About cell and range references A referenceidentifies a cell or a range of cells on a worksheet andtells Microsoft Excel where to look for the values ordata you want to use in a formula. With references, youcan use data contained in different parts of a worksheetin one formula or use the value from one cell in severalformulas. You can also refer to cells on other sheets inthe same workbook, and to other workbooks.

References to cells in other workbooks are called links.

Relative references A relative cell reference in aformula, such as A1, is based on the relative position ofthe cell that contains the formula and the cell thereference refers to. If the position of the cell thatcontains the formula changes, the reference ischanged. If you copy the formula across rows or downcolumns, the reference automatically adjusts. Bydefault, new formulas use relative references. For

example, if you copy a relative reference in cell B2 tocell B3, it automatically adjusts from =A1 to =A2.

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Absolute references An absolute cell reference in aformula, such as $A$1, always refer to a cell in aspecific location. If the position of the cell that containsthe formula changes, the absolute reference remainsthe same. If you copy the formula across rows or downcolumns, the absolute reference does not adjust. Bydefault, new formulas use relative references, and youneed to switch them to absolute references. Forexample, if you copy an absolute reference in cell B2 tocell B3, it stays the same in both cells =$A$1.

The above text taken from the Help Facility refers to copying, referred toin this training material as replicating.

I think you will now have the understanding that a relative cell will be

replicated, i.e., the formula will be copied whilst changing the row/columnreference as it goes along. Whereas an absolute cell reference will remainthe same upon replication.

To make a cell reference absolute you simply insert a dollar sign ($)either side of the cell reference.

Lets open a new spreadsheet and enter the following text/data, by way ofa working example

We need to enter a formula into cell C3 that calculates the value of thesales taken on Monday. To do this we need to multiply the Sales taken(cell B3), by the Unit Cost (in cell C11).

Enter the correct formula in cell C3

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Replicate this formula to cover the remaining days

You will notice thatthis results in zerovalues across theremaining days

but can you tellme why?

Look at the formula in cell C4

Because the cell references used in the original formula were both relative cell references when we replicated them down, they were

altered to reflect the new location and now the second cell reference no

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longer relates to the required cell, as it refers to the empty cellsunderneath it.

It is for this reason that we need to use an absolute cell reference for theUnit Cost (cell C11).

Change the original formula so that it includes the required absolute cellreference

Then replicate the formula down to cover the remaining days

Look at the formula in cell C4 now

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General Formatting

As already mentioned, you can format the contents of cells in much thesame way as in other applications.

Font FormattingOpen the original Crest Products spreadsheet. We are now going tochange the font, font style, font colour and size of the text entries in thefirst column. Select the cells that you wish to format, right mouse andselect format cells

Select the Font tab as illustrated and you will see that you can change thefont, font style, size and colour etc., have a go at the two examplesettings shown below and then try some different styles of your own

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Copy FormattingIf you wanted to apply this formatting to other cells, simply click on theFormat Painter icon which can be found on the Standard Toolbar and lookslike this

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Click in the cell that contains the format that you wish to copy, then clickonce on Format Painter, then click on the destination cell

You will notice that once you have clicked on the Format Painter icon, themouse pointer will change from the standard arrow symbol, to that of theformat painter symbol.

If you double click on the Format Painter icon, you can carry on applyingthe required format to repeated cells, until you press the Escape (Esc) keyto end the process.

Changing Cell Background ColourYou can also change the background colour and/or shading of given cells.Highlight the column headings, as shown below, and right mouse, FormatCells

This time, from the Format Cells dialogue box, select the Patterns Tab

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Centre a Title Across Relevant CellsIn order to centre the title Crest Products across cells A to I, simply clickon the required title, and then drag across to highlight the columns thatyou wish to cover, in this case, drag across to highlight cells A1 to I1

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Then simply click on the Merge and Centre icon, which can be found onthe Formatting Toolbar, and looks like this

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OrientationWe have already covered alignment left/right but if you select the firstcolumn again, right mouse, Format Cells and select the Alignment Tab,this time we are going to change the orientation of the text within thesecells


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Click and drag the red arrow on the orientation scale, to 90 degrees, asillustrated

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This can be avery effectivetool and canconsiderablyenhance thepresentation

Border EffectsIn order to apply a border effect to any area of your spreadsheets, youneed to highlight the cells that you require, in this case, the Milk Salessection, then right mouse and select Format Cells

Then select the Border Tab

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and make your selections.

I have chosen a thicker line in purple, and to outline the total area

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The use of borders, plain or coloured, can enhance the presentation ofyour information and draw attention to certain areas of information veryeffectively.

These methods can be used to apply borders to any part of a cell (top,bottom, left and/or right), and these can be in many different styles

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Landscape/PortraitQuite often, you will find that your spreadsheet data/information is toowide for a standard portrait page. You can, like in other MicrosoftApplications, simply change the layout of the page to Landscape toaccommodate the wider display

Select File and Page Setup, and then from the Page Tab, click onLandscape to alter the layout

Fit to 1 PageWhen working with a larger spreadsheet it is possible to reduce the size ofthe print to Fit to 1 Page (or a specific number of pages). Select File andPage Setup again, and this time select the Fit to 1 page option as shownhere

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Notice, that you can choose Fit to 1 Page or you can specify Fit to 2Pages, or other, depending upon the size of your spreadsheet.

You can use the option above Adjust to and enter the requiredpercentage whichever method you find to be most appropriate.

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Changing the Specified Page SizeStill using the File, Page Setup options, you can specify an alternativepaper size, as illustrated here

Using Headers/FootersIt is very useful to print your name, date and other relevant informationon each page of your spreadsheet. The best way to do this is to apply aHeader or Footer to your document.

Select View and Header/Footer and you will be presented with thefollowing dialogue box

Select Custom Footer and you will be presented with the sections, Left,Centre and Right, for completion. You can simply type in the required

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data and then tab to the next box and so on, or alternatively, click on theInsert Fields options available, as shown here

I have chosen to enter Page, Date and File Name using the Insert Fields

options. When you have completed your entries, click on OK and you willbe able to see that your entries have been made successfully

Practice with the different Insert Fields options, together with typing your

own entries. Select both Custom Header and Custom Footer options.

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Automatic Column/Row HeadingsOpen a new spreadsheet and click on the Sheet Tab at the bottom of thescreen, and click on the Select All Sheets option, then type in the requiredcolumn (or row) headings, and observe that these will now appear oneach sheet.

Type in the required headings

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The required headings are now repeated automatically one each sheet ofthe workbook.

Cut/Copy & Paste

You can Cut and Paste sections of your spreadsheet either to a differentSheet/Page of the same spreadsheet, to another spreadsheet and indeedto other applications such as Word, Powerpoint or Publisher.

Cut

Copy

Paste

Highlight the bordered Milk Section, and select Copy when you do, thetext will be surrounded by a flashing black dashed line

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Open Sheet 2 of your spreadsheet, then click on Paste

Open a new Spreadsheet and click on Paste again, the same copied datawill now be part of the new document

The data has been copied intoSheet 2 of your existingworksheet note that youwill have to reformat/widenthe columns to accommodatethe entries transferred

Notice that in both case, the columns need to be adjusted toaccommodate the new data.

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We can move or copy the selected data to a different part of the sameworksheet in the same way, this time, select Cut as illustrated

When you are cutting and pasting between different applications, forexample, Word. The spreadsheet data will be presented in Table format

and can be amended to suit the formatting of your existing document.

Search/ReplaceWhen using Excel it is possible to Search and Replace text or numbers inthe same way as with other Microsoft Applications.

Click on Edit from the Menu Toolbar and select the Replace option

This will introduce the Find & Replace dialogue box

Make your entries and click on Replace All

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Sorting Text/Numeric DataOpen a new spreadsheet and enter the following data

In order to sort the data entered into alphabetical ascending order, selectthe entire data, using the column/row selector (if you dont it will only sortthe first column, mismatching the numeric data)

Save this document as Shopping List.

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Try it with numeric data as follows

`

Save this document as Numeric Data Sort.

Get some practice, enter assorted data and practice sorting both numbersand text, either by individual columns or as a whole.

Using the Spellcheck in ExcelIt is VERY IMPORTANT to check your work carefully, against the sourcedata that you are working from. Accuracy is particularly important inrelation to numeric data, as one error can affect the results ofcalculation(s) and the entire spreadsheet.

Printing

Print Preview/Zoom

Print Preview

Re-open the document Crest Products 2 and click on the Print Preview iconfrom the Standard Toolbar, as illustrated above. The document will beshown as it will appear when printed. This is a good way of checking thatyour document is correctly laid out and that you have made any required

specifications prior to printing.

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You can click on Zoom to magnify your preview

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It is always a good idea to use the Print Preview facilities to avoid wastingboth paper and time on incorrect printing.

Changing the Margin SettingsAs with other Microsoft Applications, you can amend the margin settingsfor your document to suit your own requirements.

Select File and Page Setup, then select the Margins Tab as illustrated


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As you can see, you can not only alter the margin settings, but also havethe option to centre your data horizontally or vertically on the page.

You also have the Print Preview option from this Margins dialogue box, soyou can amend and preview and adjust until you are entirely satisfied withthe results, prior to printing.

Print Selection

You will frequently be required to print only specified columns/rows ofyour spreadsheet and in working practice, you may often require to onlyprint part of the whole document.

Select the Milk Section data as shown, then select File and Print asillustrated below

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Click on Selection as shown and the computer will only send the selecteddata to the printer for printing

You can also specify the number of copies required for any given printselection by adjusting the number of copies required.

Selecting Columns/Rows that are NOT next to Each OtherYou may well be asked to print a number of columns that are not adjacent

to each other, for example,

Lets print the columns Day, Juice and Milk Sales.

In order to highlight only these three columns you need to select the firstcolumn by clicking on the column reference in the normal way, then holddown the CTRL key whilst selecting the remaining columns by clicking ontheir row selector as illustrated

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Graphical Representation for ECDL

There are many different ways of graphically displaying data. You willneed to be aware of four of the most commonly used; bar charts, pie

charts, line graphs and comparative graphs.

Creating a Pie ChartProduce a Pie Chart showing the area sales percentages for the Red BrickCompany with the heading The Red Brick Co.

Firstly, you need to enter the required data into your spreadsheet

Save your spreadsheet as The Red Brick Co.

Highlight the data entered ie., A1 to B4.

Note, should you need to select information from a number of differentcolumns that are not adjacent to one another, then select the first columnand hold down the CTRL key and select the second and subsequentcolumns.

Having selected/highlighted the required data, either select Insert fromthe Menu Toolbar and click on Chart as illustrated below

Alternatively, click the Chart Wizard Shortcut Key shown on the StandardToolbar, which looks like this

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You will then be presented with the following dialogue box, asking you tochoose your desired chart presentation, make your selection (in this casePie Chart), as illustrated below

Having made your choices, click on Next and you will then be asked toconfirm the cell references originally highlighted for your chart

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Click on Next and you will be given the opportunity to give your chart atitle (and Axis Labels when relevant). Enter the title as provided earlier,and you will see that this is subsequently entered as a title in your chart

Select the Legend Tab and this will allow you to made amendments orremove the Legend completely (as in this case). The Legend is the colourcoded list of areas relating to the contents of the Pie Chart).

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The chart as it stands, now fails to actually represent anything, and we

therefore need to apply Data Labels, select the Data Labels tab

Select the Category Name and Percentage options as illustrated below,and you will see that labels together with percentages are now displayednext to the relevant sections of the Pie Chart, which provides greaterclarity of presentation

Finally, click on Next again, and you will be asked whether you wish tohave your chart appear as an object on the same sheet, or as a newsheet

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Leave it as An object in: and click on Finish. You will see that thecompleted chart has been produced as an object on the same page as theoriginal data.

The chart object, when selected, has a frame with handles, and can beresized proportionately by using the corner handles, or moved simply byclicking and dragging.

You could of course, Cut or Copy your completed Chart to a differentworksheet/spreadsheet or even a different application.

Deleting a Completed ChartIn order to delete a Chart, you simply click on the object (this will produce

the frame), then simply press the Delete key.

Creating a Bar ChartProduce a Bar Chart showing the monthly sales as illustrated for the SouthDivision.

Firstly, you need to enter the required data into your spreadsheet

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Save this worksheet as Monthly Sales.

Highlight the data entered ie., A1 to B7.

Having selected/highlighted the required data, either select Insert fromthe Menu Toolbar and click on Chart or use the Chart Wizard Shortcut as

shown here

You will then be presented with the following dialogue box, asking you tochoose your desired chart presentation, make your selection (in this caseColumn Chart), as illustrated below.

As Microsoft is American in its origin, the program lists Column Chart asvertical bars, and Bar Chart as horizontal bars. We would normally call a

chart a Bar Chart if it has vertical bars.

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Click on Next and you will be presented with the screen asking you toconfirm the data series originally selected

Click on Next and you will be given the opportunity to enter a Title,together with Axis Labels as indicated

Remember to remove the Legend, by selecting the Legend Tab and de-selecting Show Legend as illustrated below

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Finally, click on Next again and choose between presenting your Chart as

a new sheet, or as an object in the current sheet, select the latter option.

Your completed chart will be inserted as illustrated below

Changing the Type of an Existing ChartLets look at changing the chart type of the existing Column Chart justcreated, to the alternative Bar Chart (using horizontal rather than verticalbars).

Select the existing Column Chart and right mouse, choosing the ChartType option from the resulting drop down menu, as illustrated

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Choose the alternative Bar Chart as shown and click on OK

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You have now changed the existing Column Chart to a Bar Chart, whilstretaining the information demonstrated therein. You can choose tochange the type to any of the listed options. Have a go yourselves andexperiment with the different types of charts available.

Creating a Line GraphNext we are going to create a Line Graph, enter the following data

Highlight cells A1 to B3 and select Chart Wizard but this time we are going

to select Line Graph from the available options

Next you are asked to confirm the data selection

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Again, we are given the opportunity to entitle our chart/graph and applylabels to the axis, enter the data illustrated below

Finally, remove the legend, as it is unnecessary in portraying theparticular data, and select finish

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Creating a Comparative Bar Chart

Lets look at a chart which represents comparative data.

Enter the following data

Select Column/Bar for your chart and you will see than when you select

Next, and then confirm the data selected, the data has been representedas required

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Add the titles and axis labels and select Next

and Finish

Note that in this instance, you need to retain the Legend, as you aredisplaying comparative data.

Specifying Data Series to be Used within an AxisOpen a new spreadsheet and enter the information as shown below

Select the data and click on the Chart Wizard Shortcut Icon as

demonstrated earlier, and this time select Column Chart and Next

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You will notice that the Chart Wizard has taken the Years to be part of thedata series and not a title. We therefore need to amend the criteriaaccordingly. In order to do this, select the Series Tab

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Remove Series 1 as illustrated. You will see that the data is now beingpresented as required, however, the years are not presented as part ofthe Axis. In order to do this we need to specify Category (X) Axis Labels.Click on the Category (X) Axis Labels box, and select the arrow at the end,as shown below

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You will then be given the opportunity to click and drag across the originaldata series, to select the data series that you wish to use as part of thechart Axis

As you click and drag to select the required data, the data series selectedwill appear in the floating dialogue box as illustrated above, and to

confirm, you simply click on the arrow at the end of the box. The dataselected, will then be used for the X Axis titles, as requested

All that remains, is to remove the Legend as this is now superfluous torequirements and to enter an overall title and axis titles as shown here

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Your chart should now look something like this

Amending a Completed ChartClick on the area of the chart that you wish to amend, to select it, forinstance, the Axis

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Use the right-mouse to get the drop down menu, as illustrated above, andselect Format Axis as shown to introduce the Format Axis dialogue box

We are going to make amendments to the Scale of this particular chart,and therefore need to select the Scale Tab, as illustrated

Change the Maximum to 1,500 as shown above, and select OK you willsee that the Axis has been amended accordingly

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You can click on any area of the completed chart and make amendmentsas desired, in the same way.

For example, this time I have decided to make amendments to the DataSeries and have clicked on the data series to select it, then clicked on theright mouse in order to view the following drop down menu

I can then amend the Data Series from maroon to yellow, for instance, orindeed any other colour

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If you wanted to change the bars to alternate colours, you would simplyclick once to select the data series, then click again to specifically selectthe bar that you are on and right mouse would then produce the followingoptions

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Further, I can amend the Chart Title in the same manner, by clicking onthe Chart Title to select it, right mouse to view the correct formattingdialogue box and amend

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Using the other options, in this case under the Font Tab, change the Fontand Font Style as illustrated below

Under the Alignment Tab, make the amendments as illustrated below andclick on OK to view the results

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You can format any area of the chart using these methods

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The possibilities are endless have a practice yourselves and see what

you can come up with.

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8034-ECDL Mod 4 Spreadsheets[1]

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Transcript of 8034-ECDL Mod 4 Spreadsheets[1]