IT Academy Lesson Plan

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1 10 IT Academy Lesson Plan Microsoft Excel Turn potential into success

2 Microsoft Office Excel 2010: Lesson Plans Introduction Preparing to teach courses on Microsoft Office 2010 for the first time can be a challenge requiring careful planning and organization. The Microsoft IT Academy provides these lesson plans to help you save time, skillfully manage the teaching environment and successfully communicate the intended lesson. The lesson plans are flexible and have been created in a concise format of small teachable units to allow you to use them with any textbook. To support a textbook independent teaching style, each lesson plan contains suggested demonstrations and explanations. The lesson plans have been developed to be independent of a predefined lesson schedule. Whether the course is taught in either a semester or quarter term format, we suggest the following class format: a 60 minute lesson lecture followed by a 120 minute lab (hands-on performance) session. This model is recommended in order to increase student performance and enhance the knowledge and skills gained through active participation in the course. Each Lesson Plan Includes: Learning Goals for each lesson. Learning Objectives that may be observed throughout the lesson. Lecture Outline that detail what to present in each class. Highlighted Cautions strategically placed throughout the lesson plan that alert you to common issues students may experience. Discussion Questions that encourage class participation. Tech Tips to remind you of items that may require explanation. Alternative Methods for task completion that explain short cuts. Hot Keys, or keyboard shortcuts, are introduced in the lesson plan to be used at your discretion. Discussion questions at the conclusion of each teachable unit engage students and promote critical thinking. Quick Quiz of multiple choice and true/false type questions. Lesson Projects are provided that directly connect the student with the materials that were provided in the lesson. The projects may be used independent of a textbook or as an assessment to determine skill mastery. To simplify the scoring process, an annotated answer key for each project is included to adequately determine if the learning objective was accomplished through process of lecture and activity. Multimedia resources at the end of each unit pull together a wide variety of online demos, videos, tutorials, quizzes, and E-Learning resources all available for classroom use at no charge through your IT Academy membership. These resources can be used in class or by students as self paced instruction and lesson reinforcement outside of class.

3 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Lesson 1: Understanding Microsoft Office Excel 2010 Learning Objectives Lesson Introduction Creating a Workbook Learning Goals // The goal of this lesson is for students to successfully explore and describe the Excel window and to create a new worksheet. The student will learn to edit a worksheet, save the workbook and properly exit the program. On completion of this lesson, students will be able to do the following: Create a workbook Understand Microsoft Excel window elements Select cells Enter text, numbers, and dates in a worksheet Enter a range of data Edit cell contents Adjust the size of rows and columns Align cell contents Find and replace cell contents Insert and delete cells, rows, and columns Cut, copy, paste, and clear cells Use additional paste techniques Move between worksheets Name and save a workbook Open a workbook Rename a worksheet Preview and print a worksheet Close a workbook and exit Excel Explain that Microsoft Excel is a powerful analysis tool that provides the ability to increase productivity and make fast, effective comparisons from lists of data. Give examples of data that may be appropriate for a spreadsheet. Explain that student will learn to navigate the Excel window, identify various commands and ribbons as well as create a basic worksheet. Demonstrate how to start the Excel 2010 program. Define the terms spreadsheet, workbook, and worksheet. Define the elements of a worksheet. Explain the uses of Excel. Explain that when the Excel program is started, it begins with a new workbook open, and each new workbook includes three worksheets. Demonstrate how to open a blank workbook using the Office Button. + Demonstrate how to close a workbook using the Office Button. + Define and explain the uses of Excel templates. + Demonstrate how to open an Excel template. Explain how to obtain new templates from the Office Online Web site. Discussion Question: Discuss with students the productivity benefits of using templates.

4 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Understanding Microsoft Excel Window Elements Selecting Cells Identify the components of the Excel 2010 window. Discuss each Ribbon that appears in the Excel 2010 window. Discuss the uses of the Excel 2010 Ribbons. Demonstrate how to access each Ribbon in the Excel 2010 Window. Explain how to access online help to search for help quickly and easily. Explain that cells must be selected before contents of the Excel 2010 window can be modified. Define that a cell is an intersection of a row and a column. Explain that more than one cell can be modified as long as they are all selected. Explain that a single selected cell is the active cell. Demonstrate how to select a single cell and multiple cells. Explain that all cells in a worksheet can be selected by using the Select All button that is located in the upper left corner of the Excel 2010 window. Demonstrate how to select an entire row, column, or worksheet. Explain that selected cells and headers appear in a color different from that of the unselected cell. Explain that the Name box changes to match the cell address of the first selected cell. Demonstrate how to select all cells using the Select All button on the left worksheet border. Demonstrate how to select multiple rows or columns by selecting the first element, holding down the shift key, and selecting the last element. HOT KEY Select All Cells CTRL + A Selecting a Range of Cells Define the term range of cells. Explain that a range of cells is displayed as the first cell address and the last cell address, separated by a colon. Demonstrate how to select a range of cells using the mouse pointer. Demonstrate how to select nonadjacent cells by using the CTRL key. Demonstrate how to select a range of cells by choosing the first cell, holding down the shift key, and selecting the last cell in the range. Caution Explain that the range that is currently selected can be changed by simply selecting a new range. Entering Text in a Worksheet Explain that text, numbers, and formulas are the three types of information that can be entered into a worksheet. Define the terms text, numbers, and formulas. Demonstrate how to enter text and numbers in a cell. Explain that all of the text, numbers, and formulas that are entered into a cell will be visible in the Formula Bar as well as in the active cell. Explain that text entries may also be referred to as labels. Demonstrate entering text and numbers into cells. Explain that, by default, all text in cells is left aligned, and numbers in cells are right aligned. Demonstrate how lengthy entries might spill over into the empty adjacent cell or be truncated within the active cell if the adjacent cell is not empty. Demonstrate how all information entered into cells is stored only in one cell

5 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 address; select a cell that includes text that has spilled over into another cell and then point out the cell address in the name box. Demonstrate how to move from one cell to another using the Enter key or arrow keys. Demonstrate how to move from one cell to another using the Tab key. Entering Numbers in a Worksheet Entering Dates in a Worksheet Entering a Range of Data Explain that all numeric data entered into a worksheet will be right aligned. Explain that numeric data can consist of currency, percentages, decimals, and fractions. Point out all special characters that are used with numeric data in a worksheet. Explain and demonstrate that negative numbers appear with a minus sign by default. Explain and demonstrate that dollar signs, percent signs, forward slashes, commas, or exponents will automatically invoke a specific number format to be applied. Explain and demonstrate that longer numbers will appear in scientific notation. Explain that dates are considered to be serial numbers and can be included in formulas. Demonstrate that even if dates are entered in the cell in different formats, they will be converted to the date format that has been applied to the cell. Explain that when entering the year as a two-digit reference, Excel will assume that years are years and are years Demonstrate that by default all dates will be right aligned. Explain that the computer s default setting will determine Excel s default date format. Demonstrate how to enter a date using several formats. Explain how entering data into a range saves time by eliminating the need to move the insertion point after each portion of data is entered. Demonstrate how to select a range of cells. Demonstrate how to enter numeric data into a range of cells. Demonstrate how to enter labels into a range of cells. Point out how the insertion point location changes on pressing the Enter key while the range is selected. Explain that while entering text, pressing the Tab key will move the insertion point horizontally across cells and that pressing the Enter key will move the insertion point vertically across cells. Discussion Question: Which key do you tend to use when entering data into a spreadsheet? Enter data by selecting the range first, and then discuss the time that was saved through eliminating keystrokes. Editing Cell Contents Explain to students that a worksheet is not static, making it very easy to correct errors. Demonstrate how to double-click a cell to put it into Edit mode. Point out that the word Edit will appear in the Status bar, on the left side, when a cell is in the Edit mode. Point out that when Excel 2010 is in Edit mode, the Cancel and Enter buttons appear on the Formula Bar.

6 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Demonstrate how to use the Backspace or Delete key to edit cell data. Demonstrate that pressing the Cancel button on the Formula Bar will cancel an entry, bring Excel out of Edit mode, and restore the cell s former contents. Demonstrate that clicking the check mark (Enter) button on the Formula Bar will complete an entry. Explain to students that selecting a cell and then clicking on the Formula Bar will put a cell into Edit mode. Explain that the Escape button can be pressed to cancel an entry, take Excel out of edit mode, and restore the cell s former contents. Explain that pressing the Enter key will complete an entry and take Excel out of Edit mode. HOT KEY Edit Cell Contents F2 Adjust Row and Column Size Define the term pixel and point. Explain that the purpose of adjusting row and column size is to approve the appearance of a worksheet. Explain that a cell can contain up to 32,000 characters. Point out that Excel s default column width is 8.43 characters wide Explain that text will spill over into the next cell if the entry is too long for the active cell. Explain that text formatted for currency and other numeric formats will appear with pounds signs if it is too long for the active cell. Point out that when a cell is filled with pound signs, the numeric data is not affected, only the way that the data appears in the cell. Explain that row height is measured in points rather than characters. Explain that row height can be changed to accommodate larger labels or numbers. Explain that column widths and row heights may be adjusted to accommodate data. Demonstrate how to adjust column width by dragging the right border of the column heading. Demonstrate how to adjust row height by dragging the bottom border of the row heading. Demonstrate how to adjust multiple rows or columns using the drag method. Explain how Autofitting eliminates any empty space that may appear when column width is matched to its longest entry. Demonstrate how to Autofit the column width of one or multiple columns. Demonstrate how to set the column width to an exact point size using the column width command on the shortcut menu. Demonstrate how to set the row height to an exact point size using the row height command on the shortcut menu. Demonstrate how to adjust the row or column size setting for multiple columns or rows using the shortcut menu. Caution Explain if a column or row is blank, that Autofit will restore the width or height to the default setting. Align Cell Contents Explain that, by default, text entries are left-aligned and numeric entries are right-aligned. Explain that the alignment of entries affects readability, not functionality of the data. Explain that text can also be aligned to the top or bottom of the cell.

7 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Demonstrate how to align text in the cell using the Alignment Group on the Home Ribbon. Demonstrate how to change the horizontal alignment of data in cells using the Alignment Group commands on the Home Ribbon. CAUTION Remind students that after a worksheet is saved, you can no longer use undo to reverse changes. Finding and Replacing Cell Contents Explain that a worksheet contains more than 65,000 rows and 256 columns. Explain how the Find and Replace option can quickly search a large worksheet and replace erroneous data with correct data. Explain that any cell can be selected before opening the Find and Replace dialog box. Demonstrate how to enter a search string using the Find tab of the Find and Replace dialog box under the Edit Group of the Home Ribbon to search a worksheet for information. Demonstrate how to find data and replace it with new data using the Replace tab of the Find and Replace dialog box under the Edit Group on the Home Ribbon. Explain that a formula can be typed into a search string by choosing formulas in the Look In drop down option (click the Options expand button to see the Look In box). Explain that data can be searched for by using a search string as well as matching the case of the data or matching the entire contents of the cell. HOT KEY Find and Replace Dialog Box CTRL + H Tech Tip Point out that the Find and Replace dialog box can be moved by dragging the title bar to another location, making the worksheet area visible. Explain that when searching for numeric data, a decimal point must be entered after a number to prevent Excel from finding any series that includes the specific numbers being searched for. Inserting and Deleting Cells, Rows, and Columns Explain that new rows or columns can be inserted into a worksheet to insert new data, serve as dividers, or enhance the appearance of the worksheet. Explain that inserting a row or column will shift all data up or down, or left or right, depending upon the location of the new entry. Demonstrate how to insert a single row or column using the Rows or Columns option using the Cells Group on the Home Ribbon. Explain that a range of rows or columns can be inserted using the Cells Group on the Home Ribbon. Demonstrate how to insert multiple rows or columns based upon the range selected. Explain that new rows inserted are inserted above the selected row. Explain that new columns are inserted to the left of the selected column. Explain that the Insert Options button will appear, in the worksheet area, after new rows or columns are inserted. This allows the user to select to retain specific formatting or to clear the formatting. Explain that rows and columns are deleted by selected the target row or column and choosing Delete from the Cells Group on the Home Ribbon. Demonstrate how to delete a row, column, and cell using the Cells Group on the Home Ribbon.

8 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Explain that cells can be deleted by right-clicking on the cell and choosing Delete from the shortcut menu. Demonstrate how to use the shortcut menu to insert or delete, rows, columns or cells. Cutting, Copying, Pasting, and Clearing Cells Explain that by using the Cut, Copy, and Paste options, data can be moved throughout a worksheet without deleting and reentering the data. Explain that cutting data from a cell and pasting it to a new cell is actually moving the data. Demonstrate how to cut data from a cell and paste it into a new location using the Clipboard Group on the Home Ribbon. Explain that copying data from a cell and pasting into another location actually makes a duplicate of the data without affecting the original cell. Demonstrate how to copy data from a cell and paste it in another location using the Clipboard Group on the Home Ribbon. Explain that contents can be removed from a cell without removing the cell formats. Demonstrate how to clear contents from a cell or range of cells using the Clear command in the Edit Group on the Home Ribbon. Explain that formats can be removed from cells without affecting the cell data. Demonstrate how to clear formats from a cell without changing the data in the cell. Demonstrate how to cut data from a cell and paste it into a new location using the shortcut menu. Demonstrate how to cut data from a cell and paste it into a new location by right-clicking to view the shortcut menu. Demonstrate how to copy data from a cell and paste it into another location using the shortcut menu. Demonstrate how to copy data from a cell and paste it into another location by right-clicking to view the shortcut menu. HOT KEY Cut CTRL + X Copy CTRL + C Paste CTRL + V Tech Tip Explain that pressing ESC will cancel the action of cutting data from a cell. Using Additional Paste Features Moving Between Worksheets Explain the Paste options of Excel which will allow special features for cells. Explain that Paste options are available for data that is cut or copied. Explain each option that is available in the Paste drop down option in the Clipboard Group on the Home Ribbon. Demonstrate how to use the Paste options when copying data. Demonstrate how to use the Paste options when cutting data. Explain that some of the Paste options are available from the Paste options button that appears after data has been pasted into a cell. Remind students of the differences between workbooks and worksheets. Explain that a workbook contains three worksheets by default. Point out that each worksheet is named consecutively in a workbook. Demonstrate to students that clicking on the desired sheet tab will activate that worksheet.

9 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Explain that using the tab scrolling buttons on the bottom of the workbook is another way to move to other sheets. Naming and Saving a Workbook Explain that a filename and location should be assigned the first time a workbook is saved. Explain that a workbook can be saved with a name up to 255 characters in length. Point out that the / \ < > *? : ; characters may not be used when naming a workbook. Demonstrate how to save a workbook. Demonstrate how to create a new folder using the Office Button File Save As command. Explain that a workbook can be saved with the same filename by clicking the Save button located under the Office Button. Explain that a different file type can be selected in the File Save As dialog box. Demonstrate how to use the Save button on the Quick Access toolbar to save a workbook with the same filename in the same location. Demonstrate how to choose a new file type in the File Save As dialog box. HOT KEY Save CTRL + S Opening a Workbook Explain that the purpose of saving a file is to be able to edit the file at a later time. Demonstrate how to retrieve a stored file by using the Open command under the Office Button. Explain that files may also be opened by double-clicking the filename in the file storage location. HOT KEY Save CTRL + S Renaming a Worksheet Explain that worksheets are named Sheet1, Sheet2, etc. by default, according to their location in the workbook. Explain that worksheets should be named appropriately based upon their contents. Demonstrate how to double-click the sheet tab and enter the new sheet tab name. Explain that the Enter key can be pressed or the student can click elsewhere in the worksheet for the new sheet tab name to be accepted. Demonstrate how to right-click on the sheet tab and choose Rename from the shortcut menu. Previewing and Printing a Worksheet Explain that viewing a spreadsheet prior to printing it is important to pinpoint errors in a worksheet. Demonstrate how to preview a workbook by choosing Print Preview found by choosing the Print Command under the Office Button. Point out that clicking anywhere on the preview will toggle the zoom. Explain the buttons in the Print Preview window. Explain that an entire worksheet, a selected range in a worksheet, or an entire workbook can be printed. Demonstrate how to print an entire worksheet and a selected range in a

10 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 worksheet using the Print dialog box. Demonstrate how to print a worksheet from the Print Preview window. HOT KEY Print CTRL + P Closing a Workbook and Quitting Excel Explain that closing the file and quitting Excel will keep the task bar uncluttered. Explain that closing the workbook window will not close the Excel window. Demonstrate how to close a workbook window by choosing Close found under the Office Button. Demonstrate how to close Excel by choosing Exit from the Office Button menu list. Demonstrate how to close the Excel window using the Close button on the program window. Lesson Quiz True/False 1. There are only two methods to start Microsoft Office Excel The basic Microsoft Office Excel 2007 window includes seven Ribbon tabs that maybe selected to view various command groupings. 3. A ribbon may be accessed by clicking once on the ribbon tab. 4. To identify a cell, specify the row number first, followed by the column letter. 5. The Save option on the Quick Access Toolbar may not be used the first time that you save a workbook. Multiple Choice 1. are a collection of worksheets. a. Workbooks b. Books c. Papers d. Sheet Group 2. is the intersection of a column and row. a. Row-column b. Worksheet box c. Column-row d. cell 3. In order access the information on a ribbon, the user must the. a. Shortcut menu b. Start menu c. Ribbon Tab d. Quick Access Toolbar 4. Information on each ribbon is organized a collection called a. a. Family b. Group c. Segment d. Cluster

11 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel In Excel 2007, numbers are automatically aligned. a. Right b. Left c. Center d. Decimal Quiz Answers: True/False 1. False, three methods are discussed and two alternative methods provided. 2. False, 10 basic ribbons are available. 3. True 4. False, Column letter and row number makeup the cell address. 5. False, regardless of the method selected to save a file, if it is the first time you are saving the workbook, the Save As dialog box will open to enable the user to provide a filename. Multiple Choice 1. A (Workbook) 2. D (Cell) 3. C (Ribbon Tab) 4. B (Group) 5. A (Right) Class Projects Lesson 1 Exercise 1 As an accounting office assistant, you are required to assist with departmental inventories. Create a workbook in Excel 2007 that can be distributed to the staff. Open Excel 2007 using the Start menu and create a new blank workbook. Apply the title, Accounting Office Inventory, in cell A1 of sheet1. Enter the following information in Sheet1 beginning in cell A3. Item Quantity Cost Each Original Order Date Notepads / Pencils /1/2010 DVD-ROM /1/2010 CD-ROM /15/2010 Enter the following data in the range E3:E7: Reorder Quantity Save the workbook as lesson1ex1a in the Excel 2010 folder and then close the program. Open the file again and rename the sheet1 to Accounting. Create the following ranges for the data entered, Item, Quantity, Cost, Date, Reorder. The range should include the column heading and the data. Adjust all columns to best fit size. Print Preview the worksheet. Save the updated workbook as lesson1ex1bcomplete in the Excel 2010 folder and close the program.

12 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Lesson 1 Project 1 A weekly sales report is distributed for the sales managers in your department. Create the following weekly sales report in a new workbook to share with the appropriate sales managers. Create a workbook in Excel 2010 that can be distributed to the staff. Enter the days by creating a series. Company Sales Report Name Monday Tuesday Wednesday Thursday Friday Abel Collins Davis Jolly Magni Nguyen The report title should be entered in the worksheet at cell A1 on Sheet2. Rename Sheet1 to Employee Information, and rename Sheet2 to Week 42 Sales Report. Save the document with the filename Lesson1project1a in the appropriate storage location. Close the document and Excel Reopen the workbook and create the following data on the Employee Information sheet of the workbook. In order to save time, copy the employee names from the Weekly 42 Sales Report sheet. Sales Employee Information Employee Name Employee ID Years of Service Abel Collins Davis Jolly Magni Nguyen Create the appropriate named ranges for the ID and Years areas. Best fits all columns on the Employee Information and Week 42 Sales Report Sheets. Save the document with the filename Lesson1project1b in the appropriate storage location. Close the document and Excel Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning Course 10296: Beginner Skills in Microsoft Excel 2010 Show the class the information for this course and explain that this course is designed to help you use the Microsoft Excel 2010 interface, commands, and features to present, analyze, and manipulate various types of data. Video Basics Using the keyboard in Excel 2010 Show the class the information for this video and explain that the video is intended to demonstrate how to ribbon comes with new shortcuts, called Key Tips.

13 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Introduction to the ribbon in Excel 2010 Show the class the information for this video and explain that the video is intended to demonstrate a short tour of Excel 2010 Ribbons. Create a Workbook Show the class the information for this video and explain that the video is intended to demonstrate how to create a workbook in Excel Enter and edit data in a worksheet Show the class the information for this video and explain that the video is intended to demonstrate how to create a workbook in Excel Enter and edit data in a worksheet Show the class the information for this video and explain that the video is intended to demonstrate a quick tour of the backstage view in Microsoft Excel 2010, where you can open, save, print, and otherwise manage your fil

14 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Lesson 2: Format a Workbook Learning Objectives Lesson Introduction Formatting Text Learning Goals // The goal of this lesson is for students to successfully apply formatting to a worksheet that was created in Microsoft Excel The student will learn to edit a worksheet and apply formatting attributes to enhance the appearance of the worksheet. On completion of this lesson, students will be able to do the following: Format text Format numeric data Format numbers as currency Use Format Painter Add borders to cells Add shading to cells Use AutoFormat Apply conditional formats Create and apply styles Merge cells Explain that Microsoft Excel enables users to format the appearance of a worksheet to enhance the readability and presentation of data. Give examples of data that may be appropriate for a spreadsheet use and how this data could be formatted to enhance its appearance. Explain that student will learn to form text and numerical data in Excel. Define font, font size and font style. Explain that altering the font, font size, and font style can add visual interest to a worksheet. Demonstrate how to change the font, font size, and font style using the Font Group on the Home Ribbon. Demonstrate how to indent entries using the Alignment Group on the Home Ribbon. Demonstrate how to change the font, font size, and font style by right-clicking on the selection and choosing Format Cells from the shortcut menu. HOT KEY Format Cells Dialog Box CTRL + 1 Formatting Numbers Data Explain the differences in text and numeric data. Point how that formatting a numeric entry as text allows the entry to be treated as text even when a number is present in the cell. Demonstrate how to format numeric data as text using the Format Cells dialog box. HOT KEY Format Cells Dialog Box CTRL + 1 Formatting Numbers as Currency Explain that general format is the default for numeric entries. Explain that numeric entries can be formatted as currency using dollar signs, comma separators, and decimal points. Explain that currency style will apply dollar signs, comma separators, and two

15 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 decimal places. Demonstrate how to apply the currency style format using the Format Cells dialog box. Explain that percent style will multiply numbers by 100 and display a percent sign following the number. Demonstrate how to apply the percent style format using the Format Cells dialog box. Explain that the comma style will apply commas between groups of thousands. Demonstrate how to apply the comma style format using the Format Cells dialog box. Explain that the Increase Decimal button in the Number Group on the Home Ribbon will increase a decimal by one decimal position. Explain that the Decrease Decimal button in the Number Group on the Home Ribbon will decrease a decimal by one decimal position. Demonstrate how to apply the currency style format using the Currency Style button in the Number Group on the Home Ribbon. Demonstrate how to apply the percent style format using the Percent Style button in the Number Group on the Home Ribbon. Demonstrate how to apply the comma style format using the Comma Style button in the Number Group on the Home Ribbon. Explain that the Format Cells dialog box can be located by right-clicking a cell selection and choosing Format Cells from the shortcut menu. HOT KEY Format Cells Dialog Box CTRL + 1 Using Format Painter Explain that the Format Painter will copy a format from one area to another without altering the data. Explain that the Format Painter will copy the font, font size, font style, font color, alignment, indentation, number format, border, and shading. Demonstrate how to using the Format Painter to copy a format from one selection to another by clicking the Format Painter button in the Clipboard Group on the Home Ribbon. Explain that by double-clicking the Format Painter button in the Clipboard Group on the Home Ribbon, formats can be copied to more than one area of the worksheet. Discussion Question: Ask student to explain situation where the Format Painter would have a lot of time in their work. Adding Border to Cells Explain that borders will emphasize a specific portion of a worksheet by applying various styles and colors of lines around a range of data. Demonstrate how to apply a border to a range of cells using the Border Tab in the Format Cells dialog box. Demonstrate how to apply a border to a range of cells using the Borders button in the Font Group on the Home Ribbon. Demonstrate how to apply a border to a range of cells by clicking and dragging to select cells and altering the border using the Borders button in the Font Group on the Home Ribbon.. Demonstrate how to apply a border to a range of cells by right-clicking the selection and choosing the Border tab from the Format Cells dialog box.

16 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 HOT KEY Format Cells Dialog Box CTRL + 1 Adding Shading to Cells Explain that applying shading and patterns to a cell or range of cells can draw attention to the area. Shading is also a good method for improving readability of cells. Demonstrate how to apply shading and patterns to a cell or range of cells using the Fill Command in the Font Group on the Home Ribbon. Demonstrate how to apply shading and patterns to a cell or range of cells by right-clicking on the selection, clicking Format Cells on the shortcut menu, and choosing the Fill tab. HOT KEY Format Cells Dialog Box CTRL + 1 Using Cell Styles Creating and Applying Styles Explain that the Cell Styles Command will apply predefined formats to a range of cells. Explain that the Cell Styles Command will serve as a time saver in worksheet creation. Explain that the Cell Styles Command will automatically apply borders, shading, patterns, and font changes to a range of cells. Demonstrate how to apply Cell Styles to a range of cells by choosing the Cell Styles drop down from the Style Group on the Home Ribbon. Explain that styles are a defined set of formats that can be applied to cells or a range of cells. Explain that styles can be defined by the user and that they facilitate consistency in worksheet formats. Demonstrate how to define a new style by entering a new style name and modifying the style in the Style dialog box from the Cell Styles drop down command in the Styles Group on the Home Ribbon. Discussion Question: Discuss with students the benefits of creating styles to use on future projects and the efficiency of using styles. Merging Cells Explain that merging cells will convert multiple cells into one individual cell. Explain that merging cells allows for ease of formatting within the cells. Demonstrate how to merge multiple cells into a single cell using the Merge and Center button in the Alignment Group on the Home Ribbon. Demonstrate how to merge cells using the Text Control section of the Alignment tab in the Format Cells dialog box. Demonstrate how to merge cells by copying a previously merge range using the Format Painter from the Home Ribbon. HOT KEY Format Cells Dialog Box CTRL + 1

17 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Lesson Quiz True/False 1. The Currency style button is located on the Home Ribbon. 2. Numerical data is automatically right aligned in a cell and there is no way to change this. 3. Formatting a worksheet could possibly change the data on the sheet. 4. When formatting data, most of the formatting commands are located on the Insert Ribbon. 5. Dates are considered text data so they are automatically left aligned in the cell. Multiple Choice 1. The increase and decrease indent commands are located on the ribbon. a. Data b. Formulas c. Home d. Review 2. The command will join selected cells and center the contents. a. Merge and Center b. Join c. Group d. Combine 3. The command allows for only formatting to be copied from one cell to another. a. Copy Special b. Format Painter c. Copy Painter d. Paste format 4. By default, there are date formats that may be applied to a cell. a. 17 b. 12 c. 5 d enhances the readability of a worksheet. a. Spell check b. Formulas c. Formatting d. Saving Quiz Answers: True/False 1. True 2. False, the data may be formatted as text. 3. False, formatting changes the look of the sheet data. 4. False, most of the commonly used formatting tools are located on the Home Ribbon. 5. False, dates are numerical data and will be right aligned by default.

18 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Multiple Choice 1. C (Home) 2. A (Merge and Center) 3. B (Format Painter) 4. A (17) 5. C ( Formatting) Class Projects Lesson 1 Exercise 1 You are volunteering, at a local youth center, to teach some of the older youth how to balance their checkbook. To prepare for the lesson, create a new workbook in Excel 2010, and enter the following data. Checkbook Analysis Item Dobbs Maxwell Penn Rosetti Beginning Balance Check Deposits Ending Balance Merge and center and format the worksheet title to bold, 14-point font. Best fit column A, format cell A3 to bold, 12-point font. To save time use the Format Painter to copy the format of cell A3 to cells B3:E3. Next apply an indent to the data in the Items column and format all numeric data to currency style with two decimal places. To enhance the readability of all columns right-align the column heading and apply the border of your choice around cells A3:E7. Next fill the border area with a light shade of your choice. Apply a black, double, bottom border to cells A6:E6. Save the updated workbook as lesson2ex1a in the Excel 2010 folder and close the program. Using the same workbook, apply an AutoFormat to cells A3:E7. Save the workbook as lesson2ex1b in the Excel 2010 folder on your network drive. Using the same file, select cells A3:E7, and clear the formats in this area. Select the area A3:E7, and create a new style named lesson2ex1 with the following formats: + font = 12 point, bold + border = dark green outline + shading = light yellow Save the workbook as lesson2ex1c in the Excel 2010 folder. Close the workbook and Excel. Lesson 1 Project 1 Open the workbook Lesson2Project1 and make the following modifications to the workbook. Format the row 3 headings to 12 point, bold, center-aligned font. Resize the columns to provide readability. Insert a new row above row 12. Apply a double, black border above row 12. Apply a red, thick border around cells A3:B3. Apply a thick, black border below row 13. Apply a light shading of your choice to A13:B13. Format the worksheet title to bold, 12-point font. Merge and center the worksheet title over the data. Save the workbook as Lesson2Project1a.

19 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 AutoFormat the worksheet to the Accent 4 60% style. Save the workbook as Lesson2Project1b. Clear formats in the worksheet area. Create a style to using any formats that you choose, and name the style project3. Save the workbook as Lesson2Project1c. Close Excel. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. E-Learning Courses from Microsoft Learning Course 10296: Beginner Skills in Microsoft Excel 2010 Show the class the information for this course and explain that this course is designed to help you use the Microsoft Excel 2010 interface, commands, and features to present, analyze, and manipulate various types of data. Video Basics Format numbers in a worksheet Show the class the information for this video and explain that the video is intended to demonstrate how to quickly enter and edit data in a worksheet.

20 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Lesson 3: Format a Worksheet for Printing Learning Objectives Lesson Introduction Adding a Header and Footer Changing Margins Learning Goals // The goal of this lesson is for students to successfully format a worksheet for printing in Microsoft Excel The student will learn to apply specific formats to a worksheet that will enhance the appearance of the hard copy. On completion of this lesson, students will be able to do the following: Add a header and footer to a worksheet Change margins and center a worksheet Change the orientation and the scale of a worksheet Add and delete page breaks Set and delete page breaks Set other print options Magnify and shrink a worksheet on-screen Hide and unhide rows and columns Explain that Microsoft Excel enables users to format the appearance of a worksheet to enhance the printed hard copy. Give examples of data that required a printed hardcopy. Explain that student will learn to adjust margins, headers, footers and various breaks in the hard copy. Also point out that section of the worksheet may be hidden, allowing only the desired area to be visible on the hard copy. Define the terms header and footer. Explain that you can create custom headers and footers or use predefined headers and footers. Demonstrate how to create predefined and custom headers and footers from the Header and Footer Command in the Text Group on the Insert Ribbon. Explain the term margin. Explain that default margins are.75 inch at the top and bottom and 0.70 inch left and right. Demonstrate how to change the page margins using the Page Setup Group from Page Layout Tab. Demonstrate how to change page margins using the Page Setup Dialog box accessed through the Print Preview window. Centering a Worksheet Explain that the worksheet may be centered both vertically and horizontally on the hard copy. Demonstrate how to change page margins using the Page Setup Dialog box accessed by choose the Custom Margins option on the Margins drop down in the Page Setup Group. Demonstrate how to center the worksheet on the page using the Page Setup Dialog box accessed through the Print Preview window. Changing the Orientation and Scale Explain that printing all information on one page increases readability. Explain that orientation and scale of a worksheet allow the user to control the print direction and printed size of the worksheet.

21 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 Explain the difference between landscape and portrait print orientation. Demonstrate how to change the print orientation using the Page Setup Group on the Page Layout Ribbon. Explain how to scale the worksheet to print on one page or on multiple pages. Demonstrate how to change the print scale using the Scale to Fit Group on the Page Layout Ribbon. Demonstrate how to locate the Page Setup dialog box from the Print Preview window. Demonstrate how to change the print scale using the Page Setup dialog box. Adding and Deleting Page Breaks Setting and Clearing a Print Area Explain the concept of automatic and manual page breaks. Explain that page breaks allow the user to organize the worksheet in a desired manner. Demonstrate how to create a manual page break from the Page Layout Ribbon. Demonstrate how to remove a manual page break by selecting the cell directly below the manual break and choosing Remove Page Break from the Breaks drop down box in the Page Setup Group. Explain that defining a print area will allow the user to control the portion of a worksheet that prints. Demonstrate how to set a print area by selecting the range of cells to print and choosing Print Area on the Page Layout Ribbon. Demonstrate how to change a print area by selecting a new range of cells to print and choosing Print Area on the Page Layout Ribbon. Demonstrate how to remove the print area by selecting the Print Area drop down on the Page Layout Ribbon and then choosing Clear Print Area. Demonstrate how to print a specific section of a worksheet by selecting the range of cells to print and choosing Print under the Office Button. Then choose Selection from the Print What area of the Print dialog box. Setting Other Print Options Explain that printing the headings for rows and columns on each page means the reader won t need to flip to the first page to check which row or column the information is located. Demonstrate how to create print titles for rows and columns using the Print Titles command in the Page Setup Group on the Page Layout Ribbon. Explain that altering the print quality of a worksheet can help conserve toner or ink. Demonstrate how to alter the print quality by choosing the desired quality from the Print Shortcut tab in the Page Setup dialog box. Then change the Print Quality to Fast Draft. Discussion Question: Discuss with student how using the Fast Draft print quality can save money by conserving toner or ink. Some students may not be aware of the price of these products. Magnifying and Shrinking a Worksheet Explain that in some cases it is helpful to magnify or shrink the worksheet view to get a clear picture of the data. Demonstrate how to magnify or shrink the worksheet view using the Zoom Group on the View Ribbon. Explain to student that magnifying and shrinking does not affect the print settings of the worksheet.

22 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Demonstrate how to using the zoom controls on the bottom right corner of the worksheet window to magnify or shrink the worksheet view. Hide and Unhide Rows and Columns Explain that necessity of hiding rows and columns for readability or printing purposes. Explain that hiding rows or columns does not delete the data. Demonstrate how to hide and unhide rows or columns using the Format Command in the Cells Group on the Home Ribbon. Demonstrate how to hide and unhide rows or columns by right clicking on the row or column to be altered and choosing the hide/unhide options on the shortcut menu. Lesson Quiz True/False 1. Hiding worksheet data will delete the data. 2. By default all areas of the worksheet will print. 3. Once a page break is inserted, it cannot be removed. 4. Print titles are an excellent way to include titles or column headings on all pages that are printed. 5. Footers will be printed immediately below the last line of data on the work sheet. Multiple Choice 1. The quickest method to hide a column or row in a worksheet it to select the column or row and choose hide from. a. The review ribbon b. The quick access toolbar c. Shortcut menu d. Popup menu 2. The is the space between the page content and the edges of the paper. a. headers b. margin c. footer d. white space 3. The command allows information to repeat on each printed page. a. header b. footer c. print area d. print titles 4. Page breaks may be manually inserted using the breaks command on the ribbon. a. Page Layout b. Insert c. Home d. View

23 IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel An entire worksheet may be hidden by choosing hide on the. a. Sheet tab shortcut menu b. Home ribbon c. Print Layout Ribbon d. View Ribbon Quiz Answers: True/False 1. False, the information can be simply unhidden. 2. True 3. False, select any cell below or to the right of the page break to remove it. 4. True 5. False, a footer is printed in the bottom margin of the printed page. Multiple Choice 1. C (Shortcut menu) 2. B (margin) 3. C (Print Titles) 4. A (Page Layout) 5. A (sheet tab shortcut menu ) Class Projects Lesson 3 Exercise 1 You are returning for an additional volunteer session, at the local youth center. This trip you will check in with the students who attended your previous training session on balancing their checkbook. To prepare for the lesson, you have decided to enhance the handout that you used before. Open the workbook lesson3ex1 from the student data files and make the following modifications. Apply a custom header with your name, centered. Apply a custom footer with the date right aligned and the filename left aligned. Change the left and right page margins to 1.25 inches. Center the worksheet vertically and horizontally on the page. Change the page orientation to landscape. Insert a manual page break after row 7. Save file as lesson3ex1a in a new folder named Excel 2010 folder. Remove the manual page break. Insert a manual page break after row 9. Print preview the worksheet to ensure accuracy. Save the workbook as lesson3ex1b in a new folder named Excel 2010 folder. Using the same workbook, set the print area to A1:E7. Set cells A1:E3 to repeat on all pages. Print preview the worksheet and ensure that meets the above requirements. Save the workbook as lesson3ex1c in the Excel 2010 folder. Close Excel. Lesson 3 Project 1 This semester you are interning as a student assistant. The instructor routinely presents grade reports to the students and has asked you to create the grade report spreadsheet. Open the workbook lesson3project1 from the student data files and make the following modifications. Best fit the columns in the worksheet for better readability.

24 IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 Bold and center-align the column headings. Format the worksheet title to 12 point, bold font. Merge and center the worksheet title. Apply a centered custom header to the worksheet that includes the date. Apply a right-aligned custom footer to the worksheet that includes your name. Center the worksheet vertically and horizontally on the page. Set the page margins to 1 inch. Apply a page break between rows 11 and 12. Set the worksheet title to repeat on all pages. Print preview the worksheet. Save the workbook as Lesson3Project1 in the Excel 2010 folder. Video and Training Resource Links Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement. Video Basics Print a Worksheet Show the class the information for this video and explain that the video is intended to demonstrate how to print a worksheet in Excel 2010.