OPERATE A SPREADSHEET APPLICATION ICAU1130B Excel 2010

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1 ISBN OPERATE A SPREADSHEET APPLICATION ICAU1130B Excel 2010 Supporting Certificate I in Information Technology National IT Training Package ICA05 By The Software Publications Writing Team

2 Operate a spreadsheet application ICAU1130B Excel 2010 Supporting Certificate I in Information Technology National IT Training Package ICA05 Copyright Millbank Investments Ltd, NZ, April 2011 Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit Gibbes Street Chatswood NSW 2067 Phone: (02) Fax: (02) Australia Toll Free Numbers: Phone: Fax: Web address: Published and printed in Australia

3 File Management Basics The term file management refers to the organising of files stored on your computer. These files should be organised in a logical manner to ensure that files can be located quickly and easily when required. Folders, Files and Storage The drives, folders and files on your computer form a hierarchical structure. At the top layer are the drives including the hard drive (C: drive), removable drives and any network drives you have access to. It may help to think about your computer as a filing cabinet, with each drawer in the cabinet corresponding to a physical drive: one drawer for the C: drive, one for the USB, one for a DVD disk. Each computer drive will contain folders, just like those contained in a filing cabinet drawer. Computer folders are virtual storage locations. They can contain other folders (called subfolders) and files. Files are the actual documents you work on such as a word processed document. This folder structure is sometimes referred to as a directory tree. C: drive Personal Clients Accounts Databases Letters Your computer comes with a file management program called Windows Explorer. This program will look different depending on whether you are using Windows XP or Windows 7. ICAU1130B Excel

4 Windows Explorer Windows 7 E By default, the Windows Explorer button is pinned to the Taskbar. Simply click on this once to launch the program. If this icon is not displayed on your Taskbar then click on Start, select All Programs, Accessories then click on Windows Explorer. Folders and drives are displayed on the left (in the Navigation Pane) and folders and files on the right (in the Details Pane). Navigation Pane Details Pane Navigation Pane The Navigation Pane is so called because it allows you to navigate through all the drives and folders and network places that make up your computer system. Click on a drive or folder in the Navigation Pane to display the content in the Details Pane. Drives At the highest level of the hierarchy are the drives that form the basis of the storage space on the computer - the hard disk (C: drive), network or removable drives such as USB drives or CDs. Drives are identified by icons, such as the following: C drive (hard drive) Network drive USB drive D drive (CD or DVD) Note that the CD/DVD drive doesn t display in the Navigation Pane until a disk is inserted. 34 ICAU1130B Excel 2010

5 Libraries Libraries are included in the Navigation Pane along with the drives and look and act a lot like folders. However Libraries are not actual storage locations. Rather they display the contents of other folders, grouping similar files together. For example, the Documents Library displays folders that contain word processed documents. My Documents Folder My Documents is the default storage location when saving documents, spreadsheets, etc. It is automatically displayed in the Documents library. Click on the triangle beside Documents to display the subfolders with the Documents library including the My Documents folder. USB Drive When a USB drive is connected to your computer, it will display in the Navigation Pane under the Computer heading. Click on the Removable Disk icon to display the files contained on the drive in the Details Pane. Network Locations If you have access to a network drive, it will be listed under in the Navigation Pane. Creating New Folders 1 Select the location for the new folder in the Navigation Pane. 2 Click on the New Folder button on the toolbar at the top of the window. 3 A new folder is displayed in the list of files. The New Folder box is ready for you to type in the name of the new folder. 4 Type a new name for the folder and press Enter. Renaming Files or Folders Renaming a file only changes the name; it does not alter the contents of the file. 1 Select the file to be renamed in the Details Pane. F2 Delete 2 Click on and select Rename. 3 Type the new name and press Enter. Deleting a File 1 Select the file to be deleted. 2 Press the Delete key. Click on Yes to send the file to the Recycle Bin. Closing Windows Explorer Click on the Close button to exit Windows Explorer. ICAU1130B Excel

6 Windows Explorer Windows XP Click on the Start button. Select All Programs, Accessories then click on Windows Explorer. Drives and Folders will be displayed on the left (in the Folders Pane) and folders and files on the right. If the Folders Pane is not displayed, click on the Folders button Standard Buttons toolbar. on the Directory Tree Folders Pane The Folders Pane The directory tree is displayed the Folders Pane at the left of the Windows Explorer window. Click on a drive or folder in the Folders Pane to display the content at the right of the window. When a is displayed next to a yellow folder it indicates that there are subfolders to be displayed. When a is displayed next to a yellow folder it indicates that all subfolders are displayed. If My Computer displays as next to My Computer to display all drives. click on the 36 ICAU1130B Excel 2010

7 Drives Drives are identified by icons, such as the following. Desktop C drive (hard drive) USB drive D drive (CD) Network drive A drive (Floppy Disk) My Documents Folder My Documents is the default storage location when saving documents, spreadsheets, etc. It is usually located at the top of the directory tree in the Folders Pane. Viewing Files and Folders on a Network If your computer is connected to a Local Area Network, you may be able to view and possibly access files and folders stored on that network. This will depend on how your network is set up, and also what rights your network administrator has given you. If you have access to a network drive, it will be listed under Creating New Folders 1 Select the location for the new folder in the Folders Pane (e.g. My Documents). 2 Choose [File] New, Folder. in the directory tree. A new folder is displayed in the list of files. The New Folder box is ready for you to type in the name of the new folder. 3 Type a new name for the folder and press Enter. Renaming Files or Folders F2 Delete Renaming a file only changes the name; it does not alter the contents of the file. 1 Select the file to be renamed in the Details Pane. 2 Choose [File] Rename. 3 Enter the new name for the file. 4 Press Enter. Deleting a File 1 Select the file to be deleted. 2 Press the Delete key. 3 Click on Yes to send the file to the Recycle Bin. Closing Windows Explorer Choose [File] Close to exit Windows Explorer. ICAU1130B Excel