Activity 1 Creating a simple gradebook

Transcription

1 Activity 1 Creating a simple gradebook 1 Launch Excel to start a new spreadsheet a. Click on the Excel icon to start a new workbook, either from the start menu, Office Toolbar, or an Excel icon on the desktop. b. Click in cell A1 and enter YOUR NAME S Algebra Gradebook First Quarter. Don t worry if the title goes over the cell size, we ll take care of that later. c. In cell A3 enter Student Name d. In cells A4-A7 enter Carter, Jimmy; Lincoln, Abe; Earhart, Amelia; Thatcher, Margaret e. In cell B3 enter Pg 5. In cell C3 enter Pg 10. f. Highlight cells B3 and C3 by clicking in cell B3 and dragging to cell C3. g. Grab the handle and continue dragging to cell E3. Cell D3 should have automatically filled with Pg 15 and cell E3 should contain the label Pg 20. h. Enter Quiz 1 in cell F3 i. Enter the scores as shown below: j. Save your gradebook by selecting Ctrl-S, the Save Button on the Toolbar, or by selecting Save from the File Menu. Use the format Your Name-Algebra gradebook to name your document.

2 Activity 2 Working with Headers, Footers and Print Preview 2 If the file you created in Activity 1, Your Name algebra gradebook is not open, open it. Click the Print Preview button on the toolbar, page 11. An alternate way to preview a worksheet is to press Ctrl-P and select Preview from the Print Screen. From Page format on the Page Setup screen, change the orientation to Landscape. Adjust the size to 90%. From Margin format on the Page Setup screen, change the top margin to 1.5 inches, the bottom to 0.75 inches, the right and left margins to 0.5 inches. Click on Horizontal or vertical if you want the spreadsheet centered on the page. Click on the Header/Footer Tab. Click on Custom Header. In the center pane type the Name of your school, Add the date by clicking on the Insert Date button. From the Print Preview window, click Sheet Tab. Click the Gridline Box to insert gridlines on the printed copy of the spreadsheet. Close the Page Setup window and again select Print Preview. Your document should look like the sample below. Notice how close the header is to the data. This can be corrected by adding additional space to the top margin.

3 3 Print the sheet after adding space to the top margin. It is a good idea to do a print preview before printing a spreadsheet. It saves time and paper.

4 Activity 3 Renaming Worksheets 4 Open the document Renaming Worksheets. This spreadsheet consists of four worksheets. The first worksheet is minus a new student, Garth, and the teacher wants to add page 18 to her gradebook. Garth has been inserted in the second worksheet. Page 18 has been inserted in the third worksheet. Worksheet four contains the new scores. Notice that Sheet1 is named Sheet1, not Sheet 1. If a space is left in the name, it cannot be used to hyperlink data. It is always a good idea to name a worksheet with out spaces in the name. Double click on the spreadsheet name, Sheet1, click on the name Sheet1 then left click, or go to the Format Menu, drag to Sheet, then slide over to Rename, the three ways to change a worksheet s name. Rename Sheet1 to MinusGarth Rename Sheet2 to WithGarth Rename Sheet3 to WithPage18 Rename Sheet4 to Gradebook Using the same process, you can change the worksheet tab colors.

5 Activity 4 Order of Operations Rank has its privileges or first things first 5 The order in which mathematical operations are performed can be changed by adding parentheses. Formula Resulting Value =(3+5)*(8+7) 120 =3+5* =6+2^2 10 =(6+2)^2 64 When using formulas in spreadsheets, it is often necessary to perform one calculation before another. If you were to add before multiplying (3 + 4 X 5 = 35 ) you would get a different answer than you would if multiplied first then added (3 + 4 X 5 = 60. Mathematicians have agreed on a certain order in which mathematical operations are performed, this is called the order of operations. The lowest order of operations is addition or subtraction, whichever operation comes first in order from left to right. For example: =? First, we add 2 + 3, which is 5. Next, we subtract, 5 4 = = 1 Why did we add first? It came first going from left to right. The next higher order is multiplication or division, whichever operation comes first in order from left to right. For example: 12 X 3 6 =? First, we multiple 12 X 3, which is 36. Next, we divide, 36 6 = X 3 6 = 6 Why did we multiple first? It came first in order from left to right. The second highest order of operations is exponents or square roots, whichever comes first in order from left to right. For example: 6 squared, 6^2 or =? First, we square 6, which is 36. Next, we find the square root of 25, which is 5. Then we subtract 25 from 36, which is 9. Why did we find the square 6 first? It came first in order from left to right.

6 6 Did you notice there were actually three operations in this problem, the square of 6, the square root of 25, and subtraction? Why did we subtract last? Because, it has the lowest rank in the order of operations. The highest rank for the order of operations is the parentheses or brackets, ( ), [ ], { }. For example: (5 + 7) 6 X 2 =? First, we add 5 and 7, which is 12. Next, we divide 12 by 6, which is 2. Then, we multiple 2 X 2, which is 4. (5 + 7) 6 X 2 = 4 Why did we add first, when addition has the lowest rank? Because, parentheses has the highest rank and was inside the parentheses. To remember the order of operations, memorize this simple phrase: The initials correspond to the order in which a mathematical expression is evaluated. Please Excuse My Dear Aunt Sally Try these problems on paper. Parenthesis Exponents Multiply Divide Add Subtract X 6 = a. 150 b. 25 c X 2 3 = a. 36 b. 48 c X = a. 67 b. 101 c /2 * 10 4 = a. 494 b. 496 c X (3 + 4) = a. 84 b. 40 c * 30/6 + 4 = a b. 8 c. 34 d ( * 30)/6 + 4 = a b. 8 c. 34 d * 30/(6 +4) = a b. 8 c. 34 d ( * 30)/(6 + 4) = a b. 8 c. 34 d (3 + 2 * 7) = a. 238 b. 219 c. 94 Activity 4 Order of Operations with Excel

7 7 Open a new workbook. Using the computer, find the correct answer to the math problems listed above. Write your letter answer in the spaces below. Remember: When using formulas in spreadsheets, it is necessary to use the equal sign (=). Every formula in Excel must begin with an equal sign. For example to add 4 + 9, you would enter =4+9. Spacing doesn t matter, Excel will close the space. Excel will display the solution. What are the solutions to the problems?

8 Activity 5 Common Functions The SUM Function 8 Open the workbook Common Functions. Select worksheet UsingSUMButton. In cell A15, enter this formula: = A4+A5+A6+A7+A8+A9+A10+A11+A12+A13+A14. If everything was done correctly, you should see the sum of this column, 865. In cell C15, enter this formula: =SUM(C4:C14). Another way to enter this formula is to start the formula with =SUM( Next, click in cell C4, drag to C14, let go of the mouse, and then press the enter key. Excel completes the formula for you =SUM(C4:C14). This process is a form of filling which will be discussed later. A third way to find the sum of this set of numbers is to use the Auto Sum button,, located on the tool bar. Activate cell E15 by clicking in that cell. Click on the Auto Sum button. Excel will assume you want to find the sum of the number above the cell you selected. If this is true, press the Enter key or the Enter Button. The AVERAGE Function Finding averages is one of the more common tasks performed in spreadsheets. Using the AVERAGE function makes this task very easy. Finding the average without the AVERAGE function, would require two steps, first finding the total, then dividing by the number of items in the set. AVERAGE does both steps at the same time. The format for the AVERAGE function is =AVERAGE(argument). Select the Average worksheet. In cell A15 use the AutoSUM function to find the sum of this set of numbers. In cell A16 enter =A15/11. This formula tells Excel to divide the sum calculated in cell A15 by 11. The average should be displayed in cell A16. In Cell C15 enter the AVERAGE function, =AVERAGE(C4:C14) Again, you could type =AVERAGE( then drag from C4 to C14 and press the Enter Key. The MIN and MAX Functions

9 Min is short for minimum and Max is short for Maximum. The MIN and MAX functions are used to locate the minimum and maximum numbers from a set of data. The format for these functions are =MIN(argument) and =MAX(argument). 9 Select the MINMAX worksheet. In cell A15, type Min. In cell A16 type Max. In cell B15 enter the function to calculate the minimum value from the set of numbers, =MIN(B4:B14). As in the above examples, you can start the formula with =MIN( and drag across the cells you want included in the argument. In cell B16 enter the function to calculate the maximum value from the set of number, =MAX(B4:B14). The ROUND Function The ROUND function changes the value by rounding it to a specific number of decimal places. The format for the ROUND function is =ROUND(argument,number of decimal places). Where the first argument is the cell the value is contained may be found, and the second argument is the number of decimal places to which the results are to be rounded. For example, =ROUND(B9,1) rounds the value stored in B8 to 1 decimal place. What is the value when rounded the following decimal places? Decimal Places Cell Function Answer 0 In cell B10 enter =ROUND(B9,0) 1 In cell B11 enter =ROUND(B9,1) 2 In cell B12 enter =ROUND(B9,2) 3 In cell B13 enter =ROUND(B9,3) 4 In cell B14 enter =ROUND(B9,4) Combining Functions The activities above required two steps, firs find the average, second, round the average to the number of decimal places. It is possible to combine the AVERAGE and ROUND functions into one function. The format is =ROUND(AVERAGE(argument),number of decimal places). In cell D9, enter the following formula: =ROUND(AVERAGE(B2:B8),2). This formula will find the average and round it to the second decimal place. Clicking on the Function Button or the Insert Menu and dragging to Function allows you to select from a variety of functions. These functions are arranged by category, financial, statistics, date and time, and more. Using function is often easier than trying to enter your own formula.

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11 Activity 6 Cell Reference 11 Open the workbook called cell reference. In cell D2 enter the formula =B2*C2 then press the Enter key. The above formula multiplies ( * means multiply) the value of B2 times B3. B2 and B3 are referred to as cell references when placed in an equation, (the place where data may be found in a formula or function). The formula =B2*C2 contains two cell references, B2 and C2. Now click back in cell D2. Notice the handle in the lower right corner of the cell. As you pass the pointer over the handle, it changes to a black cross. When the pointer is a black cross, click the mouse and drag down two cells, D3 and D4. Release the mouse. You should see the products for cells B3*C3 and B4*C4. Click in cell D3. The formula in the formula bar should read =B3*C3. How did this happen? By selecting the fill pointer, the black cross, you instructed Excel to fill the cells below the selected cell, D2. Excel assumes the columns will remain the same and the row number will increase. This process is referred to as down fill. The filling process will work to the right or left. Using the filling command you change the cell reference automatically; most of the time this works without problems. However, there are times you don t want some cell references to change. We will address this later when we discuss Absolute Cell Reference.

12 Activity 7 Formatting Data 12 Open the workbook called Formatting data. Select Cells from the Format Menu. Click in cell A3. General format means there are no formatting options available; there is nothing to do here. Click in cell B3, Select Cells from the Format Menu. We want to negative numbers to be shown in read, parentheses and to have three decimal places. Select these formats from the Format Cells window. Click in cell C3. Select Cells from the Format Menu. We want this one to be currency formatted. Click in cell D3. Select Cells from the Format Menu. We want this one to be accounting formatted. Notice where the dollar sign is located when using the two different formats. Click in cell E3. Select Cells from the Format Menu. We want the date to be in Month, Day, Year format. Click in cell F3. On the Toolbar are two buttons for increasing and decreasing the number of decimal places. Use the decrease decimal places button to reduce the number of decimal places to 1. Click in cell G3. Select Cells from the Format Menu. We want to select percentage with 2 decimal places. Notice the value changes to %. That is because 37 is multiplied by 100. Click in cell G4. This time click on the percentage button on the toolbar, 0.37 is changed to 37%. Click in cell H3. Select Cells from the Format Menu. Change 11:45 PM to international time. Activity 8 Formatting Data

13 13 Open the workbook Center, Underline and Bold. Highlight cells A4 through G4. Click on the Center Button on the Formatting Toolbar. While these cells are highlighted, click on the Bold Button on the same toolbar. Then click on the Underline Button. Highlight cells A5 through G14, the months and all the data except for the totals. Click on the Center Button to center the months and absences. Click in cell A15. Left justify and italicize the word Total. Highlight the totals for each school, cells B15 through F15. Bold these figures.

14 Activity 9 Vertical Alignment 14 Sometimes it is necessary to align labels vertically or column width becomes to wide to manage. Labels may be aligned vertically to conserve space and to make the spreadsheet more attractive. Open the workbook named vertical alignment. Click in cell B3, Tale of Two Cities. Click on the Format Menu on the Toolbar and drag the curse to Cells. Click the Alignment tab. You should see a window like the one shown below. Click and drag the Red dot on the Orientation indicator. Drag it to the top, 90 degrees. Or you may type 90 in the indicator box just below the compass. Close the window then you are satisfied with the alignment. Notice the column width stayed the original width. To adjust the column width, move the cursor to border between columns B and C. You should get the double arrow pointer. Double click the pointer or click and drag the border to the left until you are satisfied with the width.

15 15 Click on the Format Painter. Click in cell C3 and drag to cell E3. All book title should now have the same vertical alignment as cell B3. Adjust the column widths to be just wide enough for the book titles.

16 Activity 10 Inserting Columns and Rows 16 Suppose you had a gradebook program such as the one shown below. Everything was going along smoothly for your class of four students until Garth arrived and you realized you forgot to include page 18 in the list of assignments. Don t worry, you don t have to create a new spreadsheet, you can insert columns and rows. Open the workbook Insert Column and Row. Illustration 1 First, let s take care of Garth. He needs to go between Carol and Sue. Click on row number 6; this will highlight the entire row and marks the insertion point. When you insert a new row, it will go on top of row 6. Click on the Insert Menu on the Tool Bar at the top of the page. You want to insert a row. Illustration 3 Illustration 2

17 17 Enter Garth s name and his scores. (Of course he made up all his work.) Illustration 4 Illustration 5 Now it is time to insert a column between columns D and E. Click on the column label E; this highlights the entire column, illustration 6. Click on the Insert Menu on the Tool Bar. Select insert Columns, illustration 7.

18 18 Illustration 7 Illustration 6 You have room to enter page 18 and the scores, illustration 8. Illustration 8

19 19 Your gradebook should look like the one below.

20 Activity 11 Using Auto Fill 20 Once data has been entered into a cell, it is often necessary to repeat this data or to increase the data by a fixed increment. To do this, you need to use the Auto Fill command (Control D to down fill or Control R to right fill) or highlight the cell(s) and pull the pointer down or to the right to fill adjacent cells. You cannot fill left or fill up! Using Ctrl-D or Ctrl-R copies the information from the parent cell to all selected cells. This is good if you want to copy the same information. Otherwise, learn to use the Auto Fill command. Open the worksheet titled Using Auto Fill. Highlight the numbers 1 and 2 in column A, Illustration 1. Place the pointer over the handle located in the lower-right corner, Illustration 2. What happens if you only highlight cell A2 and do the down fill? What happens if you only highlight cell A3 and down fill? Why is it necessary to highlight both cells?

21 21 Illustration 1 Illustration 2 Illustration 3

22 22 Highlight the cell containing the Label Monday, Illustration 4. Drag the handle down until the cell contents is Sunday, Illustration 5. (The cells will not fill until you release the mouse button, but there is contents indicator just to the right of the pointer indicating the changes being made as you drag downwards. Illustration 4 Illustration 5 Notice the contents of cell A3 is a formula, =A2+1, Illustration 6. All formulas must begin with the equal sign (=). This formula is starting with the contents of cell A2, which is 1, and adding 1 to this value. The value stored in cell A3 would be 2, 1 + 1, Illustration 7. Illustration 6 Illustration 7

23 23 Dragging the handle down would increase the value of cell A4 to the value stored in cell A3, 2 by adding 1, thus the value of cell A4 would be 3, and so on. We ll talk more about filling cells later. Continue dragging the handle to cell A11. Study Illustration 9 to see how the formulas have changed during the down fill, the reference cell increased by one. Illustration 8 Illustration 9 Time works the same way as the first example above. Start with a time. The next time should be the starting time, plus the interval with which you intend to increase each value. For example, I started with 9:00 and want to increase each adjacent cell by 30 minutes. The value stored in cell A3 is 9:30, Illustration 10. Highlight cells A2 and A3. Drag the handle down to cell A10. This gives me a value of 13:00 in cell A10, Illustration 11.

24 24 Illustration 10 Illustration 11

25 Activity 12 Absolute Cell Reference 25 Earlier you learned how to perform calculations using cell references in the formulas. Cell references predictably change during a down fill or right fill. Sometimes the fill option will not work, as shown in the worksheet below. If you were to enter the formula =B2*C5 to multiply value stored in cell B2, $1.75 and multiply it by the number of kilograms ordered from cell C5, you would get the correct answer. Open the worksheet Absolute Cell Reference for this activity. Illustration 1 An auto fill would change the cell reference C5 to C6, C7, and C8. This is okay because you want to calculate the shipping charges for these cells. However, B2 changes to B3, B4, and B5 in each cell below D5, illustration 2. Of course you would get the wrong answer or no answer at all, illustration 3. Remember to use the Auto Fill command click on the handle in the right, lower corner of the active cell and drag to the position you wish to fill. In this case, cell D8. Illustration 2

26 26 Illustration 3 Illustration 3 To fill the cells without changing the cell reference, you use an absolute cell reference. To fix a cell so that its reference doesn t increase as you perform an auto fill, you put a dollar sign, $, in front of the column and row references, $B$2. This operation allows you to do an auto fill without changing the cell reference, illustration 4. It is possible to make the row reference absolute and not the column or vise versa. A cell reference that doesn t change is called an

27 27 absolute cell reference. An easier way to insert the $ signs in the formula is to place the cursor anywhere in the cell reference and press F4. Finally, we have the shipping charges for each customer, illustration 5. Illustration 4 Illustration 5

28 Activity 13 Graphs and Charts 28 Spreadsheets are capable of storing and manipulating large amounts of data. Another powerful feature of spreadsheet programs such as Excel is the ability to create charts so that data may be pictorially represented and the relationship between sets of data can be easily interpreted. A chart is a visual representation of a set of data and contains information that makes the chart easy to read and understand. Features, such as a title, explain what the chart is intended to represent. Labels on the axes identify and describe information about the data. Charts often contain legends that describe the data series, the set of related data that is plotted on the chart. Chart Title Legend Chart Data Labels Illustration 1 Open the worksheet Charts for this activity. After you have entered all your data into the worksheet, you are ready to make your chart. It is best to design your spreadsheet so that data that will be used in a chart is located next to each other, but this is not necessary. To select columns of data that are not next to each other, select one column, press the Ctrl Key then select the second column of data. In the beginning, try to arrange the first set of data in the first column, and the second set of data in the second. This will make it easier for Excel to plot your graph. Once this is all complete, simply select all the data that you want to use, and click on the ChartWizard button on the upper toolbar. Illustration 2

29 29 Look at all those choices! To get a preview of what the chart might look like, click on the type of chart you want then click on the button that says, Press and Hold to View Sample. Step 1: Our first chart will be a simple column chart. Select the first chart on the column menu then click Next. Step 2: Illustration 4. If you wish to include additional data in your chart, you may add it to the Data Range. Don t do that now. Click on the Series in: radio buttons just to get an idea of how the graph could be arranged. Select Rows then click Next. Illustration 3 Step 3: Illustration 5. Type a title for your chart, as well as labels for the X-Axis and Y- Axis. Use Household Expenses for the Title, Expenses for the X-Axis, and Dollars for the Y-Axis. Click on the Axes Tab and experiment with the some of the available options, illustration 6. When finished, click on the Gridlines Tab and experiment with these options, illustration 7. Click on the Legend Tab and select Right. Before moving on, experiment with the other options available, illustration 8. Illustration 4 We will not make any changes in Data Labels or Data Table, however you may want to experiment with these option. When ready, Click Next.

30 30 Illustration 5 Illustration 6 Illustration 7 Illustration 8 Illustration 9 Step 4: Where do you want your chart displayed, as a chart on the same worksheet or on a new sheet? For now, choose the radio button, As an object in. This will place the chart on your worksheet, illustration 9. Press Finish when ready.

31 31 Household Expenses Dollars $1, $ $ $ $ $0.00 Expenses House payment Utilities Church Food Clothing Car Entertainment Savings Miscellaneous Done! Don t like the background color? Want to change the color of the columns? Want to change the type of graph or any other information? Here s how. Select the background by click on it once and then right click. Or double click on the background. Choose the border color you want and background color you wish. To change the column colors click on one column, the column you want to change first. You should get a small square in that column. If you get small squares in all columns, any changes you make will appear in all columns. Household Expenses Dollars $1, $ $ $ $ $0.00 Expenses House payment Church Utilities Food Clothing Car Savings Miscellaneous Entertainment