IT ACADEMY LESSON PLAN

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1 IT Academy Program 10 IT ACADEMY LESSON PLAN Microsoft Excel Lesson 1 Turn potential into success

2 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.

3 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. 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

4 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.

5 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. 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.

6 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. 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.

7 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. 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.

8 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. 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. 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

9 worksheet using the Print dialog box. Demonstrate how to print a worksheet from the Print Preview window. 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 2010 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 to access the information on a ribbon, the user must select the. a. Shortcut menu b. Start menu c. Ribbon Tab d. Quick Access Toolbar 4. Information on each ribbon is an organized in a collection called a. a. Family b. Group c. Segment d. Cluster

10 5. In Excel 2010, 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, 8 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 2010 that can be distributed to the staff. Open Excel 2010 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.

11 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.

12 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