Functional Skills. Entry 3 to Level 2. Spreadsheets 2010 Version Information

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1 Functional Skills Skills ICT Entry 3 to Level 2 YOU DO NOT NEED TO WORK THROUGH THIS. IT IS AN PACK TO TEACH YOU THE SKILLS NEEDED TO COMPLETE THE TASKS. YOU CAN USE IT WHILST WORKING THROUGH THE TASKS, IF YOU NEED TO LEARN HOW TO DO SOMETHING. Spreadsheets 2010 Version Infmation Microsoft product screen shot(s) reprinted with permission from Microsoft Cpation.

2 Contents Align infmation in cells... 5 Bders and shading... 7 Cell references Relative cell references Absolute cell references Charts and graphs Chart/graph title Axis titles Legend Data labels Data tables Gridlines Move the chart/graph Change chart/graph type Alter the shading in a chart/graph Chart/graph styles Close a spreadsheet/file Close a program Columns/Rows Alter column width and row height Delete columns rows Insert columns and rows West Nottinghamshire College 1

3 Copy a fmula to nearby cells (Autofill) Copy and paste Cut and paste Delete cell contents Drag and drop Enter infmation into a cell Find and replace Fonts Font colour Font size Font style (bold, italic, underline) Bold Italic Underline Font type Fmat cells Currency fmat Date fmat Percentage fmat Number fmat Fmulae BODMAS Functions SUM function AutoSum AVERAGE function MAX function MIN function COUNT function West Nottinghamshire College 2

4 Header and footer Margins Maximise the window Merge and unmerge cells Move around a wksheet using keys Open a new wkbook Open a spreadsheet Open a spreadsheet with a passwd Open Microsoft Excel Open the calculat Page ientation Print Print preview Resize and move a window Save Select a cell Select a cell range Select all the cells in a wksheet Select me than one cell range Show fmulae entered into a spreadsheet St recds in a spreadsheet Spelling Wksheets (insert, delete,) Rename a wksheet Wrap text within a cell West Nottinghamshire College 3

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6 Align infmation in cells When aligning text numbers in a wksheet, you need to select/highlight the cells first. You can align the text to the left, right centre hizontally and vertically. Click on the Home tab, then click on the appropriate alignment button in the Alignment group and the cell alignment will have changed. Align text Left button - left aligns the text Centre button - centres the text Align Text Right button - left aligns the text. There are also the vertical alignment buttons. F me cell alignment options, open the Fmat Cells dialogue box. Click on the Home tab, then click on the Dialogue Box Launcher in the Alignment group, right click on your mouse and click Fmat Cells. West Nottinghamshire College 5

7 The Fmat Cells dialogue box will appear. Click on the Alignment tab. To change the Hizontal and Vertical alignment, click on the arrows and a drop down menu will appear. Click on the alignment you want. There is also an option to change the direction of the text within a cell. Click OK to confirm your fmatting choice/s. West Nottinghamshire College 6

8 Bders and shading Bders and Shading Microsoft Excel spreadsheets will print out with grey gridlines around all cells if the Print Gridlines option is ticked. See Gridlines in this infmation pack. If specific bders have been applied, then these will be printed instead. Different types of bders can be added to the cells of a wksheet. To do this: select the cells you want to add bders to, click on the Home tab, click on the arrow to the right of the Bders button in the Font group and choose the bder you would like. F me options: click on Me Bders, click on the Home tab and then click on the Font dialogue box launcher, right click on your mouse and click Fmat Cells. The Fmat Cells dialogue box will open, click on the Bder tab, choose the bder outline, colour and style you would like and click on the OK button. West Nottinghamshire College 7

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10 Different types of shading can be added to the cells of a wksheet. To do this, select the cells you want to add bders to, click on the Home tab, click on the arrow to the right of the Fill Colour button in the Font group and click on the colour you would like. F me options: click on Me Colours, click on the Home tab, click on the Font dialogue box launcher, right click on your mouse and click Fmat Cells. The Fmat Cells dialogue box will open. Click on the Fill tab. Choose the Fill Effect, Pattern Style and Background Colour, then click the OK button to confirm your choice. West Nottinghamshire College 9

11 Cell Styles is another method of changing the wksheet appearance. Click on the Home tab, click on the Cell Styles button in the Styles group and move/hover over the styles. Notice it previews the style instantly. Choose and click on a style. West Nottinghamshire College 10

12 Cell references Each box in the wksheet has a reference, like codinates on a map. Each box is called a cell. The cell reference is made up of the column letter followed by the row number. If you want to know the cell reference of the wd TOTAL in the wksheet, look at the column letter and the row number. The column letter is A, the row number is 8. The cell reference of the wd TOTAL is A8. Cell references are generally known as either Relative Absolute. Row numbers Relative cell references When you copy a fmula from one cell to another, Excel automatically adjusts each cell reference in the fmula to reflect its new position. This is known as a Relative reference. F example: There is a function/fmula in cell A8 to add up all of the numbers in the cell range A1:A7. If the function is copied to cell B8, Microsoft Excel would automatically change the cell range from A1:A7 to B1:B7. The fmula would change from: =SUM(A1:A7) West Nottinghamshire College 11

13 to =SUM(B1:B7) Continued on next page West Nottinghamshire College 12

14 Absolute cell references If you want to copy a fmula, but still want it to refer to one specific cell containing infmation (in this example cell B1), the cell reference has to be Absolute. To create an absolute cell reference within a fmula, you need to add the $ sign to the cell reference. Add one $ sign in front of the column letter and another $ sign in front of the row number e.g. $B$1. The $ symbol ensures that, if a fmula is copied to other cells in the wksheet, the cell reference to cell B1 would still be $B$1 and would not change. In the first example shown, notice that as the fmula is copied, it does not give a crect result. This is because the Rate of Pay amount in B1 has been left as a relative reference in the fmulae. This means it has changed as it was copied to other cells. The second example gives the crect result, as cell B1 has been made an absolute cell reference ($B$1). This means that, even though the fmula is West Nottinghamshire College 13

15 copied from B4 to B5 and B6, the reference to the Rate of Pay cell remains at B1 and therefe is constant. West Nottinghamshire College 14

16 Charts and graphs To make a chart graph, select the infmation that you want to use in the chart/graph, click on the Insert tab, click on one of the charts in the Charts group and choose the chart from the choices given. It will be inserted into your wksheet. West Nottinghamshire College 15

17 The All Chart Types option at the bottom of the menus will open the Insert Chart dialogue box. Another method is to click on the Insert tab and then click on the Charts dialogue box launcher. The Insert Chart dialogue box will open. Click on a chart/graph of your choice and it will be inserted onto your wksheet. Continued on next page West Nottinghamshire College 16

18 A 2D Column chart has been created in this example. To move the chart around on your wksheet, click on the outer edges of the chart area, hold the mouse down and drag. Once you have inserted your chart, click on it and the Chart Tools will appear. There are three tabs Design, Layout and Fmat. To compare your chart data in a different way, you can switch the rows and column data. To do this, click on the Switch Row/Column button in the Data group and a new chart will show. Design tab West Nottinghamshire College 17

19 Clearly labelling charts makes them much easier to understand. To change the chart layout, click on the Design tab, use the scroll bar in the Chart Layouts group and see me options. Click on the one of your choice. Continued on next page West Nottinghamshire College 18

20 Chart/graph title It is imptant to give the chart a title and axis titles to make it clearer. To create a chart title, click on the Layout tab, then click on the Chart Title button in the Labels group. This will give you options f the titles. Click on one of the options and the chart title will appear in the chart. To change the text, click on the wds saying Chart Title three times, delete the current wds and type in the new title. Axis titles To create axis titles, click on the Layout tab, then click on the Axis Titles button in the Labels group. This will give you options f the titles. Click on one of the options and the axis title will appear in the chart. To change the text, click on the wds saying Axis Title three times, delete the current wds and type in the new title. West Nottinghamshire College 19

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22 Legend The legend is the part of the chart that explains what the items in the graph actually mean. Another wd f a legend is a Key. If no legend is needed, click on the None option. To choose where the legend will be positioned, click on the Layout tab, then click on the Legend button in the Labels group. Click on one of the options and the legend will appear in that place in the chart. Data labels Data labels show the actual figures used to fm the chart. This may make the chart easier to understand. To change the data labels, click on the Layout tab and then click on the Data Labels button in the Labels group. Click on one of the options and the data labels will appear in that place in the chart. West Nottinghamshire College 21

23 F me options such as percentage data labels categy name (e.g. Bacon and egg rolls), click on the Me Data Labels Options and click on the options you would like. Continued on next page West Nottinghamshire College 22

24 Data tables It is possible to show the data table on the same page as the chart. To display the data table, click on the Layout tab, then click on the Data Table button in the Labels group. Click on one of the options and the data table will appear in that place in the chart. Gridlines It is possible to choose the gridlines you would like to see on the chart. To do this, click on the Layout tab, then click on the Gridlines button in the Axes group. Click on one of the options and the chosen gridlines will appear in the chart. Move the chart/graph Click in the New Sheet and click OK. The chart is then inserted onto a sheet on its own and will show at the bottom of the spreadsheet as a separate page. To move the chart onto a sheet of its own, click on the chart, click on the Design tab and click on the Move Chart button in the Location group. The Move Chart dialogue box will open. Change chart/graph type West Nottinghamshire College 23

25 If you want to change the chart type, click on your chart, click on the Design tab and then click on the Change Chart Type button to open the Change Chart Type dialogue box. The Change Chart Type dialogue box is the same as the Insert Chart dialogue box. Click on a new chart type and the chart will be changed. Alter the shading in a chart/graph Using different colours patterns to fill the different parts can change the appearance of the chart. This is a pie chart. This is how it looks when it has been created. The colours may look alike when they are printed in black and white. It is possible to change the colour of all the columns parts together. This is a column chart. This looks quite plain and the columns will not stand out from the background. The colour of the parts of a chart can be changed after a chart has been created. When one of the columns parts of the chart is clicked on, it will select all the parts. When they are selected, there are small squares around the pie chart inside each of the columns. When all the parts are selected, click on the Fmat tab menu, then click on the Shape Fill button and a choice of colours will appear. Continued on next page West Nottinghamshire College 24

26 F me options, click on Me Colours, Picture, Gradient, Texture. Choose from the options and the chart will be changed. To change each column individually, you must first select all the columns and then click again on an individual column. If they are all individually selected and changed, the graph may look similar to this. West Nottinghamshire College 25

27 Chart/graph styles To change the chart style, click on your chart, click on the Design tab and then click on the me button f me style options in the Chart Styles group. A range of styles will show f you to choose from. West Nottinghamshire College 26

28 Close a spreadsheet/file Click on the bottom click on the File tab and then click Close, in the top right cner of the window, press and hold down the Ctrl key on the keyboard and press W at the same time. You may be asked if you want to save the changes. Choose Yes No Cancel. Close a program When you have closed all the documents, you will need to close the program. To close the program: click on the top click on the File tab and then on Exit. in the top right cner of the window. Columns/Rows Alter column width and row height Sometimes it is necessary to widen narrow the column widths row heights. If hash signs (# # #) appear in cells, this means the column is not wide enough to display the data. Using the mouse to do this, move the curs onto the dividing line between the column letters row numbers until you get a cross. Click and hold the mouse button down, then drag the column width row height until it is the right size. Continued on next page West Nottinghamshire College 27

29 If you double click when the marking shows, the columns rows will be widened/narrowed automatically to make the column row as wide/narrow as the cell with the widest/ tallest content. It is possible to make the column width row height a definite width. Click either on the column letter to select the whole row, just click in one of the cells in the column you want to alter. To select multiple columns rows, hold down the Ctrl key and click in the column row heading you want to select. Click on the Home tab, click on the Fmat button in the Cells group and click on either Row Height Column Width. Type in the height width you would like and click on the OK button. The column row will now be the new size. Delete columns rows Click on the column row heading (letter number) you want to delete. To select multiple columns rows, hold down the Ctrl key and click on the column row headings you want to delete. To delete the columns rows: click on the Home tab, then click on the Delete button and the columns rows will be deleted, right click on your mouse and click Delete, hold down the Ctrl key and press (minus). in the Cells group Insert columns and rows A new column will insert to the left of where you have clicked in the wksheet and a new row will insert above where you have clicked in the wksheet. To insert a column row, click on the column row heading (letter number) you want to insert to the left of above. Then either: click on the Home tab, then click on the Insert button right click on your mouse and click Insert. in the Cells group, West Nottinghamshire College 28

30 Copy a fmula to nearby cells (Autofill) Once a fmula has been entered into a cell, it can be dragged into adjacent cells. This is known as Autofill. Click in the cell which contains the fmula you want to copy. A black square appears around the cell. Move the curs over the small black square at the bottom right cner of the selected cell; a + sign will appear. Hold the left mouse button down and drag over the range of cells that you want to copy the fmula to. The fmula will be copied to the rest of the cells. Note, as the fmula is copied, it will automatically change to reflect the cell references of the appropriate rows. F example =B4*C4 becomes: =B5*C5 =B6*C6 =B7*C7 =B8*C8 This is known as a relative reference. West Nottinghamshire College 29

31 Copy and paste can also be used to copy fmulas. Copy and paste To copy text, numbers a fmula, you will need to use copy and paste. This can be used f pictures other objects too. When you use copy and paste, the iginal text, number, fmula image is left where it is and another is copied into a different location. Select the cell cells that you want to copy. To Copy, either: click on the Home tab and click on the Copy button in the Clipboard group, hold down the Control key and press the C key at the same time, right click the mouse button to open the menu, then click on Copy. Then click where you would like the text, number fmula to be copied to. To Paste, either: click on the Home tab and click on the Paste button in the Clipboard group, hold down the Control key and press the V key at the same time, right click the mouse button to open the menu, then click on Paste. The text, number fmula should then be copied to the new location. West Nottinghamshire College 30

32 Cut and paste When you cut and paste, the text, number, fmula image is moved from one place to another. Select the cell cells that you want to copy. To Cut, either: click on the Home tab and click on the Cut button in the Clipboard group, hold down the Control key and press the X key at the same time, right click the mouse button to open the menu, then click on Cut. Then click where you would like the text, number fmula to be moved to. To Paste, either: click on the Home tab and click on the Paste button in the Clipboard group, hold down the Control key and press the V key at the same time, right click the mouse button to open the menu, then click on Paste. The text, number fmula will then be moved to the new location. Delete cell contents Click on the cell select the range of cells and press the Delete key on the keyboard. To delete just part of the cell contents, double click on the cell and delete the characters numbers not required. West Nottinghamshire College 31

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34 Drag and drop Move infmation Drag and drop moves things from one place to another. Select the text, number fmula which you want to move. Move the curs to any of the bders of the selected cell/cells until a cross appears. Do not click on the bottom right cner of the cell. When the cross appears, click and hold down the left mouse button and drag the cell/cells to the new position. Let go of the mouse button and the item/s will be moved to the location. Copy infmation It is possible to copy an item using drag and drop. Select the text, number fmula and move the curs to any of the bders of the selected cell/cells until a cross appears. Then hold down the Ctrl key as you drag. Drop the item on the cell that you want it to be copied into. It will then be copied into the new cell and will still remain in the iginal cell. Enter infmation into a cell Select a cell by clicking on it. A1 has been selected in this example. Simply type the text, numbers, fmulae function into the cell. In this case the heading: Items f the party has been entered. West Nottinghamshire College 33

35 Notice the wds appear to overlap into the next cell. They are actually all in cell A1. We can tell this by looking in the fmula bar. Continued on next page West Nottinghamshire College 34

36 If the fmula bar is not showing, click on the View tab, then click on the Fmula Bar box in the Show group. A will show in the box and the fmula bar will be displayed. When you have finished infmation into a cell, you will press the Enter key on keyboard, click the tick in the click into another cell. This will then deselect the cell any fmulae entered to be entering need to: the fmula bar, and allow wked out. Find and replace It is possible to replace a wd phrase with an alternative using the Find and Replace facility. This is very useful if there are several occurrences of a wd phrase you want to change. To just find wds: click on the Home tab, click on the Find and Select button in the Editing group and click Find, hold the Ctrl key down and press F. To find and then replace wds: click on the Home tab, click on the Find and Select button in the Editing group and click Replace, hold the Ctrl key down and press H. If you want to find a wd phrase and replace it with an alternative wd, you will need to use replace. When the Find and Replace dialogue box appears, type the wds phrase you want to change in the Find what box. West Nottinghamshire College 35

37 Type the replacement wds phrase into the Replace with box. Continued on next page West Nottinghamshire College 36

38 To replace all the occurrences of the wd, click on the Replace All button. If you would like to choose which you change, click on the Find Next button. This will highlight the first occurrence of your wds and give you the option to replace it. If you want to replace it, click on the Replace button. If you want to igne it and move on to the next occurrence, click on the Find Next button again. If you click on the Find All button, all the details will then be displayed in the dialogue box. A box will appear around the cresponding cell in the wksheet. You can either click Replace to make the change, click Find Next to igne change. A dialogue box will appear when all the document has been searched. You will then need to close the Find and Replace dialogue box by clicking on the cross in the top right cner. The changes will now be in the spreadsheet. West Nottinghamshire College 37

39 Fonts Font colour Alter text already entered to a different colour The font colour is the colour of the text. To change the font colour, select the cells text you want to change. Click on the Home tab and click on the arrow to the right of the Font Colour button in the Font group. A drop down colour chart will appear. Click on the colour you would like. The text in the cells will change to the colour you have chosen. F me choice, click on Me Colours and choose from the colours. Set cells to have a new colour befe infmation is entered Select the cells you wish to set. Change the colour using the methods described above. Any infmation entered into the cells will be in the new colour. West Nottinghamshire College 38

40 Font size Alter text already entered to a different size The font size is the size of the letters. The larger the number in the font size box, the larger the letters are going to be. Select the cells text you want to alter. Click on the Home tab and click on the arrow to the right of the Font Size button in the Font group. A drop down menu will appear giving you the size options. You may need to scroll to be able to choose the larger letters. Click on the font size you want. The highlighted text will be altered to the new font size. Continued on next page West Nottinghamshire College 39

41 The font size can also be changed using the Fmat Cells dialogue box. Click on the Home tab and click on the Font dialogue box launcher. The Fmat Cells dialogue box will then appear. Click the Font tab. Change the Font size by clicking on the one you want. You may need to scroll. Click OK and the font size will have been changed. Change the font size befe entering infmation into cells Select the cells and change the font size using one of the methods above. The next text you enter will be in the new font size. West Nottinghamshire College 40

42 Font style (bold, italic, underline) Bold Alter text already entered to bold Select the cells/text: click on the Home tab, then click on the Bold button in the Font group, select the cells/text, press and hold down the Ctrl key and press B at the same time, click on the Home tab, then click the Font dialogue box launcher and the Fmat Cells dialogue box will appear. Click the Font tab. Change the Font style to Bold. Click on the OK button. The text will now be bold. Make the text style bold befe infmation is entered Select the cells you want to enter bold text into. Then use one of the methods already described above. Any text you enter into these cells will be bold. West Nottinghamshire College 41

43 Italic Alter text already entered to italic Select the cells/text: click on the Home tab, then click on the Italic button in the Font group, select the cells/text, press and hold down the Ctrl key and press I at the same time, click on the Home tab, then click the Font dialogue box launcher and the Fmat Cells dialogue box will appear. Click the Font tab and change the Font style to Italic. Click on the OK button and the text will now be italic. Make the text style italic befe infmation is entered Select the cells you want to enter italic text into. Then use one of the methods already described above. Any text you enter into these cells will be italic. West Nottinghamshire College 42

44 Underline Underline text you have already entered Select the cells/text: click on the Home tab, then click on the Underline button in the Font group, select the cells/text, press and hold down the Ctrl key and press U at the same time, click on the Home tab and click the Font dialogue box launcher. The Fmat Cells dialogue box will appear. Click the Font tab and click on the arrow to the right of the Underline box. Click on the type of underline you want from the drop down menu. Click on the OK button. Make the text style underlined befe infmation is entered Select the cells you want to enter underlined text into. Then use one of the methods already described above. Any text you enter into these cells will be underlined. West Nottinghamshire College 43

45 Font type The font type is the style of the letters. Alter text already entered to a different font type Select the cell/text you want to alter: click on the Home tab, then click on the arrow to the right of the Font button in the Font group. A drop down menu will appear giving you lots of options to choose from. You will need to use the scroll bar to see all the options. As you move over the Fonts the text changes, giving you a preview of what it will look like if selected. Click on a font to select it. click on the Home tab and click the Font dialogue box launcher. The Fmat Cells dialogue box will appear. West Nottinghamshire College 44

46 Click on the Font tab. Change the Font type by clicking on the one you want. You may need to scroll. Click on the OK button to confirm selection. Change the font type f new text entered Select the cell/s and change the font type using one of the methods above. The next text you enter will be in the new font type. West Nottinghamshire College 45

47 Fmat cells When you key numbers text into a wksheet, it is automatically sted in the General fmat categy and remains as you have typed it in. The fmat of the numbers text can be changed as shown below. Currency fmat You may want the sign in front of the numbers. The fmatting of the cells can be changed to do this automatically without having to type it in every time you enter a figure into the cells. Select the cell range you would like to change by clicking the mouse on the first one and dragging the rest: click on the Home tab and click on the arrow to the right of the Number Fmat box in the Number group. Click on the Currency option and the selected cells will be changed to currency to 2 decimal places. To increase decrease the decimal places, click on either the Increase Decrease Decimal button in the Number group on the Home tab, click on the Home tab and click on the in the Number dialogue box launcher. West Nottinghamshire College 46

48 The Fmat Cells dialogue box will open showing the Number tab. Continued on next page West Nottinghamshire College 47

49 Click on Currency. Click on the arrows type in the number of decimal places you would like. Click on the OK button. The cells will now be changed to currency. Date fmat If you are keying in dates, you can choose the style from the type option in the Fmat Cells dialogue box. Select the cell range you would like to change by clicking the mouse on the first one and dragging the rest: click on the Home tab and click on the arrow to the right of the Number Fmat box in the Number group. Click on the Sht Date Long Date option and the selected cells will be changed, click on the Home tab and click on the in the Number West Nottinghamshire College 48

50 dialogue box launcher. The Fmat Cells dialogue box will open showing the Number tab. Click on the Date categy and choose the type of date you would like. Click OK to confirm selection. Continued on next page West Nottinghamshire College 49

51 Percentage fmat Percentage fmat displays the cells contents multiplied by 100, displaying the result with a percentage symbol. Number fmat This allows you to display numbers to different decimal places. Fmulae Fmulae can be typed into a spreadsheet to calculate figures entered into cells. This is why a spreadsheet is used to do calculations. A fmula should be typed into the cell where you want the answer to show. All fmulae start with an = sign. This tells the program it has to do a calculation. Cell references are entered into fmulae instead of the actual figures. Then, if a number is changed in a cell, all the other cells referring to that cell in their fmulae will be updated automatically. A fmula can be used to add, subtract, multiply divide numbers. The following symbols are used in fmulae: Examples + Add - Subtract * Multiply / Divide In this spreadsheet: to add together the 5 and the 10, the fmula is =A1+B1 to subtract the 5 from the 10, the fmula is to multiply the 5 by the 10, the fmula is to divide the 10 by the 5, the fmula is =B1-A1 =A1*B1 =B1/A1 Fmulae can be complicated and involve me than one calculation. e.g. =(B1/A1)+(B2*B3)-(A2*A1) West Nottinghamshire College 50

52 See Functions in this infmation pack f me complex fmulae. Continued on next page West Nottinghamshire College 51

53 BODMAS All wksheets follow the mathematical rule of BODMAS. This is the der in which any mathematical calculations are made. This rule is that any numbers in brackets are calculated first, followed by the other calculations in BODMAS der. Brackets Order (to the power of) Divide Multiply Add Subtract F example: Accding to BODMAS, multiplication should always be done befe addition. E.g. in the above wksheet, if the fmula: =A1+B1*2 was entered, you would get the result 25. If you wanted the wksheet to add A and B and then multiply the answer by 2, you would need to enter the fmula using brackets: =(A1+B1)*2 which would get the result 30. Functions There are many functions which are already programmed into Microsoft Excel. SUM function AutoSum The AutoSum button automatically enters a function/fmula to add numbers together. The AutoSum button is on the Home tab in the Editing group and on the Fmulas tab in the Functions Library group. West Nottinghamshire College 52

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55 To use the AutoSum, click in the cell where you want the answer to be and then click the AutoSum button. A fmula will be entered into the selected cell. Check this is the fmula you want. Microsoft Excel might include cells you do not want to include. In this example the function/fmula is: =SUM(B4:B8) AutoSum automatically puts a function/fmula into the cell. = tells the program it has to wk something out SUM tells the program to add up the cells named in the brackets. (B4:B8) This is the cell range to be added together. It means all the cells from B4 to B8. The =SUM(B4:B8) fmula carries out the same calculation as: =B4+B5+B6+B7+B8. If the fmula does not include the crect cell range, you will need to type in the crect cell range either into the brackets in the cell, in the fmula bar, highlight the cells you want in the fmula and these cells will automatically be put into the brackets. Press the Enter key, the tick in the fmula bar to accept the fmula as crect and then the answer will be displayed. West Nottinghamshire College 54

56 Continued on next page It is possible to use a SUM function without using AutoSum. Method One It can be typed directly into the cell. F example: =SUM(B4:B8) = tells the program it has do a calculation. SUM (B4:B8) tells the program to add up the cells named in the brackets. this is the cell range to be added together, in this case, all the cells from B4 to B8. Microsoft Excel will actually carry out the following calculation, although you will not see this: B4+B5+B6+B7+B8. You need to accept the SUM function. To do this either click on the tick, press the Enter key on the keyboard to accept the fmula. Imptant note: once you start to type in a fmula, a drop down menu will appear. You can either igne and continue to type, double click the function you need. You will still need to enter the cell range. West Nottinghamshire College 55

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58 Method 2 It is also possible to use the Insert Function dialogue box, to create a SUM function. Select the cell where you want the fmula to be. Click on the Fmulas tab, click on the Insert Function button Library group and the Insert Function dialogue will open. in the Function If SUM is not showing in the Select a function part, click on the arrow to the right of select a categy and click on All. Scroll down the list of functions until you find SUM and click on it. Click on the OK button. The Function Arguments dialogue box will then appear. Check to make sure the crect cell range is showing in the Number 1 box. If not, type in the cell range you want to use. Click on the OK button and the SUM function will be inserted into the cell. West Nottinghamshire College 57

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60 AVERAGE function The AVERAGE function finds the average of the numbers in the cell range that are entered into the function. Method One It can be typed directly into the cell. F example: =AVERAGE(B4:B8) = tells the program it has do a calculation. AVERAGE (B4:B8) tells the program to add up the numbers in the cells named in the brackets and then divide by the number of cells. this is the cell range to be used; in this case means all the cells from B4 to B8. Microsoft Excel will actually do the following calculation although you will not see this: (B4+B5+B6+B7+B8)/5 You need to accept the AVERAGE function as crect and then the answer will show. To do this you can click on the tick, press the Enter key on the keyboard to accept the fmula. Imptant note: once you start to type in a fmula, a drop down menu will appear. You can either igne and continue to type, double click the function you need. You will still need to enter the cell range. West Nottinghamshire College 59

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62 Method Two It is also possible to use the Insert Function dialogue box, to create an AVERAGE function. Select the cell where you want the fmula to be. Click on the Fmulas tab, click on the Insert Function button Library group and the Insert Function dialogue will open. in the Function If AVERAGE is not showing in the Select a function part, click on the arrow to the right of select a categy and click on All. Scroll down the list of functions until you find AVERAGE and click on it. Click on the OK button. The Function Arguments dialogue box will then appear. Check to make sure the crect cell range is showing in the Number 1 box. If not, type in the cell range you want to use. Click on the OK button and the AVERAGE function will be inserted into the cell. West Nottinghamshire College 61

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64 MAX function The MAX function finds the maximum largest number in the cell range that is entered into the function. Method One It can be typed directly into the cell. F example: =MAX(B4:B8) = tells the program it has to do a calculation. MAX (B4:B8) tells the program to look f the largest number in the cells named in the brackets. this is the cell range to be used; in this case it means all the cells from B4 to B8. You need to accept the MAX function as crect and then the answer will show. To do this, you can click on the tick, press the Enter key on the keyboard to accept the fmula. Imptant note: once you start to type in a fmula, a dropdown menu will appear. You can either igne and continue to type, double click the function you need. You will still need to enter the cell range. West Nottinghamshire College 63

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66 Method Two It is also possible to use the Insert Function dialogue box to create a MAX function. Select the cell where you want the fmula to be. Click on the Fmulas tab, then click on the Insert Function button Function Library group and the Insert Function dialogue will open. in the If MAX is not showing in the Select a function part, click on the arrow to the right of select a categy and click on All. Scroll down the list of functions until you find MAX and click on it. Click on the OK button. The Function Arguments dialogue box will then appear. Check to make sure the crect cell range is showing in the Number 1 box. If not, type in the cell range you want to use. Click on the OK button and the MAX function will be inserted into the cell. West Nottinghamshire College 65

67 MIN function The MIN function finds the minimum smallest number in the cell range that is entered into the function. Method One It can be typed directly into the cell. F example: =MIN(B4:B8) = tells the program it has do a calculation. MIN (B4:B8) tells the program to look f the smallest number in the cells named in the brackets. this is the cell range to be used; in this case it means all the cells from B4 to B8. You need to accept the MIN function as crect and then the answer will show. To do this, you can click on the tick, press the Enter key on the keyboard to accept the fmula. Imptant note: once you start to type in a fmula, a dropdown menu will appear. You can either igne and continue to type, double click the function you need. You will still need to enter the cell range. West Nottinghamshire College 66

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69 Method Two It is also possible to use the Insert Function dialogue box to create a MIN function. Select the cell where you want the fmula to be. Click on the Fmulas tab, then click on the Insert Function button Function Library group and the Insert Function dialogue will open. in the If MIN is not showing in the Select a function part, click on the arrow to the right of select a categy and click on All. Scroll down the list of functions until you find MIN and click on it. Click on the OK button. The Function Arguments dialogue box will then appear. Check to make sure the crect cell range is showing in the Number 1 box. If not, type in the cell range you want to use. Click on the OK button and the MIN function will be inserted into the cell. West Nottinghamshire College 68

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71 COUNT function The COUNT function counts the number of cells that contain numbers in the cell range that is entered into the function. There are other functions called COUNTA, COUNTBLANK and COUNTIF. We are not going to look at these in this infmation pack. It is the COUNT function you will need to use. Method One It can be typed directly into the cell. F example: =COUNT(B4:B8) = tells the program it has do a calculation. COUNT (B4:B8) tells the program to count the number of cells that contain numbers in the cell range that is entered into the function. this is the cell range to be used; in this case means all the cells from B4 to B8. You need to accept the COUNT function as crect and then the answer will show. To do this you can click on the tick, press the Enter key on the keyboard to accept the fmula. Imptant note: once you start to type in a fmula, a dropdown menu will appear. You can either igne and continue to type, double click the function you need. You will still need to enter the cell range. West Nottinghamshire College 70

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73 Method Two It is also possible to use the Insert Function dialogue box to create a COUNT function. Select the cell where you want the fmula to be. Click on the Fmulas tab, then click on the Insert Function button Function Library group and the Insert Function dialogue will open. in the If COUNT is not showing in the Select a function part, click on the arrow to the right of select a categy and click on All. Scroll down the list of functions until you find COUNT and click on it. Click on the OK button. The Function Arguments dialogue box will then appear. Check to make sure the crect cell range is showing in the Number 1 box. If not, type in the cell range you want to use. Click on the OK button and the COUNT function will be inserted into the cell. West Nottinghamshire College 72

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75 Gridlines It is possible to print a wksheet with without gridlines showing. To add remove gridlines: click on the Page Layout tab, then click in the View Print options on the Gridlines button in the Sheet Options group. click on the Page Layout tab and then click on the Page Setup dialogue box launcher. The Page Setup dialogue box will open. Click on the Sheet tab, click in the Print Gridlines box and a tick will show. Click the OK button and, when the spreadsheet is printed, it will have gridlines around all cells. West Nottinghamshire College 74

76 Header and footer At the top of the page above the text at the bottom of the page below the text, you can enter text images that will appear on all the pages e.g. the date, page numbers, the company logo and the file name. This is known as a header at the top and a footer at the bottom. The header and footer do not have to be on every page, even the same on each page, as this can be altered. To add a header footer: click on the Insert tab and click on the Header & Footer button in the Text group. click on the Page layout view button on the Status bar on the bottom of the screen. Excel then displays the wksheet in Page Layout view as displayed below. You can now enter into the Header and/ Footer by clicking where you want your entry to go (right, left centre) and then you can simply type the infmation, click on the buttons on the Headers & Footer Elements, Design tab toolbar. To close headers and footers and return to nmal view, click out of the header footer and then: click on the Nmal view button screen. in the status bar at the bottom of the West Nottinghamshire College 75

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78 Margins The margins are the edges around the page. To change the margins, click on the Page Layout tab and click on the Margins button in the Page Setup group. Either, click on one of the predefined margins, click on Custom Margins to open the Page Setup dialogue box to set your own margins. Click on the Margins tab. To change the margins either: click you use alter into the top, bottom, left right margin box and type the size would like, the up and down arrows to the margin. Click on the be changed. OK button and the margins will West Nottinghamshire College 77

79 The wksheet can be set so it prints hizontally and vertically centred on the page. To do this, under the Centre on page, click on both the Hizontally and Vertically options to add ticks, then click OK to confirm. West Nottinghamshire College 78

80 Maximise the window There are buttons in the top right cner of any window. They look like this This makes the window smaller and allows you to alter the size of the screen. This makes the window full screen size (maximised). Merge and unmerge cells It is possible to merge cells together in a wksheet. To do this, select the cells you want to merge, click on the Home tab and click on the Merge & Centre button in the Alignment group. To unmerge cells, select the cells you want to unmerge, click on the Home tab, click on the arrow to the right of the Merge and Centre button in the Alignment group and click on Unmerge Cells. Move around a wksheet using keys One cell up: Press UP arrow key. One cell left: Press LEFT arrow key. First cell used on a line: Hold down CTRL and press LEFT arrow key. One cell down: Press DOWN arrow key. One cell right: Press RIGHT arrow key. Last cell used on a line: Hold down CTRL and press RIGHT arrow key. West Nottinghamshire College 79

81 Open a new wkbook Click on the File tab, click New, click on Blank Wkbook and then click on Create press the enter key. press and hold down the Ctrl key and press N at the same time. A new wkbook will open. Open a spreadsheet Click on the File tab and click Open. The Open dialogue box will appear. Click on the arrow to the right of the Look in box. A drop down menu will appear. West Nottinghamshire College 80

82 Click on the location where the file is sted. Open any folders, if necessary. Continued on next page Then either: click on the file name, then click the Open button, double click on the filename. The file will then open. Open a spreadsheet with a passwd Open the spreadsheet as described in the Open a spreadsheet section of this infmation pack. If the file has a passwd to open it, a Passwd dialogue box will open. Enter the passwd crectly. The passwd is usually case sensitive. This means that you will need to enter capital letters and lower case letters in the crect places. Click the OK button and the file will open as usual. Open Microsoft Excel Click on the start button. Move the mouse to All Programs. A list of programs will show. Click on Microsoft Office. Open Microsoft Excel by clicking on it. A shtcut way to open Microsoft Excel If this icon is on your desktop, simply double click on it and Microsoft Excel will open. West Nottinghamshire College 81

83 Open the calculat Opening the calculat might be different, depending on the set up of your computer. Click on the start button. You may then have to move the mouse to All Programs. Find Accessies and click on the Calculat. Page ientation When a page prints out, you can choose which way you want it to be. This will alter the look of the printed document. It is imptant to think which way is most appropriate f your document. If a document is this way, it is called ptrait ientation. If a document is this way, it is called landscape ientation. West Nottinghamshire College 82

84 Continued on next page To change the page ientation: click on the Page Layout tab, then click on the Orientation button in the Page Setup group and choose Ptrait Landscape. click on the Page Layout tab, then click on the Page Setup dialogue box launcher. The Page Setup dialogue box will open. Click on the ientation you would like. Click on the OK button. Change the size of your spreadsheet when printed by increasing decreasing the % nmal size. It is also possible to adjust the size of your sheet so that it fits exactly on one page ( me if wanted). This is done in the Fit to box. West Nottinghamshire College 83

85 Print Befe printing from Microsoft Excel, it is always a good idea to check what your wksheet chart looks like in print preview. To print: Click on the File tab, then click on Print, hold down the Ctrl key and press P at the same time. The print choices will appear. Choose what you would like to print from the options using the drop down arrows. It is possible to enter a Page range of the pages you want to print. Choose how many copies you want to make using the Number of copies box. When you have chosen from all the options, click on the Print button. Print showing fmulas To print the fmulae entered into a spreadsheet, click on the Fmulas tab and click on the Show Fmulas button in the Fmula Auditing group. Print using the method shown above. To remove the fmulae, click on the Show Fmulas button again. West Nottinghamshire College 84

86 Print preview It is possible to print preview a document befe you print it. Click on the File tab, click on Print press and hold down Ctrl on the keyboard and then, whilst still holding the Ctrl key down, press P. The choices f printing will be shown on the left of the screen and the right of the screen will show a print preview of the document. It is possible to move through the document using the scroll bars on the far right of the screen click on the arrows at the bottom of the screen. It shows you how it will look befe you print it out. This means you will get a chance to alter it if it is wrong and not waste paper. West Nottinghamshire College 85

87 Resize and move a window There are buttons in the top right cner of any window. They look like this This closes the window. This minimises the window to a button at the bottom of your screen. This is an example of a button on the bottom of the screen. When you click on it, the window will display again. This makes the window smaller and allows you to alter the size of the screen. This makes the window full screen size (maximised). Move a window Click on if it is at the top right of the window. The window should then be smaller and not take up the whole screen. You can move a window to another place on the screen. To do this, click anywhere on the bar (title bar) to the left of the buttons, keep your finger on the button and drag the window. There are 6 dots on the bottom right cner of the window. Click on the dots. Keep your finger on the left mouse button and move (drag) the mouse until the window is the size you want. It will alter in width and length as you drag. You can also alter the size of the window by moving the mouse over the sides of the window until you get a double-ended arrow. Left click, keep your finger on the left mouse button and move (drag) the mouse until the window is the size you want. West Nottinghamshire College 86

88 Save Save the changes to a document Click on the File tab, click on Save and the changes to the document will be saved, click on the Save icon above the File tab, press and hold down Ctrl on the keyboard and, at the same time, press S. Save a document f the first time with a different filename Click on the File tab, click on Save As and the Save As dialogue box will open. Click on the arrow to the right of the Save in box. Choose where you want to save the document. In the File name box, type the name you want to call the document. Click on the Save button and the document will be saved. West Nottinghamshire College 87

89 Select a cell To enter infmation into a cell, you will need to select it first. To select a cell, you need to move the curs to the cell and use the mouse to click into it. You can also use the arrow keys on the keyboard to move to a different cell. See Moving around a spreadsheet using keys in this infmation pack. A black square appears around the cell when you click on it. This shows that the cell is selected. You can now type into the selected cell. Select a cell range It is possible to select me than one cell at a time. A group of cells is known as a cell range. It is possible to select cells across and down the spreadsheet at the same time. The cell range selected here is A4:B8. To select this cell range, click in cell A4, hold down the mouse button and drag the curs across the cells to cell B8. Note: the first cell you select will not be shaded like the rest, but it will still be included. West Nottinghamshire College 88

90 Select all the cells in a wksheet It is possible to select all the cells in a spreadsheet. This is very useful if you would like to change the fmat of the cells in the entire spreadsheet. F example, you can change the type of text in the spreadsheet from Times New Roman to Arial. To do this: click on the rectangle above the number 1 and to the left of the letter A, press Ctrl and A on the keyboard. West Nottinghamshire College 89

91 Select me than one cell range It is possible to select me than cell range at a time. If the cell ranges are next to each other, click on the cells and drag across all the cells you would like to select. If the cell ranges are not together, you will need to select them one at a time. To do this, click on and drag across the first cell range you wish to select, press and hold down the Ctrl key on the keyboard and, at the same time, click on the next cell range and so on until all the cell ranges you wish to select are selected. Do not take your finger off the Ctrl key until all the cell ranges you want are selected. Show fmulae entered into a spreadsheet Usually you would view a spreadsheet in Nmal view. This means that any fmulae entered into the spreadsheet will not show. The results of the fmulae when it has been wked out will show instead. It is possible to change the view to show the fmulae entered into the cells. To do this: hold down the Ctrl key and press the key at the same time. The fmulae should now be displayed. To switch back to Nmal view, hold down the Ctrl key and press the again, click on the Fmulas tab, then click on the Show Fmulas button in the Fmula Auditing group. key The fmulae should now be displayed. To switch back to Nmal view, click on the Show Fmulas button in the Fmula Auditing group again. West Nottinghamshire College 90

92 St recds in a spreadsheet It is possible to st data in a wksheet in alphabetical numerical der, ascending descending. Ascending: is the lowest to the highest number, A to Z. Descending: is the highest to the lowest number, Z to A. To st data, select the cells you would like to st: click on the Home tab, click on the St & Filter button in the Editing group, then click on either St A to Z St Z to A, click on the Data tab, click on either the St A to Z button the St Z to A button in the St & Filter group. St data by a specific range To st data by a specific range of cells, you first need to select the cells you would like to st. Click on the Data tab, click on the St button in the Editing group.. The St dialogue box will appear. Select if the data has headers. Choose what you would like to st by, st on and what der you would like. Click on the OK button. West Nottinghamshire College 91

93 Spelling Microsoft Excel has an option to check your spelling. To check your spreadsheet f spelling mistakes either: click on the Review tab, then click on the Spelling button Proofing group, press the F7 key. in the The Spelling dialogue box appears. The wd it thinks is spelt increctly appears in the Not in Dictionary box, and alternative wds are shown in the box under Suggestions. You can then choose to Igne, Change Add the wd to the dictionary. Once the spellchecker has gone through the spreadsheet, a dialogue box appears stating that the spell check is complete. Click on the OK button to close the dialogue box. Please be aware you will still need to proofread the document. The spell checker will not pick up wds which are not spelt crectly, but are in the dictionary. F example, if at has been entered instead of hat, it will not see this as an err. West Nottinghamshire College 92

94 Wksheets (insert, delete,) You can enter and edit data on several wksheets at the same time. You can also perfm calculations based on data in several different wksheets. When you create a chart, you can place the chart on the wksheet with the related data on a separate chart sheet. To insert a wksheet to a wkbook: click on the Home tab, click on the arrow under the Insert button in the Cells group and click on Insert Sheet, click on the Insert Wksheet tab at the bottom of the screen. To delete a wksheet from a wkbook: click on the Home tab, click on the arrow under the Delete button in the Cells group and click on Delete Sheet, right click on a sheet tab and click Delete. Rename a wksheet The names of the sheets appear on tabs at the bottom of the wkbook window. In a new wkbook they are named Sheet 1, Sheet 2 and Sheet 3. You can change the names of the sheets. To do this: click on the Home tab, click on the Fmat button in the Cells group and click on Rename Sheet, right click on the tab you would like to rename and click on Rename in the shtcut menu. Type in the new name and press the Enter key to accept the changes. West Nottinghamshire College 93