Work Sheet for Certification Exam IC 3 GS4 Module 2 Key Applications Lesson 9: Excel

Transcription

1 Work Sheet for Certification Exam IC 3 GS4 Module 2 Key Applications Lesson 9: Excel How to use this document. Follow the icons carefully Question you must answer. Action you must perform. Something you need to do on the computer Read very carefully. Important information! Understanding Basic Terminology (p ) An Excel worksheet is like a large piece of paper divided into rows (1-1,048,576) and columns (A-XFD).

2 A single Excel file containing one or more worksheets (Sheet1, Sheet2, Sheet3) A single report or tab in a workbook Intersection of a row and a column Column-by-row intersections designated by the column letter and the row number (A1, B3) Cell currently displayed Managing Workbooks (p ) Creating a New Blank Workbook The appears when you create a new WORKBOOK or open an existing one; named BOOK1. To create a new blank workbook, use one of the following methods: FILE tabnewdouble-click BLANK WORKBOOK; or Press CTRL + N Creating a New Workbook from a Template To create a new pre-designed workbook: FILE tabnewselect the type of WORKBOOKclick CREATE Entering Data in the Worksheet You can insert three types of data into WORKSHEET CELLS: Entering Text or Labels Text entries; default is left aligned Numeric entries; default is right aligned Cell references, arithmetic operators, and functions that perform operations on data Click a cell to select it and then type the entry. Labels can be up to 32,767 characters long. If a label is longer than the width of the cell, it will display past the column border. Entering Text or Labels Numbers are constant values such as dollars and percentages. When entering dates, you can enter them in a numeric form. The default format of the date value is.

3 Moving Around the Worksheet Saving Workbooks To save the changes made to an existing file, use one of the following methods: FILE tabsave; or On the QUICK ACCESS TOOLBAR, click (Save); or Press CTRL + S Opening Workbooks To open a file, use one of the following methods: FILE tabopen; or Press CTRL + O ; or FILE tab click a file from the list of RECENT WORKBOOKS Closing Workbooks To open a file, use one of the following methods: FILE tabclose; or Press CTRL + W or CTRL + F4 ; or Click the CLOSE button EXERCISE (p ) Manipulating the Contents (p ) Change cell contents by typing the new content, replacing the old information with the new entry. Selecting Cells The range or part of the WORKSHEET you want to affect must be indicated by pressing. A range can be one cell, several cells, or the entire WORKSHEET. Single cell Extend the selection Entire row Entire column Click the cell Click the first cell and drag to the end of the range; or click the first cell, hold the SHIFT key, and click the end cell in the range. Click the row HEADER when you see the Click the column HEADER when you see the

4 Entire worksheet Multiple rows Multiple columns Click the SELECT ALL button Click the cell, column, or row, hold the CTRL key, then click to select the next cell, column, or row Click the first row number and drag for the number of rows to select Click the first column letter and drag for the number of columns to select Using Undo or Repeat Like UNDO or REPEAT in Microsoft WORD, click the arrow next to the Copying and Moving Data You can copy or move cell contents from a different part of the same worksheet, another worksheet in the same WORKBOOK, or a worksheet in a different WORKBOOK. Changing the Column Widths If you enter a number or date that exceeds the column width, Excel display # symbols within the cell. Changing the cell width sufficiently shows the full value. A Column width can between zero and 255 characters. To change the width of a column, use one of the following methods: HOME tabcells groupclick FORMAT and the COLUMN WIDTH; or Positon the mouse pointer on the line at the right edge of the column header to be adjusted; when you see a thick horizontal double-headed crosshair, click and drag to required width. Adjusting the Row Height To adjust the row height, use one of the following methods: HOME tabcells groupclick FORMAT and the ROW HEIGHT; or Positon the mouse pointer at the bottom edge of the row header to be adjusted; when you see a thick vertical double-headed crosshair, click and drag to the height required. Manipulating Rows, Columns, or Cells Inserting Rows, Columns, or Cells To insert a column to the left of the selected column, use one of the following methods: HOME tabcells groupclick the arrow for INSERT, and then INSERT SHEET COLUMNS; or Press from the numeric keyboard; or Right-click the selected column and then click INSERT

5 To insert a column above the selected column, use one of the following methods: HOME tabcells groupclick the arrow for INSERT, and then INSERT SHEET ROWS; or Press from the numeric keyboard; or Right-click the selected column and then click INSERT Deleting Rows, Columns, or Cells To delete a selected column, use one of the following methods: HOME tabcells groupclick the arrow for DELETE, and then DELETE SHEET COLUMNS; or Press from the numeric keyboard; or Right-click the selected column and then click DELETE To delete the selected row, use one of the following methods: HOME tabcells groupclick the arrow for DELETE, and then DELETE SHEET ROWS; or Press from the numeric keyboard; or Right-click the selected column and then click DELETE Managing Worksheets A WORKBOOK is a collection of WORKSHEETS. WORKSHEETS can be renamed, added, deleted, copied, and moved within a WORKBOOK. Naming Worksheets To rename a worksheet tab, use one of the following methods: HOME tabcells groupformat then RENAME SHEET; or Double-click the sheet tab and then type the new name. Inserting or Deleting Worksheets To INSERT a new worksheet tab, use one of the following methods: HOME tabcells groupinsert then INSERT SHEET; or In the sheet tabs area, click (New Sheet) to automatically add a worksheet at the end of the current worksheet tabs; or Press ; or Right-click the tab where you want to place the new sheet, click INSERT WORKSHEET, and click OK. To DELETE a new worksheet tab, use one of the following methods:

6 HOME tabcells groupclick the down arrow for DELETE, and then DELETE SHEET; or Right-click the sheet tab and click DELETE. To MOVE a worksheet to another location, use one of the following methods: HOME tabcells groupformat, and then MOVE OR COPY SHEET; or Right-click the worksheet tab to be moved and click MOVE OR COPY; or Click and drag the worksheet tab to its new location. Creating Simple Formulas (p ) A FORMULA is a calculation using numbers (or other data) in a cell or from other cells. To begin a FORMULA in any cell, you must type an. Excel calculates FORMULAS in (Please Excuse My Dear Aunt Sally) PEMDAS. Using Common Built-In Functions Excel provides over 300 built-in functions for math and data operation. The format is =FUNCTION(numbers or values or cell reference). =SUM =AVERAGE =MIN =MAX =COUNT Cell ranges in a function should be indicated as follows: <first cell address>:<last cell address> Examples: A10:B15 C5:C25 AUTOSUM on the HOME tab in the EDITING group selects the range of cells immediately above or to the left of the current cell. Using the arrow next to AUTOSUM displays other common built-in functions. Using Absolute and Relative Addresses Most FORMULAS are RELATIVE: you copy a formula with a cell address and paste it to another cell, Excel will automatically adjust the cell references in the pasted cell to reflect the new location. An ABSOLUTE cell address refers to an exact or FIXED location on the worksheet.

7 The denotes an ABSOLUTE reference (i.e. $A$7) for both the A column and the 7 th row. What Does Formatting Mean? (p ) To FORMAT selected cells that contain values, use one of the following methods: HOME tabnumber groupclick the NUMBER FORMAT dialog box launcher, and then choose the appropriate option from the CATEGORY list; or HOME tabnumber groupclick the arrow for NUMBER FORMAT, and click the FORMAT required; or Click on of the commonly-used number format buttons in the NUMBER group of the Changing Cell Alignment HOME tab. ALIGNMENT is the position of data within a cell. You can align horizontally and vertically. Use to center a text LABEL across several cells (i.e. HEADING). To change the ALIGNMENT for selected cells, use one of the following methods: HOME tabalignment group, click the alignment option required; or HOME tabalignment groupalignment SETTINGS dialog box launcher and then choose the alignment option from the ALIGNMENT tab Changing Fonts and Sizes A FONT is a typeface or text style. To FORMAT selected cells, use one of the following methods: HOME tabfont group, click the desired FONT; or HOME tabfont group, click the FONT SETTINGS dialog box launcher, and then choose the appropriate option from the FONT tab; or Press and choose the appropriate option from the FONT tab Applying Cell Borders BORDERS separate groups of data to improve legibility. To apply a BORDER to a cell, use one of the following methods:

8 Using Cell Styles HOME tabfont group, click the arrow for (Borders); or HOME tabfont group, click the FONT SETTINGS dialog box launcher, click the BORDER tab, and then choose the option you want. Like Microsoft WORD, a STYLE in Excel is simply a grouping of specific format settings (such as for a cell. Using the Spell Checker (p ) To activate the SPELLING feature on text labels use one of the following methods: REVIEW tabproofing groupspelling; or Press Sorting or Filtering Data (p ) In Excel you can SORT data by columns or rows. If you only need to SORT by ONE COLUMN, Excel has two buttons for this: DATA tabsort & FILTER group, slick SORT A to Z or SORT Z to A; or HOME tabediting groupsort & FILTER Filtering Information To locate information quickly in a WORKSHEET is to use a FILTER to hide the records you do not want. The quickest and easiest way to FILTER data in Excel is to use the AutoFilter tool. To activate the FILTER command, on the DATA tabsort & FILTER groupfilter To clear a FILTER, use one of the following methods: DATA tabsort & FILTER group, click CLEAR; or AutoFilter buttonclear FILTER FROM Working with Charts (p ) A CHART is a pictorial representation of data in a WORKSHEET. You create a CHART by selecting data from the WORKSHEET; then select the type of CHART. To create a CHART, select the cell range for the CHART and then, INSERT tabcharts groupchart type

9 Selecting Chart Types The type of CHART you select will depend on what you are trying to show. LINE charts are better for trends; BAR charts are better for volume; and, PIE charts are best for showing portions of a total. Getting Ready to Print (p ) The VIEW tab offers a number of tools to facilitate different views: Customizing the Printout To PREVIEW the print of a WORKSHEET, click FILE and the click PRINT. On the PAGE tab of the PAGE SETUP dialog box you can change the page characteristics: ORIENTATION, SCALING, PAPER SIZE, PRINT QUALITY, and FIRST PAGE NUMBER. Page Settings

10 Margins Tab To set the margins and position the print output on the page use the MARGINS tab on the PAGE SETUP dialog box. Header/Footer Tab Excel provides several HEADER or FOOTER options. Sheet Tab print. The SHEET tab in the PAGE SETUP dialog box allow you to specify how the WORKSHEET will Printing the Worksheet To print a WORKSHEET, click the FILE tab, and click PRINT.