Excel 2000 MICROSOFT. Level 1. Version N2

Transcription

1 MICROSOFT Excel 2000 Level 1 Version N2 ICT Training First Floor, Victoria House Queen Alexandra Hospital Cosham PO6 3LY Tel: ext: ICT.Training@porthosp.nhs.uk Website: ICT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication but cannot be held responsible for any errors or inaccuracies. ICT TRAINING reserves the right to change or replace information contained in the manual without notice. For the most up to date version please refer to the ICT Training website.

2 CONTENTS 1. GENERAL COURSE INFORMATION THE EXCEL 2000 ENVIRONMENT The Menu Bar Toolbars... 5 Sheet Navigation Quick Navigation Methods Workbooks Worksheets CREATE, OPEN, AND SAVE AN EXCEL WORKSHEET Starting a New Workbook Opening Existing Workbooks Saving Workbooks Adding A new Worksheet Deleting a worksheet Naming a worksheet ENTERING DATA INTO CELLS Entering Data USE SIMPLE FORMULAE AND FUNCTIONS Formula To Create a Formula by Typing Operators Order of Evaluation Functions Typing the Function Manually Using the Formula Bar Using Paste Function Sum Function Average Function Min, Max Functions Count Function NAMING CELL RANGES The name box...19

3 6.2. Naming a range of cells Cell ranges in functions Finding a particular cell or cell range using the name box Deleting a named cell range FORMAT NUMBERS Basic Number Formats Advanced Number Formatting FORMAT CELLS COLOUR, SHADING AND BORDERS The Formatting Commands Aligning Cell Contents To change data/text alignment Changing Fonts & Attributes Selecting Columns & Rows Adding Borders & Shading To Add Borders To Add Shading and Patterns Using the Format Painter Using the AutoFormat Command USE ABSOLUTE AND RELATIVE CELL REFERENCES Absolute References ADD AND DELETE ROWS AND COLUMNS Adding Columns and Rows Deleting Columns and Rows ADJUST ROW AND COLUMN HEIGHT, WIDTH, BORDERS AND SHADING Widening Rows and Columns CLEAR CELLS, CUT, COPY, PASTE, DRAG AND DROP Copying Data Moving Data Drag & Drop To Copy Data by Dragging AutoFill Using the Clipboard USE THE FIND AND REPLACE FUNCTION Find and Replace...38

4 14. PAGE SETUP Printing Selections/Sheets/Books Print preview Aligning the Printout To Centre the Worksheet on the page Headers, Footers & margins Adding Headers & Footers To Fit the Worksheet to the Page Print Titles FAULT REPORTING Out of office hours ICT TRAINING CANDIDATE APPEALS PROCEDURE VERSION CONTROL/LOG...46

5 1. GENERAL COURSE INFORMATION COURSE TITLE METHOD OF TRAINING DURATION EXCEL 2000 LEVEL ONE Classroom 6 hours (2 half-days) PRE-REQUISITES Using Your Computer at Work Levels 1, 2 and 3 Or successful completion of an on-line skills test ABOUT THE COURSE This course covers basic Excel skills, including opening, closing, saving and printing an Excel worksheet. The course covers the basic skills needed for using Excel to enter and format data to produce simple spreadsheets. This course allows the attendees hands-on practical experience with the help and guidance of a trainer. SUITABLE FOR Those who are new to Microsoft Excel. OBJECTIVES This course will enable the student to: 1. Create, open, save and print an Excel worksheet. 2. Enter data into cells. 3. Use simple formulae and functions. 4. Formatting cells, borders and shading. 5. Use absolute cell references 6. Add and delete rows and columns. 7. Adjust row and column height & width, 8. Clear cells, cut, copy, paste, drag and drop. 9. Use the find and replace function. 10. Use page setup to adjust page size, orientation, margins, and insert headers & footers. 4

6 11. Print Excel worksheets 2. THE EXCEL 2000 ENVIRONMENT When you first start the Excel application, you will see a screen image that looks something like the one in the picture below - some of the important areas are marked. Microsoft Excel Title bar Menu bar Standard toolbar Workbook Title bar Name Column and row Formula Bar Formatting Workbook window Vertical scroll Sheet tab Horizontal scroll Office Assistant Status bar Windows Taskbar 2.1. The Menu Bar Is one way that you can select an action to be performed - such as saving the file. It contains dropdown menus. A dropdown menu does what its name implies - it drops down its contents for you to see when you select it. You can select a menu by clicking onto its name. The items that you see on a menu are called commands Toolbars Are another way of selecting commands to be performed - people often find this easier than using a dropdown menu. However, not all of the available commands are shown on the standard toolbars. Toolbars can be docked side by side in this version of Microsoft You can view any hidden buttons by clicking onto the reveal arrow. 5

7 Office and this can result in not all buttons being visible as illustrated here. 6

8 If you re not sure what action a button will perform, just hover over the button with your mouse (don t click any mouse buttons) and a tooltip will appear - a brief description of the button. This is the button (sometimes referred to as an icon) to Save a file... This is the first toolbar. Its name is standard This tooltip is being shown as a result of keeping the mouse over the button (icon) but without clicking any mouse buttons This is a second toolbar (its actually the formatting toolbar) but you cant see all of the icons there isn t room to display them all on one line when it is docked alongside another toolbar Name Box Formula Bar The Name Box - shows you which is the active cell (the cell that is currently selected and where data would appear if entered). This may show a cell reference (column letter followed by row number of the cell) or a name such as total. Cells are sometimes given names to make navigating to them easier. The Formula Bar - as you type data into Excel, it will appear to be in two places - the active cell and the formula bar. At this point - we ll refer to it as cell edit mode - the data does not really exist in the cell - you could press the Esc key on the keyboard or the red cross on the formula bar, and the text would disappear. To complete the cell edit, you must enter the data into the cell. You can do this by a variety of means: by clicking onto the green tick on the formula bar by pressing the enter or return key on the keyboard by pressing the tab key by using one of the cursor control buttons on the keyboard by clicking the mouse button onto another cell (not recommended) Once data has been entered into a cell, you can edit it again by: clicking into the formula bar with the mouse by double-clicking the cell itself. by pressing the F2 key on the keyboard 7

9 Sheet Navigation Use the Sheet Navigation Buttons to perform a scrolling action on the sheet tabs. When you first create a workbook, it will open with 3 worksheets. As you add more sheets to the workbook, you will need to use the sheet navigation buttons to move amongst them. Scroll to the very first sheet Scroll one sheet leftwards Scroll one sheet rightwards Scroll to the very last sheet Scroll Bars allow you to move up/down/left/right within the active sheet. There are 65,536 rows and 256 columns in each sheet so you might want to memorise some of the quick navigation methods listed below Quick Navigation Methods Navigation method Move to the beginning of the worksheet Move to the beginning of the current line Move to the last cell on the worksheet, which is the cell at the intersection of the right-most used column and the bottom-most used row (in the lower-right corner); cell opposite the Home cell, which is typically A1 Move to the end of the current line Move down one screen Move up one screen Move one screen to the right Move one screen to the left Shortcut key combination Ctrl+Home Home Ctrl+End End Page Down Page Up Alt+Page Down Alt+Page Up 2.4. Workbooks An Excel file is called a Workbook. You may have several workbooks open at the same time - each in its own window. Inside a workbook there are worksheets - from 1 to 255 worksheets in each. The worksheets contain your data and formula. 8

10 2.5. Worksheets A new Excel 2000 workbook will open with 3 worksheets you can control how many worksheets new books will contain via the Tools, Options menu, General tab. You can change this setting to any number between 1 and 255 but as a general rule, keep the number of sheets in the book to a minimum for optimum performance. New worksheets can be added to a workbook at any time, up to a maximum of 255 in a single book. Using multiple worksheets can help you to organise your data effectively. For example, you might use 12 different sheets for monthly data Each sheet has 65,536 rows and 256 columns, making a staggering 16,777,216 cells! Each column has a letter and each row a number. Together, they make the cell reference column letter, followed by row number. Cell Reference: A1 Cell Reference: C5 The worksheet that you are currently working on is called the Active Sheet. The cell that you are currently working with is called the Active Cell. 9

11 3. CREATE, OPEN, AND SAVE AN EXCEL WORKSHEET 3.1. Starting a New Workbook Excel will normally start with a fresh workbook ready for use. However, you can create new workbooks at any time by clicking on the new icon on the standard toolbar, Or you can select File and click the new/blank workbook option or use the keyboard shortcut method of Ctrl+n Opening Existing Workbooks If the workbook that you want to open has been used recently, you may find it on the Recently Used File List which is shown at the bottom of the File menu. To use a file from this list, simply click onto its name once with the left mouse button. To open a new file: Click on the open icon on the standard toolbar, and the open box will appear. Navigate to the area of the computer where the file is saved by clicking the drop down arrow in the look-in box and select from the list. Or you can select File and click the open option or use the keyboard shortcut method of Ctrl+o 3.3. Saving Workbooks To save a workbook select file and save (or save as to save a previously saved file with a different name) or click the save button. You will be prompted to choose where on your computer you want to save your new file to. Click the drop-down arrow in the save-in box and select a location from the list. Once you have chosen where you want to save your file, give the file a name and click save. 10

12 You can also use the keyboard shortcut method of Ctrl+s 3.4. Adding A new Worksheet New Excel workbooks by default contain three worksheets. New worksheets can be added and appear to the left of the active sheet. You can insert a worksheet by clicking on the Insert menu and selecting worksheet, or right-clicking on a worksheet tab and selecting insert from the pop-up menu Deleting a worksheet To delete a worksheet either right click on the sheet tab you want to delete and select delete from the pop-up menu. You can also delete a worksheet by selecting the worksheet for deletion and click on the edit menu and select delete sheet, the sheet on the screen will then be deleted Naming a worksheet Each worksheet in the book will have an assigned name of Sheet 1, Sheet 2, Sheet 3 etc. However, you may prefer to assign your own, meaningful names. Sheet names can include multiple words and spaces. To rename a sheet click on Format on the menu toolbar and select Sheet and then rename. OR Double-click on the sheet tab you want to rename, type in the new sheet name and press enter. 11

13 4. ENTERING DATA INTO CELLS 4.1. Entering Data When data (letters or characters) is entered into a cell, it will be left-aligned if it is characters and right aligned if it is numbers. Data must be entered into a cell after it has been typed. The normal methods for doing this are: Using the cursor movement keys Pressing the Enter or Return key to move one cell down Pressing the Tab key to move one cell to the right Clicking the green tick button the formula bar As you begin typing into a cell, the text that you type will appear to be both in the cell and in the formula bar. If you were about to begin to type a row of data, using method A (left) would be very time consuming as you would need to re-position the active cell before each entry. There are two other methods you could consider. AutoComplete can also help to speed up data entry. When data is being typed into a cell, Excel will check other cells in the column to look for a match. If it does find a match, the matching word will be offered into the cell. To accept the offered word, just complete the cell entry in your chosen manner (e.g. pressing Enter). To type a different word, simply ignore the offering and continue to type. As soon as Excel detects a different letter pattern, it will erase the offered match word. 12

14 5. USE SIMPLE FORMULAE AND FUNCTIONS 5.1. Formula Formulas perform operations such as addition, multiplication, and comparison on values contained in the worksheet cells; they can also combine values. Formulas can refer to other cells on the same worksheet, cells on other sheets in the same workbook, or cells on sheets in other workbooks. Some rules about formula: Always begins with an equals (=) sign Any values produced by a formula will automatically change when any of its component values change Can contain cell addresses or constant values. For example: =A1*2 multiply the contents of cell A1 by 2 =A1+B1 add the contents of cells A1 and B1 Has an Order of Evaluation When a cell containing a formula is copied, the formula itself is normally pasted into the target cell (not the result of the formula though this can be done using Paste Special) 5.2. To Create a Formula by Typing Ensure that the cell you want the formula to be in, is active Type an = sign from the keyboard Type operands (numbers or cell references) and operators Press Enter when finished 5.3. Operators Operators are the symbols that represent mathematical or logical operations. Operator Function Example Result * Multiply =2*3 6 / Divide =10/2 5 + Add = Subtract = Order of Evaluation In a formula containing more than one operator, it will be resolved first by the Order of Evaluation and second by sequence (left to right). The Order of Evaluation is a priority list of Operators: B O D M Brackets Off Divide Multiphy 13

15 A S Add Subtract 14

16 In the sample formula: = 10 2 * 2 The answer would be 6 because the multiplication part of the formula would be resolved first since it appears higher in the Order of Evaluation. (2*2 = 4, 10-4 = 6) However, the use of brackets to separate elements in the formula can override the Order of Evaluation. Using the same sample formula but placing brackets around the subtraction element: = (10 2) * 2 would give a very different result, 16. This is because the subtraction element has been forced ahead of the multiplication (10 2 = 8, * 2 = 16) 5.5. Functions Functions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure. For example, the SUM function adds values or ranges of cells. The structure of a function begins with the function name, followed by an opening parenthesis (bracket), the arguments for the function separated by commas, and a closing parenthesis. There are several ways of entering a function Typing the Function Manually If you are familiar with the function(s) that you re entering, it may be quicker for you to simply type it directly into a cell, e.g. =sum(a1:a4) which adds all the numbers in the range A1 to A Using the Formula Bar a 15

17 When you click onto the = sign on the formula bar, a list of commonly used functions is supplied in a dropdown box on the left hand side (a). Pick a function from the list, or select the More Functions entry to move to the Paste Function dialogue (see next page). If you choose a function from the list, the function palette is displayed: You may type entries into this dialogue or point and shoot clicking onto the cells/ranges in the spreadsheet itself. To assist you, the palette can be collapsed away or reinstated via the range finder Using Paste Function To see a list of all the available functions, use the toolbar button paste function You will also see this dialogue if you select more functions from the formula bar. Choose a category from the left hand column Select a function name from the right hand column. A brief description of the function is displayed use the help button for more information. Click OK and the function Arguments box is displayed. Here the paste function will automatically insert what it believes to be the correct cell reference for the function you have chosen. If the cell references are incorrect they can be deleted and manually re-entered either by being typed in or by clicking and dragging over the relevant cells in the worksheet. 16

18 The paste function will provide a description of what range of cells need to be entered as each box is selected Sum Function The AutoSum function will add up a range of cells automatically without the need of providing cell references. There is a shortcut Icon on the standard toolbar for the autosum function. To use this method, click into a cell at the end of the range to be summed and click onto the autosum button. Excel will suggest a range to be summed based on the position of the active cell this is usually pretty accurate and if the suggestion is correct, all you need to do is press Enter. If you do want to change the suggested range, simply drag the mouse over the new target range before pressing Enter. In the example shown here, =SUM(A1:A5) a sum is being made of range A1 to A5 the colon between the two cell references is known as a union. If you want to sum cells that don t form a linear range, you separate the cell references by a comma, for example: =SUM(E9:E10,A1:A5) Average Function Use =Average( ) in the same way as Sum to get an average for a range of cells. Other related functions include: Median (to find the middle number in a set of numbers) and Mode (to find the most frequently occurring number in a set of numbers). 17

19 5.11. Min, Max Functions =Min( ) and =Max( ) will find the smallest or largest number in the selected range Count Function Where sum will add the values of a range, count will simply count the number of values. Related functions include: Countif - only count the cells if they meet certain conditions, e.g. =COUNTIF(B1:B5,">0") only count if the cell value within the cells are greater than zero. Countblank count only the blank cells in a range, e.g. 18

20 6. NAMING CELL RANGES 6.1. The name box The cells in a spreadsheet all have individual names. When a cell is selected, the name in which to identify that cell appears in the name box, which is located to the left of the formula bar at the top of your worksheet. This cell name is referred to as the cell reference Naming a range of cells Naming a range of cells can make a specific area of a worksheet easier to find and identify, they can also make formulas easier to construct. Highlight the range of cells you want to name With the cell range still highlighted click once in the name box The current cell reference (name) will turn blue. Type the name you want to call the range and press enter. The highlighted range of cells will then be named Select the name box drop down arrow The named range will appear in the drop down list Named ranges can not contain spaces in the title. If you want to give a cell range a name with the length of more than one word you will need to use an underscore symbol _ as you would a space. E.g. monthly_totals 6.3. Cell ranges in functions 19

21 Named ranges are used frequently in formulas because they can make writing the formula or function easier. The formula is written in the same way it normally is, with the named cell range replacing the regular cell range. For example a sum function containing a regular cell range would look like this: =SUM(C11:G11) But a sum function containing a named cell range would look like this: =SUM(monthly_totals) 6.4. Finding a particular cell or cell range using the name box As well as identifying individual cells and ranges of cells, the name box can be used to locate a particular cell or cell range within the entire spreadsheet file. Select the cell range you want to locate from the name box drop down list The window will jump to that area of your Excel file, whatever sheet it is on, and highlight the required cells. To find an individual cell simply type into the name box the name of the cell you want to find and press enter. The Excel window will move to and highlight the desired cell. 20

22 6.5. Deleting a named cell range Select the Insert menu and select Name from the drop down list Then click Define from the sub drop down list The define name pop-up box appears Select the named range you want to delete Press the delete button The define name function can also be used to create new named ranges, using the refers to button at the bottom of the pop-up box. 21

23 7. FORMAT NUMBERS 7.1. Basic Number Formats When typing numerical data into the spreadsheet, enter it in its raw form that is no pound signs, percentage symbols etc., just the number itself. Number formatting is then applied to display the number in any way that is desired. For example, the number 5 could have formatting applied to appear as any of the following: 5, 5.00, 500%, or even 5/1/1900. Excel will apply some interpretive formatting for example, typing 6/5 would result in Excel applying a date format to display the date 6 May. It is important to remember that this is just as much a format as, say, applying some background colour to a cell since pressing the delete key on the keyboard will remove cell contents but not cell formatting. To remove the formatting from a cell, use the Edit, Clear, Formats menu. Some common formatting options are shown on the formatting toolbar: Currency Percentage Comma Separated Thousands Increase Decimal Places Decrease Decimal Places Other formatting options will be found via the Format, Cells menu, Number page tab, for example: To show negative numbers in red click onto one of the style options listed. 22

24 For formats related specifically to monetary values, use either the Currency or Accounting category. Both offer options for the number of decimal places and a currency symbol (default, ). Currency Accounting The key difference between currency and accounting formats is that the currency symbols are aligned in the accounting format as shown in the comparison example here this often makes for easier reading Advanced Number Formatting As well as using the predefined number formats that are available you can create your own number formats, for example if you need to add text to a number format, add leading zeros, or use a default colour for certain numbers. To Create Number Formats Select the required cell(s) Select Format, Cells Click on the Number tab Select Custom category In the Type box, type the required format Click OK. NOTE: It is easier to base your new code on one of the existing number codes that is close to what you want. The following characters can be used in number formats: # displays only significant digits; does not display insignificant zeros. 0 (zero) displays insignificant zeros if a number has fewer digits than zeros in the format.? adds spaces for insignificant zeros on either side of the decimal point, so that decimal points align. 23

25 There are 2 sections to a number code separated by a semi colon. The first section is for positive numbers, and the second is for negative numbers. Some examples are listed below: To Display Use this format Code as ####.# 8.9 as # as # 12 as 12.0 and as #.0# , and 2.8 with aligned???.??? decimals as 12,000 #,### as 12 #, To set colour Type the colour in square brackets at the beginning of the code e.g.[cyan], [RED] etc To add text into the number format Any text must be enclosed in e.g. #.## DM 24

26 8. FORMAT CELLS COLOUR, SHADING AND BORDERS 8.1. The Formatting Commands Most of the formatting commands in Excel are to be found in the menu choice Format, Cells. This command opens a 6 page dialog box (right) which has the following page tabs: Tab Divisions Description Number Category = The type of numbers and how they are displayed. Alignment Horizontally = Vertically = Orientation = Wrap text = Font Font = Style = Size = Colour = Underline = Border Border = Style = Patterns Colour = Pattern = Protection Locked = Hidden = Right, left, centre, centre across range. Top, middle, bottom, justify Read up, down or normal Wrap a larger amount of text in a single cell. The choice of font Bold, italic etc. Height in points Colour of text none, single, double etc. Placement plain, dotted etc. Selection of colours Selection of patterns Covered at a later stage. Formulas hidden when sheet is protected. 25

27 8.2. Aligning Cell Contents By default, Excel 2000 aligns text on the left and numbers on the right. Excel allows you to align data in cells both horizontally and vertically as well as at many other angles. To align data, you have to use the Alignment page of the Format Cells dialog box, shown below. To set your own alignments select an alignment option from the Horizontal drop down list (vertical for cells with wide height). You can apply the formats to a single cell or a range of cells To change data/text alignment Open the Format Cells dialog box. Click the Alignment tab. Use the orientation control needle to select an angle if required. Select the Horizontal alignment from the drop down menu. Select the Vertical alignment from the drop down menu. Consider the Wrap text option. Click OK Changing Fonts & Attributes A Font is the style of lettering used for text and numbers. The Font used in Excel is normally Arial, 10pt, Regular. Attributes are the way a font may be changed such as by adding bold, italics, underline etc. You can change both of these using the Fonts tab in the Format, Cells dialog box Selecting Columns & Rows Use the following methods to select Columns and Rows Selection Select Whole column Select range of columns Select columns not next to each other Select Whole row Action Click on column letter Click on the first column letter and drag across the column letters Click on the first column letter, hold Ctrl and click on another column letter. Click on the row number 26

28 Select a range of rows Select rows not next to each other 8.6. Adding Borders & Shading Click on the first row number and drag downwards Click on the first row number, hold Ctrl and click on another row number. The Borders and Shading (or Patterns) options are available when you select Format, Cells from the menus. The range of colours available is very wide but remember that unless you have a colour printer these will not be of much use. It is also useful to note that too dense a pattern will obscure the text To Add Borders Select the required cell(s) Select Format, Cells Click on the Border tab Select the line style, border and position required. Click OK NOTE: The border tool on the formatting toolbar retains the last choice made. You can drag the border tool onto the worksheet to make it easier to use To Add Shading and Patterns Select the required cell(s) Select Format, Cells Click on the Patterns tab Choose a colour Click the down arrow in the Pattern box and choose the desired pattern Click OK. NOTE: You can use the fill colour tool to shade cells with solid colour. 27

29 As an alternative, once you have selected the cells you want to colour or add border(s) to, the toolbar method might be quicker, Clicking these buttons produces tear off palettes or smaller toolbars, illustrated below. When you are finished with a palette, simply click its Close button. TIP! Apply patterns before borders, otherwise the borders will be overwritten and will have to be reapplied. 28

30 8.9. Using the Format Painter The Format Painter is a feature within Excel which you will find extremely useful, particularly when formatting a worksheet. With this you can paint many attributes onto a cell or range of cells at once. There are times when you format a cell and then realise that you should have formatted a whole range. At this point you can click on the Format Painter icon while in the cell you have just formatted then paint the formats onto the range Using the AutoFormat Command The AutoFormat Command allows you to apply a pre-designed style to your spreadsheet. This can be a quick way of producing a professional output. Make sure that you are clicked in a table or data list. Select Format, AutoFormat from the menus. Use the cursor movement keys to scroll through the range of AutoFormats available then select one of your choice. Repeat the above and try some of the other formats. If you wish you can select the style none but this will remove all formatting and return you to the basic sheet. 29

31 9. USE ABSOLUTE AND RELATIVE CELL REFERENCES 9.1. Absolute References Whereas a Relative Reference holds a positional value, and will update itself when copied to a new location, an absolute reference does the opposite. An absolute reference always refers to the same cell when copied to a new location and does not change. This is useful when a calculation refers to the contents of one cell in particular, like in the example below where the calculations in row 13 refers to the VAT rate in b3. The cell reference B3 has been formatted as an absolute reference so that when the calculation is copied across to other cells, B3 remains the same. The first part of the formula is relative (C12). It updates when it is copied to a new location shown here as D12, E12 and F12. The second part of the formula is Absolute. Its value will always be found in Cell B3. The $ signs before and after the column letter of the cell reference shows that this is an absolute cell reference. A relative cell reference: B3 A absolute cell reverence: $B$3 The $ signs in the absolute reference can either be typed or can be inserted by pressing the F4 key. The F4 method: Type in the formula as normal In the formula bar click your cursor between the column letter and row number of the formula Press F4 on your keyboard $ Symbols will be inserted before & after the letter Press enter The cell reference B3 is now absolute and can be copied to other cells with out changing. 30

32 Each time the F4 key is pressed, it will cycle through all of its possible settings: Absolute $B$3, Absolute Row B$3, (where only the row is absolute), Absolute Column $B3 (where only the column is absolute) and Relative B3. The absolute reference is maintained even when the formula has been cut and pasted. 31

33 10. ADD AND DELETE ROWS AND COLUMNS Adding Columns and Rows Inserting columns To insert a single column right click the column label of the column immediately to the right of where you want to insert the new column and choose Insert from the menu. To insert multiple columns, select columns immediately to the right of where you want to insert the new columns. Choose Insert from the menu. Select the same number of columns as you want to insert. As an alternative, use the menu Insert, Columns Inserting rows To insert a single row, right click the row label and choose Insert from the menu. The new row will be inserted above the selected row. To insert multiple rows, select the number of rows you want to insert and right click choose Insert from the menu. As an alternative, use the menu Insert, Rows Deleting Columns and Rows Select the column or row to be deleted and use the right mouse button, choosing Delete from the pop up menu. As an alternative, use the Edit, Delete menu. The methods for working with rows and columns are exactly the same. The drag and drop methods use a column or row boundary: 32

34 11. ADJUST ROW AND COLUMN HEIGHT, WIDTH, BORDERS AND SHADING Widening Rows and Columns The methods for working with rows and columns are exactly the same. The drag and drop methods use a column or row boundary: Column boundaries Row boundaries To widen a single column Drag the boundary on the right side of the column heading until the column is the width you want. To Fit the contents To make the column width fit the contents, double-click the boundary to the right of the column heading. To do the same for several columns, select all the columns then doubleclick a boundary to the right of one of the column headings. Change multiple columns To change the column width for multiple columns, select the columns you want to change, and then drag a boundary to the right of a selected column heading. To change the column width for all columns on the worksheet, click the Select All button, and then drag the boundary of any column heading. Manually change the width To manually change the width, select the column, use the menu Format, Column, Width to enter a number. Copy a width To copy the width of one column to another, select a cell in the column, click Copy on the Standard toolbar, and then select the target column. On the Edit menu, click Paste Special, and then click Column widths. 33

35 12. CLEAR CELLS, CUT, COPY, PASTE, DRAG AND DROP Data can easily be moved or copied from one location to another, either on the same worksheet, or onto another worksheet in the same file Copying Data Using the Copy and Paste commands, Excel allows you to paste data as many times as required. To Copy data Select the data to be copied Select Edit, Copy or click on the copy icon A dotted outline displays on the edges of the selected area and the Status bar at the bottom left corner describes the next steps to take. Click onto the first cell of the new location Select Edit, Paste, or click the paste icon Press Enter for one copy, or repeat steps 3 to 4 for more copies of the same data. On completion press Esc to cancel any further copies Note: If Enter has been pressed to paste the copy, no further copies can be placed without repeating steps 1 to Moving Data Data can be moved from on location to another either on the same worksheet or on another worksheet by using Cut and Paste. To Move Data Select the data to be moved Select Edit, Cut or click on the Cut Icon Select the first cell of the new location Select Edit, Paste or click on the Paste Icon Drag & Drop As well as using the cut, copy and paste features to move and copy data, you can use drag and drop, which enables you to drag data from one location to another on your worksheet. To Move Data by Dragging Select the data to move Position the mouse on any edge of the selected data the mouse changes to a white arrow. Click and hold the mouse down and drag the data to a new location Release the mouse When dragging, navigation tip and outline displays indicating where the data will be placed. 34

36 NOTE: To insert cells between existing cells, hold the Shift key whilst dragging. 35

37 12.4. To Copy Data by Dragging Follow the steps above, but hold the Ctrl Key down as you drag the data. The mouse pointer has a + sign attached to it, indicating that the data will be copied not moved. Note: If you drag data with the Right mouse button you get a short cut menu when you release the mouse, with options such as paste formats, paste values etc. Using the AutoFill Handle To copy data (including formula) to adjacent cells, use the autofill handle AutoFill There are certain types of data that are entered frequently into spreadsheets, eg months, days, dates, a sequence on number etc. Using AutoFill you can quickly get Excel to fill a range of data for you. Also when entering data in a column, the same data is often repeated. Using AutoFill Type in the first entry in your series of data (eg January) Move the mouse pointer over the little square at the bottom right of the cell a black cross should appear. Drag to select the cells you require (either below or to the right). You will see a little flag showing you the end of the range Release the mouse and the data series will be filled in NOTE: TO FILL A SEQUENCE OF NUMBERS, HOLD THE CTRL KEY AS YOU DRAG NOTE: You can create your own AutoFill series by using Tools, Options, Custom Lists refer to the office assistant for more information. 36

38 12.6. Using the Clipboard Select a cell or range of cells and use the menu Edit, Copy or Alt+C or the toolbar button The Office Clipboard allows you to copy multiple items to the clipboard and paste them singly or as an group to an new location. When you copy a second item, the toolbar will appear: The Office Clipboard can hold 12 items which can be pasted to any of the Office applications (Word, Excel, PowerPoint, Access). The Office Clipboard is a completely separate entity to the Windows clipboard which will holds one item at a time. The last item copied will also be copied to the Windows clipboard. Items held in the Windows clipboard can be pasted into non-office applications (e.g. NotePad) Pasting Data Select the target cell. (NB. If pasting an entire range, you must either select only the top, left-most cell in the target range or select an exactly matched size of target range). To paste from the Windows clipboard, use the Edit, Paste menu or Ctrl+V. To paste from the Office clipboard, click onto the icon of the item on the Clipboard Toolbar To paste everything from the Office clipboard, click onto the Paste All icon on the Clipboard toolbar 37

39 13. USE THE FIND AND REPLACE FUNCTION Find and Replace You can use the find and replace function to quickly search through a worksheet for keywords. Choose Replace from the Edit menu to open the dialogue box: Enter the text you are searching for in the Find What field Enter the text you want to replace it with in the Replace with field Pick whether to search by Rows or Columns in the Search field. 38

40 14. PAGE SETUP Printing Selections/Sheets/Books Using print and print preview will print the active sheet in its default setup. To print a worksheet using the shortcut key click Ctrl + p. Excel will determine where the page breaks will occur but you can use the Page Setup facilities to determine page orientation, scaling, and adding headers & footers. Scaling offers two options for controlling the final appearance of the printout: Adjust to allows you to scale the data to between 10% and 400% of its normal size. Fit to is useful when you have a particularly wide or long data area because it allows for non-linear scaling (e.g. 2 pages wide by 1 tall) Print preview Print preview allows you to view how your work will look on the page before you print. It allows you to zoom in and out to check areas of your page and make any final changes or correct any errors before printing. The print preview screen has its own toolbar shown below. Previous: Moves the preview screen to the previous page in multiple documents. Print: Opens the print Margins: Shows the margin lines on screen, which can be moved to new positions using the cursor. Margin lines will disappear when the button is clicked again. Close: Closes print preview and returns to normal view. Next: Moves the preview screen to the next page in multiple documents. Zoom: Changes the cursor into a magnifying glass which when clicked will zoom in and out of the screen. Setup: Opens the page setup box. Page break preview: Opens the page break preview screen. Help: Opens the Microsoft Excel help screen on the print preview commands. 39

41 Page Break Preview Page Break Preview is similar to print preview because it allows you to see how Excel will print your work but with page break preview you have an opportunity to change page break positions. In the example on the next page, the page break (as indicated by the blue dashed line) would cut the twelve month listing onto two separate pages. By dragging the dashed line to the right of the Dec column, Excel would reformat the page and apply sizing as necessary to fit all twelve months on the one page. To enter this view mode, use the View Menu, Page Break Preview. To exit this view mode, use the View Menu, Normal Aligning the Printout Excel can automatically centre your worksheet vertically or horizontally on the printout. Alternatively, you can manually set the margins for the page, positioning the data exactly where you want it. For these options use the Margins page of the Page Setup dialog box, shown below To Centre the Worksheet on the page Select File, Page setup Click on the Margins tab 40

42 Select Horizontally or Vertically or both Click OK 41

43 14.5. Headers, Footers & margins Headers and Footers are text items which appear at the top or bottom of every page. They are usually simple entries such as page number or document name but can also include the date printed and total number of pages. There are several pre-set headers and footers which you could use. Or you can create your own. Look out for the Header and Footer settings in this page they must each be less than the Top and Bottom settings otherwise there is no space for the header and it will appear run in with your data. If you re printing for presentation, it is a good idea to click onto the Centre on page, Horizontal and Vertical checkboxes. The data will appear nicely centred on the page instead of in the top left hand corner (default) Adding Headers & Footers Select File, Page setup Click the Header/Footer tab To use a Standard header or footer From the File menu, choose Page Setup. In the Page Setup dialog box, select the Header/Footer tab. Click on the arrow next to the Header or Footer box and select the one you want Choose OK. The Header and Footer dropdowns have a selection of preset entries from which you can choose. To Create a Custom header or footer From the File menu, choose Page Setup. In the Page Setup dialog box, select the Header/Footer tab. Choose Custom Header or Custom Footer. 42

44 In the Header or Footer dialog box, click the box you want to change or add to (Left, Centre, and Right section boxes). See diagram below Enter text as needed. Click the header and footer buttons to select codes to add further information. Choose OK twice. The Header/Footer toolbar: Page number Date File name Font Total pages Time Tab name To Fit the Worksheet to the Page Select File, Page setup Click on Page tab In the fit to boxes specify the number of pages wide and tall you want to use. Click OK Print Titles Other options can be set on the Sheet page tab. Setting Print Titles automatically repeats column or row headings on all pages for example, in a telephone directory listing. Another option that can be controlled here is whether to print gridlines or not; N.B. Gridlines are not the same as Borders. 43

45 15. FAULT REPORTING Contact ICT Service Desk: PHT network users phone or SJH (7703) Some of the reasons you may need to contact the ICT Service Desk: EQUIPMENT FAILURE SOFTWARE PROBLEMS SCREEN FREEZES PASSWORD NON-ACCEPTANCE * You will need to give the Service Desk certain information, so always ensure you have the following information available. They may need to know: Your Username. The KB Number of the equipment. This is found on a small label (usually red or blue) stuck to the equipment. The function set and function you were working in. The patient s details e.g. casenote no. Exactly what you were attempting to do, e.g. log on, admit patient, register patient Out of office hours Contact the ICT Service Desk and leave a message on the answer machine. They will deal with the problem as soon as they can. Alternatively them. If you feel there is a major system problem contact the switchboard for them to contact the engineer on call. 44

46 16. ICT TRAINING CANDIDATE APPEALS PROCEDURE Candidates who are unhappy with any aspect of the end of course/test assessment decision should first discuss the problem with the ICT Trainer at the time of receiving the result. The reasons must be made clear by the candidate at this time. If the candidate is still unhappy with the result further discussion should take place involving the ICT Training Team Leader or ICT Training Senior Trainer within 3 days of the course/test date. The ICT Training Department will keep a record of such discussion together with date and outcome. Where necessary the 1 st marker will be asked to re-mark and the marking checked by the ICT Training Team Leader or Senior Trainer. It should be noted that if the candidate was borderline double marking should already have been undertaken. If this does not provide satisfaction the candidate may raise a formal appeal. Appeals will only be accepted if made in writing (not ) to the ICT Training Audit & Quality Manager within 10 days of the candidate receiving their result, outlining clearly the circumstance of the appeal. The 1 st & 2 nd markers will meet with the Training Audit & Quality Manager to consider if there are any aspects that should be taken into account in the candidate s performance. In some circumstances the candidate may be offered a re-test (e.g. hardware or software problems). If this is not the case and the result remains unchanged and the Training Audit & Quality Manager is unable to resolve the impasse then the candidate may write to the ICT Training Manager (within 5 days of receiving the 3 rd result) who will consider all evidence and circumstances of the appeal also taking into consideration responsibilities to the Trust and Data Protection Act to make a final decision. ICT Training QAH May

47 17. VERSION CONTROL/LOG Manual Excel 2000 Level 1 Version V.N1.1 Date July 2008 Revisions Page Updated Title - from Excel 2000 Introduction - Updated Formatting and text refinements (unlisted as content and Various meaning unchanged) Updated Order of content to correspond with lesson structure Various New Course Criteria 4 Updated Create, Open and Save re-written and images updated 10 Updated Using Paste Function text revisions and new image 16 Updated Count Function new image 18 New Naming Cell Ranges section 19 New Format cells moved from level 2 manual 25 New Absolute/Relative Cell Reference moved from level 2 manual 30 New Page Setup updated and moved from level 2 manual 39 New Fault Reporting 44 New Candidate Appeals Procedure 45 New Version Control/Log added 46 Removed Charts moved to level 2 manual - Removed Subtotal Feature moved to level 2 manual - Removed Sort Feature moved to level 2 manual - 46