EXERCISE 1. OBJECTIVES File management. INSTRUCTIONS. Creating Spreadsheets and Graphs (Excel 2003) New CLAIT

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1 EXERCISE 1 File management. FREE IT COURSES If you go to our e-learning portal at stwitlc.com you will find a number of free online IT courses. These include 13 modules written by the Open University, 10 of which are for beginners. All you need to do is register at our e- learning centre, which is free. The STW IT Learning Centre can be found at: 1. Set the working folder to the 3 ½ Floppy (A:) drive - your floppy disc. SETTING THE WORKING FOLDER Select File (from the menu at the top of the screen) and then Open Select to Look in the 3 ½ Floppy (A:) drive/folder Select the 3 ½ Floppy (A:) drive/folder by holding the left mouse button down and highlighting it. 2. After selecting the 3 ½ Floppy (A:) drive you will get a list of the files in the working folder. 3. Click the Cancel button to cancel/clear the Open files dialogue screen without opening a file. 4. Any files you save will now automatically be saved to your floppy disc. You should repeat this procedure EVERY time you start Excel 2003 to ensure your workbooks are saved ONLY on your floppy disc. 1

2 EXERCISE 2 Insert text and numerical data. Save and close spreadsheet. Print the spreadsheet with data showing in full as a table. Column Width Save Lets you adjust the width of a column. Lets you save the current workbook in a file. Close Removes the current workbook from memory. 1. Open a new workbook. OPENING A NEW WORKBOOK Select the New workbook button on the toolbar OFFICE ASSISTANT The Help instructions throughout this workbook assume you have closed down the Office Assistant - see the instructions at the front of the workbook. 2. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formatting Data book; click the Cell Size and Text Position book; click the Change column width and row height option; select the Change the width Of a single column option. Read the Excel Help screen carefully. Close the Excel Help window. 3. Change the width of column A to 16. CHANGING THE COLUMN WIDTH Place the cursor in column A Select Format, Column, and then Width Type 16 as the new Column width for column A, then click OK 4. Move the cursor to column B using the right arrow key. Repeat para. 3 above this time typing in 30 as the new Column width. 5. Move the cursor to column C. Repeat para. 3 above this time typing in 16 as the new Column width. 6. Enter the headings and text as shown in the worksheet over the page into the appropriate cells. 2

3 7. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Workbooks and Worksheets book; click the Arranging Windows and Viewing Worksheets book; click the About viewing workbooks and worksheets option. Read the Excel Help screen carefully. Close the Excel Help window. SPELLING To check the spelling in your worksheet, click the Spelling button on the toolbar. SAVING TO DISC 8. Name the worksheet MENU. NAMING A WORKSHEET Double-click on the Sheet1 tab at the bottom of the worksheet Type MENU as the sheet name, then press the Enter key 9. Save the completed workbook as a file. SAVING A WORKBOOK Select File and then Save Select to Save in the 3 ½ Floppy (A:) drive Type the name ACCOUNTS in the File name box Then click the Save button When saving look for the light on the disc drive to check you are saving to your disc. 3

4 10. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Printing book; click the About Printing document and then choose each of the options shown. Read the Excel Help screen carefully. Close the Excel Help window. 11. Print the MENU worksheet. PRINTING A WORKSHEET Select File, Print, and then OK 12. Select File and then Close the workbook. 4

5 EXERCISE 3 Insert text and numerical data. Save and close spreadsheet. Print the spreadsheet with data showing in full as a table. Open Column AutoFit Selection Lets you open an existing workbook. This command automatically adjusts the column width to fit the cell currently selected. 1. Open the workbook called ACCOUNTS and selecting a new Sheet. TO OPEN AN EXISTING WORKBOOK Select File, Open, select to Look in the 3 ½ Floppy (A:) drive, type ACCOUNTS in the File name box and then click Open SELECTING A NEW WORKSHEET Click on the Sheet2 tab at the bottom of the screen to select a new empty worksheet 2. Enter the text shown below into the appropriate cells of the empty worksheet, i.e. columns A to C. 5

6 3. Adjust width of column A automatically. BEST FIT COLUMN WIDTH Place the cursor in cell A1 in column A Select Format, Column, and then AutoFit Selection 4. Adjust the width of column B to match the longest entry. BEST FIT COLUMN WIDTH Place the cursor in the cell with the longest text in the column, i.e. cell B6 Select Format, Column, and then AutoFit Selection PRINTING The quick way to print a simple worksheet is to click the Print button on the toolbar. 5. Move the cursor to column C. Repeat para. 4 above this time selecting cell C5 as the cell with the longest text in the column. 6. Name the worksheet SALES. NAMING A WORKSHEET Double-click on the Sheet2 tab at the bottom of the worksheet Type SALES as the sheet name, then press the Enter key 7. Save the workbook with its existing name ACCOUNTS. SAVING AN EXISTING WORKBOOK Select File and then Save 8. Print the SALES worksheet by clicking the Print button on the toolbar. 9. Clear the screen by selecting File and Close. 6

7 EXERCISE 4 Insert text and numerical data. Save and close spreadsheet. 1. Open a new workbook. OPENING A NEW WORKBOOK Select the New workbook button on the toolbar 2. Enter the headings shown below into the appropriate cells. 3. Decide for yourself suitable column widths. N.B. You will probably still have to adjust them later when you have to enter further data. The Excel Window Close button. This can be used to close the program. Workbook Window Close button. This can be used to close the workbook. 4. Select File, Save, select to Save in the 3 ½ Floppy (A:) drive, type CUSTOMER in the File name box, then click to Save the workbook. 5. Close the workbook by clicking the Close button (the window close button in the top right corner of the Workbook Window, do not confuse this with the Excel window close button in the upper top right corner of the screen). 7

8 EXERCISE 5 Insert text and numerical data. Save and close spreadsheet. 1. Open a New workbook. 2. Enter the headings shown below into the appropriate cells. 3. Decide for yourself suitable column widths. HEADINGS R-O-L is short for Re-Order-Level. R-O-Q is short for Re-Order- Quantity. Sales- MTD is short for Sales - month-todate. 4. Save the completed workbook by selecting File, Save, select to Save in the 3 ½ Floppy (A:) drive, type STOCK as the File name and then click Save. 5. Close the workbook. 8

9 EXERCISE 6 Amend text and numerical data. Align text and numerical data. Alignment Lets you change the way entries in a block are aligned, left, right, centre, or justified. Activates the Edit function. Backup Backup makes a copy of the existing file, giving it a.bak File name extension. OPEN A quick way to open an existing file is to click on the Open workbook button on the toolbar. 1. Open the existing ACCOUNTS workbook. TO OPEN AN EXISTING WORKBOOK Select File, Open, select to Look in the 3 ½ Floppy (A:) drive, type ACCOUNTS in the File name box and then click Open 2. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formatting Data book; click the Cell Size and Text Positioning book; click the Position data in a cell option; select the Center, left-align, or right-align data option. Read the Excel Help screen carefully. Close the Excel Help window. 3. Centre the text in various cells. CENTRING TEXT IN A CELL Select the MENU tab at the bottom of the workbook Place the cursor in cell A1 ("Main Menu") Select Format, Cells, choose the Alignment tab, select Text alignment Horizontal Center, and then click OK CENTERING TEXT USING THE TOOLBAR Place the cursor in cell B2 ("Chelmsford Furniture") and click the Center button on the toolbar to centre the text 9

10 CENTRING TEXT IN A COMPLETE COLUMN Click on the C column heading to highlight the whole column Select Format, Cells, choose the Alignment tab, select Text alignment Horizontal Center, and then click OK 4. Edit the text in cell B4. EDITING A CELL Place the cursor in cell B4 ("Sales Ledger & Invoicing") Press the edit key F2 Press the Arrow left key until the cursor is at the beginning of the line, i.e. the letter S in Sales Press the Spacebar 8 times to move the text across the cell SAVE The Save button on the toolbar can be used to quickly save a workbook. Press the Enter key to confirm the changes 5. Repeat para. 4 above for cells B5 and B6. 6. Select File and Save the changes made. 7. Make a backup copy of the workbook. MAKING A BACKUP WORKBOOK Select File, Save As, select to Save in the 3 ½ Floppy (A:) drive, type ACCOUNTS.BAK in the File name box, then click Save 8. Close the workbook. 10

11 EXERCISE 7 Insert text and numerical data. Use formulae and basic functions that produce correct results. Format numerical data. 1. Open a New workbook. 2. Enter all the text shown below. Type the Stock Codes (cells B12..B14) including the forward slash / between the numbers. Set the widths of the columns as you feel appropriate to suit the labels entered. You can adjust them later if required. N.B. Do not enter the numbers or dates just yet. 3. Embolden (make bold) entered text. MAKING TEXT BOLD Select the cell you wish to make bold (SALES INVOICE, Invoice to:, etc.) Click the Bold button on the toolbar 11

12 DATES Entering dates can cause problems. Dates can be entered in several different formats. If you have problems ask your Lecturer. NUMERIC Enter the values for QTY, SELLING PRICE, TOTAL, SUB TOTAL, VAT and TOTAL COST simply as numbers. EQUALS (=) Typing the equals symbol before a set of values allows you to automatically calculate the result of an addition, a subtraction, a multiplication or a division. 4. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formatting Data book; click the About formatting worksheets and data option. Read the Excel Help screen carefully. Close the Excel Help window. 5. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formatting Data book; click the Number Formats book; click the Display numbers as dates or times option. Read the Excel Help screen carefully. Close the Excel Help window. 6. Enter the date in cell D8. ENTERING DATES Place the cursor in cell D8 and type 20-Mar Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formatting Data book; click the Number Formats book; click each of the. number(s). formats documents. Read the Excel Help screen carefully. Close the Excel Help window. 8. Enter the Qty values in cells C12 to C14 and the Selling Prices & Totals in cells D12 to E Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Formulas book; click the Creating Formulas book; click the About formulas option. Read the Excel Help screen carefully. Close the Excel Help window. 10. Calculate the Sub Total for the Invoice in cell E17. USING A SIMPLE FORMULA Place the cursor in cell E17 (Sub Total) Type = N.B. Excel will calculate the answer Calculate the VAT for the Invoice in cell E18. USING A SIMPLE FORMULA Place the cursor in cell E18 (VAT) Type =121.97*17.5/100 N.B. Excel should calculate the answer

13 12. Format the VAT value to 2 decimal places. FORMATTING NUMERIC VALUES Place the cursor in cell E18 Select Format, Cells, choose the Number tab, Category Number, Decimal places 2, and then click OK N.B. Excel should display the value Calculate the Total Cost for the Invoice in cell E20. USING A SIMPLE FORMULA Place the cursor in cell E20 (Total Cost) Type = N.B. Excel should calculate the answer Select File, Save, select to Save in the 3 ½ Floppy (A:) drive, type INVOICE as the File name and then click Save. 15. Print the INVOICE worksheet. 16. Close the workbook. AMENDMENTS I. If you wish to improve the layout of the INVOICE worksheet: a) Right justify the headings INVOICE, Our Ref:, Your Ref:, Customer, Date, Sub Total:, VAT: and Total Cost: by first selecting the cell with the text in it and then clicking on the Align Right button on the toolbar. b) Centre justify the headings Stock Code, Qty, Selling Price and Total by first selecting the cell with the text in it and then clicking the align Center button on the toolbar. 13

14 EXERCISE 8 Replicate formulae (fill). Copy Pane Copy can be used to copy the contents of a cell(s) into another cell(s) in the same or different worksheet or workbook. A pane is an area of the worksheet which is on top or beneath another area of the same worksheet. 1. Open the workbook called STOCK. 2. Enter the Stock Codes, Description details, and the Selling Prices shown below. 14

15 3. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Workbooks and Worksheets book; click the Arranging Windows and Viewing Worksheets book; click the View two parts of a sheet by splitting or freezing panes option. Read the Excel Help screen carefully. Close the Excel Help window. 4. Freeze panes at cell B2 to enable easier text entry. TO FREEZE PANES Place the cursor in cell B2 Select Window and then Freeze Panes 5. Add the additional column headings D to H as shown. Also, enter the values 1, 10, 100, 0 in cells D2, F2, G2, and H2 respectively as shown below. N.B. Do NOT enter the values in rows 3 to 11 - see over the page. Freezing Panes means that Column A and Row 1 will remain in position as you scroll across the screen. This will ease data entry as you will always be able to see the headings. 6. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Working with Data book; click the Entering Data book; click the About filling in data based on adjacent cells option. Read the Excel Help screen carefully. Close the Excel Help window. 15

16 7. Copy (Fill) a cell entry to several adjoining cells. COPYING A VALUE FROM ONE CELL INTO MANY CELLS Place the cursor in cell D2 Move the mouse pointer to the lower right corner of the cell until the large plus pointer changes to a small plus pointer + Click and hold the mouse button dragging it down until the block D2 to D11 is selected Release the mouse button thus copying the 1 into all the cells below D2 8. Repeat para. 7 for the value 10 in column F. 9. Repeat para. 7 for the value 100 in column G. 10. Repeat para. 7 for the value 0 in column H. 11. Enter the Cost Prices in column E by simply typing in the numbers. 12. Switch off the frozen panes. UNFREEZE PANES Select Window and then Unfreeze Panes 13. Save the changes made to the workbook. 14. Close the workbook. 16

17 EXERCISE 9 Replicate formulae (fill). Set page layout. 1. Open the workbook called STOCK. 2. Use the Split Window feature. SPLITING A WINDOW Place the cursor in cell B1 and select Window and Split HEADINGS T/O-YTD is short for Turn-over - year-to-date. 3. Add the additional column headings I to M as shown below. 4. Use the copy command as in the previous exercise to enter the values for columns I to L. i.e. Enter the values in cells I2 to L2 and then copy down the columns using the small plus pointer +. 17

18 5. Use the copy/fill feature to enter the same date in column M. FILLING A COLUMN WITH THE SAME DATE Type the date, 20-Mar-01, into cells M2 and M3 N.B. You MUST enter the same date in both cells. Highlight both cells with the large plus pointer Then drag down the column with the small plus pointer + 6. Print the worksheet in landscape (sideways) mode because of its size. PRINTING IN LANDSCAPE MODE Select File, Page Setup, choose the Page tab, select Orientation Landscape, Scaling Fit to 1 (page), and then click OK 7. Select Help; Microsoft (Office) Excel Help; click the Table of Contents option; click the Printing book; click the About printing option, click the Viewing your worksheet for printing option. Read the Excel Help screen carefully. Close the Excel Help window. 8. See what the page will look like when it prints using print preview. PRINT PREVIEW AND PAGE BREAK PREVIEW Click the Print Preview button on the toolbar Close Print Preview Select View and then Page Break Preview Select View and then Normal view 9. Print the worksheet. 10. Remove the split window by selecting Window and Remove Split. 11. Save the changes made to the workbook. 12. Close the workbook. 18

19 EXERCISE 10 Format numeric data. DECIMAL PLACES A quick way to change the number of decimal places a value displays is to use the Increase and Decrease Decimal buttons on the toolbar. 1. Open the workbook called CUSTOMER. 2. Enter the text and numbers as shown below adjusting the columns where necessary and formatting the numbers to 2 decimal places. FORMATTING NUMERIC VALUES Place the cursor in the appropriate cell Select Format, Cells, choose the Number tab, Category Number, Decimal places 2, then click OK 3. Save the changes made to the workbook. 4. Print Preview and then Print the worksheet. 5. Close the workbook. 19