COMPUTER TECHNOLOGY SPREADSHEETS BASIC TERMINOLOGY. A workbook is the file Excel creates to store your data.
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1 SPREADSHEETS BASIC TERMINOLOGY A Spreadsheet is a grid of rows and columns containing numbers, text, and formulas. A workbook is the file Excel creates to store your data. A worksheet is an individual page or tab in the workbook. You can insert or delete worksheets from a workbook. A new workbook opens with three blank worksheets. A workbook can have from 1 to 255 worksheets. Columns of the worksheet appear vertically and are identified by letters at the top of the worksheet. There are 256 columns, lettered from A to Z, then AA to AZ, BA to BZ, etc up to IV. Rows appear horizontally and are identified by numbers on the left side of the worksheet window. A cell is the intersection of a row and column and is identified by a cell reference or cell address. The active cell is the cell that appears outlined with a thick border on the worksheet. When you open a new workbook, the default cell is A1. Each worksheet in a workbook has 256 columns and 65,536 rows for a total of 16,777,216 cells Column headings: A column letter above the grid Row heading: A row number on the left side of the grid Charts. Charts pictorial represent data. Embedded chart displays on the same worksheet as the data Chart area: is the background for the chart. It can be filled with a color or pattern Category Axis: is created from the row or column headings in the data. A category describes what is shown in the chart Category Title: is an optional title for the chart s categories Value Axis: shows the values on the chart. Excels creates a range of values (the scale) based on the data The plot area is the rectangular area bounded by the category and value axes The Chart Title: is an optional title or name for the chart A data series: is a collection of related values from the worksheet. These values are in the same column or row and translate into the columns, lines, pie slices and so on. A data point is a single value or piece of data from the data series. A data marker is the obj4ect that represents individual values. The marker can be a bar, a column, a symbol, an image, or other symbol. A legend is an object that explains the symbols, patterns, or colors used to differentiate the series in the chart. A gridline is a horizontal or vertical line that extends across the plot area to make it easier to read and follow the values A tick mark is a small line or marker on the category(x) and value(y) axes to help in reading the values.
2 EXCEL ASSIGNMENT 1 1) Open your Excel worksheet. 2) A blank workbook opens. 3) You will complete the worksheet below by completing the steps: 4) Leave cell A1 blank. In cell B1, Type the column heading JANUARY. Press the tab key or the right arrow to go to cell C1 5) In cell C1 type FEBRUARY. (The word does not show completely. You will adjust the width later) Press the right arrow or tab to D1. 6) In cell D1 type MARCH. 7) Click with your mouse in cell A2. Type House Payment. Press Enter. 8) The pointer moves down to cell A3. Type Charity. Press the Enter 9) Continue typing the row heading items in Column A that you see in the above spreadsheet. 10) Move the pointer to cell B2 and type the numbers for January in column B. You can use the arrow keys to move from cell to cell or press Enter to move down a cell. 11) Move the pointer back to cell B2. You will copy the number in cell B2 to cells C2 and D2: To copy do the following: a) Click the Copy button on the Home ribbon. A moving marquee surrounds the cell. b) Select cells C2 and D2 c) Click the Paste button on the Home ribbon. If you see a Paste Option button appear. Press ESC Key to remove the Paste option button and cancel the marquee. 12) Continue entering the rest of the numbers for February in column C and March in column D. You may want to use the Copy and Paste function for some of the cells. 13) Adjust the column widths by following these steps: a) Make cell A2 active in other words click on cell A2. b) Go to the Home Ribbon c) Go to the Cells group, click on Format d) Go down to AutoFit Column Width. Excel will automatically widen the column to fit the typed text in that column. 14) Select or highlight the column headings in B1 to D1 and change format to Bold using the formatting toolbar. 15) Move your pointer two rows below the Total row and type your name and class period, go down one more row and type Excel Assignment 1 16) Save the workbook as Excel Assignment 1 17) If time is left in class, leave the workbook open to do Assignment 2. 2
3 EXCEL ASSIGNMENT 2 1) Open Excel Assignment 1 2) Go to the File Tab and choose Save As and save as Excel Assignment 2 3) Click in the Total - cell A9 - and right align using the right align button on the Home Ribbon 4) Total the January column by selecting - highlighting B2 to B9. 5) Click the Sum button on the Home Ribbon. 6) Click in cell B9. Look at the formula bar. It shows the formula of =SUM(B2:B8). The total of 1790 appears in the cell. 7) Make cell C9 active. Now you will learn another way of totaling columns or rows. a) Type =SUM( (the open parentheses) b) With your mouse select cells C2 through C8 c) Release the mouse and Type ) (the closed parentheses) d) Press Enter. The total for February should be in cell C9 8) Copy this formula to cell D9 by completing the following steps: a) Click in cell C9. Click the Copy button on the Home Ribbon. A moving marquee will appear. b) Click in cell D9 and click the Paste button. The total should appear for March. c) Press the Esc Key to cancel the marquee. 9) You just discovered that the amounts for March are really April amounts. You need to insert a column to insert March s amounts. To do this do the following: a) Position your pointer on the column heading D. It turns to a solid black arrow. b) Click the right mouse button and choose Insert c) A new column is inserted as column D, and the other column shifts to the right. d) Click in cell E1 and click your right mouse button. e) Choose Cut f) Click in cell D1 and click the right mouse button again. g) Choose Paste h) Return to cell E1 and Type APRIL. Format in bold 10) Add the following numbers for March to column D (1) D2 750 (2) D3 200 (3) D4 400 (4) D5 300 (5) D6 45 (6) D7 75 (7) D ) Total the March column in cell D9 12) Change the Groceries amount in January. To do this: a) Click in the cell. b) Press DELETE key c) With the cell still active, Type 375 and press Enter d) The total will now change to reflect the new amount. 13) Insert a new row above the column headings by completing the following: a) Position your mouse on Row 1 number heading b) The pointer will change to a solid black arrow c) Click your right mouse button and choose Insert 3
4 14) Change the row height of Row 1 by doing the following: a) Positioning the mouse pointer on the row heading 1 and click your right mouse button. b) Choose Row Height c) In the Row height box, Type and click OK 15) In cell A1 Type: FOUR MONTH BUDGET (current year). Format as bold and 16 point. 16) Delete the text in cell A8 and move the other cells up by completing the following steps: a) Make cell A8 active. With the mouse pointer on the cell, click the right mouse button b) Click Delete. c) A Delete dialog box opens with choices about what happens to the cells after the cell is deleted. d) Choose Shift cells up and click OK 17) Insert a cell by completing the following steps: a) Make cell A9 active b) With the mouse pointer on the cell, click the right mouse button c) Click Insert d) The Insert dialog box opens with choices. e) Choose Shift cells down and click OK f) With cell A9 still active, Type Miscellaneous in this cell 18) You will now change the cell orientation of the column headings a) Select or highlight the column heading in cells B2 E2 b) Right click and choose Format Cells c) Choose the Alignment tab, click the red diamond in the Orientation box. d) Drag the red diamond up to 60 degrees. Click OK e) The Months will now be slanted at an angle and the row will automatically be widened. 19) Format the totals to show currency or $ (dollars) a) Select the total amounts of each month in row 10 b) Click the right mouse button and choose Format Cells c) On the Number tab, choose Currency as the Category, and change the decimal places to 0 (zero) d) Choose OK 20) Make sure you have your Name, class period, and Excel Assignment 2, two rows below the total. 21) Resave the worksheet as Excel Assignment 2. 22) To make sure you have formulas in cells B10 to E10, push Control + the ~ key. 23) Repeat the above feature to see your assignment go back to totals. 4
5 EXCEL ASSIGNMENT 3 1. Create the worksheet shown below. Make sure you place the items in the correct columns. Items in Column A will not all fit at this time. You will learn a new way to adjust column widths later. 2. Save your workbook as Excel Assignment 3 and leave open for the next steps 3. You will now insert an additional row to this spreadsheet a. Right click Row 7. b. Go to Insert c. Excel inserts a new row in the worksheet by shifting down the selected row 4. Add the following information in your new row 7 a. Key Leather Sofa as item b. Key 999 as Price c. Key 725 as Cost 5. You will now adjust the Item column width to fit the text. a. Point to the vertical boundary on the right side of the column A heading above row 1. Between the A and B columns b. When the mouse pointer changes to a split double arrow, click the left mouse button. A dotted line will appear. Drag your mouse to the right until all the typed text is showing in Column A. 6. Change the Font and Size in cell A1 to Bold, 16 point 7. Center the label (title) in row 1 over the cells. To do this: a. Select cell A1 to D1 (you want to center the title over this range of cells) b. Right click and choose Format Cells c. Go to the Alignment tab. d. Click the down arrow under Horizontal to display the options e. Choose Center Across Selection. Click OK. The label is now centered over the columns you selected. 8. Make cell D4 your active cell. You will now place a simple formula in this cell to compute the profit made on each item. a. Type = to start the formula. Notice that the = will also appear in the formula bar b. Type B4-C4 and press Enter. (Notice that the formula also appears in the formula bar). You are subtracting the cost from the price. c. The calculation of 174 should appear in cell D4 5
6 9. Copy this formula down by dragging the fill handle the little square on the right bottom of the cell D4. a. Go to cell D4 to make it the active cell. b. Position your mouse over the fill handle. (The rectangle at the lower right corner of a cell) (Fill Handle) c. Your pointer will change to a + d. Click your left mouse button and drag the handle down from cells D4 through D10 e. Release the mouse f. Excel copies the formula and the AutoFill button appears. g. Move your mouse over the AutoFill button and click. The options determine how AutoFill completes the task. You do not need to make a change. 10. Format Cells B4 to D10 as Currency with two decimal places a. Select cells B4 to D10 b. Right click and choose Format Cells. c. Make sure the Number tab is selected d. Choose Currency in the Category list box e. The Decimal Places box should show 2 f. Click OK g. The numbers should now be formatted with $ and two decimal places. 11. You will now shade the Title a. Select cells A1 to D1 b. Choose Format Cells by right clicking c. Chose the Fill Tab d. Choose a light fill color. Click OK. e. The Title will be shaded. 12. You will now place a border around the column headings: a. Select cells A3 to D3 b. Choose Format Cells c. Click the Border tab d. Click the Outline box. The preview shows which borders are available e. In the Styles box, choose the double line (second column, last line) f. Click Outline again and the double lines show in preview g. Click OK. A border is now placed around your column headings 13. Key your name in cell A Key your Class Period and Excel Assignment 3 in cell A Save the worksheet again 16. To make sure you have formulas in cells D4 to D10, push Control + the ~ key. 17. Repeat the above feature to see your assignment go back to totals. 6
7 EXCEL ASSIGNMENT 4 1. Open a new Excel Workbook 2. Create the worksheet shown below. 3. The title in Row 1 should be in 14 point bold. 4. Bold the teacher name and Class Roster 5. Change the font in Row 8 to 11 point and bold 6. You will now use the AVERAGE Function to calculate the mean of a range of cells. The Arithmetic mean adds the values in the cells and then divides by the number of values. a. Click in cell G9. You want to place the average of the values from columns C through F in G9. b. Click the Insert Function button (fx) on the formula bar. c. Choose Statistical in the Or select a category list. d. In the Select function list, locate AVERAGE e. Click AVERAGE. Click OK f. Drag the dialog box until you can see all the information in the worksheet. The Number1 box shows the range C9:F9. g. Click OK. The result of 90.5 is formatted in a General number h. Use the Fill Handle (little black square in bottom corner of cell) to copy this formula down to cells G10:G15 Fill Handle 7. You will now use the MAX Function to find the highest number of each test given. a. Click cell A18 and type MAXIMUM b. Click cell A19 and type MINIMUM c. Click in cell C18 d. Key =MAX( e. With your mouse, click cell C9 and drag to select cells C9:C15 f. In cell C18 after C15 Type ) g. Press Enter. The Maximum (highest) test score for Test 1 is 95 7
8 8. You will now find the Minimum (lowest) number of each test using MIN a. Click in cell C19 b. Click the Insert Function button (fx) on the formula bar c. Choose Statistical in the category and scroll down to find MIN d. Click OK e. When the function argument dialog box displays, type C9:C15 in the Number 1 box. f. Click OK. The Minimum number of 59 appears. 9. Copy these formulas to the other tests columns. a. Select cells C18 and C19. b. Click the Copy button c. Select cells D18 through F19 d. Click the Paste button e. The Maximum and Minimum numbers for each test will be displayed. f. Press the ESC key to cancel the moving marquee 10. You will now use the COUNT function to tally the number of values (items) in a range. a. Click cell A21 b. Key NUMBER OF TESTS c. Press Enter d. Click in cell G21 e. Type =COUNT(G9:G15) f. Press Enter g. The number of people taking the test is displayed. 11. Key your Name and Excel Assignment 4 two rows below the material 12. Save your workbook as Excel Assignment Save the worksheet again 14. To make sure you have formulas, push Control + the ~ key. 15. Repeat the above feature to see your assignment go back to totals. 8
9 EXCEL ASSIGNMENT 5 & 6 Rename sheet tab, Sort, Landscape Print & Gridline Print 1. Open Excel Assignment 4 2. You will rename Sheet 1 tab. a. Position your mouse pointer on Sheet 1 tab at the bottom left of your workbook screen. b. Right mouse click and choose Rename c. The Sheet 1 tab is now highlighted in black d. Key: Test Grades e. Click anywhere in the white area of the worksheet 3. You need this worksheet information sorted by Last Name: a. Place your selector in any cell in the typed list from A8 to G15 b. Go to the Data Ribbon, c. Go to the Sort A-Z. The Sort dialog box opens. d. Click the Down arrow next to the Sort by and choose Last Name e. Click OK. Notice that the grade list is sorted alphabetically by Last name from A to Z. f. Save this file as Excel Assignment 5 4. You will now sort this list by Average then Last name a. Place your selector in any cell in the typed list. b. Go to the Data Ribbon, c. Go to the Sort A-Z. The Sort dialog box opens. d. Click the Down Arrow next to the Sort by and choose Average e. Under Order click on the Down Arrow and select Largest to Smallest f. Select the Add Level Button g. Click on the Down Arrow by Then By and select Last Name h. Click OK. Notice that the Average column is sorted by highest to lowest score averages. When there are multiple occurrences of the same average, the records are sorted by Last name. i. Save your worksheet as Excel Assignment Print your worksheet in Landscape orientation with Gridlines a. Choose Page Layout Ribbon b. Click on Orientation, c. Select the Landscape option under Orientation. 6. Print the assignment with Gridlines. Gridlines shows the individual cells. To do this: a. Choose Page Layout Ribbon b. Go to Gridlines box c. Check the Print box d. Print your assignment e. Your worksheet will print in landscape with gridlines. 7. Put your printout in the basket by the printer 9
10 EXCEL ASSIGNMENT 7 Create A Chart 1) Open a new workbook 2) Create the worksheet below 3) Use the proper formatting. Make sure you adjust the column width. 4) Rename Sheet 1 as Nevada Shops 5) Calculate or Total each store s total and each week s total. If a column has #####, that means the column is too small so make the column wider so the number shows. 6) Format the Store totals and Weekly Totals as currency with 2 decimals a) Select the cells in the column or row. b) Right mouse click and choose Format Cells c) Choose Currency in the Category box d) Choose 2 as Decimals e) Click OK 7) Type Your Name and Excel Assignment 7 two rows below the Weekly Totals. 8) Save the worksheet as Excel Assignment 7 and leave on your screen. 9) You will now create a chart a. Select cells A4 to E10. b. Go to the Insert ribbon c. Select a Column chart. d. Choose the first Column chart sub-type. e. Click the Finish button. 10) The chart displays in the middle of the window in a selection rectangle. The sizing handles at the corners and along the sides of the selection rectangle indicates the chart is selected. 11) Click and Drag the chart so the upper-left corner of the chart is in the upper-left corner of cell B13. 12) Release the mouse button. 13) You need to have all categories showing: a) Point to the Category Axis on the Chart (Name of Stores) b) Right mouse Click and Choose Font c) Key 7 in the size box. d) Click OK. All categories should show. 14. Save the worksheet again as Excel Assignment 7 10
11 EXCEL ASSIGNMENT 8 Create Pie Chart on Chart Sheet A chart sheet shows a chart by itself in a separate sheet. It is still linked to the data in the worksheet. 1. Create a new worksheet 2. In Cell A1 key: TOP FIVE POPULAR 3. In cell A2 key: ICE CREAM FLAVORS 4. In cell A3 key: (In Percent) 5. In cell A5 key: Flavor format in Forte font and Bold 6. In cell B5 key: % - format in Forte font and Bold 7. Beginning in Cell A6 to A11 key the following: Vanilla Chocolate Butter Pecan Strawberry Neapolitan All Other 8. Beginning in Cell B6 to B11 key the following Save the worksheet as Excel Assignment You will now create a Chart sheet a) Select cells A6 to B11 b) Press F11 c) A new sheet is inserted called Chart Select the whole chart by clicking in the white area. Selection handles will appear 12. Click the right mouse button in the Chart Area and choose Change Chart type 13. Choose Pie from the Category and select the first chart in the top row. 14. Click OK and the chart is in a pie shape. 15. With the chart highlighted (the little handles around it) go to the Layout Ribbon 16. Choose Chart Title 17. Choose Above Chart 18. In the Chart Title box, 19. Key Top Five Ice Cream Flavors 20. Press Enter Type Your Name 21. Type your name in the Chart Title Box 22. Stay in the Layout Ribbon 23. Choose the Legend Box 24. Choose Show Legend at Bottom 25. Again stay in the Layout Ribbon 26. Select the Data Labels 27. Choose Inside End This will show the Percentages of the Ice Cream Flavors 28. Click on the Printer Icon. 29. Only the Pie chart should print 30. Put the printout in the basket by the printer 11
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