GCSE CCEA GCSE EXCEL 2010 USER GUIDE. Business and Communication Systems

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1 GCSE CCEA GCSE EXCEL 2010 USER GUIDE Business and Communication Systems For first teaching from September 2017

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3 Contents Page Define the purpose and uses of a spreadsheet... 3 Define a column, row, and cell... 3 Work with multiple worksheets... 4 Formatting Cells... 5 Resizing rows or columns... 5 Sorting data in Chronological Order... 7 Filter Data... 7 Functions... 8 Sum... 8 Average... 8 Max... 9 Min... 9 IF... 9 Count Replicate Formula Data Validation Absolute Cell Referencing To create a Bar Chart Pie Chart or line graph To Label Chart To add Axis Values / Legends Print Charts Print Gridlines To Print Formulae... 24

4 Define the purpose and uses of a spreadsheet A spreadsheet is like an electronic sheet which can be used to automate calculations. Spreadsheets are often used to automate accounting tasks, budgeting, or any application that requires many calculations. Define a column, row, and cell A spreadsheet is comprised of rows, columns, and cells. A column is a vertical line on the spreadsheet. Columns are defined by letters. A row is a horizontal line on the spreadsheet. Rows are defined by numbers. A cell is represented as a box on the worksheet. Cells are defined by the column and row at which they intersect. The current cell is displayed in the Name Box. 3

5 Work with multiple worksheets A file in Excel is called a workbook. Each workbook is comprised of worksheets. You will see the sheets labelled Customer and Activity along the status bar at the bottom of the screen. You can rename worksheets, or add and delete worksheets. Right click on a worksheet tab to access the following menu: To rename a worksheet, select Rename from the menu. The Sheet name will appear highlighted and you can type the new name over the existing name. To delete a worksheet, right click on it and select Delete. To insert a new worksheet, right click on any worksheet and click Insert. To move a worksheet, right click on it and select Move. To copy a worksheet, right click on it and select Copy. 4

6 Formatting Cells To format cells, highlight the cell or cells, click the right mouse button and select Format Cells The Format Cells dialog box will be displayed. When formatting cells, you will most likely use the Number, Alignment, Font, and Border tabs. Here is a brief description of some of the formatting options available under each of these tabs: Number- the Number tab allows you to change how the numbers in your spreadsheet are displayed. You may choose from several options including Currency, Percentage, and Date. When you select a format, a brief description of that format is provided at the bottom of the dialog box and you are offered additional options depending on the format you choose. Alignment modify vertical or horizontal alignment of the text, wrap text within a cell (resizes a cell so that multiple lines of text can appear in a column), merge cells (combine the contents of two or more cells). Note: In order to merge cells, you must highlight all of the cells to be merged and then select format cells. Font change the font size and type, apply bold, italics, and underlining to text. Border draw lines around all or part of a cell Patterns fill a cell with a colour or pattern. Resizing rows or columns Resize rows and columns if the data entered in a cell cannot be displayed, you may need to resize the column. To resize a column, move the cursor to the line between column headings. The cursor display will change to a cross shape. While holding down the left mouse button, drag the column bar to the appropriate width. 5

7 The procedure for resizing rows is the same. You can also use AutoFit to automatically size columns. Select the column you wish to resize by clicking on the column heading. This will select the entire column. From the Format Menu, select AutoFit column width. This will automatically resize the column to display all of the text. Sorting data into numerical, alphabetical and chronological order To sort data - highlight the data you wish to sort Click on Data - Sort - then choose how you wish to sort data To sort data in alphabetical order Highlight the data you wish to sort - then click on Sort - make sure you are sorting the correct data e.g. by activity date as shown below, click OK. 6

8 Sorting data in Chronological Order To sort data in Chronological Order you can use the A-Z or Z-A functions below Filter Data To filter data highlight the data which you want to filter, then click on Data then Filter. 7

9 Functions Students should be able to use built in functions. To enter a formula: Select the cell that will contain the formula Type = (an equal sign) Formulas are always preceded by an = sign Type the formula. You may type directly in the cell or in the formula bar at the top of the worksheet (the formula will appear in both places) Sum To use the Sum function you can highlight the cell range that you wish to add and click on the AutoSum function and then sum as detailed below:- Average In the cell where you would like to place your average value, type the following formula =Average, open bracket, then highlight the cells you wish to find the average of, close bracket - the screenshot below details the average of cells I2:I26:- 8

10 Max To display the maximum value of a range of cells repeat the above procedure for =average but instead use the formula =Max, then open bracket and highlight the cell range you wish to find the maximum value of, close bracket. Min To display the minimum value of a range of cells repeat the above procedure for =Max but instead use the formula =Min, then open bracket and highlight the cell range you wish to find the minimum value of, close bracket. IF An IF statement is A 'conditional statement' often used within a spreadsheet. An IF statement checks to see if a statement is true or false and then does one of two things depending on the result. It looks like this in Excel:- =IF(Condition check, Do this if true, Do this if false) For example consider this formula written in spreadsheet cell B1: =IF(A1 > 0,"Profit, Loss") This checks to see if the value of cell A1 is more than zero. If it is, then the word "Profit" appears in cell B1 otherwise the word "Loss" appears. 9

11 In the spreadsheet below a service charged will be added depending on how much the visitor has spent. We want to automatically work out the service charge by either adding 5% or 10%. The IF statement asks the question if I2 (the cost) is less than or equal to 6.00 then add 10% service charge otherwise add 5%. The formula for this IF statement is as follows =IF(I2<=6,I2*10%,I2*5%) but can be worked out by following the screenshots below:- To carry out an IF statement click on the formulas icon Then click on IF and OK Then Then enter the data required, in this case 5% or 10 % 10

12 Count The COUNT function counts the number of cells that contain numbers, and counts numbers within the list of arguments. Use the COUNT function to get the number of entries in a number field that is in a range or array of numbers. For example, you can enter the following formula to count the numbers in the range I2:J26: =COUNT(I2:J26). In this example, if five of the cells in the range contain numbers, the result is

13 Replicate Formula To replicate the formula click on the small square box at bottom right hand of the cell as shown below: Drag the small square box down all the cells you want the formula to appear in, as shown in the screen shot below: Release the mouse and you will now see results in all the cells you wish as shown below: 12

14 Data Validation To validate data click on the cell range you wish to validate. In this case we want to make sure that you can only enter numbers between 1 and 100. Highlight the cells you want to validate and then click Data and then Data Validation as shown below:- 13

15 Once you click data validation the following screen will appear:- 14

16 For this example click Allow Whole number and the following screen will appear: Under Minimum place 1 and under Maximum place 100. Click OK and this validation will now be set up for that cell. If you place a number higher than 100, in this case 101, the following message will now be displayed: 15

17 Absolute Cell Referencing In a spreadsheet you can refer to another cell in a formula by using a 'cell reference' such as A1. This refers to column A, row 1. The simplest formula would look like =A1 Spreadsheets allow you to drag that formula down or across or even copy it to another cell. If you want to stick to the same cell contents and for the cell reference not to change, regardless of how you drag or copy it then you use an 'Absolute cell reference' like this:- =$A$1 The $ tells the spreadsheet not to alter the formula as you drag or copy it to another cell. The absolute cell reference asks the question if K2 (total cost) is less than or equal to 7.00, then use the base euro rate from the spreadsheet (cell B29) otherwise use the bonus euro rate (cell B30). Under the formulas function click on the logical function, then enter =IF(K2<=7,$B$29,$B$30) 16

18 To create a Bar Chart Pie Chart or line graph To create any of the charts or graphs above, follow this procedure. Highlight the data which you wish to include in the chart. Data can be separately selected by holding down the shift key. Under the Insert function click on your desired chart or graph as shown below:- By default, the chart is placed on the worksheet as an embedded chart. As shown below: If you want to place the chart in a separate chart sheet, you can change its location by clicking anywhere in the chart to activate it. The following screen will appear: 17

19 Click Move Chart and choose where you want the chart to be placed, for this example I want it to be a new sheet called chart 1, click New sheet and the following will appear: 18

20 Click OK and the following will appear: To Label Chart Click anywhere in the chart to which you want to add a title. This displays the Chart Tools, adding the Design, Layout, and Format tabs. Click the Layout tab, in the Labels group, click Chart Title. Click Centered Overlay Title. In the Chart Title text box that will appears in the chart as shown below, type the text that you want for the title in this example it will be Sales per Week. 19

21 To add Axis Titles Click anywhere in the chart to which you want to add a title. This displays the Chart Tools. Click the Layout tab, in the Labels group, click Axis Title. Click on Primary Horizontal Axis Title, and then click the option that you want. For this example click Title Below Axis as shown below: Type in your label as shown below: 20

22 To label the Vertical axis, click the Layout tab, in the Labels group, click Axis Title. Click on Primary Vertical Axis Title, and then click the option that you want. For this example click Vertical Title as shown below: Label the vertical axis and the following will appear: 21

23 Values/Legends To alter values and legends use the same process by using the Layout tools and click on Legend, for this example I have clicked None. You can see now the series 1 has disappeared at the right of the chart as shown below: 22

24 Print Charts To print a chart, make sure you have clicked on the chart or graph that you wish to print, click on file print, then, as shown below, choose your print options. Print Gridlines Click Page Layout, click on Print Titles and the following screen will appear. Click on Gridlines. 23

25 To Print Formulae Click on the Formulas tab and click on Show Formulas which will not display the formulas as shown below: Click Show Formulas again if you wish formulas to disappear. 24

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