The Guided Discovery Series for Microsoft Office 2007 & Windows XP

Transcription

1 The Guided Discovery Series for Microsoft Office 2007 & Windows XP

2 The Discovery series for Microsoft Office 2007 MS Office Outlook 2007 Windows XP Windows Vista Windows Internet Explorer 7 Microsoft Expression Web BSBITU101A Operate a personal computer Windows XP BSBITU101A Operate a personal computer Windows Vista BSBITU201A Produce simple word processed documents Microsoft Word BSBITU202A Create and use spreadsheets Microsoft Excel BSBITU203A Communicate electronically MS Office Outlook 2007 BSBWOR204A Use business technology Windows XP BSBITU301A Create and use databases MS Access BSBITU302A Create electronic presentations MS PowerPoint BSBITU303A Design and Produce Text documents Microsoft Word BSBITU304A Produce spreadsheets Microsoft Excel BSBITU305A Conduct online transactions Windows Internet Explorer 7 BSBITU306A Design and produce business documents Microsoft Word BSBITU309A Produce desktop published documents MS Publisher BSBITU401A Produce complex word processed documents Microsoft Word BSBITU402A Develop and use complex spreadsheets Microsoft Excel BSBITU404A Produce complex desktop published documents MS Publisher BSBITA401A Design databases MS Access BSBITB501A BSBITB501A Establish and maintain a workgroup computer network Establish and maintain a workgroup computer network Windows XP Windows Vista BSBITS401A Maintain business technology Windows XP BSBITS401A Maintain business technology Windows Vista BSBEBU401A Review and maintain a website Microsoft Expression Web BSBEBU501A Investigate and design e-business solutions Microsoft Expression Web BSBEBU502A Manage e-business systems and services Microsoft Expression Web BSBWRT301A BSBWRT401A BSBITU501A Write simple documents Write complex documents Manage business document design and development

3 Business Services Training Student Workbook Unit of Competency Create and use spreadsheets BSBITU202A Unit Descriptor This unit describes the performance outcomes, skills and knowledge required to correctly create and use spreadsheets and charts through the use of spreadsheet software. Employability Skills The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary for the qualification in which this unit of competency is packaged, will assist in identifying Employability Skills requirements. Pre-requisite Units Nil Application of the Unit This unit applies to individuals who perform a range of routine tasks in the workplace using a limited range of practical skills and fundamental knowledge of creating spreadsheets in a defined context under direct supervision or with limited individual responsibility. Competency Field Information and Communications Technology IT Use

4 Create and use spreadsheets This book supports BSBITU202A, Create and use spreadsheets in the Business Services Training Package. Copyright Software Publications Pty Ltd. January 2008 Author: Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from the publisher, Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. These learning materials have been prepared for use as part of a structured vocational education and training course and should only be used within that context. The information contained herein was correct at the time of preparation. Legislation and case law is subject to change and readers need to inform themselves of the current law at the time of reading. Publishers Software Publications Pty Ltd (ABN ) Head office Sydney Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: (02) Fax (02) Branches Adelaide, Brisbane, Melbourne and Perth Australia Toll Free Numbers Phone: Fax: Web address Published and printed in Australia

5 Create chart (3.2) 3.1 Create chart (3.2) Create chart using appropriate data range in the spreadsheet. For the previous project, you looked at how to create, layout and print a spreadsheet that you will use yourself. In this section you will create a spreadsheet, and develop charts that you can use to communicate the information in the spreadsheet to others. If you like numbers yourself, you may be able to look at a spreadsheet and see what it all means, but many people cannot. You have heard the saying a picture speaks a thousand words. Well it does the same for numbers, and Excel has made it very easy for you to create pictures from numbers. Project 2.1 Create and save a new worksheet with chart Project 2.1 Create and save a new worksheet with chart For this project you are going to use information supplied in the Microsoft training. 1 Close Excel if it is still open. Open Excel. A new blank spreadsheet displays. 2 Copy the spreadsheet data shown on this illustration to your spreadsheet. This is taken from the Microsoft on-line training that you will do later. 3 Practice using some of the features you learned in Project 1 as you are typing this data into the cells. Use key to move down the cells. Use the to move across the cells. Enter the date range Jan Mar using AutoFill. (see Project 1.21 Enter a Range of formulas using AutoFill, page 2-37.) 4 When you have finished entering the data, select the range B2 to D5 that includes the: the column titles (January, February, March) row labels (the salesperson names). Element 3-2 BSBITU202A Create and use spreadsheets

6 Create chart (3.2) 5 Click the Insert tab. In the Charts group, click the Column button. 6 Click Clustered Column, the first column chart in the 2-D Column list. A chart displays on your spreadsheet. You have January to March on the horizontal axis. This is a good way to see sales by month. Your chart looks something like the chart below. Assessment Portfolio Chart 1 7 Change some values for Guiussani and watch the chart. Your chart adjusts automatically. 8 Take the time to look over your chart. The vertical axis shows the number of cases. The horizontal axis shows the month. The columns show the sales made by each of the salespeople in each month. BSBITU202A Create and use spreadsheets Element 3-3

7 Create chart (3.2) 9 Save your worksheet Follow the instructions in Project 1.6 Save your spreadsheet using the Save As function, page 2-16, to save this spreadsheet. In the File name field, type a name for your file, something like YourNameSalesReportVersion1. Type your own name, the words SalesReport, and Version1 all without any spaces between the words, and using capitals to separate the words. 10 Write your spreadsheet name here and also the location where you saved the spreadsheet you will need to remember both your spreadsheet name and location. Your path will look something like this if you are saving to an external memory device. E:\YourNameSalesReportVersion1 Element 3-4 BSBITU202A Create and use spreadsheets

8 Modify chart type and layout (3.3) 3.2 Modify chart type and layout (3.3) Modify chart type and layout using formatting features Change the chart view Project 2.2 Change the chart view There is a huge array of formatting options you can apply to your chart once you have it. Project 2.2 Change the chart view 1 Create two versions Left click on a blank area in your chart. Right click. This menu displays. Left click Copy Here. There are now two charts in your spreadsheet. 2 Run your cursor over the edge of the top chart until the cross hairs display. Hold the left mouse button down and drag the chart to another position so that you can see both charts. 3 Switch Row/Column Excel selects a default way of displaying your data, but you may want to do it differently. Click on your second chart. Click Chart Tools tab, Design group. From the Data group, click Switch Row/Column. You now have a different way of looking at the same data. In the first view, you have January to March on the horizontal axis. In the second view, you have the salesperson names on the horizontal axis and you are better able to see the improvements made by each salesperson. BSBITU202A Create and use spreadsheets Element 3-5

9 Modify chart type and layout (3.3) Assessment Portfolio Chart Print your charts Now you can print your two charts and check them visually. Project 2.3 Print charts Project 2.3 Print charts 1 Click on the chart you want to print. Click the Office Button. 2 Run your cursor over Print. The Print menu displays. 3 Click Print. Element 3-6 BSBITU202A Create and use spreadsheets

10 Modify chart type and layout (3.3) The Print dialog box displays. 4 The Print what frame should look like the first illustration, with Selected Chart selected. If it looks like the second illustration, go back and select your chart and try again. Click. Your chart will print. 5 Repeat with your second chart. Place both in your assessment portfolio. 6 Save your spreadsheet using the Save command to its current name Version 1 Then save your spreadsheet again using the Save As command and name it Version 2. Assessment Portfolio Charts 1 & 2 Now you have two copies or your spreadsheet. Continue working on Version 2. BSBITU202A Create and use spreadsheets Element 3-7