Dale s Freight Fuel Report Assignment. Objectives By the end of this lesson, you will be able to:

Transcription

1 Dale s Freight Fuel Report Assignment Objectives By the end of this lesson, you will be able to: Set up a worksheet Navigate an Excel Window Enter labels and values Create formulas using math operators Use common functions Organize and format Data Use conditional formatting Use AutoSum Apply a theme Format align cells Adjust column width and row heights Format cell shading and borders Create Sparkline elements Modify page formatting from Backstage view Use AutoFill Use sheet reference Dale, has a Freight business. He suspects he isn t getting the most fuel cost benefit out of his fleet of 50 trucks. He needs your help to create a report from raw mileage and fuel data for week 40. To complete a Report for Analysis, you need to use Functions and Formulas to Calculate Mileage and Fuel Consumption Totals. Determine the Averages, Maximums and Minimums for both, and then Format a Report which can be used to analyze the data and determine areas to Maximize Fuel Savings. Part : Create a Fuel Mileage Report To prepare the Fuel Report for analysis, you must first create a formatted report to calculate the fuel mileage for all of Dale s trucks during week 40, using formulas and functions. Steps:. Open the Dale s Freight data file, save the workbook as Dale s Freight Fuel Report to the location where you save the files for this class. Double click the Sheet tab, change the name to Mileage, change the name of Sheet 2 to Fuel Consumption (click the + sign if you need to add a sheet), create a third sheet labeled as Fuel Report, click on the Mileage worksheet. 2. Click on column A to highlight it. Right click to open the options menu, and click Insert (The data should have shifted over one column). Insert a total of two rows above the data.

2 3. Click in cell A3, and type DF405, type DF40 in cell A4, and DF45 in cell A5. Highlight cells A3:A5, click the small square located in the bottom right corner of the highlighted cells (your pointer should turn into a fill handle in the shape of a + sign), hold your left mouse button down and drag the fill handle down to populate the range of A3:A52 (notice that Excel anticipated a series with the numbering increments of 5). These are the truck numbers. Copy the truck numbers to your clip board. Click on the Fuel Consumption worksheet, click cell A, paste the truck numbers by either clicking the paste button on the ribbon or using the right mouse button, paste the truck numbers to cell A of the Fuel Report worksheet as well. 4. Click cell A of the Mileage worksheet and type the heading Week 40 Mileage Report. Click in cell A2, type the word Truck. Click in cell B2, type the beginning of the word Monday Mon, click the fill handle on cell B2 and populate cells C2:F2 (The trucking company is closed on Saturday and Sunday). Click in cell G2, and type Total Miles per Truck. Format these column headings at bold and centered. Place your pointer between columns G and H so that you see a vertical line with two opposite facing horizontal arrows, double click to resize the column width. Click in cell A53, type Total Miles, type Average Miles Minimum Miles, and Maximum Miles in the cells below the B53. Adjust the width of column A so that all the text in these cells fits in one column. 5. Click in cell G3, type the formula =F3-B3 and hit [ENTER] to calculate the total miles truck DF405 for the week (as an option to typing the cell references, you can simply click the appropriate cells to populate the formula). Click cell G3, and drag the fill handle down to cell G52 to populate the total weekly miles for each truck. Note: By now, you should start to see the advantage of using Excel formulas. 6. Click in cell G53, click the AutoSum button in the Editing group of the Home tab, notice that the SUM function has appeared in the formula bar located under the ribbon. Click in cell G54, click the drop down menu next to the AutoSum button and click Average to calculate the average of the values in column G. Notice the Total Miles value in cell G53 is also selected in the range. Change the range so that cell G53 is not included in the function either by dragging the range up one cell or by typing the change in the formula bar. Calculate the Minimum and Maximum Miles values using the MIN and MAX functions. Delete the Total Miles per Truck values for Trucks DF500, DF555, and DF600. Those trucks were out for repair in Week Highlight cells A:G, click Merge & Center in the Alignment group, change the font size to 24, the fill to Green, Accent 6, Darker 25%, and the font color to White. Bold the titles in rows 53 through 56, and the truck numbers in column A as well. Highlight cells A2 through G52, click on the Format as Table button in the Styles group, and select Table Style Light 2. The Format As Table dialog box will appear verifying the range you selected to format as a table. Click OK. Click the Table Tools Design tab, to view the table design ribbon. Change the table name to

3 Mileage in the Properties group. Shade the Total Miles (cells A53-G53) in light green, and use the fill colors style to in the font group to progressively shade the last three rows of information by 20%, starting with Green, Accent 6, Lighter 80% as show below. Check the images below to ensure your formatting and calculations are correct. Save the workbook before moving on to Part 2

4 Part 2: Create a Fuel Consumption Report Now that you created a formatted report to calculate the fuel mileage for all of Dale s trucks using formulas and functions, you will apply what you learned to in Part to create a Fuel Consumption report based on refueling data for Week 40. The information from this report, and the report you created in part will be used to create the Fuel Report Steps:. Click the Fuel Consumption worksheet tab, you already added the list off truck numbers you created in part. Insert two new rows to make room for a report heading and column heading labels. Click on column B and Insert a new column between the truck numbers and the first row of data. 2. Click cell A and type the heading Week 40 Fuel Consumption. Starting with cell A2, add the column heading of Truck above the list of truck numbers. Use the AutoFill to fill to add the days of the week Mon through Fri. Add the label Total Gal to cell G2. Format these column headings at bold and centered. Note: The trucks usually do not refuel on Mondays so that column has no data. 3. Click in cell A53, add the label Total, followed by Average Consumption, Minimum Consumption, and Maximum Consumption in cells A54, A55, and A56 respectably. Use the SUM function to calculate Total Gallons for each truck. It is possible refueling can occur on Mondays so include the cells for Mon through Fri in your function range. Calculate the consumption total, as well as average, minimum, and maximum. Do not forget to delete the values for the trucks that are out of service. Click on the calculated value for Average Consumption, click the Decrease Decimal button in the Number group so that there are only two decimal places. 4. Highlight cells A:G, click Merge & Center in the Alignment group, change the font size to 24, the fill to Blue, Accent 5, Darker 25%, and the font color to White, bold the titles in rows 53 through 56, bold all of the truck numbers as well. Highlight cells A2 through G52, click on the Format as Table button in the Styles group, and select Table Style Light 20. The Format As Table dialog box will appear verifying the range you selected to format as a table. Click OK. Click the Table Tools Design tab, to view the table design ribbon, change the table name to Consumption in the Properties group. Shade the Total Miles in light blue, and use the fill colors style to in the font group to progressively shade the last three rows of information by 20%, starting with Blue, Accent 5, Lighter 80% as show below. 5. Click on the number three in order select the entire 3 rd row, click the View tab, click Freeze Panes drop down arrow, and select Freeze Panes. Now, scroll up and down the worksheet. Notice how the header row stays fixed as you scroll up and down. Freezing panes can make it easier to work with a large amount of data in

5 your workbook. Excel also allows you also hide rows or columns or spit information into two different panes. 6. Check the images below to ensure your formatting and calculations are correct, Save the workbook before moving on to Part 3

6 -2 s Part 3: Create a Fuel Report In this final step, you will prepare the Fuel Report for Dale s Freight which can be used to analyze and optimize fuel usage for Dale s fleet of trucks during week 40. You will use formulas and functions, as well as conditional formatting to enhance the report. Steps:. Click on the Fuel Report worksheet tab, Insert two rows for a title and column headings. Click in cell A and type Week 40 Fuel Report. Select cells A:E, click the Merge & Center button in the Alignment group. Click on cell A2, and type Truck, click in cell B2, and type Total Miles, type MPG in cell C2, Fuel Cost per Mile in D2, and Total Fuel Cost per Week in cell E2. Format these column headings at bold and centered. Adjust the column widths so that the column headings fit. Highlight cells A:E, click Merge & Center in the Alignment group, change the font size to 24, the fill to Gray-25%, Background 2, Darker 25%, and the font color to White. 2. Click in cell A53 and type Average. Click in cell A54 and type Fuel Cost. Format these two labels to be bold. Adjust the column widths so that the all text fits. Click in cell B54, and type 2.5. Click the $ in the Number group. Notice that a dollar sign was added to the value in cell B54. Click the number format drop down arrow, and select Currency. Notice that the dollar sign is

7 no longer left justified, but now precedes the value in the cell. This is the difference between the Accounting and Currency formats. 3. Click in cell B3, type the equal sign =, click the Mileage worksheet tab, select cell G3, hit [Enter]. Click on cell B3. Notice that the formula bar indicates -2 Miles per Truck]]. This is because the total miles data is now s linked to the Mileage worksheet. Drag the fill handle to down to populate the mileage through cell B s 4. Click on cell C3, Type =, click cell B3, type /, click the Fuel Consumption worksheet tab, then click on cell G3, hit [Enter]. Your formula should look like this: =B3/Consumption[@[Total Gal]]. You have divided the total miles by the total gallons of fuel consumed to calculate miles per gallon. Drag the fill handle to down to populate the mileage through cell B52. Note: You may have one of two errors messages in the fields for the inactive trucks. The #### error means that the cell is not wide enough to display the value within the cell. The #DIV/0! error means that you have attempted to divide a number by zero, which is mathematically impossible. 5. Select the cell C3, change the value to Number format from the Number format drop down menu. Click the Format Painter in the Clipboard group. Notice you now have a paintbrush pointer. Highlight cells C4 through C52 to paint the format of the value in C3 to the rest of the values in the MPG column. Delete the MPG values for the trucks that were not in service that week. Adjust the column width to fit the values. 6. Click in cell D3, type =, click the fuel cost value in cell B54, press [F4] to make the value absolute, type /, click cell C3, hit [Enter]. Your formula should look like this: =$B$54/C3. You have divided the fuel cost by the miles per gallon. Drag the fill handle to down to populate the mileage through cell B52. Delete the Fuel Cost per Mile values for the trucks that were not in service that week. Note: You use the [F4] command to insert the dollar signs ($) because you want to make the cell references in cells B54 absolute. Unlike relative references, absolute references do not change when copied or filled. You can use an absolute reference to anchor a row and/or column so it stays constant. In this case, there is only one cost of fuel value located in cell B54. An absolute reference is designated in a formula by the addition of a dollar sign ($). It can precede the column reference, the row reference, or both. Pressing the [F4] multiple times will cycle through various options of anchoring either the row, column, or both. 7. Click cell E3, enter this formula in order to multiply total miles by the fuel cost per mile: =B3*D3, copy the formula for the rest of the trucks. Enter a zero for out of service trucks. Calculate the averages for all values in each category. Compare your calculations with those in the image below.

8 8. Click on the number three in order select the entire 3 rd row, click the View tab, click Freeze Panes drop down arrow, select Freeze Panes. Bold all of the values in rows 53 and 54. Click cell B3, click the home tab, click the Conditional Formatting down arrow in the Style group, and select the blue gradient fill data bars. Drag the fill handle to format the rest of the total miles values. This conditional formatting will visually emphasize the values in the column. Apply the color shades conditional formatting of green yellow red color scale to the MPG values. 9. Select the row of D3:D52, use the conditional formatting top bottom rules to highlight the top and bottom ten items (select Top 0 Items, go back into conditional formatting and select Bottom 0 Items). Usually green means good, and read means bad. Explore the conditional formatting options a bit. You can use the Conditional Formatting Rules Manager pictured below to manage (edit, add, delete) rules. Take a look at the data, and the formatting you applied, and determine where there are fuel cost savings opportunities. Think about how you might use the skills you just learned to improve a business. Save the workbook, submit a copy to your instructor, then close the workbook.