Teach Yourself Microsoft Excel Topic 5: Revision, Headers & Footers, Metadata http://www.gerrykruyer.com In this first lesson of this level 2 course you will cover basic Microsoft Excel concepts as well as get to learn a number of techniques that you may or may not have come across before. A spreadsheet is a document that stores data in a grid of horizontal rows and vertical columns. The row and column structure allows data to be analysed using formulas. A spreadsheet is typically used for storing and processing numbers although it can also be used for storing data such as names, addresses and other non-numeric items. A better solution to storing and working with non-numeric data is to use database software such as Microsoft Access. Spreadsheets are commonly used in scientific and financial applications. For example, a spreadsheet may store bank account data, including balance and interest information. A column that stores the account balances of several clients can easily be summed to produce the total value of all of the clients balances. These amounts can be multiplied by the interest rate from another cell to see what the value of the accounts will be in a year. Once the formula has been created, modifying the value of just the interest rate cell will also change the projected value of all of the accounts. Microsoft Excel is the most popular spreadsheet program in the world today. Reacquaint yourself with the MS Excel screen shown below and how to use the basic tools. File Tab Quick Access Toolbar Tabs Help Title Bar Ribbon Account Access Ribbon Options Ribbon Group Names Formula Bar Column M Up Button Scroll Bar Name Box Pointer Active Cell Row 20 Down Button Sheet Tab Bar Active Worksheet Other worksheets Document Viewing Buttons Zoom Level D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 1
We will spend some time going over MS Excel mouse and keyboard skills. You will find that some of these skills such as opening and closing a file, creating a new file, setting font properties, using cut, copy, paste, printing, getting help, zooming in and out, scrolling, using the ribbon and the quick access toolbar are the same as those learnt in Microsoft Word. Question 1. Name three Microsoft Office software types other than MS Excel. The intersection of each row and column is called a cell into which you can enter data. Each cell has a unique address called a cell reference which is named by its column letter followed by its row number. E.g. C6 refers to the cell that intersects column C and row 6. When you click into a cell you will see the cell address displayed in the cell reference area as shown in the diagram above. Here the active cell is cell A1 and the reference area contains that address: A1. On my laptop each worksheet in a workbook has 480 columns and 65,536 rows but this depends on the amount of memory that your computer has and which version of Excel you are running. An Excel file is often called a workbook. Inside a workbook you find a number of sheets that are accessed via the bottom-left tabs in the MS Excel window. The name of each sheet appears on those bottom-left tabs. Each sheet contains thousands of cells. When you first open Excel you see three blank sheets. These sheets will either contain tables of data called worksheets; or graphs called charts. A sheet containing a chart is called a chart sheet. You can use either the keyboard or a mouse to move around a worksheet. The mouse is used to click into a cell to make it active and to operate the scroll bar. When a cell is made active it has a thicker border around it. When you first open Excel you will find that the current active cell is cell A1. The MS Excel screen includes a formula bar. This is used to display data or formula that has been typed into the current active cell. You can use the formula bar to edit your data or a formula. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 2
Keyboard Movement Commands To move Press Mouse Techniques Up one cell in a column Down one cell in a column key key Click on this arrow to scroll up one row at a time Left one cell in a row key Right one cell in a row key First cell of current row Home key Click on this grey area to scroll up one screen at a time Next non-empty cell left in current row Next non-empty cell right in current row Next non-empty cell up in current column Next non-empty cell down in current column One screen up in current column One screen down in current column First cell in worksheet: cell A1 Last cell in worksheet Ctrl + keys Ctrl + keys Ctrl + keys Ctrl + keys Page Up key Page Down key Ctrl + Home keys Ctrl + End keys Drag the scroll bar to scroll multiple rows Click on this grey area to scroll down one screen at a time Click on this arrow to scroll down one row at a time Customising the Quick Access Toolbar MS Excel allows you to customise the Quick Access toolbar by adding or removing buttons. The default Quick Access toolbar looks like this: To add or remove buttons click on and choose the options that you want to add or remove. Add the Quick Print button to your Quick Access toolbar:. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 3
Basic Editing of a MS Excel Worksheet Microsoft Excel worksheets contain three basic kinds of cell entries: Text: Numbers: Formulas: Words, titles and other non-mathematical data that does not change once it is entered into a cell. Mathematical values that do not change once entered into a cell but can be used in calculations. Formulas perform calculations usually using numerical information from other cells. Formulas are the key to building powerful worksheets. Skills Check 5a In this exercise you will revise data entry techniques to build a basic spreadsheet. You will enter text and numbers but no formulas just yet. 1. Open a new MS Excel workbook. Entering Text 2. Make sure cell A1 is the active cell. 3. Type the text: SPAN Community Learning Centre Your screen should appear similar to the one below. Note that the text you typed appears in two locations: inside cell Al and inside the Formula Bar. MS Excel also activates three buttons as soon as you type the first character of the text as shown below: Cancel Enter Insert Function Wizard Clicking on cancels the entry in the Formula Bar. Clicking on accepts the entry in the Formula Bar. Clicking on helps you to enter formulas that involve functions. 4. Press either the Enter key, the Tab key or click on the in cell A1: box to complete the text data entry When you enter text into an Excel worksheet cell it appears left justified. When the text is longer than the width of a column, Excel displays excess characters in adjacent cells to the right, as long as these adjacent cells contain no data. SPAN Community Learning Centre has extended into cells Bl, C1 and D1 because these three cells are all empty. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 4
If cell Bl contained data, only the first eight or so characters of the text would be displayed on the worksheet in cell Al. The excess characters are still stored in Al but remain hidden. The excess characters are displayed in the formula bar whenever cell Al becomes active. Question 2. What do the terms: left justified, centred and right justified mean? 5. Type the text data in the following table into your worksheet using the Tab key,,, or keys, or your mouse to move about your worksheet, and the Enter key to complete the data entry process. Notice: Excel includes an AutoComplete feature. As you type, Excel looks at the contents of the cells above the active cell. If it detects that you are beginning to type text that you have already typed above, it offers to complete that entry for you. If the entry is correct press the Enter or the Tab key to accept it, otherwise continue typing the correct text. If you make a mistake, select the cell again and retype the correct data. For example, if you type the two letters Pr into cell D8, then you see the AutoComplete feature working and if this is what you want in that cell then simply press Enter or Tab. Entering Numbers In Excel you can enter numbers into cells. Numbers can include the digits 0 to 9, and any one of the following special characters: + - ( ), /. $ % E e If a cell entry contains any other character (including spaces), then Excel interprets the data as text. While Excel allows you to enter numbers with punctuation symbols such as dollar signs and commas, I recommend that you do not do so to ensure quick data entry. These attributes can be assigned to the worksheet numbers later using Microsoft Excel s formatting commands. When you enter a number into an Excel worksheet cell it appears as right justified. The worksheet you are in the middle of creating requires numbers to be entered for Age and Salary. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 5
6. Type the numeric data in the following table into your worksheet using the Tab key,,, or keys, or your mouse to move about your worksheet, and use the Enter key to complete the data entry process. Notice how when you start to type into a cell that was previously covered (or partially covered) by data overflow from the cell to its left then that overflow is hidden and replaced by your new data. The hidden data is not lost. 7. Save your Excel workbook in your server space naming it Task-5a.xlsx Notice that the file extension for a Microsoft Excel 2007, 2010, 2013 or 2016 workbook is.xlsx Cell Range Data entry can be sped up by selecting a range of cells prior to the data entry operation. A cell range is a rectangular block of cells identified by naming the top left-hand cell reference together with the bottom right-hand cell reference and separating the two with a :. For example, cell range A1:C4 would include cells: A1 B1 C1 A2 B2 C2 A3 B3 C3 A4 B4 C4 A cell range can be selected by using a mouse. To select a range, you first select any corner cell and then drag the mouse to extend the selection to cover the entire cell range. 8. Select the cell range B4:E9 as shown below using your left-mouse button as shown on the right: D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 6
Notice: As you select your cell range, the reference area displays how many rows and columns you currently have highlighted as shown on the right: As soon as you let go of your left-mouse button to finish selecting your desired area, the reference area displays the top-left cell that you have selected as shown on the previous screen dump. Hint: To select a cell range without dragging the mouse: i. Click on corner of your desired cell range ii. Hold down the Shift key iii. Click the diagonally opposite corner of your cell range. Quick Data Entry Once a cell range has been selected, you may enter data quickly by pressing the Enter key to move down to the next available selected cell or by pressing the Tab key to move right to the next available selected cell. 9. Try selecting cell range A14:E17 using the hint method above. 10. Using only the Tab key to move across to the next cell or the Enter key to move down the selected cells type in the following data into the selected cell range: McFisher Andrew 64 Manager 69000 Reid George 21 Programmer 46000 Dakin Alfred 36 Secretary 49000 Parton Edmond 28 Systems Analyst 65000 Editing Data You can change the content of any cell by making it the active cell and then retyping a new entry to replace the old one. Sometimes you may need to make only a small change to data inside a cell; thus an alternative to retyping the entry in full is desirable. Excel allows two simple ways of editing a cell. The worksheet you have created contains two deliberate errors that need correction: Cell A14 contains the text McFisher instead of Fisher. Cell A16 contains the text Dakin instead of Deakin. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 7
There are two ways of editing a cell: Method 1: i. Click in cell A14 to select that cell. ii. Note the contents of cell A14 appears in the formula bar. iii. Click inside the formula bar to insert your cursor positioning your cursor so that it sits between the c and F in McFisher. The formula bar appears: iv. Press the Backspace key to remove the Mc.. v. Click on to the left of the formula bar to complete the data editing process. Method 2: i. Double-click cell A16 to activate edit mode. ii. Position your cursor so that it sits between the D and the a. iii. Type in the e to correct the missing letter. iv. Press the Enter key to fix the error. 11. To edit cell A14 use Method 1 above. 12. To edit cell A16 use Method 2 above. 13. Save the changes to your Excel workbook. Some Quick Formatting Tips At the moment, your spreadsheet should currently look much like this although your computer may be using a different font and font size to mine: Also some of your columns are not wide enough to enable you to view all of the data in those columns. When using Excel, this is not a problem but you may prefer to see all the cell data in its entirety. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 8
14. Place your mouse cursor on the line between the A and B column headings. Your mouse pointer will change to that shown on the right allowing you to drag columns wider or narrower. 15. Alter the width of columns so that you can fully see all entered data including headings as shown below: If cells containing numeric data are too narrow to fit the data, then you see hash symbols (#####) in these cells indicating that they are too narrow. The data is not lost, simply make these columns wider. 16. Reduce the width of column E so that you see hash symbols. 17. Increase the width of column E so that you no longer see hash symbols. Question 3. What do hash symbols in a cell indicate? 18. Alter the font in cell A1 to Courier New size 18. 19. Select all of row 3 by clicking on the row heading letter for that row. 20. Format the row 3 headings as Arial, size 12, bold, underlined and centred. 21. Select cell range A4:E17 22. Format the data range as Times New Roman, size 12. 23. If any of the columns are too narrow, then make them wider. 24. Select all of column E by clicking on the column heading for that column. 25. Click on the $ icon in the Number group. You may need to make column E wider. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 9
26. Click on the pull-down list in the Number group and choose from the list. 27. Remove the decimal places by clicking on the icon twice in the Number group. 28. Save the changes to your Excel workbook. Your spreadsheet should now look like this: You have completed the section dealing with entering data in MS Excel and editing that data. There is an exercise to complete below. This exercise tests the Excel skills that you learnt in this lesson. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 10
Prove to Mr Kruyer that you have Learnt Excel Skills From my website download the Skills Check 5b file. Depending on your browser, you may need to click on Enable editing or Open with MS Excel. Save it to your computer/usb stick. It should be named: task-5b.xlsx Make sure the paper size is set to A4 and Landscape. You should be able to find out how to do this yourself! Set all the margins to 2cm (20mm). You should be able to find out how to do this yourself! There are a number of formatting, spelling and numeric errors that should be fixed up. These are as follows: Set the top heading to be centred vertically and horizontally across the five columns. The heading should be in bold, underlined and use Helvetica font or something similar to that (This is a sans-serif font similar to Arial so you could use that if you do not have it on your computer). The heading should be size 16 pixels, dark blue text and light green background. Set the heading row height to 26. All columns except for the Age column should have a width of 20. Set the Age column width to 10. The five field headings should be centred vertically and horizontally in their columns; red font, bold, double underlined, Helvetica font, size 14 and row height of 20. The data in all other cells should be size 12, Times New Roman with a row height of 18. Set the salary data to currency with no decimal places Edmond Parton s name should be Edmond Barton. Add Julia Gillard, a 31-year-old programmer with the same pay as Gerry Kruyer. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 11
Using the File tab s Properties section, add appropriate metadata to your Excel document as shown on the right but use your name where appropriate not mine! Insert a header containing your name, date and page number by following this breadcrumb trail: In the Insert tab, click on. Then in the Header & Footer Tools Design tab click on. Now choose the bottom option shown on the right: Prepared by Date, Page 1. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 12
While you are in the Header & Footer Tools Design tab, either click on the button or scroll down to the Footer section at the bottom where you see the grey text: Click in the left-footer box shown below: Click on. If necessary, change the footer font size so that it fits within the available width of your document page. Save the additions/changes to your USB drive. In the next step you will be printing your spreadsheet and the printing will begin at the top-left margin point. If you want your printed work to be centred on the paper, then: Click on the Page Layout tab. Click on the Margins button. Scroll down to Custom Margins Tick the two boxes shown circled in red on the right: Print out your work for ACFE purposes using the backstage button. I want your work to be centred on the page. Your final spreadsheet preview should look much like mine shown below except that: Yours will have your name. The date will be different. The file path which will probably be a lot shorter than mine. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 13
Have you backed up all your work at the end of this lesson to your USB thumb drive? Have you been saving your work to the network server space or your USB drive every 10 minutes? Show your MS Excel documents to Mr Kruyer for assessment. Due Dates: All questions from this task and homework should be completed by next week s class. D:\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task5\TYMSExcel5.docx Page 14