In this section you will learn some simple data entry, editing, formatting techniques and some simple formulae. Contents

In this section you will learn some simple data entry, editing, formatting techniques and some simple formulae. Contents Section Topic Sub-topic Pages Section 2 Spreadsheets Layout and Design S2: 2 3 Formulae / Functions S2: 4 7 Creating S2: 7-9 Fill Command S2: 10 Formatting, Editing S2: 11-14 Exercises S2: 14-18 Headers & Footers, Formula View S2: 19 S2: 1

General Spreadsheet Information As said before, spreadsheets are used to calculate budgets, to analyse information and many other things. Spreadsheets are also very large. They have approx 65,000 rows and 260 columns!!! In the spreadsheet below it shows the cell in the last row and the last column (reference IV65536). (Remember, a cell is the intersection of a column and a row, and therefore is named after the column and row. ie. cell A3, means the intersection of column A and row 3). The columns start with A to Z, then move onto AA to AZ, then move onto BA to BZ, and finally finish with (in this case) IV. Cell reference When you highlight a row or a column by clicking in the grey area, be aware you are highlighting many more cells than what you can see. To move around a spreadsheet you can use the keyboard arrows (located at the bottom right of your keyboard). You can also use the scroll bar just like in wordprocessing. S2: 2

Exercise Move around a Spreadsheet 1. Go to Start, Programs and then Microsoft Excel, to open up Microsoft Excel. You should now be in a blank spreadsheet. 2. Move around the spreadsheet using the previously mentioned two methods. 3. Hold down the CTRL button and press the Home key. What is the cell reference now?... 4. Hold down CTRL and press the down arrow. What is the cell reference now?... 5. Hold down CTRL and press the right arrow. What is the cell reference now?... 6. Hold down CTRL and press the Home key. Why do people use spreadsheets? People use spreadsheets because the computer can calculate things faster and it is very simple to update a spreadsheet if it has been designed correctly. One important thing about good spreadsheet design is using cell references (i.e. A3) in calculations rather than typing in actual numbers (i.e. the number 3). For example look at the very simple spreadsheet below that adds two numbers together. A B C D 1 2 3 =2+3 2 2 3 =A2+B2 3 Both answers that would be displayed in column C would be the same. However the correct way is the formula in row 2, because if the numbers in column A or B change, the answer would automatically change. Exercise Using cell references in formulae. 1. Type in the simple spreadsheet above into the blank spreadsheet you currently have open. (You can use the set of four arrows on your keyboard to move from cell to cell, or move your mouse over the cell you want to type in and click the left hand button on your mouse.) 2. Now change cell A1 and A2 to the number 6, and press ENTER. (Notice that cell C2 changes correctly but cell C1 doesn t) S2: 3

Formulae Formulae can be added to a spreadsheet to make it perform simple or complex calculations. A formula always begins with an equals (=) sign and typed into the active cell where you want the result to be placed in the spreadsheet. Look at the picture below. This shows examples of the correct formulae used to add, subtract, multiply and divide using a spreadsheet. When you type the formula in and press enter, the computer will display the answer for you. Functions Functions can sometimes be used as Short cuts instead of using long or complex calculations. A function is a special type formula. A function always begins with an equal (=) sign and is typed into the active cell where you want the result to be placed in the spreadsheet. A function involves an equals sign, an action word, and then a range of cells in brackets. For example B4:G4 is a range, meaning all cells between and including B4 to G4. Look at the picture below. This shows examples of a formula and function you could use to do the same thing. S2: 4

Mathematics in Excel The table below shows how to use the basic mathematical operations on two numbers in two different cell locations. In the example used, the number 40 is in cell C6 and the number 10 is in cell D6. Operation Symbol Formulae Result Addition + = C6 + D6 = 40 + 10 = 50 Subtraction - = C6 - D6 = 40 10 = 30 Multiplication * = C6 * D6 = 40 * 10 = 400 Division / = C6 / D6 = 40 / 10 = 4 Mathematical expressions are calculated in a specific order based on the type of operation being performed and symbols, such as brackets. This order is the same as those used by people doing any type of calculation, by calculators and by all computer spreadsheet packages. Order of evaluating mathematical expressions: 1. Brackets () 2. Multiplication & Division 3. Addition & Subtraction That is, do all calculations in brackets first followed by any multiplication and division before any addition and subtraction. Formula Answer Explanation = 5 + 3 * 2 11 3 and 2 are multiplied first ( giving 6 ) then 5 is added (giving 11) = (5 + 3) * 2 16 5 and 3 are added first ( giving 8 ) then multiplied by 2 (giving 16) = 3 * 10 / 2 15 Both multiplication & division have the same order so calculation is done from left to right. This answer is the same if the division was done first then the multiplication. Note: In spreadsheets, cell references are used instead of numbers, so the first formula in the above table would normally be typed in the form = A1 + B1 * C1 where the number 5 is in cell A1, the number 3 is in cell B1 and the number 2 is in cell C1. S2: 5

Summary of Functions Formulae that are used regularly by computer users have been stored in the computer and are called functions. The most common functions used in this spreadsheet course are listed in the following table. Function Example Explanation = sum ( ) Adds a list of numbers together =sum(a1:a10) Adds the contents of cells A1, A2, A3, A8, A9 & A10 together. = average ( ) Calculates the average number, from a list of numbers. The average is the sum of all the numbers divided by the number of numbers. =average(a1:a10) Adds all the numbers in cells A1 to A10 (ie 10 numbers) together and divides this total by the number 10 (the count of the numbers added together). = min ( ) Finds the smallest number in a list of numbers. =min(a1:a10) Finds the smallest number stored in the cells A1 to A10. = max ( ) Finds the largest number in a list of numbers. =max(a1:a10) Finds the biggest number stored in the cells A1 to A10 S2: 6

Percentages Calculations using percentages are often used in everyday calculations. Examples include: 10% GST is charged on goods and services that people purchase banks charge a 6.75% interest rates on loans share prices fall/rise by 0.6% Percentage Fraction Decimal 100% 1 1 60% 60/100 = 6/10 = 3/5 0.6 6% 6/100 0.06 0.6% 6/1000 0.006 6.75% 675/10000 0.0675 Some Common English word and their Mathematical use 1. The word of means multiply. For example means 25% of Gross Pay 25% * Gross Pay or 25/100 * Gross Pay or 0.25 * Gross Pay. 2. The word less means subtract. For example means Gross Profit less Expenses Gross Profit - Expenses S2: 7

Exercise - To Create a Simple Spreadsheet If you do not have a blank spreadsheet open, then go to Programs, Microsoft Excel. You are going to create the following spreadsheet. 1 Type in the information as given in the spreadsheet picture below, into your spreadsheet. To start, move your mouse over cell A1 and click to make this the active cell. Type in Exercise 1. Formulae and Functions... Notice that this over laps into column B. 2 Select cell A3 and type in Addition Formula. You will need to increase the width of column A so that these words don t overlap into column B. Move your mouse to between the grey column labels A and B, and notice the mouse shape change to a double headed arrow. When this happens hold your mouse button down and drag out the column to the width that you want. 3 Complete the remainder of the spreadsheet, typing in the information as shown above. 4 In the Answer area, type in the correct formula or function. eg. In cell H3 you need to type in a formula that will get the computer to add all the numbers in the cells up, and in cell H4 you need to type in a function that will add them up. Remember you must type in an = sign to start. Go back to the examples in the previous page if you are unsure. 5 By the way are you finding the screen to hard to read, or the number too large? Try the Zoom tool to adjust the size of the cells on your screen. Click on the down arrow at the side of the zoom tool button and choose the percentage size that you are after. 6 Save your spreadsheet as Adding Formula. S2: 8

Exercise - To Create a Simple Budget If you do not have a blank spreadsheet open, then go to programs, then Microsoft Excel. You are going to create the following spreadsheet. 1. Move the cell pointer to A1. Type in the Words, BUDGET SYSTEM 2006. This overlaps into the next cell. Press Enter. 2. This entry is incorrect, and should read BUDGET PLANNER 2006. With the cell pointer, select A1, and click in the formula bar, to edit. Change System to Planner. Press Enter. 3. Fill in the following cells: A3 MONTH A5 EXPENSES A6 Fixed A7 Variable A8 Sundry A10 TOTAL EXPENSES A12 INCOME A13 Fixed (Salary) A14 Variable (Commission) A16 TOTAL INCOME A18 TOTAL SAVINGS Use your down arrow key to move from cell to cell. S2: 9

The Fill Command: Under the EDIT menu is a series of Fill commands called Right: Copies the entry, format or formula of the first cell of a selection, into the highlighted cells to the right. Down: Series: Copies the entry, format or formula of the first cell of a selection, into the highlighted cells below. Fills the highlighted cells with a series of numbers or dates. Use this command to quickly fill a series of numbers or dates in a column or row. And also Up and Left. In cell B3, type in January, press enter to confirm entry. Highlight from B3 across to G3. From the Menu Bar, select Edit, then Fill, then Series. Select Rows and AutoFill. Then click on OK. The highlighted area will fill with February, March and so on. There is also another way of doing the fill command. To try this we need to first delete the months you just created. Highlight from February to June and then press the Delete button on your keyboard. Select the January cell by clicking on it. You will see a small black square on the right hand bottom of the cell. Small black square or Fill handle Move your mouse over this square until your mouse changes shape from a thick cross to a thin cross. Click on the square and, keeping the mouse button down, drag across to G3. Release the mouse button. The area should now be filled with February, March and so on. In cell B6, type in 628, then press enter to confirm entry. Highlight from B6 across to G6. From the Menu Bar, select Edit, then Fill, then Right. The highlighted area will copy 628 across to each cell. 4. Fill in the remainder of the spreadsheet as in the picture on the previous page, including all Variable and Sundry expenses, and all Fixed and Variable Income from January to June. (Don t fill in the totals because this will be explained in a later exercise) 5. Type in TOTAL in cell H5. And Save the spreadsheet as BUDPLAN, on your flash drive. Close this file S2: 10

Creating a Spreadsheet Continued. read this section first, an exercise will follow. 1. Changing your Column Width. There are three methods of doing this: Method 1 - From the FORMAT menu, select Column, then Width. This allows you to enter an exact width. Method 2 - If you click on the bar between the columns on the grey column name bar, for example, between A and B column name. A double headed arrow appears. Holding the mouse button down, drag across the column boundary line until it is the required width. This can be done at any time. Method 3 - You can also double click on the division between the columns. This automatically makes the column the width of the largest entry in the column. 2. Changing your Row Height The height of a row or all rows can be changed by either: Highlight the row you want to change. From the Format menu, select Row, then Height and enter the height you want You can also click between the row number and drag it until you get the height you want. You can also double click on the boundary between the rows. This automatically makes the row height correct. 3. Text Alignment. There are a few different types of alignment when using a spreadsheet. Text alignment within a cell can be quickly selected from the toolbar (left, right and centre align). These will be the same as in Wordprocessing. S2: 11

From the Format menu, select Cells, then select the Alignment tab. The cell or cells you want to format must be highlighted to make your selection. There are several new choices, apart from those in Wordprocessing menu. You can change the text orientation, by clicking on the orientation that you desire, or by choosing the degrees that you want it orientated at. Horizontal aligns the text horizontally in many different ways. Center Across Selection lets you centre your selection across several highlighted cells. Vertical aligns the text vertically within a cell. Text Control changes the text by wrapping it within a cell, shrinking it, or merging many highlighted cells into one. See the picture below. 4. Shading. Highlight the area you want to put the shading in. From the Format menu, select Cells, then Patterns. You are given several choices to pick from. Make your selection and click on OK. 5. Borders. S2: 12

To achieve a border, highlight the area you want to put the border around. From the Format menu, select Cells, then Border. Make your choice of line style and click on OK. 6. Inserting a Column. Highlight where you wish the column to be inserted, by clicking on the column letter. The column goes in to the left of the highlighted column. From the Insert menu, click on Columns. The column is inserted. 7. To Delete a Column. Highlight the column you wish to delete. From the Edit menu, click on Delete. The column disappears. If you make a mistake, before you do anything else, click on Undo, in the Edit menu. 8. To Add a Row. Click on the row number below where you wish to add the extra row. From the Insert menu, click on Rows. The row is inserted above the highlighted row. 9. To Delete a Row. Click on the row you wish to delete. From the Edit menu, click on Delete. Be careful because all data in this row will be deleted too. If you make a mistake, before you do anything else, click on Undo, in the Edit menu. Formatting Text and Numbers Formatting in spreadsheets is similar to word processing. To change the text font Click in the cell (or highlight the range of cells) you want to change. Choose Format from the menu bar, then Cells, then Font. The box below will appear where you can change the font type, colour etc. S2: 13

To change the number style display Click in the cell (or highlight the range of cells) you want to change. Choose Format from the menu bar, then Cells, then Number. The box below will appear where you can change the number style display By selecting the correct box, you can change the number of decimal places, with or without commas, and how decimal numbers should be displayed.. Exercise Budplan continued Using the spreadsheet BUDPLAN 1. Make the column widths only the necessary width required. 2. Bold all headings. Remember to highlight what you wish to change. 3. Insert a column after June. Call it July. Enter the same figures as for June. 4. Using Cut and Paste, move the July column in front of the January column. Make sure you insert a column first so that you have somewhere to paste your work to. 5. Now delete the July column and the blank column after the June column, so the spreadsheet returns to the original layout. 6. Make row 1 deeper by dragging down on the cell baseline. 7. Centre the heading Budget Planner 2006 across the selection (A1- H1). Highlight from A1 to H1, select Format, then Cells, then Alignment, then click on the drop down box arrow next to Horizontal and select Centre Across Selection. 8. Place a border around rows A1 to H3. 9. Place a pattern inside this border (read the instructions for Shading ). 10. Make your heading Arial font and size 14. Save your file as BUDPLAN. Exercise - Budplan continued S2: 14

If not already open, open your file called BUDPLAN. 1. Select cell B10 (January s Total Expenses) and type in the following function: =sum(b6:b8) The colon will tell the special formula (function) to add everything between the first and the last cell. Make sure there are no spaces in the formula. The total will be placed in cell B10 when you press enter. This is a faster way than typing =B6+B7+B8 2. Use the same method to find the TOTAL EXPENSES for February and March only. You will use a different method for the other months. 3. There is also a function called AUTOSUM. It is represented by the Σ icon on the toolbar. AutoSum Button 4. You are now going to use the AUTOSUM to add up the TOTAL EXPENSES for April. Click in cell E10 (April s Total Expenses), then click on the Σ button on the toolbar. Notice the cells above are highlighted and the formula required is now in the formula bar. If this does not happen i.e. the incorrect cells are highlighted, such as the cells to the right instead of the ones above, this is because sometimes the spreadsheet becomes confused by the blank cell directly above it. If this has happened, then while the cells are still highlighted, take your mouse and click and drag over the correct cells to add up. Press Enter while the cells are still highlighted and the total will now appear in E10. 5. Use this method to find the totals for May and June. 6. Find the TOTAL INCOME for January. 7. Highlight the cells B16 to G16. From the Edit menu, select Fill, then Right. The formula will be copied across the entire row and the totals for February to June will appear. S2: 15

8. You are now required to pay 29% tax on the TOTAL INCOME. Change the entry in cell A16 to read TOTAL GROSS INCOME. In cell A17 type in NET INCOME. In this row you are going to subtract Tax (29% of Gross Income) from your GROSS INCOME. In cell B17 type in the following formula: = B16-(29%*B16) This means: Gross Income (29% of Gross Income). This will give you the Net Income. 9. Use the Fill Command to find the remaining months Net Income. 10. To find the TOTAL SAVINGS, a slightly different formula is needed. You will have to subtract the TOTAL EXPENSES from the NET INCOME. For January, select cell B18, type in the formula, =B17-B10. Press Enter. Do not leave any spaces in the formula. 11. Use the fill command to find the TOTAL SAVINGS for the remaining months. 12. Put a formula in H6 that calculates the total Fixed Expenses. Use the Fill Command to complete all the totals required, in column H. 13. The figures can be put in Currency Format. Highlight the column/ columns you wish to change to Currency. You can either go to the Format menu, click on Cells, then Number, then select currency, or you just click on $ button on the toolbar. Note; The computer will normally display a negative number as a minus sign (-). However, if at any time a total is shown in brackets (37, 987) this also means it is a negative number. Some columns may now show ##########. This simply means that the column is too narrow (it may be shown in scientific notation). Make the column wider by one of the methods explained previously The ######## is just one of many error messages that Excel will show you if it can t display what you want. Other error messages include: #VALUE! #DIV/0! S2: 16

Go to the Help button on the Toolbar or Click on your Office Assistant or click on Help on the Menu bar then Microsoft Excel Help. Type in the word error in the office assistant, then click on search. The computer should give you some options of what you want to view. The screen below was displayed when the option Find and correct errors in formulas was clicked. Remember if you get an error message use HELP to see what the problem is. 14. Insert a row between rows 17 and 18. 15. Save the file BUDPLAN then close the file. S2: 17

Exercise - Create a Spreadsheet 1. Create the following worksheet. Save it as CAR PARTS. 2. Format the spreadsheet as above using wrap text for Row 2. Highlight the cells you want to wrap text then go to Format, Cells, Alignment, Text Control: wrap text. 3. Use appropriate formula or functions for columns H (eg. =C3 + F3 G3) and I, and row 10 S2: 18

4. Place your name in the Header and the date in the Footer. To create a Header or Footer, go to View, then Header and Footer To go into the Header, click on the Custom Header button. Take a look at the automatic buttons that are available. To select one of these options click on the button. 5. Save your file as CAR PARTS. 6. From the Menu bar, select Tools 7. Select Options, and then the View tab. 8. In the section Window Options select Formulas. Then click on OK. Your spreadsheet will now show the formula used in each cell rather than the answer. (Alternately, hold the CTRL key down and press the ~ key). You may need to widen a column so the spreadsheet can display the complete formula. 9. Close the spreadsheet. S2: 19