Excel FDLRS Sunrise

Excel 2010 FDLRS Sunrise Within 2 weeks participants will submit a project: Create an Excel spreadsheet with a chart include the completed and signed ARROW form Send to: Lourdes Day FDLRS (Bartow Airport) RT E PCSB Authored by: Lourdes Day, Technology Specialist Florida Diagnostic and Learning Resources System (FDLRS) is funded through IDEA, Part B and State General Revenue Funds to provide support services to Florida s Exceptional Student Education Programs lourdes.day@polk-fl.net 2/15/2012

Table of Contents Launch Excel... 1 Spreadsheet Layout... 1 Entering Data... 1 Formula Bar tools... 2 Clear Data... 2 Undo/Delete... 2 Highlight to Select... 2 Insert Columns or Rows... 2 Increasing or Decreasing Column/Row Width or Length... 3 Auto Size... 3 Cell Too Small... 3 View Page Break... 3 Display Gridlines... 3 Entire Page of Gridlines... 4 Page Layout... 4 Margins... 4 Orientation... 4 Page Size... 4 Print Range... 4 Center Graph... 4 Print... 5 Print Header Row on All Pages... 5 Save... 5 Formulas... 5 Method 1- Click/Type... 5 Method 2- Insert Formula Option... 6 Method 3- AutoSum Option... 6 Method 4- Using the Wizard... 6 Method 5 -Typing the Formula... 6 Method 6 Two Cells... 7 AutoFill... 7 Increase/Decrease Decimal... 7 Display Formula... 7 Running Total... 7 lourdes.day@polk-fl.net 2/15/2012

Format... 8 Format Dates as Text Field... 8 Font Style... 8 Numbering Style... 8 Border Style... 9 Data Series... 9 Conditional Format... 9 View Large Worksheet... 10 Freeze Pane... 10 Split Pane... 10 Sort... 10 Header and Footer... 11 Protecting the Workbook/Worksheet... 11 Create a Graph... 12 Adjust the Axis... 12 Switch Column and Row... 12 Chart Titles... 12 Data Table... 12 Trendline... 13 Trendline Options... 13 Change Trendline Name... 13 Trendline Thickness... 13 Change Graph Color... 13 Print the Graph... 13 Delete, Add, Copy, Rename, or Move a Worksheets... 14 Delete... 14 Add... 14 Copy... 14 Rename... 14 Move... 14 Format Negative Numbers... 14 Format for Social Security, Phone Number & Zip Code... 14 Filter Data... 15 Create a Merge Letter... 15 Navigate the Records... 16 lourdes.day@polk-fl.net 2/15/2012

Print the Merge... 16 Create Merged Labels... 16 Create Return Labels... 17 Add Clip art to the Merged Label... 17 Add Clipart to Return Labels... 18 Extra... 18 Dropdown List... 18 Lock Specific cells rows or columns... 18 Sample Data... 20 Practice Database... 20 Skills Check... 21 lourdes.day@polk-fl.net 2/15/2012

Launch Excel Click on Start Drag to Programs Choose Microsoft Office and click on Microsoft Office Excel 2010 Spreadsheet Layout Ribbon Active Cell Formula Bar Worksheets Views Excel opens with a workbook that contains three worksheets and an Insert Worksheet option The Ribbon is the place where commands are easily accessible Formula bar is a place to view or edit a formula An active cell is the currently selected cell where the data will be typed Three views located in the lower right corner in the Status bar. Normal, Page Layout, Page Break Preview Entering Data 1. Click in the desired cell to make the cell active 2. Type in the formula or data a. Press the Tab key, or right arrow to move to the cell to the right b. Press the Shift + the Tab Key or left arrow to move to the cell to the left c. Press the Enter key or down arrow to move down a cell d. Press the Shift + Enter Key or up arrow to move up a cell lourdes.day@polk-fl.net Page 1 2/15/2012

*** If you want your dates to appear exactly as you entered them in your spreadsheet, format the row or column as TEXT before you begin to enter the dates. This is discussed in detail in the Format section. Formula Bar tools Once you enter data in a cell you may Cancel by pressing the X option on the formula bar Accept by pressing the check mark or leaving the cell Insert a function by pressing the fx option *You will notice that many of the options such as alignment and formatting are not available until the cell data has been accepted (another cell is active) Clear Data Click on the cell, row, or column you wish to clear Click on the Clear option in the Home tab Choose Clear All, Formats Content or Comments to delete the data Undo/Delete If you make a mistake click on the Undo option in the Quick Access Toolbar or Press the CTRL Key + Z or Highlight column or row and right click choose Delete Highlight to Select Highlight the entire spreadsheet-click on the upper left corner where the 1 and A intersect Highlight a row- Click on the row numbers on the left (1,2, 3 ) Highlight a column- Click on the column letters (A,B, C.) Highlight columns or rows that are consecutive-click on the column number you want to highlight and drag across the letters until all the columns have been selected. Repeat this step for the rows. Highlight the columns or rows that are not consecutive-click to select the first column or row. Hold the Ctrl key and click to highlight all the subsequent columns or rows. Highlight a range of cells-click on the first cell, hold down the Shift key and click on the last cell of the range Highlight a range of cells- Click in the first cell, type the name of the last cell in the name box, hold the Shift key and press Enter Insert Columns or Rows 1. Highlight the number of columns or rows to be inserted Columns will be inserted to the left of the selection Rows will be inserted above the selection 2. Click on the Insert icon on the Home tab and choose Insert Sheet Rows or Insert Sheet Columns lourdes.day@polk-fl.net Page 2 2/15/2012

Alternative: 1. Highlight the number of columns or rows to be inserted 2. Right click and choose Insert Increasing or Decreasing Column/Row Width or Length 1. Place your cursor between either the column letters or the numbers in the row 2. The cursor will change to look like a double line with arrows 3. Click, hold, and drag until the desired size is achieved Auto Size When you are all finished entering the data you can double click between the numbers or the letters and the columns or row will automatically resize to the largest piece of data Or Highlight the entire spreadsheet Click on the Format Icon on the Home tab and choose either AutoFit Column Height or Width Cell Too Small Pound symbols indicate the cell is not wide enough to hold the data. Double click between the columns/letters to enlarge the cell. View Page Break View the Page Break: 1. Click on the Page Break icon in the lower right Status bar 2. Click OK at the next message (You want to check Do not Show this dialog again ) 3. Then click the Normal View to return Or Normal Press the Ctrl key + F2 to go to the Print Preview Option and then click back on the Home tab to close print preview. Or Click on the Print Preview option (if visible) on the Quick Access Toolbar Then click back on the Home tab to close print preview. Page Break Display Gridlines By default gridlines are not printed on a spreadsheet. To print gridlines: 1. Choose the Page Layout Tab 2. Click on the Print in the Gridlines option in the Sheet option Group 3. To view the change, click on the Print Preview option (if visible) on the Quick Access Toolbar, then remember to click back on the Home tab to close print preview. *You will notice that the gridlines are only around the current data. lourdes.day@polk-fl.net Page 3 2/15/2012

*Use Borders option if you want thicker or colored gridlines Entire Page of Gridlines By default Excel only puts gridlines around data that is currently on a sheet. If you want an entire page of gridlines: 1. Click on Print Preview or Page break to see the dashed break line 2. Press the space bar on the last cell on the page and then click away. 3. To view the change, click on the Print Preview option (if visible) on the Quick Access Toolbar, remember to click back on the Home tab to close print preview. Page Layout Margins 1. Click on the Page Layout tab 2. Choose the Margin option 3. Click one of the already created option or click on Custom Margins a. At the next window type in the desired size and press the tab key to go to the next option b. Click OK when done Orientation By Default the Spreadsheet is set to Portrait 1. Click on the Page Layout tab 2. Choose the Orientation option 3. Click on the preferred orientation Page Size 1. Click on the Page Layout tab 2. Choose the Size option 3. Click on the preferred size or choose More Paper Sizes Print Range 1. Highlight the area to be printed 2. Click on the Page Layout tab 3. Choose the down arrow by Set Print Area option (Dotted lines will appear around the area designated to be printed.) *Remember to choose the Clear Print Area when you are finished printing Center Graph If you want to center your graph on the sheet before printing 1. Choose the Page Layout tab 2. Choose Margins 3. Select Custom Margin on the bottom 4. Check either Horizontally, Vertically or both 5. Click Ok lourdes.day@polk-fl.net Page 4 2/15/2012

Print Keyboard Shortcut Ctrl + P At the Print window you can select a different Printer, a highlighted selection, the Entire workbook, Active Sheet or ignore the print areas. Click Ok after you have made the selection Or Click on the File tab to Print *Remember to click on the Home tab to return to the spreadsheet Print Header Row on All Pages If you have a multi-page document it is important to print the header row on all the pages to make it easier to interpret the data. A header row is the row which typically contains the column labels, such first name, last name, grade ) 1. Select the Page Layout tab and choose Print Titles 2. On the Sheet tab, click the red arrow by the option Rows to repeat at Top. This will collapse the window. 3. Click on the header row (This is typically row 1). You will now see $1:$1. 4. Press the Enter key and click OK Check using Print Preview option (Ctrl + F2). Be the header row is on page 2 Save Keyboard Shortcut Ctrl Key + S OR 1. Click on the File Tab 2. Choose Save 3. At the next window choose the Save Location AND Title the spreadsheet 4. Click OK As you work through the spreadsheet choose the Save option to update and replace the current document with the latest changes *Choose Save As only if you want to save two spreadsheets with the identical or small changes in the data Formulas There are several ways to enter formulas Common Operators Sum - + Subtraction- - Multiplication- * Division - / Method 1- Click/Type This method allows you to choose cells anywhere on the spreadsheet lourdes.day@polk-fl.net Page 5 2/15/2012

1. Click in the cell which will contain the formula 2. Type = 3. Click on the individual cell or type the name of the cell to be contained in the formula and the use the operation key(+ or *) for example: =b2+c2 + 4. Press the Enter key to accept the formula Method 2- Insert Formula Option 1. Click in the cell which will contain the formula 2. Click on the Insert Function option to the left of the formula bar 3. At the window, scroll to find the desired option, click to select it and choose OK 4. Check to be sure the correct cells are selected (If not collapse the window by clicking on the red arrow by the cell name and drag through the correct cells) 5. Press the Enter key and click OK Method 3- AutoSum Option 1. Drag across the cells to be included in your formula 2. On the home tab, click on the down triangle by Auto Sum 3. Click on the preferred option in the dropdown or select More Functions 4. If the marching ants are surrounding the wrong data cells, drag through the correct cells 5. Press Enter The answer will appear in the next empty cell Method 4- Using the Wizard 1. Click in the cell 2. Type = 3. Start to type the operation and a submenu appears 4. Double click on the preferred formula 5. Drag across the desired numbers 6. Press the Enter key Method 5 -Typing the Formula Use this when you have a range (more than two cells) of cells which are consecutive) 1. Click in the cell which will contain the formula 2. Type = 3. Type the operation (Example Sum, Average, Max, Min ) 4. Type an open parenthesis- ( 5. Drag through the range of cells OR a. Type the name of the first cell (B1) b. Type a colon : (: = through) lourdes.day@polk-fl.net Page 6 2/15/2012

c. Type the name of the last cell (B5) Example =sum(b1:b5) 6. Press the Enter Key to accept the formula Method 6 Two Cells Use this method when working with only two cells 1. Click in the cell you wish to contain the formula 2. Type the = 3. Type or click on the first cell to be include in the formula (C2) 4. Type the operation (-, /.) 5. Type or click on the second cell (C3) 6. Press the Enter Key Example - =c2-c3 AutoFill This option allows you to copy a formula all the way down a column or across a row 1. Click on the lower right corner of a cell that contains a formula (Be sure the cursor turn into a small black plus) 2. Click, hold, and drag until the all the cell are selected OR 1. Highlight the cells that you wish to have a formula copied 2. Click on the Home tab 3. Click on the down arrow by the Fill option (Far Right) 4. Make your selection (Up, down, right, left) Increase/Decrease Decimal 1. Select the cell to be rounded 2. On the Home Tab in the Number group select the Decrease or Increase Decimal 3. Continue to click the appropriate icon until the number of decimal places is achieved Display Formula To display all the formulas on the worksheet 1. Hold the CTRL Key plus the ~ 2. Press the Ctrl Key + ~ to return to the regular spreadsheet Running Total This option allows you to see a running total without actually writing a formula 1. Highlight a group of cell 2. Notice that on the lower right status bar you have ongoing information such as Average, sum... 3. If you need another type of calculation right click in this area and click on the missing option lourdes.day@polk-fl.net Page 7 2/15/2012

Format Format Dates as Text Field In order for dates to appear exactly as you entered them in your spreadsheet, format the row or column as TEXT before you begin to enter the dates 1. Highlight the Column or Row FIRST which will contain the dates. 2. From the Home Tab, click on the down arrow below the Format option. 3. Choose Format Cells. (bottom) 4. Click on the Text option and click OK. 5. Now enter the dates. If you forget and the graph is already created; Right click on the dates and choose "Format Axis" Change Axis type from "Data axis" to "Text axis" Font Style 1. Select the column, row, or cell to be edited 2. Choose the Home tab and from the Font group a. Select the down arrow to choose a font b. Select the down arrow to choose the font size c. =Click on the big A to make the font larger or the little A to make it smaller d. Click on the B to bold the data e. Click the I to italicize the data f. Click the U to underline the data g. Click the Border tool to customize the borders of a cell, column or row h. Click the paint can to fill the cell, column or row with color i. Choose the down arrow by the A to change the font color Numbering Style 1. Select the cell, column, or row 2. From the Home Tab choose the Number group a. Choose general to format as number, date.. b. Select the $ to format as money c. Select % to format as percent d. Select the, to add comas to a number, example: 50,000.00 Remember if you click on the more angle another menu will appear with even more options. lourdes.day@polk-fl.net Page 8 2/15/2012

Border Style In previous section you learned how to print gridlines. Borders are customizable and may enhance the look of your spreadsheet 1. Select the entire spreadsheet, column, row, or cell 2. From the Home tab in the font group choose the border option 3. Click on the down arrow by the border and choose the type of border preferred 4. If you use the More Borders option you can change the border color by choosing a color from the color option and then clicking on the border that will be changed. 5. Click Ok when done Data Series Filling in a series can save you time. For example if you want to automatically count by seven to represent the same day of the week. This only works with cells that are formatted as number or dates. 1. Type today s date in the first cell, example 9/24/07 2. Drag the AutoFill corner handle so all the consecutive cells are filled with the next date 3. From the Home tab, click on the Fill Option 4. Choose Series 5. At the next window type 7 in the Step Value box 6. Click OK Conditional Format This option works well if you need a cell to change format if a certain condition is met. Example the average turns red when it falls below 70 1. Select the column or row that will contain a condition 2. Choose the Home tab, from the Style group choose Conditional Formatting 3. Choose Highlight Cell Rules 4. At the submenu less than 5. In the number box type the number that will serve as the condition: Example 70 6. On the next window click on the down arrow by Light Red Fill. and make a selection 7. Click OK *Remove a conditional format 1. Highlight row or column 2. Choose the Home tab, from the Style group choose Conditional Formatting 3. Choose Clear Rules 4. From the submenu choose Clear rules from selected cells lourdes.day@polk-fl.net Page 9 2/15/2012

View Large Worksheet You can view a large worksheet by freezing or splitting. When you freeze panes, you select specific rows or columns that remain visible when scrolling in the worksheet. When you split panes, you create separate worksheet areas that you can scroll within, while rows or columns in the non-scrolled area remain visible. Freeze Pane 1. Click below the row or on the cell to the right of the area to be frozen. For example if you click on cell b2 row 1 AND column A will remain frozen 2. Choose the View Tab and click on the down arrow by the Freeze Panes option 3. Choose Freeze top row or Freeze first column 4. Click on the right or down scroll bar to bring the data to the header row *If you want to freeze both a column and a row, select a cell that is below and to the left of the column and row you would like frozen. Choose Freeze Pane from the drop down list. *Unfreeze Pane 1. Click on the View Tab and click the down arrow by Freeze Pane 2. Choose Unfreeze Pane Split Pane 1. Click where you want the spreadsheet to split 2. From the View tab click on Split OR Drag the spilt box to the desired section on the worksheet *Remove the Split Double click on the split line OR Press the Split option Sort Alphabetize your spreadsheet 1. Click in the header row cell to be alphabetized 2. From the Home tab in the in the Editing group click on the AZ option 3. Choose Sort A to Z OR Right click to Sort lourdes.day@polk-fl.net Page 10 2/15/2012

Header and Footer Remember a header appears at the top of every page and a footer appears at the bottom of every page 1. From the Insert tab select the Header & Footer icon (Alternative: click on Page Layout option in the lower right corner) 2. Type or insert the data you want in either the header or footer Example: Click on the Page Number icon, press the space bar Type of, press the space bar Click on the Number of Pages option For the date Click on Current Date option if you want the spreadsheet date to reflect the current date each time it is opened. 3. Click away from the header or footer to see the results 4. Choose the Normal view from the lower right corner 5. Check it out on Print Preview (Ctrl +F2) Protecting the Workbook/Worksheet Once the spreadsheet is complete you may want to password protect it so other cannot change the data. 1. Choose the Review Tab 2. You have several options for Protection 3. Click on Protect Sheet 4. At the next window type a password. You will be asked to renter it a second time 5. Click OK Unprotect the sheet a. Choose the Review tab b. Click the Unprotect sheet icon c. Type the password lourdes.day@polk-fl.net Page 11 2/15/2012

Create a Graph 1. Highlight the range to be graphed 2. From the Insert tab choose the chart type you would like to create. A chart will be automatically created 3. A Chart Tools Design tab will open 4. From this toolbar you change the chart type, switch the rows and columns, add legends, change the chart styles and move the chart location *If you are including all of the data in the graph, simply click somewhere in your data and press the F11 key. A bar graph will be automatically created on a separate sheet. Adjust the Axis You want to adjust the axis to reflect a score a minimum and maximum score of 0 to 100. 1. Right click on the one of the numbers in the Y axis (left side). 2. Choose the Format Axis. 3. At the next window on the Minimum line, click on the Fixed button and in the field box replace the number with 0. 4. On the Maximum line, click the Fixed button and replace the number in the box with 100. Switch Column and Row The graph data will look different if you switch the column and row. From the Design layout tab click the Switch Row/Column option Chart Titles 1. Click on the Chart to select it 2. Click on the Design tab and then the Chart Layout group 3. Click on the more arrow and click on the preferred layout (layout 9 includes both the axis and title) OR 1. You may also go to the Layout Tab and choose the Preferred labels 2. Highlight over the titles in the chart to change the name Data Table Add Data Table: Select the graph and from the Layout tab choose Data Table, then Show Data Table lourdes.day@polk-fl.net Page 12 2/15/2012

Trendline Add a trendline in order to visually represent the student s progress. *Not all chart types allow the trendline option. 1. Select the entire chart and from the Layout tab click on the down arrow below the Trendline option. 2. Choose Linear Trendline. 3. In the next window choose the trendline click OK. Trendline Options Use the following steps to change the name of the Trendline to something other than Linear (score) and make the trendline thicker. Change Trendline Name 1. Either click on the Trendline on the graph or from the Layout tab choose the Trendline option and then Score. 2. Click on the Chart Tools LAYOUT tab. 3. Click on the Trendline button and scroll to More Trendline Options. 4. In our example you will click on Score and then click OK. 5. Be sure the Trendline option is selected on the left. 6. In the middle of the window, click on the Custom radio button and type the name you wish to see on the legend in the box to the right. Trendline Thickness 1. Click on the Trendline on the graph and select the Chart Tools LAYOUT tab. 2. Click on the Trendline button and scroll to More Trendline Options. 3. In our example you will click on Score and then click OK. 4. Choose Line style from the left option and change the width to 1.25 or 1.5 Change Graph Color Click on a column, line, pie slice. on the chart From the Home tab click on the paint can and choose a different color Or Choose the Format tab and click on the shape fill tool. Print the Graph You may choose to print just the graph 1. Click on the chart 2. Click on the File Tab and choose Print. You will see the preview of the just the chart Print the graph and the chart just click in a data cell NOT in the graph. lourdes.day@polk-fl.net Page 13 2/15/2012

Delete, Add, Copy, Rename, or Move a Worksheets These option are found on lower left side of the spreadsheet Delete 1. Right click on the sheet to be deleted 2. Drag to select the Delete option This cannot be undone so be CAREFUL!!! Add 1. Click on the Insert Worksheet option in the Sheet OR Press the Shift Key + F11 Copy 1. Right click on the sheet to be copied 2. Drag up to the Move or Copy option 3. At the next window check the Create copy option 4. Click OK Rename 1. Right click on the sheet to be renamed 2. When it becomes highlighted type the new name Or Double click on the Sheet name and wait for it to become highlighted, and then type Move Click, hold, and drag the sheet name to the desired location on the bar. (A little piece of paper appears at end of the cursor to indicate the move) Format Negative Numbers 1. Choose the Home Ribbon 2. From the Number, click on the down arrow by General (or click the MORE icon from the Number group 3. Choose Number or Currency 4. Click on the style to represent a negative number 5. Click OK when done Format for Social Security, Phone Number & Zip Code 1. Highlight the column to be formatted lourdes.day@polk-fl.net Page 14 2/15/2012

2. Choose the Home Ribbon 3. From the Number group, click on the down arrow by General (or click the MORE icon from the Number group 4. Choose More Number Formats 5. At the next window choose Special and then click on the desired option 6. Click Ok when done Filter Data 1. Click in any cell that contains data 2. From the Home Tab click choose down arrow by the Sort & Filter option 3. Choose Filter 4. Little down arrows will appear on the sheet 5. Click on the down arrows and uncheck Select All 6. Pick the option you wish to filter 7. The records are filtered Remove the Filter by clicking the column that has been filtered and choosing either Select all or Clear Filter From. Stop the Filter feature a. Click on the Sort Filter down arrow and choose the Filter option Crtl + Shift + L 1. Resize it small enough to fit on the label by: clicking on the bottom right Create a Merge Letter *Your database MUST be saved and closed in order for the merge to occur. 1. Start a new word document by clicking on the File Tab, choose New, click on Blank Document and choose Create *Alternative press the CTRL Key + N 2. Choose the Mailings Tab and click the down arrow below Start Mail Merge. 3. Click on Letters. 4. Click the on the down arrow below the Select Recipients icon. 5. Choose Use Existing List. 6. Browse to find your database, click to select it and then click Open. 7. Type your letter. lourdes.day@polk-fl.net Page 15 2/15/2012

8. When you are ready to use a field from the database, click on the down arrow by the Insert Merge Field icon and select the desired field from the dropdown menu. Be sure you press the space bar before inserting another field or typing text. 9. You will see the field name <<first>>. To preview the actual data. Click on the Preview Results icon. Navigate the Records In order to see all the subsequent records, click on the Go to record tool on the Mailings tab. Click the right arrow to go to the next record, click on the left arrow to go to the previous record. The right arrow with a line takes you to the last record, the arrow pointing left with the line takes you to the first record. Print the Merge 1. Click on the down error below the Finish & Merge icon on the Mailings Tab 2. At the submenu, click on Print Documents. 3. Another window will open asking if you want to print all records or specific records. 4. Click OK. Create Merged Labels *Your database MUST be saved and closed in order for the merge to occur 1. Start a new word document by clicking on the File Tab, choose New, click on Blank Document and choose Create a. *Alternative press the CTRL Key + N 2. Choose the Mailings Tab and click the down arrow below Start Mail Merge. 3. Click on Labels. A window will open where you must select the label size. 4. In the Label Vendors choose Avery US Letters and scroll to find 5160 or 5960. These are the standard School Board labels (30 on a Sheet, 1 * 2.63 ). Click OK. * If you do not see gridlines indicating the label size click on the Table Tools Layout tab and click on View gridlines 5. Click the arrow below the Select Recipients icon. 6. At the submenu, choose Use Existing List. 7. Browse to find your database, click to select it and then click Open. 8. Click on the upper left corner where there is a blank record. Click on the down arrow below the Insert Merge Field icon. Choose the desired fields. lourdes.day@polk-fl.net Page 16 2/15/2012

9. Once you have formatted the label, click the Update labels icon (it is at the end of the center group called Write & Insert Fields ).You will see the field names across your page. 1. To preview the actual data. Click on the Preview Results icon. 2. Print your labels by using the Finish & Merge icon. Center Labels 1. Place your cursor on the top left corner of the table, and click on the + icon. This will select the entire table. 2. From the Layout tab select the center option in the Alignment group. Create Return Labels 1. Start a new word document by pressing the CTRL key plus the N key. 2. Click on the Mailings Tab and choose the Labels icon. A window will appear. Be sure the Label tab is selected. 3. Choose the label size (5960 is standard for 30 labels) by clicking the actual label picture on the right side of the window. A sub window appears, scroll to find the correct label size and click OK. 4. Type your name and address in the window. 5. Click New Document to see a preview of your labels. Add Clip art to the Merged Label 2. Create your labels as normal (insert name and address)but do not press the update button until you have inserted the clip art 3. Start a new word document. CTRL Key + N. 4. Choose the Insert tab and click on the Clip Art icon 5. Type in the name of picture in the Search line and click Go or press the Enter key. 6. Click once on the desired picture to insert it into the document. 7. Resize it small enough to fit on the label by: clicking on the bottom right hand circle and dragging towards the center of the picture. 8. Wrap Text the picture to square. a. Right click on the picture. b. Choose Wrap Text. c. Click on Square. d. Be sure the picture is selected (has dots on the corner) before you make the labels. 9. Press the Update labels button. and preview the results. lourdes.day@polk-fl.net Page 17 2/15/2012

Add Clipart to Return Labels When adding clipart to return labels, 1. Start by inserting and resizing the clip art. Place the clip art in the desired location (text wrap if necessary) 2. Be sure the clipart is selected (resizing handles) 3. Then create the return label as indicated above. Extra Dropdown List You may create drop down menus which forces the user to choose from a specific list. 1. On the far right column of the spreadsheet create the list of items that will appear in the drop down. 2. Next, click in a cell where you want the dropdown to appear. 3. Click on the Data Tab and then click on the Data Validation option 4. Click on the Setting tab, in the Allow box choose List 5. Click on the red arrow in the Source box 6. Highlight the column list you created and press enter. (Do Not include the Header label. You will see the range in the source box) 7. Optional: Click on the Input Tab Message and type the title of your list and a message such as Select one The message will appear only when the cell is selected. 8. Click OK. 9. Click in the cell where the dropdown was created and you will see the list. *Remember you can click on the right corner of the cell and use the auto fill option to drag the list so it can be used in several cells. Lock Specific cells rows or columns Unlock the entire Spreadsheet 1. Select the entire Spreadsheet 2. From the Home Tab, click on the Format button 3. Choose Lock Cell from the drop down menu. This will unlock the entire spreadsheet 4. Type your information lourdes.day@polk-fl.net Page 18 2/15/2012

Lock Specific Cells 1. Highlight the cells that you need protected 2. From the Home Tab, click on the Format Button 3. Choose Lock Cell, again This will lock down only those specific cells that are highlighted. It does not take effect until the sheet is protected. Protect the Sheet 1. From the Review Tab 2. Select the Protect Sheet button 3. Uncheck the Select locked cells option so the submenu only has the Select unlocked cells checked. (See picture) 4. Click OK Now they should be able to type in any cell that was not highlight and locked lourdes.day@polk-fl.net Page 19 2/15/2012

Sample Data Practice Database Last First Address City State Zip Phone (10#) SS# (9#) Grade Mouse Mickey 1 Rat Place Orlando Fl 11111 (111) 111-1111 111-11-1111 1 Duck Donald 2 Quack Place Orlando Fl 22222 (222) 222-2222 222-22-2222 2 Roo Kanga 3 Hop Drive Orlando Fl 33333 (333) 333-3333 333-33-3333 3 Dog Pluto 4 Bark Street Tampa Fl 44444 (444) 444-4444 444-44-4444 1 Mouse Minnie 5 Cheese Way Tampa Fl 55555 (555) 555-5555 555-55-5555 2 lourdes.day@polk-fl.net Page 20 2/15/2012

Skills Check Label the following cells Remember to Format the row as text A1- student B1 Type in today s date C1 Type the consecutive week date D1- Type the consecutive week date E1- Type the consecutive week date F1 - Average Type the following names down starting in cell A2 A2 Mickey, A3 Donald, A4 Goofy, A5 Pluto Grades Mickey 73,85,97,89 Donald 86,89,95,78 Goofy 78,88,95,98 Pluto 98,85,74,68 Alphabetize the list Save the Spreadsheet to the desktop. Name the file Reading grades Find the average of each student s test. Round the averages to the nearest whole. In cell A7 Type Max A8 Type Min Find the highest and lowest grade for each test group. Make a column chart Select the Switch Column Row option (Design Tab) Label the Chart Your name Reading grades Label the X axis to Student name Label the Z axis Grade achieved Place the chart as an object in the spreadsheet. Center the chart. Print your work. (Remember to click on a cell not on the chart if you want to print both on the same page.) lourdes.day@polk-fl.net Page 21 2/15/2012