CCS IT Fitness Prgramme: Spreadsheets with Excel 2000 mdule Dc 5.116 Ver 1 Authr: Evan Dickersn August 2004 Central Cmputing Services Abstract This training mdule intrduces yu t using the Spreadsheet applicatin Excel, versin 2000. Prerequisites Yu shuld have cmpetant keybard, muse and internet skills t take this mdule. If yu need t imprve these, cmplete the Cmputing at Birkbeck mdule befre beginning this ne. Cntents 1 Spreadsheets using Excel 2000 mdule...2 2 File management...2 Abut file names...2 Abut file sizes...3 Abut strage flders and drives...3 Creating a new flder...4 The N drive...5 Opening a new dcument...5 Saving a file...5 Retrieving a file...6 Mving and cpying files...7 Finding a lst file...7 3 Dwnlad the sample data...7 4 What is a Spreadsheet?...8 5 Rws, Clumns and Cells...8 6 The Excel Windw...9 7 Entering Data...10 8 Changing clumn widths...10 9 Inserting Rws and Clumns...10 10 Autfill...11 11 What is a frmula?...12 12 What is a functin?...12 13 Calculate a Ttal...12 14 Mre Autfill and Autsum...13 15 Calculate a Mean...13 16 Relative and Abslute references...15 17 Drawing Charts...15 18 Mdifying a Chart...16 19 Plt a Histgram...17 20 Frmat Chart...18 21 Plt a Scatter Chart...19 22 Prtfli f evidence requirement fr this mdule...20
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 1 Spreadsheets using Excel 2000 mdule This mdule will help yu imprve yur skills in using the Excel spreadsheet applicatin in the Office suite. The tpics cvered include: dealing with rws, clumns and cells inserrting and editing data using autfill wrking with autfill, autsum, frmulas and ttals relative and abslute references pltting and mdifying charts, histgrams and scatter charts 2 File management Abut file names Knwing hw a cmputer stres data is essential fr creating, string and retrieving yur wn files. All f these skills will be cvered in this mdule sectin n file management. Files are any dcuments, sund files, graphic images, etc., irrespective f their frmat r the prgram used t create them. Fr the purpses f this explanatin, assume yu have a Wrd dcument that yu want t save as assignment.dc 'assignment.dc' is an example f a file name, and is made up f tw parts: part ne: 'assignment' - this is the name f the dcument, and is unique t that dcument. part tw: '.dc' - this is the file extensin, and identifies which frmat the file is and ften the prgram used t create it. A dt (like a full stp) always separates the name f the dcument frm a file extensin. When yu chse a file name make it relevent t the cntents f the dcument yu are saving. This will help yu remember exactly which dcument it is when faced with a list f file names. Yu can differentiate between versins f the same dcument, fr example, by calling the first draft 'assignment_draft1.dc' and a secnd draft 'assignment_draft2.dc'. In this way by assigning meaningful and helpful file names yu wuld be able t access bth versins, withut ne being saved ver (and therefre erasing) the ther. Sme examples f file extensins are:.dc : Micrsft Wrd Dcument.htm r.html : Web dcument.gif : image frmat.jpg : image frmat.ppt : PwerPint Presentatin 2 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Abut file sizes Different files and different file frmats take up different amunts f memry space n the cmputer. The chart belw will give sme indicatin f pssible strage capacities and what can be stred using that amunt f space. Name f strage unit Small file size Medium file size Large file size Kil byte Mega byte Giga byte Unit abbreviatin KB MB GB Unit made up f Bytes 1000 Kil bytes 1000 Megabytes Example file size 114 KB 1.44 MB 1.44 GB File types that this strage unit is used fr Dcuments written in Ntepad, small Wrd dcuments Wrd dcuments; small image files; PwerPint files Large images; high quality sund, vide, multimedia animatins. Flppy disks hld 1.44 MB f data. This is fine fr Wrd prcessed dcuments and small image files, but is far t small t stre many large images, sund r ther multimedia. If yur file is larger than 1.44 MB, yu will have t stre it n ne f the cmputer drives that yu have access t. Yu will learn abut these shrtly. Abut strage flders and drives Flders are stred n drives. All cmputers, whether at hme r in Birkbeck wrkstatin rms, will have a variety f drives that allw yu t save and stre flders f dcuments. Flders lk like this:. Yu can see what drives yu have n yur cmputer by lking inside the "My Cmputer" icn n the Windws desktp, illustrated here: The screensht belw illustrates the cmputer drives available with a typical student lgin n a Birkbeck wrkstatin rm cmputer. This lks significantly different frm what yu wuld see if yu were lking at a cmputer at hme. Clicking n ne f the icns fr a drive will display the free and used space n that drive as illustrated belw with reference t the A: drive. Birkbeck Cllege Central Cmputing Services 3
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Fur types f drives are n any cmputer in the Birkbeck wrkstatin rms: A flppy drive, called the A drive. This is the drive int which yu can insert and/r remve a flppy disk. A CD-ROM drive, called the D drive. This is accessed frm utside the cmputer. It will temprarily hld a CD (cmputer prgram r music CD). A hard drive, called the C drive. This drive is situated inside the base unit f the cmputer. It is used t install prgrams n it and stre yur data n it. Netwrked drives. The ther drives that yu see are all netwrked, meaning that they are all utside f the cmputer and stred n remte servers. They are accessed by yur cmputer being able t link int them at the required pints. Creating a new flder Yu will need sme strage space t put the files yu will be creating. Yu culd, f curse, just put them int yur hard drive space where they wuld immediately be lst amngst ther files already stred there. It is much wiser t create yur wn persnal flder n the N: drive. This is where yu have a persnal strage space fr yur files n the Birkbeck cmputer netwrk. duble click with the muse n the My Cmputer icn that yu find n the desktp within My Cmputer, find the icn fr yur N: drive and duble click n it within N drive, find the icn fr yur My dcuments and duble click n it within My dcuments, click n the File menu ptin at the tp left crner f the screen frm the drp-dwn menu that appears, select New, then Flder a flder icn will appear, labelled 'New Flder' 4 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 rename the flder by deleting 'New Flder' and typing yur name in it's place press the return key when yu have dne this The N drive By default, mst prgrams will stre yur wrk in the My Dcuments flder. On a standalne PC, this will nrmally be lcated n the lcal hard disk, called the C: drive. Hwever, n CCS wrkstatins the My Dcuments flder has been redirected t yur persnal netwrk drive N:. The advantage f a netwrk drive is that it des nt limit yu t using nly ne cmputer but allws yu t access yur persnal flders frm any CCS r Library cmputer. Opening a new dcument All Windws applicatins fllw the same file cnventins fr pening, saving and retrieving a dcument. S, whether yu are using Wrd, Excel, PwerPint r any ther applicatin designed t run under Windws, the prcedure will be the same. We will use Wrd fr the fllwing activity. Open Wrd. Create a new dcument. In the bdy f the dcument, type: "this is a new dcument" D nt clse Wrd. Minimize it by clicking n the uppermst bx in the upper right hand crner f yur screen. Yu will cme back t it later in the file management sectin f this tutrial. Once Wrd is minimised, maximise this tutrial again by clicking n the uppermst bx in the upper right hand crner f yur screen. Saving a file There is n great mystery abut saving dcuments. A dcument will g wherever yu put it. Hwever, if yu dn't pay attentin, it's likely t end up where yu least expect it. There are fur questins yu shuld ask yurself as yu save a file t be sure yur knw where it is saved: 1. What drive is it n? Yu can save it anywhere--the "A" drive (flppy disk), the "C" drive (hard drive inside the cmputer) r a zip/jazz drive (external). Yu have t tell the cmputer where yu want it. 2. What flder is it in? Once yu've chsen the drive, yu must then select the flder. Yu can put it in any flder yu want. Better yu shuld chse the flder than the cmputer. 3. What is the the name f the file? Yu can call it anything yu like, but remember the filename cnventins we talked abut? Play it safe, and use nly 8-character file names. Fr cnsistency, use all lwercase letters in filenames. Then yu never have t wnder, "Did I capitalize the name f that file?" 4. What is the extensin? If yu have created a MS Wrd dcument, be sure the extensin is.dc. If it is anything else, MS Wrd wn't be able t read it the next time yu try t pen it. Birkbeck Cllege Central Cmputing Services 5
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 When yu have answered all these questins in the "Save" dialgue bx, yu are ready t click "OK" and save yur file. "Save as" vs. "Save" The first time yu save a dcument, yu want t click n 'File' then 'Save as.' The 'Save as' cmmand gives yu the pprtunity t name the file. Any time yu save the file after it has been named, yu can simply click n "File" then "Save" and it will autmatically be stred under the same name and in the riginal lcatin. The new file will verwrite the ld ne, replacing it n yur disk. If yu accidentally click n 'Save' instead f 'Save as', Wrd will save yu frm yurself and autmatically pen up the 'Save as' dialgue bx and ask yu t name the file. Paths Once a file r flder has been saved, it will have a specific address n the cmputer, just as yu have ne fr yur hme. This "address," r where a file lives, is called a path. Here's an example: c:\msffice\winwrd\mydcs\test.dc This path says the fllwing: This file is stred n the "C" drive (c:\), in the prgram flder called MS Office, in the "Winwrd" prgram flder, which cntains anther flder called "mydcs." My file is named "test" and it is an MS Wrd dcument because it has a.dc extensin n it. Ntice that each level f the hierarchy is separated by a backslash "\". The highest level is the drive; the lwest level is the file name. This may nt seem imprtant nw, but it will in the next tutrial. Retrieving a file Retrieving a dcument is simple, nce yu knw hw t save a dcument. It's the same prcess in reverse. Let's assume that yesterday yu saved a file named "test.dc". This is a Wrd dcument, and that yu nw want t g back and add t it. S instead f creating a new file yu will pen the existing file. Frm the Start menu, pen Wrd and then File > Open... (r the Open icn in the tlbar) A dialgue bx will pen up. This bx is asking yu, "What file d yu want t wrk n nw?" It is up t yu t chse the file. In rder t find it successfully, yu must ask yurself the same fur questins that yu asked when yu saved it: What drive is the file n? What flder is it in? What is the name f the file? What type f file is it? (.dc,.html, etc.) Retrieve yur wn dcument named "test.dc" add a sentence t it: "Anther sentence has been added." then save the dcument again by clicking n the save icn, r frm the menu ptins chse File, then Save. 6 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Mving and cpying files There will be times when yu need t change the lcatin f a file. Yu may want t cpy it frm ne flder t anther, ne drive t anther, r frm the hard drive t a diskette (r vice versa). Or yu may simply want t mve it t anther lcatin withut making anther cpy f it. Mving and cpying files frm ne place t anther is relatively simple. If yur file is larger than 1.44 MB, yu will have t emply ther techniques t mve yur files arund. Yu can either zip the file (cmpress it) r save it nt a zip drive r CD-Rm. We will nt attempt either f these, but yu need t knw that there are ptins fr handling larger files that yu can learn at a later date. Mving vs. cpying files - what is the difference? Mving a file means exactly that: yu have ne cpy f a file that yu remve frm ne lcatin flder r drive and put in it anther. Yu start ut with ne cpy f a file and yu end up with ne cpy f the file in a different place. When yu drag and drp a file frm ne flder t anther flder n the same drive, yu are mving it. Cpying a file means that yu make a secnd cpy f the same file and stre it in a different lcatin. Yu start ut with ne cpy f a file and end up with tw, each in a different lcatin. When yu drag and drp a file frm ne drive t anther, yu are cpying it. In mst cases, yu will prbably want t cpy files rather than mve them, but yu will learn hw t d bth. Finding a lst file Retrieving a dcument r file (whatever the frmat) is quite simple prviding yu knw where it has been saved. If yu d nt knw this r can nt remember, then a cuple f different methds are available t help yu: An efficient methd is t click n Start, then Find, then Files r Flders. A secnd methd is t use Windws Explrer (click n Start, then Prgrams, then Windws Explrer) t lcate a file r flder. Lcatins f files are ften written as their paths. Fr example, the path t a file called "biscuits.gif" might be fr example: My cmputer > C: > My dcuments > images > biscuits.gif In fllwing this path yu wuld use the muse t click first n the desktp icn fr My Cmputer, then click n the icn fr the C: drive, then click n the icn fr My dcuments, then click n the icn fr the subflder images, then click n the icn fr the file biscuits.gif. This wuld pen and display the file. 3 Dwnlad the sample data T save time a sample file 'birds.xls' has been created fr yu. If yu are using a CCS wrkstatin then save it as a file called mybirds.xls in the My Dcuments flder n yur wn netwrked drive N:, that is N:\My Dcuments\mybirds.xls Birkbeck Cllege Central Cmputing Services 7
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 If yu are using a cmputer at hme r at wrk then save it t the flder where yu nrmally stre yur wrk. Open the sample file at http://www.bbk.ac.uk/ccs/dcs/samples/birds.xls. If yu are using Internet Explrer then chse Save As frm the file menu. If yu are using Netscape then chse the Save T Disk ptin. Chse the drive and flder where yu want t save it and save the file. Yu will need t save yur wrk again as yu cmplete the exercises. I recmmend that yu save yur wrk after cmpleting each exercise. 4 What is a Spreadsheet? Micrsft Excel 2000 is a spreadsheet prgram. A spreadsheet is a pwerful applicatin fr handling data, mstly numeric data. It is rather like an electrnic ledger, which prvides a methd by which data can be analysed and used in cmplex calculatins. Hwever, d nt wrry - Micrsft Excel 2000 perfrms the calculatins fr yu. The Micrsft Excel 2000 dcument is called a wrkbk. The wrkbk cnsists f a number f wrksheets. Each sheet is labelled at the bttm f the page with Sheet 1, Sheet 2, etc. Yu can mve between sheets using the muse by clicking n the tabs at the bttm f the page Yu can mve between sheets using the keybard by pressing Ctrl + Page Up t mve up r Ctrl + Page Dwn t mve dwn. 5 Rws, Clumns and Cells Wrksheets are divided int grids f cells int which numbers and text can be entered. The clumns are identified by letters and the rws by numbers. Therefre any cell within the grid can be identified frm its c-rdinates. Fr example the third cell dwn in the secnd clumn wuld be B3. This is called the cell reference. A Cell : A Rw : 8 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 A Clumn : Yu can enter numbers in the cells and then perfrm calculatins n the numbers. Yu can enter text in cells t label the data. Excel can als create graphs/charts frm yur data. 6 The Excel Windw If yu have used ther Windws applicatins such as Micrsft Wrd then yu will already be familiar with many f the bjects in Excel. Fr example, many f the tlbar buttns and key strkes are cmmn t Wrd and Excel. Birkbeck Cllege Central Cmputing Services 9
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 7 Entering Data If yu make a mistake while entering data yu can use the backspace r delete keys t erase characters. Yu can enter data int a cell by pressing the Enter key. Yu can cancel the edit by pressing the Esc key. As well as appearing in the cell, the data that yu are typing appears in the frmula bar at the tp f the screen. Yu can click n the tick instead f pressing the Enter key t enter yur data. Yu can click n the crss instead f pressing the Esc key t abandn the Edit. The cell address appears t the left f the frmula bar. Cell addresses are usually identified by the clumn letter and the rw address, e.g. A1. Ranges f cells are separated by a cln (:) - e.g. B2:C5 is a blck f cells. Start Micrsft Excel 2000 and pen the file N:\My Dcuments\mybirds.xls When Excel starts the selected cell is A1, which will appear with a darker brder rund it. Select the cell D1 either by clicking in it nce r by pressing the cursr keys. Type Magpies and enter the data int the cell by pressing the Enter key. Type the fllwing list f number in cells D2 thrugh D32, pressing the enter key after each number t mve t the cell belw: 4,3,4,5,3,3,4,5,5,4,4,3,4,5,4,3,5,5,7,6,5,6,5,6,8,6,6,8,7,6,6 Nte that althugh I've used cmma's (,), fr clarity, t separate the numbers in the list that there is n need fr yu t d s. As each number is in a different cell Micrsft Excel will knw t treat them as individual numbers. 8 Changing clumn widths Smetimes yur data will nt fit int a cell. If a number is t wide fr the cell it appears as hash signs ####. Yu can use any f the fllwing techniques t adjust the clumn width. Press: ALT + t select the Frmat menu, ALT + c t select Clumns, ATL + w t select Clumn width. Type the clumn width that yu want, then press the Enter key. Click n the separatr between the clumn headers t adjust the width autmatically Drag the separatr t the width that yu want. 9 Inserting Rws and Clumns If yu find that yu have left ut a rw r clumn when entering yur data yu can use the 'Insert' menu t insert new rws r clumns. In the practice example yu will see that when yu insert a new clumn A that the ld clumns A, B, etc. will be renamed B, C etc. 10 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Psitin the cursr in clumn 'A:' Frm the Insert menu chse 'clumns' 10 Autfill Yu can speed up data entry by using a feature called Autfill, smetimes called Autcmplete. Micrsft Excel 2000 can calculate data series such as dates, numeric series, days f the week. Select cell A1 and type Date. then enter the data int the cell by pressing the Enter key. Select cell A2 and type 01/10/2002, then enter the data int the cell. Select cell A2 again. Yu can cmplete the series either by using the muse r by using key strkes t access the Edit menu. T cmplete the series using the muse mve the muse pinter t the bttm right crner f the cell until it turns t a fill handle Drag the fill handle dwn and yu will see a series f dates appearing. Drag the fill handle until yu have cmpleted the series frm 01/10/2001 t 31/10/2001 (d nt wrry if yu cannt cmplete it all in ne drag, yu can drag the last value as many times as yu need). T cmplete the series using the keybard: Press ALT + E t drp dwn the Edit Menu Press i t g t the Fill sub menu Press S t select Series frm the menu. Press ALT + C t select series in clumns Press ALT + D t select the Date series Press ALT + O t mve t the Stp Value bx Type the stp value that yu want, in this case 31/10/2002 Press the Enter key. Birkbeck Cllege Central Cmputing Services 11
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 11 What is a frmula? A frmula is a sequence f values, cell references, functins, r peratrs that are entered int a cell t prduce a new value. A frmula always starts with an = sign Values have already been intrduced - in the data entry exercise yu entered the bserved values fr the number f magpies. Values are numeric data, fr example measured values frm an experiment, bserved values, amunts f mney. In survey analysis the replies are usually cded t have a value. Fr example in CCS wrkshp evaluatins we rate a wrkshp with a scre f 5 fr 'very useful' thrugh t 1 fr 'nt much use' Operatrs are symbls such as arithmetic and lgical symbls that yu use t cmbine values. The mst cmmnly used peratrs are the arithmetic peratrs. Excel Arithmetic Operatrs Symbl Functin + Add - Subtract * Multiply / Divide When yu need t build a frmula fr yurself yu can find a full list f peratrs in the Micrsft Excel 2000 nline help index. Yu need t be aware f the rder in which Micrsft Excel perfrms peratins in frmulas, knwn as the rder f precedence f peratrs. Again this infrmatin is available t yu n-line thrugh the nline help index. 12 What is a functin? Functins are predefined frmulas that perfrm calculatins by using specific values, called arguments, in a particular rder, r structure. Fr example, the SUM functin adds values r ranges f cells. Arguments can be numbers, text, lgical values such as TRUE r FALSE, arrays, errr values such as #N/A, r cell references. The argument yu designate must prduce a valid value fr that argument. Arguments can als be cnstants, frmulas, r ther functins. The syntax f a functin begins with the functin name, fllwed by an pening parenthesis, the arguments fr the functin separated by cmmas, and a clsing parenthesis. If the functin starts a frmula, type an equal sign (=) befre the functin name. Yu can enter a functin int a cell either by typing the functin int the cell r by using the paste functin buttn n the tl bar. 13 Calculate a Ttal The Sum functin has its wn buttn n the tlbar. This is called the Autsum buttn. Enter the clumn title Ttals in cell F1 12 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Select cell F2 T calculate the sum using the muse click n the Autsum buttn n the tlbar. As yu have a series f numbers in cells B2:E2 Micrsft Excel 2000 wrks ut that this is what yu want t sum, and places the frmula in cell F2 (see belw) T calculate the sum using the keybard type the frmula =SUM(B2:E2) Enter the data int the cell 14 Mre Autfill and Autsum If yu cannt remember what the autfill handle lks like please refer back t the autfill exercise Use the either the autfill handle r the Fill functin n the Edit menu t cpy the frmula in cell F2 int cells F3:F32 Micrsft Excel 2000 has incremented the rw number - s cell F3 cntains the frmula =SUM(B3:E3) etc. Nte that the cntent f the cell is a number that is the result f the frmula, calculated by Excel. The frmula bar at the tp f the screen cntains the frmula that was used. As well as using the SUM functin t sum rws yu can use it t sum clumns. If yu cannt remember hw t use the SUM functin, please refer back t the ttal a rw exercise. Use the SUM functin t calculate the ttal number f birds seen in the mnth, putting yur answer in cell F33 15 Calculate a Mean We will use the Functin Wizard t calculate the average (r smetimes knwn as the mean) number f birds that appear each day. The Functin Wizard buttn is rather cnfusingly labelled Paste Functin. This is nt because it perfrms a 'paste functin', that is it des nt paste the clipbard cntents int the cell. Instead it helps yu t chse a functin and specify arguments. It then pastes the functin int the cell. Select cell B33. T start the functin wizard either click n the Functin Wizard buttn n the tlbar functin. r press ALT+ I t g t the Insert menu. Then press F t insert a In the Paste Functin dialgue bx (see belw) select Statistical Functins as the Functin Categry. and Average as the Functin Name. The Functin categry is in the left clumn, and Statistical is the sixth item dwn. The Functin Name is in the Birkbeck Cllege Central Cmputing Services 13
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 right hand clumn and Average is the secnd ne dwn. If yu prefer nt t use the muse then yu can use the Shift+ Tab key t mve left and the Tab key t mve right. Micrsft Excel 2000 will psitin the cursr at the functin that yu last used, i.e in the right hand clumn s if yu need t select anther categry then yu will need t mve t the first clumn. Micrsft Excel 2000 displays a brief explanatin f the functin and required arguments at the bttm f the bx. Yu can als find ut mre abut a functin by typing the functin name in n-line help Click OK r press the Enter key. A functin wizard dialgue bx appears, where yu can select the arguments (See Belw). Nte that Micrsft Excel 2000 has put values in already. Hwever, these are nt the nes we want, as clumn B cntains the number f sparrws each day. We want t calculate the mean f the ttal number, which is in clumn F. In the bx labelled Number 1 type the range F2:F32 and click n OK We calculated the ttal number f birds in the mnth, putting the result in cell F33. Hwever, anther persn reading the spreadsheet wuld nt knw what this figure was s we will put a label next t the cell t tell thers (and remind urselves). We will use the wrap text feature t fit the label int the cell width. Enter the text data Ttal N f birds in mnth int cell E33. The text string is t lng t fit the cell. Reselect the cell E33 and chse Cells frm the Frmat menu. 14 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 In the Frmat Cells dialgue bx select the Alignment tab by either by pressing CTRL + Page Dwn r by clicking n the tab. Press Ctrl + W r click in the bx labelled wrap text t put a tick in it (als called a checkmark) Clse the dialgue bx either by pressing the Enter key r clicking n the OK buttn. 16 Relative and Abslute references When yu ttalled rws and clumns yu used relative cell references, which are references t cells relative t the psitin f the frmula. Hwever, fr sme tasks yu will need t use abslute references, which are cell references that always refer t cells in a specific lcatin. Fr example, if we want t calculate the percentage f the mnthly ttal f birds that appear each day we need t divide the daily ttal by the calculated mnthly ttal. T calculate percentages in clumn G we divide each f the values in clumn F by the ttal value in F33 t get the daily percentage. If we d as we did in the earlier exercises, i.e. calculate the first value in cell G2 & then autfill the clumn, we will nt get the crrect result. F33 is a relative address and will change t F34 etc. We need t specify that the rw number is an abslute address by putting a dllar sign in frnt f the rw number i.e. F$33 If a dllar sign precedes the letter and/r number, such as $A$1, the clumn and/r rw reference is abslute. Relative references autmatically adjust when yu cpy them, and abslute references d nt. Enter the clumn title Mnthly % in cell G1 Enter the frmula =F2/F$33 in cell G2 Use autfill t cpy the frmula int cells G3 thrugh G32. Yu can d this either by using the muse and the autfill handle r by using the keybard. T fill the series using the keybard Psitin the cursr in cell G2 Hld dwn the shift key and use the dwn arrw cursr key t mve t cell G32 Press CTRL + D Select the data that yu have just entered in cells G2:G32. T frmat the data as percentage either press CTRL + Shift + % r click the % buttn n the tlbar. If the % buttn des nt apear n the tlbar click >> t see mre 17 Drawing Charts There are many functins assciated with Micrsft Excel 2000 t help yu draw graphs (r charts as they are called in Excel). This curse will intrduce yu t sme basic tasks. Yu shuld take time t wrk with this pwerful sftware and explre what yu can actually d with it, as it will stand yu in gd stead in the future. Birkbeck Cllege Central Cmputing Services 15
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Yu will use chart wizard t draw graphs f yur data. It is fairly straightfrward and all yu have t d is fllw the instructins. T start the chart wizard either click n the chart wizard buttn n the tlbar r press CTRL + I t pen the Insert menu then press h t insert a chart T mve t the next step either click n Next> r press the Enter key. Yu can select bjects in dialgue bxes either by clicking n the bject r by using the TAB key t mve t the next bject. Pressing Shift + TAB mves yu t the previus bject. Sme items (e.g. Chart Types, Chart Subtypes) are gruped tgether, and yu can select items within the grup by using the up and dwn arrw cursr keys. If yu are nt sure which type f chart t use yu can find ut mre by using the Excel On-line help. Simply type Chart Type in the Answer Wizard search and yu will see Examples f Chart Types in the list f tpics t display. 18 Mdifying a Chart Micrsft use the term Object t describe the varius parts f yur graph, e.g. the backgrund, the axis, the data series. Yu may cme acrss this term when referring t nline help r reference dcuments. Yu can find ut what an bject is called by mving the muse pinter ver the bject (d nt click). A small yellw label will drp dwn, shwing a descriptin f the bject. Smetimes yu need t select an bject that is part f anther bject. Fr example, yu may want t select a data pint that is part f a data series. If yu are using the keybard yu can use the cursr keys t mve between chart bjects. DOWN ARROW Select the previus grup f items UP ARROW Select the next grup f items RIGHT ARROW Select the next item within the grup LEFT ARROW Select the previus item within the grup If yu want t change any aspect f the graph all yu need d is t select the bject that yu want t change. T d this either duble click n the bject that yu want t change - e.g. an axis r the backgrund f the chart r right click n the bject. This will give yu a pull dwn menu that gives yu a further list f ptins. Sme examples f refrmatting: Changing the backgrund - select the backgrund bject and duble click t pen the frmat plt area bx. Frmatting the axes - When using a black and white printer it is better t frmat the axes in patterns because it helps t make different series stand ut when yu have mre than ne series f Y values. T frmat the axes yu must first select the axis bject then use either right click r duble click t bring up the dialgue bxes type text here 16 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 T mve bars tgether - The bars n a histgram shuld be adjacent. If they are nt, right click n ne f the bars. A menu appears cntaining the ptin frmat data series. Left click n this and a dialgue bx pens. Select the ptins tab and change the gap width t 0. Yu can set numeric values either by typing the number directly r by scrlling thrugh the bx using the scrll arrws. Click n OK t return t the graph. The bars shuld mve tgether. 19 Plt a Histgram A histgram is called a clumn chart in Micrsft Excel 2000. It shws data changes ver a perid f time r illustrates cmparisns amng items. Categries are rganized hrizntally, values vertically, t emphasize variatin ver time. We will plt a histgram that shws hw the ttal number f birds varies thrughut the mnth. If yu wish yu can select the required range f cell with the muse befre yu start. T d this Select cells A1:A32 Hld dwn the Ctrl key and select cells F1:F32 Start the Chart Wizard, either by using the Insert menu r by clicking n the chart wizard buttn.. In Step 1 f 4 yu will find chart type Clumn and sub-type Clustered Clumn are selected fr yu. Click n Next> r press the Enter key t mve t the next step. Step 2 f 4 appears. If yu selected the data check that it is crrect. Otherwise type =Sheet1!$A$1:$A$32,Sheet1!$F$1:$F$32. Nte the use f $ t indicate abslute addresses and the Sheet1! Qualifier t say that the data is n sheet 1. Micrsft Excel 2000 shuld have crrectly wrked ut that the data is in clumns. Click n Next> r press the Enter key In Step 3 f 4 type the title Birds in Octber. Press the Tab key (r click the muse in the bx) t g t the bx labelled Categry (X) Axis and type Date Press the Tab key (r click the muse in the bx) t g t the bx labelled Categry (Y) Axis and type Ttal N f Birds. Click n the Legend tab (r press CTRL + Page Dwn three times) Click t clear the bx labelled Shw legend (r press Alt + S ). Click n Next> r press the Enter key In Step 4 f 4 chse As New Sheet. Yu can d this either by clicking in the ptin buttn next t As New Sheet r by pressing ALT + S. Press Tab t mve t the text bx and type the name OctberTtals in the bx next t it. Click n Finish r press the Enter key. Yur histgram will appear with a grey back grund and clured bars. Birkbeck Cllege Central Cmputing Services 17
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 20 Frmat Chart In the next activities yu will select bjects and frmat yur chart. As with all Windws bjects yu must first select the bject befre yu perfrm an actin n it. Change the clur f the plt area The backgrund is called the Plt Area in Micrsft Excel 2000. When yu select it a brder appears rund it. T select the plt area using the muse click n it. T use the keybard use the up and dwn arrws t scrll between chart bjects. Click n the Frmat menu (r press ALT + O) then click n Frmat Plt Area (r press the Enter key). In the Frmat Plt Area dialgue bx select Autmatic, either by clicking n the ptin buttn labelled Autmatic r by pressing ALT +u. The sample will appear white. Click n OK r press the Enter key. Change the appearance f the data series Select the data series and chse Frmat Data Series frm the pp up menu. If the Patterns tab is nt selected then select it either by clicking n the tab r by pressing CTRL + Page Dwn until it is n tp. Click n the Fill Effects (r press CTRL + I) and chse a suitable fill effect, fregrund and backgrund clurs. Click n OK ( r press Enter) t return t the Frmat Data Series dialgue. In the Frmat Data Series dialgue bx select the Optins Tab. 18 Birkbeck Cllege Central Cmputing Services
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 Select the bx labelled Gap Width, either by clicking in the bx r pressing CTRL + w. Then type the value 0. Click n OK r press the Enter key. Yur graph shuld nw have a white backgrund, with n gaps between the bars. 21 Plt a Scatter Chart An xy (scatter) chart either shws the relatinships amng the numeric values in several data series r plts tw grups f numbers as ne series f xy crdinates. This chart can be used fr uneven intervals - r clusters - f data and is cmmnly used fr scientific data. One f the mst cmmn things used n the x axis is time, fr example readings taken at intervals which may r may nt be regular. When yu arrange yur data, place x values in ne rw r clumn, and then enter crrespnding y values in the adjacent rws r clumns. In the next activity we will draw a scatter chart t shw hw the number f birds f different species varies thrughut the mnth. Select the wrksheet by clicking n the tab labelled Sheet 1 at the bttm f the page r by pressing CTRL + Page Dwn. If yu are using the muse yu can select the data in cells A1:E32. Nte that because the data is in adjacent clumns that yu d nt need t hld dwn the Ctrl key when selecting the data. In Step 1 f 4 chse chart type XY (Scatter) and chse the first subtype If yu have nt yet selected the data then enter =Sheet1!$A$1:$E$32 as the data range in Step 2 f 4 In Step 3 f 4 give yur chart the title Bird Species and label the X axis with Date and the Y axis with N f birds In Step 4 f 4 save yur chart as a New Sheet called Species Chart Birkbeck Cllege Central Cmputing Services 19
IT Literacy Prgramme: Excel 2000 Dc. 5.116 Ver 1 22 Prtfli f evidence requirement fr this mdule Yur Schl r Department has prbably made it a requirement fr yu t take this mdule based n yur scre in the IT Assessment. This means that they will require yu t submit prf that yu have taken and cmpleted this mdule. This prf is knwn as the Prtfli f Evidence. Each Schl r Department has been given the pprtunity t specify what they will accept as evidence f an imprvement in yur skills. Yu shuld be infrmed directly abut this by yur tutr r the Schl / Departmental cntact. If yu need t find ut wh yur Schl r Departmental cntact is then cnsult the list belw: Schl / Department Cntact persn Email address Telephne FCE (Appraches t Study) Elaine Hawkins e.hawkins@fce.bbk.ac.uk - If a Schl r Departmental cntact is nt shwn and yu have been asked by yur Schl t cmplete the IT Fitness Prgramme, then yu shuld cntact yur curse tutr abut cmpleting the Prtfli f Evidence. This is the end f the mdule. 20 Birkbeck Cllege Central Cmputing Services