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BSBITU304ACREATE SPREADSHEETSPRESENTATION 2

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PRESENTATION OBJECTIVES

At the end of this presentation you will be able to:

• Get started with a spreadsheet

• Work with formatting

• Create Headers and Footers

• Use Format Painter

• Understand the importance of accuracy

• Work with formulae

• Use manuals and Help

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GETTING STARTED

• This is an example of an Excel document has no formatting

• Note: there is little to distinguish the information

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GETTING STARTED

Now there is formatting

to improve the look and

clarity of the data:

• Colour, shading and

bold in the headings

for emphasis

• Borders to help

distinguish data and

create an area for

the totals

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FORMATTING

Remember formatting tools available in Excel include:

• Number formatting

• Changing cell colours

• Adding text formatting

• Changing the alignment of cells

• Adding a range name

• Adding formulas

• Adding Borders

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HEADERS AND FOOTERS

These are the lines of text the

top (header) and bottom

(footer) of each page

• They contain descriptive

text - titles, dates, page

numbers, file locations

• Choose Insert then

Header/Footer or click in

the header/footer area of

the document

• There are three areas for

information left, right and

centre

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USING FORMAT PAINTER Adding formatting to your spreadsheet makes it:

• More attractive and easier to read and to find information

• To quickly copy formatting from one part of a sheet to another, or

to another sheet in the same workbook, use the Format Painter

• Select the cell with the formatting

you wish to copy. Click on Format

Paint tool on the Ribbon . Then click/

“paint” the new cell to copy over the

formatting from the first cell

• In this example “paint” the cell

containing “Mat” over “Rob”

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WORKSHEETS

• Excel allows us to create multiple sheets in one file, using

different sheets for different purposes

• Changing tab names and colour of worksheets containing related

information makes it easier to navigate through large

spreadsheets

Example

Budgets can be created for several departments, one sheet for each

department. All budgets can be kept in one Excel document with all

the information in its own named and colour coded sheet

• Right click on the sheet Tabs at the bottom of the page to make

changes

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ACCURATE DOCUMENTS

Garbage in Garbage out

Make sure your data is checked and that it is:

• Accurate - check accuracy of formulae with a calculator

• Have instructions with regard to content and format been followed

• Proofread

• Spelling checked- electronically and manually

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FORMULA

• Excel uses formulae to easily perform calculations on your data.

• Used for performing simple or complex operations

• Begin with an equal (=) sign

• Entered into worksheet cell where we want the results or answer to appear

• Work with ranges of numbers

• Formulae may be used to calculate mathematical equations, including:

• Average

• Division

• Multiplication

• Percentage

• Subtraction

• Sum

• Combinations of above

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FORMULAIn this example we want to add

sales totals for Sue’s week.

We will be working with the range

of numbers to total. There are

several ways to arrive at this total

using Excel.

Option 1

Click in B9 type in the formula

=B3:B7

Option 2

Click in B9 click on Autosum on the

ribbon, this function automatically

selects cells adjacent to the

destination to add together.

ALWAYS check the range selected

using this function is in fact the

range you wish to work with.

You can choose to select another

range by clicking on the first

number in the new range and

dragging to the end number in the

range

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FORMULA

• Here Excel wants to

add the numbers to

the left of the cell

because they are

adjacent.

• If we wanted to total

numbers in cells F3

to F7 we could

select these cells to

change the range,

either type or click,

hold and drag to

select

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FORMULAS

Remember software functions in Excel may include:

• Adding/deleting columns/rows

• Formatting cells, text

• Sizing columns/rows

Operators are used in excel for developing formulae

Basic formulas involve entering, in the correct order, data to be used

in the calculations and these mathematical operators tell the

program which operation to perform

Brackets ( ) Addition + Subtraction - Division / Multiplication *

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USING CELL REFERENCESCell references are locations of

intersecting rows and columns

In this example B7 is the cell

reference for the formula

=B3:B7 the intersection of column

7 and row B

Rather than enter data directly

into formulae, it is better to use

cell references

The advantages of this are that:

• Changing data allows

formulae to automatically

update

• Allows copying of formulas

from one location to another

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CELL REFERENCESThe formula is =F9/4

If the formula is entered as =780/4 our answer will still be the same – but any changes to sales totals will not be reflected

We realise we have made a mistake and Sues total sales should be 251

total sales is now 781average sales 202.5

By using the cell reference our formula updates immediately

If we simply enter the data into D12 it will = 780/4 or 195 regardless of any changes to data

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SPREADSHEET FUNCTIONSSpreadsheet programs also

contain a number of built in

formulas called functions.

Functions make it easier to

carry out:

• Common tasks – i.e. adding

up columns/rows of

numbers

• In this example we could

enter the formula as shown

but it is very slow.

• Using the function

is very quick.

• In cell E9 click AutoSum it

will automatically select

numbers adjacent to E9 to

add together

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MANUALS AND HELP

• Manuals and online help provide a complete instruction which

includes:

• Getting Started

• Definitions

• Ribbon

• Navigating Cells

• There are enormous amounts of help online, tutorials and specific

areas to help you with more complex concepts or to problem

solve.

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PRESENTATION SUMMARY

Now that you have completed this presentation you should be able

to:

• Get started with a spreadsheet

• Work with formatting

• Create Headers and Footers

• Use Format Painter

• Understand the importance of accuracy

• Work with formulae

• Use manuals and Help