Excel XP Module - WIU · Microsoft® Excel is an application found in the Microsoft® Office...

Office of Teacher Education Partnerships • College of Education and Human Services 113 Horrabin Hall • Western Illinois University • Macomb, IL 61455

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TECHNOLOGY COMPETENCY ASSESSMENT MODULE Microsoft® Excel This module was developed to assist students in passing the SkillCheck Incorporated Excel 2003 Technology Competency Assessment. It was last updated 11/3/05. All rights reserved, copies may be made only with permission granted through Western Illinois University College of Education and Human Services.


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Spreadsheets Overview: Microsoft® Excel A spreadsheet is defined in Webster’s Dictionary as “A computer program that organizes numerical data into rows and columns on a video screen, for computing desired calculations and making overall adjustments based on the data.” Microsoft® Excel can be used as a classroom management tool for recording attendance, grades, inventory, and book orders, and creating field trip forms, worksheets, or teacher keys. School administrators may find spreadsheers useful for financial planning and budgeting purposes. Spreadsheets can also be integrated into the curriculum so students can use them for a variety of class projects. They can be helpful in compiling data, organizing and recording simple statistics, and charting results. Many teachers are currently integrating spreadsheets into their classroom curriculum so students can play a more active role in their learning. For example, teachers and students can use Excel to:

• Plan and maintain budgets • Calculate recipes • Create conversion tables • Calculate age and weight on different planets • Plan trips • Record growth rates • Create and analyze student surveys

Once a teacher or a student is familiar with how to use spreadsheets, the sky is the limit for classroom application. Upon completion of this module, participants will be able to:

• Understand the parts of the Excel worksheet

• Understand the functions of the Excel menu and toolbars

• Understand basic operations of Excel

• Format cells

• Add and delete rows and columns

• Use Fill Handle

• Use Autosum

• Create relative and absolute formulas

• Filter and sort information

• Create and revise a chart


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Lesson 1 – Exploring Features and Toolbars of Microsoft Excel • Parts of the Excel worksheet • Excel Menu Items • Standard Toolbar • Formatting Toolbar

Lesson 2 – Performing Basic Operations • Select cells • Enter text and numbers • Format cells • Insert and delete rows and columns

Lesson 3 – Entering Formulas and Functions

• Build formulas • Use AutoSum and Fill Handle

Lesson 4 – Sorting Data

• Sort by column • Use AutoFilter

Lesson 5 – Creating Charts

• Use ChartWizard • Edit chart • Resize chart • Change chart type

Lesson 6 – Preparing to Print

• Determine page setup • Rename sheets • Delete a sheet • Add page breaks • Automatically check for spelling • Find and replace text

Lesson 7 - Printing Options

• Select cells as print area • Preview print area • Print with gridlines • Print worksheet


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Lesson 1 - Exploring Features and Toolbars of Microsoft Excel Microsoft® Excel is an application found in the Microsoft® Office package. To coordinate with the SkillCheck assessment, this module will direct you to perform actions in Excel 2003 for Windows XP machines. Note: Due to inconsistencies between versions of Excel and operating systems, you may notice some differences between menus, toolbars, windows, and actions in this module and Windows 2000, Windows ME, Windows 98 and Mac operating systems. For best results on your SkillCheck assessment, use Excel 2003 while completing this module. The IMM lab (HH 104), the IDS lab (HH 111), and the student lab (HH 77) in Horrabin Hall on the Macomb campus provide student access to Windows XP computers installed with Microsoft® Excel 2003. At this time, the Quad City campus does not have Excel 2003 available to its students.

Open Excel.

• Click on the Start button in the lower left hand corner of screen

• Select All Programs > Microsoft Office > Microsoft Excel Note: IMM lab users select All Programs > Office Applications > Microsoft Excel

or

• If there is an Excel shortcut on the desktop, double-click the Microsoft® Excel icon.

o Excel will open with a blank workbook (consisting of three worksheets).

o A Task Pane will be viewable on the right hand side of the worksheet.

o You can close the Task Pane by clicking the X in the top right corner of the Task Pane window.

o To add the Task Pane, click View (in the Menu bar) > Task Pane


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Parts of the Excel Worksheet An Excel document is called a workbook. Several worksheets comprise a workbook. A worksheet (also called a spreadsheet) is composed of cells (the boxes on the screen). Each cell is the intersection of a row and column. Each row is numbered vertically from 1 to 16,384. Each column is labeled horizontally from A to ZZ. The cell's name is a reference to where a row and a column meet, such as B8 (as illustrated on the next page). Each cell can contain text, a number, or a formula. A formula is one of the main functions of a spreadsheet. Formulas will be detailed further in Lesson 3.

1. The Standard toolbar, the first toolbar under the menu bar, is used for common

tasks such as open, print, and save. This toolbar is detailed further on p. 9. 2. The Formatting toolbar is under the Standard toolbar and is used for formatting cell

contents. This toolbar is detailed further on p. 10. 3. The Drawing toolbar is usually located at the bottom or on the side of the screen

when active.

4. The Formula Bar is located beneath the toolbars and is used to enter and edit worksheet data. The contents of the active cell always appear in the formula bar.

Continued on p. 6


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5. Row and column headings are the letters and numbers that identify the rows and columns on the spreadsheet. The intersection of a row and a column is called a Cell. Use row and column headings to specify a cell's reference.

6. The Name Box displays the reference of the selected cell(s). 7. The Active Cell has a dark border around it to indicate where your cursor is. You must

click on a cell to make it active. 8. The Fill Handle is in the lower right corner of the active cell. Your cursor changes to a +

when you are on the Fill Handle. The Fill Handle helps you copy data and create a series of information.

9. Use the Worksheet Tabs at the bottom of the screen to navigate between

worksheets within a workbook. By default, a workbook contains 3 worksheets.


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Excel Menu Items When learning a software application for the first time, you should always explore your menu options to be aware of command locations. File Menu

The File Menu allows you to create a new file, open a file you have previously created, close the file you are working on, save the file, and print. Page setup allows you to change your margins and print preview allows you to view the page before printing.

Edit Menu

The Edit Menu contains many common editing tools. It allows you to cut, copy, and paste information. The fill option allows you to copy information or formulas down a column or across a row. This menu also gives you the option to clear or delete a cell or cells.


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View Menu The View Menu allows you to view the spreadsheet in a variety of ways and sizes. For example, you can view the page at full size or at 50%. You can also insert a title for your spreadsheet or page numbers at the bottom of the sheet by selecting the header and footer option. The View Menu also allows you to access the toolbars for Excel. If a toolbar is not viewable, you can select toolbars and click the needed toolbar to make it available.

Insert Menu

The Insert Menu allows you to add a variety of items to your worksheet including cells, rows, columns, charts, and pictures (clipart and images).

Format Menu

The Format Menu lets you change the size, style, alignment and type of text or numerical data for the cell. It also lets you change the size of columns or rows.


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Tools Menu The Tools Menu allows to you to check for spelling errors within the worksheet or entire workbook. The customize option will allow you to personalize your menus and toolbars.

Data Menu

The Data Menu provides a variety of options for displaying data. It also gives you the option of sorting and filtering information.

Window Menu

The Window Menu indicates which workbooks are open. This makes it much easier to work between two or more workbooks at a time.


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Help Menu

The Help Menu is provides assistance on how to perform actions in Excel. The help index, office online, and the office assistance are resources for understanding Excel in more detail.


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Excel Standard Toolbar

New - Creates a new workbook

Open - Displays the open dialogue box so you can open an existing workbook

Save - Saves changes in an active workbook

Permission - Helps prevent sensitive documents from being forwarded, edited, or copied

E-mail - Allows you to email the workbook as an attachment

Print - Prints the active workbook according to page setup and print settings

Print Preview - Displays the active workbook according to page setup and print settings

Check Spelling - Checks the spelling of the active worksheet

Research - Uses built-in reference books and online services to look up definitions, encyclopedia articles, and other types of information on the Web

Cut - Cuts a selection and places it on the clipboard

Copy - Copies a selection and places it on the clipboard

Paste - Pastes the contents of the clipboard onto the worksheet

Format Painter - Copies formats from one selection to another

Undo - Reverses the last command or deletes the last entry you typed

Redo - Reverses the action of the Undo command

Insert Hyperlink - Inserts a link to an email address, web page, a document, or another workbook

AutoSum - Inserts the SUM function to create a total for a range of numerical cells

Sort Ascending - Sorts a current list in ascending (A-Z) order

Sort Descending - Sorts a current list in descending (Z-A) order

Chart Wizard - Starts Chart Wizard, allowing you to edit a chart or create a chart

Drawing - Displays or hides the Drawing Toolbar

Zoom - Changes the magnification of the active workbook

Help - Opens the Excel Help Task Pane to provide assistance when needed

Toolbar Options - Indicates that there are more buttons that are not visible on the toolbar


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Excel Formatting Toolbar

Font - Lists available fonts you can apply to the current selection

Font Size - Lists available font sizes you can apply to current selection

Bold - Applies bold to highlighted information in the selected cells

Italic - Applies italic to highlighted information in the selected cells Italic- Applies italic to highlighted information in the selected cells

Underline - Underlines highlighted information in the selected cell

Align Left - Aligns selected information to the left

Center - Centers selected information

Align Right - Aligns selected information to the right

Merge and Center - Merges selected columns into one cell and centers the text in the new cell

Currency - Applies the currency style to the cell ($)

Percent - Applies the percent style to the cell (%)

Comma - Applies the comma style to the cell (,)

Increase Decimal - Increases the number of decimal places in a cell

Decrease Decimal - Decreases the number of decimal places in a cell

Decrease Indent - Decreases the indent of data in a cell

Increase Indent - Increases the indent of data in a cell

Borders - Displays a palette of various border types

Fill Color - Displays a palette of various background colors for a selected object/cell

Font Color - Displays a palette of various font colors for a selected cell

Toolbar Options - Indicates that there are more buttons that are not visible on the toolbar


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Lesson 2 – Performing Basic Operations Open Excel. If you have not already opened the program, refer to Lesson 1 for directions. Open new workbook.

• Click File > New

o A Task Pane will become viewable on the right hand side of the worksheet. To view the entire worksheet, you can close the Task Pane by clicking the X in the top right corner of the Task Pane.

Note: To view the Task Pane again, click on View (in the Menu bar) > Task Pane

Select cells within the worksheet.

• Select the entire first column (Column A) by clicking in the gray area containing the letter A at the top of the first column.

• Select the entire first row (Row 1) by clicking in the gray area containing the number 1 on the left hand side of the worksheet.

• Click on Cell A1 (a cell is where a column and row intersect)

o A line will highlight each side of this cell, making it the Active Cell

o Confirm you are in the correct cell by looking in the Name Box

• Press the Enter key on the keyboard to move the cursor down one row. Your Active Cell is now Cell A2

• Press the Tab key on the keyboard to move the cursor over one column. Your Active Cell is now Cell B2

• Press the arrow keys to move left, right, up, or down from the Active Cell

Throughout this module, you will create a spreadsheet for Sales. You will continue to add to this spreadsheet in each of the lessons. You should keep a digital and printed copy of the completed worksheet until you pass the SkillCheck Technology Competency Assessment. Note:

• Bullets indicate actions you need to take to complete the module.

Italicized words indicate exact text or numbers you will type in the worksheet. Underlined, italicized words are prompts for you to type individual information in the worksheet.


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• Click your cursor on any cell to make it the Active Cell

• Select Edit (in the Menu bar) > Go To Note: Hold cursor over the double arrow at the bottom of the Edit menu to expand the menu to view Go To.

• Type B34 in the Reference field

• Click the OK button Your Active Cell is now Cell B34

Enter labels (text) and values (numbers) in the cells. You can enter text, numbers, and dates in the cells. In Excel, numbers and dates are called values, and text is referred to as a label. Note: By default, numerical values align to the right of the cell and text labels align to the left side.

Type labels.

• Click on Cell B1

• Type the label 1st Quarter Sales Note: Notice that as you type in the cell, the information also appears in the Formula Bar.

• Press the Tab key and the label will appear in the cell.

• The cursor will move over to Cell C1

Note: To edit information entered in a cell, select the cell, highlight the information, and retype the data. Press the Enter key on the keyboard to apply your changes to the cell.

You can also retype information in the Formula Bar at the top of the page. When you place the cursor into the formula bar, it changes to the shape of an "I". Highlight the text you want to change, retype it, and press the Enter key on the keyboard.

• In Cell C1 type the label 2nd Quarter Sales

• Press the Tab key and the label will appear in the cell Note: The entire label for Cell B1 may not appear now. You will learn to adjust column width and format cells in a later section of this lesson.

• The cursor will move over to Cell D1

• In Cell D1 type the label 3rd Quarter Sales

• Press the Tab key

• In Cell E1 type the label 4th Quarter Sales

• Press the Enter key


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Type values.


• Type the value 300


• In Cell C2 type the value 525


• In Cell D2 type the value 450


• In Cell E2 type the value 550


Copy contents and insert information from clipboard (Paste).


• Click Edit (in the Menu bar) > Copy or click the Copy button in the Standard Toolbar Note: The cell will be highlighted by dashed, moving lines, or “dancing ants”.


• Click Edit (in the Menu bar) > Paste or click the Paste button in the Standard Toolbar Note: If the “dancing ants” are still highlighted after pasting, press the Esc key to make them disappear.

• The value of Cell B2 should also be in Cell B3

Remove contents of cell so it is saved to clipboard (Cut) and insert information from clipboard (Paste).

• Click on Cell C2

• Click Edit (in the Menu bar) > Cut or click the Cut button in the Standard Toolbar Note: The cell will be highlighted by dashed, moving lines, or “dancing ants”.


• Click Edit (in the Menu bar) > Paste or click the Paste button in the Standard Toolbar Note: Cell C2 should not have a value in it.


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Copy contents and insert information from clipboard (paste) multiple times.

• Click back on Cell C2


• Press the Tab key on the keyboard

• Click on Cell D2

• Click Edit (in the Menu bar) > Copy or click the Copy button in the Standard Toolbar


• Click Edit (in the Menu bar) > Paste or click the Paste button in the Standard Toolbar

• Click on Cell E3


Adjust Column Width. Use Column Width to adjust a column width so entire label appears in the cell.

• Select Column B

o Click cursor in the gray area containing the letter B at the top of the column

• Click Format (in the Menu Bar) > Column > Width

• In the Column Width window, type 15

• Click the OK button

• Select Columns C, D, and E

o Click cursor in the gray area containing the letter C at the top of the column and drag over to the letter E so all three columns are highlighted in gray.

• Click Format (in the Menu Bar) > Column > Width

• In the Column Width window, type 15


• The columns should expand to show all text in each column heading.


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Format labels.

• Select Cells B1 through E1

o Click on Cell B1 and continue to hold mouse to drag cursor over to Cell E1 so the four cells are highlighted.

• Click on Format (in the Menu bar) > Cells

• Click the Font tab at the top of the Format Cells window

• In the Font style: window, select Bold

• In the Size: window, click up arrow and select 9

• In the Color: window, click the down arrow next to Automatic to bring up the color choices

• Click Red square


Note: You can also change font type, style, size, and color using the buttons available in the Formatting Toolbar.

To add the Formatting Toolbar (or any toolbar) if it is not viewable:

• Click on View (in the Menu bar) > Toolbars

• Select Formatting (or appropriate toolbar from the list)

Justify text to center of cell.


o Click on Cell B1 and continue to hold mouse to drag cursor over to Cell E1 so the four cells are highlighted.

• Click on Align Center button in the Formatting Toolbar


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Format values for currency.

• Select Cells B2 through E

o Click on Cell B2 and continue to hold mouse to drag cursor over to Cell E2, then down to Cell E3.

• Click on Format (in the Menu Bar) > Cells

• Click the Number Tab

• Click on Currency in the Category window

• Maintain the 2 in the Decimal places: window; Use the up and down arrow to place a 2 in the window, if needed.


Review skills.

• Click on Cell A2 and type Concessions

• Click on Cell A3 and type Magazines

• Apply Bold formatting to Cells A2 and A3

Adjust Column Width using AutoFit Selection.

• Select Column A

o Click cursor in the gray area containing the letter A at the top of the column

• Click Format (in the Menu Bar) > Column > AutoFit Selection Note: The column will adjust in length to fit the longest contents of the column.

Insert rows and columns in worksheet. By default, Excel inserts rows above the location of your cursor and inserts columns to the left of the present cursor location.

• Click on Cell A1

• Click Insert (in the Menu bar) > Rows

• Click on Cell A1 again

• Click Insert (in the Menu bar) > Rows


• Click Insert (in the Menu bar) > Columns


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Delete rows and columns in worksheet.


• Click Edit (in the Menu Bar) > Delete

• In the Delete window, click the button in front of Entire column Note: To delete a row, choose Entire row

• Click the OK button Note: The column containing 1st Quarter Sales should be to the immediate right of the sale names.

Redo and Undo previous actions. When you want to correct an immediate mistake, use the Undo action. Redo the action if you want to go back before the Undo took place.

• Click Edit (in the Menu bar) > Undo or click the Undo button on the Standard Toolbar Note: The extra column between the sale names and 1st Quarter Sales should return.

• Click Edit (in the Menu bar) > Redo or click the Redo button on the Standard Toolbar Note: The column containing 1st Quarter Sales should be to the immediate right of the sale names again.

Enter and format titles and dates.


• Type your first and last name

• Click the Bold button in the Formatting Toolbar

• Click the Center Align button in the Formatting Toolbar

Format dates.


• Type today’s date as Month/Day/Year

• Click on Format (in the Menu bar) > Cells

• Click the Number Tab, if needed.

• In the Category: window, click Date

• In the Type: window, click on 14-Mar option



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Format titles. • Click on Cell A2

• Type Fundraising Efforts for Freshman Class


• Select Cells A2 through E2

o Click on Cell A2 and continue to hold mouse to drag cursor over to Cell E2.

• Click the Merge and Center button in the Formatting Toolbar

• Click the Bold button in the Formatting Toolbar

• Click in blank cell on the worksheet to deselect the cell

Fill cell and apply borders.

• Click on Cell A2 (which now extends to Column F but is one cell)

• In the Formatting Toolbar, click on the down arrow to the immediate right of the Fill Color button (paintbucket icon).

• Click the Yellow square in the Color Palette

• In the Formatting Toolbar, click on the down arrow to the immediate right of the Font Color button (A icon).

• Click the Dark Blue square in the Color Palette.

• In the Formatting Toolbar, click on the down arrow to the immediate right of the Borders button (squares icon)

• Click Outside Borders option

• Click in blank cell on the worksheet to deselect the cell

Review skills. Add more labels and values to expand your worksheet to include two more rows of sales. Add label and change justification to right of cell.


• Type the label Total Sales

• Justify the label to align to Right


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Insert rows


• Insert a new row


• Insert another new row

Add more labels


• Type label Fruit


• Type label T-shirts

Add Values









• Press the Enter key on the keyboard









• Press the Enter key on the keyboard


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Format for currency.

• Select Cells B6 – E7 and format the cells for Currency, if needed. (see pg. 17 for directions)

Save the workbook.

• Click File (in the Menu bar) > Save

• In the File name: window located at the bottom of the screen, type yourlastname sales.xls Note: Maintain the .xls extension.

• In the Save in: window located at the top of the screen, locate My Documents, your USB Drive, or another Disk

• Click the Save button

Note: The Save As command also displays a box to select where you want the document to be saved. Use File > Save As when you want to save a copy of the current document with a different name or in a different folder or on a different disk. The newly saved document becomes the active workbook.

Close Excel.

• Click on File (in the Menu bar) > Exit

Continue to Lesson 3.


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Lesson 3 - Entering Formulas and Functions Formulas and functions are very helpful in a spreadsheet when calculating data.

Formulas:

To build a formula, first select the Active Cell where the result of the formula needs to appear. In Excel, all formulas start with the equal (=) sign. After the equal (=) sign, type the cell references you want to add or subtract along with the mathematical operation you wish to perform, using operators such as + or -.

o For example, to add cells B1, B2, and B3, the formula would be =B1+B2+B3.

o If you want to subtract B2 from B1, the formula would be =B1-B2 .

Once the formula has been entered for the Active Cell, the formula will appear in the Formula Toolbar. The results of the formula will appear in the Active Cell.

Arithmetic Operators:

+ addition / division * multiplication – subtraction or a negative % percent exponentiation

Common Functions:

The SUM function is the most common function in Excel because it adds a range of cells.

A SUM formula would look like this: "=SUM(B1:B12)" to add Cells B1 through B12.

o A shortcut for entering the SUM function is to click the AutoSum button on the Standard Toolbar.

Another common function is AVE used for averaging data.

An Average formula would look like this: “=AVE(C1:C12) to find the average for those cells.

You will now enter formulas into your Sales worksheet. Continue to the next page.


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Open Excel.

• Click on the Start menu in the lower left hand corner of screen

• Select All Programs > Microsoft Office > Microsoft Excel Note: IMM lab users select All Programs > Office Applications > Microsoft Excel

or If there is an Excel shortcut on the desktop, double-click the Microsoft®

Excel icon.

Create new workbook using template.

• In the Open area of the Getting Started Task Pane, click Create a new workbook

• In the Templates area, click On my computer

• Click the Spreadsheet Solutions Tab

• Click ExpenseStatement


Display worksheet at 200%.

• Click on the down arrow to the right of the Zoom button in the Standard Toolbar.

• Click on 200%

Close worksheet.

• Click File (in the Menu bar) > Close

• Click No when asked “Do you want to save the changes you made to ExpenseStatement?”

Open a saved worksheet.

• Click File (in the Menu Bar) > Open

• Locate your file for Sales.xls you began in Lesson 2

• Click the Open button

Note: If the Sales worksheet is one of your most recent documents saved, it will be listed at the bottom of the File Menu. You can click on the file name in the list and it will open.


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Create formulas. Remember, all formulas start with the equal (=) sign. Type an Addition Formula


o Type the formula: = B4+B5+B6+B7 Note: Colored squares should highlight each cell after you type it

o Press the Enter key

Note: The result $1,403.00 should be in Cell B8 and the formula you typed should be active in the Formula Bar as = B4+B5+B6+B7


o Type the formula: = C4+C5+C6+C7 Note: Colored squares should highlight each cell after you type it


Note: The result $2,214.00 should be in Cell C8 and the formula you typed should be active in the Formula Bar as = C4+C5+C6+C7

Insert sum functions with a single action (AutoSum).


• Click the AutoSum button in the Standard Toolbar Note: By default, Excel wants to add the range of cells above the Active Cell.

• Confirm that the “dancing ants” surround the range of Cells D4 through D7 and that the formula =SUM(D4:D7) appears in the cell Note: You can use your cursor to highlight the correct range if the “dancing ants” do not surround the range of cells needed.

• Click the AutoSum button again

Note: The result $1,953.00 should be in Cell D8 and the formula you typed should be active in the Formula Bar as =SUM(D4:D7)


o Add the Cells E4 through E7 using AutoSum

Note: The result $1,945.00 should be in Cell E8 and the formula you typed should be active in the Formula Bar as =SUM(E4:E7)


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Remove contents of selected cells.


• Click Edit (in the Menu Bar) > Clear > Contents Note: There should be nothing in these cells now. The contents have been removed and cannot be pasted elsewhere.

Use AutoSum function and fill handle. The easiest way to copy a formula is with the Fill Handle in the lower right corner of the cell. Create your initial formula then position the mouse on the Fill Handle. When the cursor changes to a +, click and drag over the adjacent cells you want to copy the formula.


o Add the Cells B4 through B7 using AutoSum

• Place your cursor over the lower right corner of the Cell B8 where a solid black square appears (the Fill Handle). Your cursor will change to a + sign.

• Click and drag your cursor to the right to highlight Cells C8 through E8 with a gray border. Release your cursor.

The Fill Handle adjusts the copied formula to reflect the correct Column and/or Row name for the cell.


o Locate the formula in the Formula Bar. Notice the formula is =SUM(C4:C7).


• Locate the formula in the Formula Bar. Notice the formula is =SUM(D4:D7).


o Locate the formula in the Formula Bar. Notice the formula is =SUM(E4:E7).

Name selected range of cells.


o Click on Cell B4 and continue to hold mouse to drag cursor over to Cell E4.

• Click cursor in the Name Box (located to the left of the Formula Bar) Note: B4 should be highlighted.

• Type Concessions


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• Type Magazines




• Type Fruit




• Type Tshirts


Show Names.

• Click on the down arrow to the right of the Name Box

• Select Fruit

o The cells associated with the range Fruit are highlighted by a solid black box on the spreadsheet.

• Click on the down arrow to the right of the Name Box

• Select Concessions

o The cells associated with the range Fruit are highlighted by a solid black box on the spreadsheet

Type a formula using range names.

• Click on Cell F4

o Type the formula: = SUM(Concessions) Note: A blue border should highlight Cells B4 through E4 after you type the formula.


Note: The result $1,700.00 should be in Cell F4 and the formula you typed should be active in the Formula Bar as = SUM(Concessions)


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o Type the formula: = SUM(Magazines) Note: A blue border should highlight Cells B5 through E5 after you type the formula.


Note: The result $1,725.00 should be in Cell F5 and the formula you typed should be active in the Formula Bar as = SUM(Magazines)


o Type the formula: = SUM(Fruit) Note: A blue border should highlight Cells B6 through E6 after you type the formula.


Note: The result $1,656.00 should be in Cell F6 and the formula you typed should be active in the Formula Bar as = SUM(Fruit)


o Type the formula: = SUM(Tshirts) Note: A blue border should highlight Cells B7 through E7 after you type the formula.


Note: The result $2,434.00 should be in Cell F7 and the formula you typed should be active in the Formula Bar as = SUM(Tshirts)

Type an average formula. This formula will add the contents of Cells B4 through E4 and divide the total by 4 to find the average sales for each item.

• Click on Cell H4

o Type the formula: =(B4+C4+D4+E4)/4


Note: The result 425 should be in Cell H4 and the formula you typed should be active in the Formula Bar as =(B4+C4+D4+E4)/4

• Copy the formula from Cell H4 to Cells H5, H6, and H7 using Fill Handle

Review skills.

• Select Cells H4 through H7

o Click the Currency Style button in the Formatting Toolbar


o Click the Bold button in the Formatting Toolbar


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o Click the down arrow to the right of the Borders button in the Formatting Toolbar

o Click Bottom Border


o Type the label Total Item



o Type the label Average Sales


• Delete Column G Note: Average in Sales should now be to the immediate right of Total Item.

• Adjust Column Width of Columns F and G to 14.


• Click and drag your cursor to the right to highlight Cells F2 and G2 with a gray border. Release your cursor.

• Click the Merge and Center button twice in the Formatting Toolbar

Type a subtraction formula. This formula will subtract the contents of Total Item from the sum of Cells B8 through E8 (or sales from each quarter).


o Type the formula: =(B8+C8+D8+E8)-F4


Note: The result $5,815.00 should be in Cell H4 and the formula you typed should be active in the Formula Bar as =(B8+C8+D8+E8)-F4

Create an absolute cell reference (to maintain cell address even if copied into other cells). To copy the subtraction formula entered into Cell H4 into other cells, it must contain absolute cell references. In other words, Cells B8 through E8 must always be added together before each item total can be subtracted from it.

If you copied the formula using the Fill Handle now, all of the cell names in the formula would change. Adding the $ sign to a formula ensures that the column and row references remain constant, or absolute.


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• In the Formula Bar, edit the current formula by typing a $ in front of each letter (column) and number (row) contained within the ( ) of the formula.

o The formula should now be: =($B$8+$C$8+$D$8+$E$8)-F4


Note: The result $5,815.00 should have remained in Cell H4, but the formula in the Formula Bar should have changed to =($B$8+$C$8+$D$8+$E$8)-F4

• Copy the formula to Cells H5, H6, and H7 using Fill Handle

Review skills: Adjust Column Width


o Type the label Difference from Total Sales


• Click on Cell I3

o Type the label Minimum Value


• Adjust Column Width of Columns H and I using AutoFit Selection

Display list of worksheet functions to create formulas.


• Click on the down arrow to the right of the AutoSum button in the Standard Toolbar

• Click on More Functions

• At the top of the Insert Function window, click the down arrow for the Or select a category: field

• Click Statistical

• Close the Insert Function window by clicking the red X in the top right hand corner


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Select and insert function that will return the smallest number (including numbers, logical values, and text) in a range of cells.


• Click on the down arrow to the right of the AutoSum button in the Standard Toolbar

• Click on More Functions

• At the top of the Insert Function window, click the down arrow for the Or select a category: field

• Click Statistical

• In the Select a function: click MINA


• In the Value1 window, type Concessions Note: Concessions is the range name created in an earlier section.


• In the Value2 window, type Magazines


• In the Value3 window, type Fruit


• In the Value4 window, type Tshirts

• Click the OK button Note: The result 300 should be in Cell I4 and the formula you typed should be active in the Formula Bar as =MINA(Concessions,Magazines,Fruit,Tshirts)

Review skills: Merge and Center


• Click and drag your cursor to the right to highlight Cell I2 with a gray border. Release your cursor.

• Click the Merge and Center button twice in the Formatting Toolbar

Hide and unhide a column.

• Select Column I

• Click Format (in the Menu bar) > Column > Hide

• Click Format (in the Menu bar) > Column > Unhide

Save the worksheet and continue to Lesson 4.


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Lesson 4 - Sorting Data A key feature of Excel is the ability to sort information within the worksheet for specific purposes.

Sort column alphabetically. This feature will not work if there is a merged title in the column. First, you will copy your data to another sheet to perform this action then you will arrange the contents of selected rows so that each item in the first column will appear in alphabetical order. Copy selected cells in sheet 1 to sheet 2 and paste multiple times.

• Select Cells A4 through F7

o Click on Cell A4 and drag your cursor to the right to highlight Cells B4 through E4, then down to E7 in gray. Release your cursor.

• Click Edit (in the Menu bar) > Copy or click the Copy button in the Standard Toolbar

• Click on Sheet2 tab at the bottom of the Excel worksheet

• Click on Cell A1 in the new worksheet



• Paste the selection again Note: You should have two sets of the same data.

• Adjust Column width for Column A to 12

Sort contents alphabetically.

• Select Rows 1, 2, 3, and 4

o Click on the gray area containing the number 1 on the left hand side of the worksheet. Hold and drag cursor down to highlight numbers 2, 3, and 4. Release cursor.

• Click the Sort Ascending button on the Standard Toolbar Note: The item names should be in alphabetical order: Concessions, Fruit, Magazines, T-shirts.

• Click in a blank cell to deselect the rows


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Sort cells alphabetically then by total.

• Select Rows 8, 9, 10, and 11

• Click on Data (in the Menu bar) > Sort

• In the Sort by area, click the down arrow and select Column A

• Click the radio button in front of Ascending

• In the Then by area, click the down arrow and select Column F

• Click the radio button in front of Ascending


Remove cells permanently and shift remaining cells up.

• Select Cells A1 through F4

o Click on Cell A1 and drag your cursor to the right to highlight Cells B1 through F1, then down to F4 in gray. Release your cursor.

• Click Edit (in the Menu bar) > Delete

• Click the radio button in front of Shift cells up

• Click the OK button Note: The second set of data should move up to Rows 4, 5, 6, and 7.

Use AutoFilter. AutoFilter allows you to quickly filter out information based on the data within the columns. We will return to the original worksheet for this activity.

• Click on Sheet 1 tab at the bottom of the Excel worksheet

• Select Cell A3 through Cell F3

o Click on Cell A3 and drag your cursor to the right to highlight Cells B3 through F3. Release your cursor.

• Click on Data (in the Menu bar) > Filter > AutoFilter Note: Gray boxes with a down arrow will be placed at the right side of the selected cells. `


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• Click on the down arrow box located on the right of the 1st Quarter Sales (Cell B3)

o Click on $300.00

o Concessions and Magazines should be the only two rows viewed.

Note: A blue down arrow should replace the black arrow in the box, signaling the use of a filter in that column.

• Click on the blue down arrow box in Cell B3

o Click (All)

o All rows should be visible again.

• Turn AutoFilter off by clicking Data (in the Menu bar) > Filter > AutoFilter again.

Save and continue to Lesson 5.


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Lesson 5 – Creating Charts Creating a visual representation of your data in Excel is very easy. The first step is to select data in your worksheet that contains the information you want to chart. Create a Standard Chart with ChartWizard. There are 4 steps with the ChartWizard you must complete.


o Click on Cell A3 and drag your cursor to the right to highlight Cells B3 through E3, then down to E7 in gray. Release your cursor. Note: 1st-4th Quarter Sales for the four items should be highlighted.

• Click on ChartWizard button on the Standard Toolbar.

• In Step 1, select the Standard Types tab in the Chart Type window.

o Select the chart Clustered Column with 3-D Visual Effect. (It is the 1st option in the second row)

o Click the Next button at the bottom of the window.

• Step 2 provides you with a sample chart of the selected range of cells.

o Click the Rows button for Series in: selection Note: Selecting Rows will place the row headings in the legend. Selecting Columns will place the column headings in the legend.

o Click the Next button at the bottom of the window

• For part of Step 3,

o Click the Titles tab

• Type Sales for Year in the Chart title: field.

o Click the Legend tab

� Maintain the check mark in front of Show legend option

� Click the radio button in front of Bottom to change placement of Legend


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o Click the Data Labels tab

� Click the Value button to show the value of each column


• For Step 4,

o Click As new sheet: Chart1 as the location for the chart

• Click the Finish button Note: The chart will be placed on its own sheet. A new tab, Chart1, has been added to this list of sheets at the bottom of the Excel sheet.

Save the workbook and continue to next section.


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Edit the chart. If any values are changed within the selected cells, it will automatically change on the chart. To change the way the chart looks, double click any of the chart items and revise using the menu that appears.


• Click on any of the Cells B4 through E7

o Change the value of the cell(s)

o Notice that Total Item, Average Sales, and Difference in Total Sales will change because the formulas you previously entered reflect cell references and not actual number values.

• Click on Chart1 tab at the bottom of the Excel worksheet

o Notice the chart has changed to reflect new values

• Double click the last column bar available for 1st Quarter Sales

o Click on any of the color squares in the Color area

o Click the OK button

Note: The column color should have changed for all four columns associated with T-shirts.

Exit Excel. Do not save changes.


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Open Excel.

• Click on the Start menu in the lower left hand corner of screen

• Select All Programs > Microsoft Office > Microsoft Excel

or

If there is an Excel shortcut on the desktop, double-click the Microsoft® Excel icon.

Open worksheet from Task Pane.

• In the Open area of the Getting Started Task Pane, click on your file for Sales.xls


Add Custom Chart with ChartWizard. You will now create a custom chart based on selected data that will include vertical columns and area. Similar to the standard chart, you must complete 4 steps within the ChartWizard

• Select Cells B3 through B7 to select 1st Quarter Sales

o Click on Cell B3 and drag your cursor down to highlight Cells B4 through B7 in gray. Release your cursor. Note: Only 1stQuarter Sales should be highlighted.

• Hold down the Control key (Ctrl) and select Cells D3 through D7 to highlight 3rd Quarter Sales

• Hold down the Control key (Ctrl) again and select Cells A3 through A7 to highlight Concessions, Magazines, Fruit, and T-shirts

• Click on ChartWizard button on the Standard Toolbar

• In Step 1, select the Custom Types tab in the Chart Type window.

o Select the chart Column - Area



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• Step 2 provides you with a sample chart of the selected range of cells.

o Click the Columns button for Series in: selection Note: Selecting Rows will place the row headings in the legend. Selecting Columns will place the column headings in the legend.


• For part of Step 3,

o Type Comparison of Sales in the Chart title: field


• For Step 4,

o Click As object in: Sheet1 as the location for the chart

• Click the Finish button Note: The custom chart has been added to Sheet1.

Resize and move the chart.

• Place your cursor on the bottom right box of the chart border. The cursor will change to diagonal arrows.

• Click and drag the chart out until the words at the bottom of the chart can be viewed on one line (i.e. Concessions is on one line)

• Move the cursor to a white area of the chart, free of text or items Note: The cursor should change to a white arrow.

• Click, hold, and drag the chart down underneath the data in the chart, placing it in Row 11 and between Columns B and F

Change chart type.

• Click on the Comparison of Sales chart located on Sheet 1 • Click on Chart (in the Menu bar) > Chart Type • Click the Custom Types tab

• In the Chart type area, click the chart Area Blocks


• Click in a blank cell on the worksheet to deselect the chart



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Lesson 6 – Preparing to Print Change page orientation.

• Click on File (in the Menu bar) > Page Setup Note: If Page Setup is not viewable in the menu, hold your mouse over the double arrows at the bottom of the menu to expand the menu to view Page Setup.

• Click the Page tab

• Click the Landscape button


• Click on Sheet2 at the bottom of the worksheet

• Repeat previous steps to change the page orientation for Sheet 2 to Landscape

Change margins.

• Click on Sheet1 at the bottom of the worksheet

• Click on File (in the Menu bar) > Page Setup

• Click the Margins tab

• In the Left: window, click the down arrow to 0.5

• In the Right: window, click the down arrow to 0.5

• In the Center on page area at the bottom of the window,

o Click the box in front of Horizontally

o Click the box in front of Vertically


Print with header.


• Click the Header/Footer tab

• In the Header: window, click the down arrow to view standard headers

• Click (none)

• Click the Custom Header button


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• In the Left section: field, type 2004-2005

• In the Center section: field, type Sales for the Year


• Click the Print Preview button to view the Header in your worksheet

• Click the Close button located at the top of the Preview menu to return to your worksheet

Note: You can also add a header or footer by clicking on View (in the Menu bar) > Header and Footer.

Rename worksheets.

• Right click on Sheet1 tab at the bottom of the Excel worksheet

• Click on Rename

• With Sheet1 now highlighted, type Sales Note: Do not click in the tab to type or the highlighting will disappear.

• Right click on Sheet2 tab at the bottom of the Excel worksheet.

• Click on Rename

• With Sheet2 now highlighted, type Copy

Delete a worksheet.


• Click on Edit (in the Menu bar) > Delete Sheet Note: You may have to hold cursor over double-arrow located at bottom of Edit menu to expand the menu to view Delete Sheet option.

• Click the OK button to confirm the deletion of Sheet3

Note: There should now be Chart1, Sales, and Copy at the bottom of the Excel worksheet.


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Begin new page at specified location (add page break).

• Click on Sheet1 tab to return to the first sheet, if needed


• Click on Insert (in the Menu bar) > Page Break Note: You may have to hold the cursor over the double arrow located at the bottom of the menu to expand the menu to view the Page Break option.

There should be a dotted line between Rows 9 and 10, indicating a page break.

Show gridlines and page breaks in worksheet. • Click Tools (in the Menu bar) > Options

• Click the View tab

• In the Window options area,

o Click the box in front of Page breaks to place a check in the box

o Click the box in front of Gridlines to place a check in the box


Note: To hide gridlines and page breaks in the worksheet, uncheck the boxes.

Specify selected cells will be locked and protected.


• Click Format (in the Menu bar) > Cells

• Click the Protection Tab

• Click the box in front of Locked to place a check in the box Note: If there is already a check in the box, do not remove the check by clicking the box.


• Click Tools (in the Menu bar) > Protection > Protect Workbook

• Check the box in front of Structure to place a check in the box Note: If there is already a check in the box, do not remove the check by clicking the box.



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Automatically check spelling.

• Click Tools (in the Menu bar) > Spelling

• If there are incorrect spellings of words in the workbook, a window will open highlighting the words, one at a time.

o Click Ignore button if the highlighted word does not need changed

o Click Change button if the highlighted word needs changed to the correct spelling.

Find and replace text at once.

• Click on Edit (in the Menu bar) > Replace Note: You may have to hold cursor over double arrow located at bottom of the Edit menu to expand the menu to view Replace option.

• In the Find what: window, type Sales

• In the Replace with: window, type Profits

• Click the Replace All button

• Excel will indicate that it has completed its search and has made 7 replacements.

o Click the OK button

• Click the Close button in the Find and Replace window



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Lesson 7 – Printing Options

Select cells as print area.

• Select Cells A2 through H8

o Click on Cell A2 and drag your cursor down to highlight Cells A3 through I8 in gray. Release your cursor.

• Click File (in the Menu bar) > Print Area > Set Print Area Note: A dashed line should now surround the selected cells.

Preview print area.

• Click File (in the Menu bar) > Print Preview or click the Print Preview button in the Standard Toolbar

• Click the Next button located at the top of the Preview window to view next page

• Click the Close button located at the top of the Preview window to return to your worksheet

Clear print area.

• Click File (in the Menu bar) > Print Area > Clear Print Area Note: The dashed line should no longer surround the selected cells. However, there should be a dashed line for each page on the worksheet.

Print with gridlines.


• Click the Sheet tab

• In the Print area, click box in front of Gridlines to place a check in the box

• Click Print Preview to view the worksheet with gridlines

o Click the Next button located at the top of the Preview window to view next page

o Click the Close button located at the top of the Preview window to return to your worksheet


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Specify worksheet will print on a single page.

• Click File (in the Menu bar) > Page Setup

• Click the Page tab

• In the Scaling area, click the radio button in front Fit to:

• In the Fit to: fields, use the up/down arrows to select 1 for page and 1 for tall

• Click Print Preview to view the worksheet

o Click the Close button located at the top of the Preview window to return to your worksheet


Print workbook on legal size paper.

• Click File (in the Menu bar) > Print

• In the Print what area located toward the bottom of the window, click the radio button in front of Entire workbook

• Click the Properties button at the top right corner of the window

• Click the Setup tab

• In the Media area, click the down arrow for the Size: field

• Select Legal 8.5 x 14 in

• In the Properties window, click the OK button

• In the Print window, click the Close button Note: The workbook should not print since the window was closed.

Print entire workbook on letter size paper.

• Click File (in the Menu bar) > Print

• Click the Properties button at the top right corner of the window

• Click the Setup tab

• In the Media area, click the down arrow for the Size: field

• Select Letter 8.5 x 11 in

• In the Properties window, click the OK button


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• In the Number of copies: window, click the up arrow or type the number 2

• Click the Entire Workbook button Note: This will allow Sheet1, Sheet 2, and Chart1 to print at the same time


Completed workbook.

• You are finished with the Excel module.

• Please keep your digital copy and printed copy of this spreadsheet until you have passed the SkillCheck Assessment.

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