ECDL Module 4 - Nottingham Trent Universityeresources.ntu.ac.uk/mle/acc/ecdl/Cheltenham/ecdl...European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL,

ECDL Module 4 WORKBOOK

Spreadsheets Microsoft Excel 2003 Edition for ECDL Syllabus 4.5 (UK only)

PAGE 2 - ECDL MODULE 4 (OFFICE 2003) - WORKBOOK

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ECDL Approved Courseware The ECDL Foundation has approved these training materials and requires that the following statement appears in all ECDL Foundation approved courseware. European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-Citizen and related logos are trade marks of The European Computer Driving Licence Foundation Limited (“ECDL-F”) in Ireland and other countries. Cheltenham Courseware is an entity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may be used to assist candidates to prepare for ECDL tests. Neither ECDL-F nor Cheltenham Courseware warrants that the use of this courseware publication will ensure passing of ECDL tests. This courseware publication has been independently reviewed and approved by ECDL-F as complying with the following standard: Technical compliance with the learning objectives of ECDL syllabus 4. Confirmation of this approval can be obtained by reviewing the Courseware Section of the website www.ecdl.com The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates will pass ECDL tests. Any and all assessment items and/or performance-based exercises contained in this courseware publication relate solely to this publication and do not constitute or imply certification by ECDL-F in respect of ECDL tests or any other ECDL-F test. For details on sitting ECDL tests and other ECDL-F tests in your country, please contact your country's National ECDL/ICDL designated Licensee or visit ECDL-F’s web site at www.ecdl.com. Candidates using this courseware publication must be registered with the National Licensee, before undertaking ECDL tests. Without a valid registration, ECDL tests cannot be undertaken and no ECDL test certificate, nor any other form of recognition, can be given to a candidate. Registration should be undertaken with your country's National ECDL/ICDL designated Licensee at any Approved ECDL test certificate Test Centre. Syllabus 4 is the official syllabus of the ECDL certification programme at the date of approval of this courseware publication.



SS2.1. USING THE APPLICATION ............................................................................................................. 6

SS2.1.1. FIRST STEPS WITH SPREADSHEETS ............................................................................................ 6 SS2.1.1.1. Opening and closing Microsoft Word ................................................................................. 6 SS2.1.1.2. Opening one or several spreadsheets ............................................................................... 6 SS2.1.1.3. Creating a new spreadsheet using the default template ................................................. 9 SS2.1.1.4. Saving a spreadsheet to a location on a drive .................................................................. 9 SS2.1.1.5. Saving a spreadsheet under another name .................................................................... 10 SS2.1.1.6. Saving a spreadsheet in another file type ....................................................................... 11 SS2.1.1.7. Switching between worksheets or workbooks ................................................................ 12 SS2.1.1.8. Using Help ............................................................................................................................ 13 SS2.1.1.9. Closing a spreadsheet ........................................................................................................ 14

SS2.1.2. ADJUSTING SETTINGS ................................................................................................................ 14 SS2.1.2.1. Using the Zoom tool ............................................................................................................ 14 SS2.1.2.2. Displaying or hiding toolbars.............................................................................................. 15 SS2.1.2.3. Freezing and unfreezing row and/or column titles......................................................... 15 SS2.1.2.4. Modifying basic options ...................................................................................................... 16

SS2.2. CELLS ............................................................................................................................................... 18 SS2.2.1. INSERTING DATA ........................................................................................................................ 18

SS2.2.1.1. Entering a number, a date or text into a cell.................................................................... 18 SS2.2.2. SELECTING CELLS...................................................................................................................... 18

SS2.2.2.1. Selecting a cell, a range of adjacent cells or a range of non-adjacent cells or the entire worksheet ........................................................................................................................................ 18 SS2.2.2.2. Selecting a row, range of adjacent rows or range of non-adjacent rows .................... 20 SS2.2.2.3. Selecting a column, range of adjacent columns or range of non-adjacent columns . 22

SS2.2.3. ROWS AND COLUMNS ................................................................................................................ 23 SS2.2.3.1. Inserting rows and columns into a worksheet ................................................................. 23 SS2.2.3.2. Deleting rows and columns in a worksheet ..................................................................... 23 SS2.2.3.3. Modifying column widths and row heights ....................................................................... 24

SS2.2.4. EDITING DATA ............................................................................................................................ 25 SS2.2.4.1. Inserting additional cell content or replace existing cell content .................................. 25 SS2.2.4.2. Using the Undo and Redo commands ............................................................................. 26

SS2.2.5. COPYING, MOVING AND DELETING ............................................................................................ 26 SS2.2.5.1. Copying the content of a cell or cell range within a worksheet, between worksheets or between open workbooks.................................................................................................................... 26 SS2.2.5.2. Using the AutoFill tool to copy or increment a data entries........................................... 29 SS2.2.5.3. Moving cell range contents, entire row(s) or entire column(s)...................................... 31 SS2.2.5.4. Deleting cell contents.......................................................................................................... 33

SS2.2.6. SEARCH AND REPLACE .............................................................................................................. 34 SS2.2.6.1. Using the search command for specific content in a worksheet .................................. 34 SS2.2.6.2. Using the replace command for specific content in a worksheet ................................. 34

SS2.2.7. SORTING DATA ........................................................................................................................... 35 SS2.2.7.1. Sorting a cell range by one criterion ................................................................................. 35

SS2.3. WORKSHEETS ................................................................................................................................ 36 SS2.3.1. HANDLING WORKSHEETS........................................................................................................... 36

SS2.3.1.1. Inserting a new worksheet ................................................................................................. 36 SS2.3.1.2. Renaming a worksheet....................................................................................................... 37 SS2.3.1.3. Deleting a worksheet .......................................................................................................... 37 SS2.3.1.4. Copying a worksheet within a workbook or between open workbooks ....................... 38 SS2.3.1.5. Moving a worksheet within a workbook or between open workbooks......................... 39

SS2.4. FORMULAS AND FUNCTIONS .................................................................................................... 41 SS2.4.1. ARITHMETIC FORMULAS ............................................................................................................. 41

SS2.4.1.1. Generating formulas using cell references and arithmetic operators .......................... 41 SS2.4.1.2. Recognising and understand standard error values associated with using formulas43

SS2.4.2. CELL REFERENCING................................................................................................................... 47 SS2.4.2.1. Understanding and using relative, mixed, absolute cell referencing in formulas ....... 47



SS2.4.3. WORKING WITH FUNCTIONS....................................................................................................... 49 SS2.4.3.1. Generating formulas using sum, average, minimum, maximum and count, functions 49 SS2.4.3.2. Generating formulas using the logical function if (yielding one of two specified values) 58

SS2.5. FORMATTING .................................................................................................................................. 61 SS2.5.1. NUMBERS AND DATES................................................................................................................ 61

SS2.5.1.1. Formatting numbers within cells........................................................................................ 61 SS2.5.1.2. Formatting cells to display a date style ............................................................................ 61 SS2.5.1.3. Formatting cells to display a currency symbol ................................................................ 62 SS2.5.1.4. Formatting cells to display numbers as percentages..................................................... 63

SS2.5.2. CONTENTS.................................................................................................................................. 64 SS2.5.2.1. Changing cell content appearance including font sizes and type ................................ 64 SS2.5.2.2. Applying text formatting to cell contents .......................................................................... 64 SS2.5.2.3. Applying different colours to cell content and cell background..................................... 66 SS2.5.2.4. Moving the formatting from a cell or cell range to another cell or cell range .............. 68 SS2.5.2.5. Applying text wrapping to contents within a cell ............................................................. 68

SS2.5.3. ALIGNMENT BORDER EFFECTS .................................................................................................. 69 SS2.5.3.1. Aligning contents in a cell range ....................................................................................... 69 SS2.5.3.2. Centring a title over a cell range ....................................................................................... 70 SS2.5.3.3. Adjusting cell content orientation ...................................................................................... 71 SS2.5.3.4. Adding border effects to a cell or cell range .................................................................... 72

SS2.6. CHARTS ............................................................................................................................................ 76 SS2.6.1. USING CHARTS........................................................................................................................... 76

SS2.6.1.1. Creating different types of charts ...................................................................................... 76 SS2.6.1.2. Adding or removing a title or label to a chart................................................................... 78 SS2.6.1.3. Changing the background colour in a chart..................................................................... 80 SS2.6.1.4. Changing the column, bar, line, pie slice colours in a chart.......................................... 80 SS2.6.1.5. Changing the chart type ..................................................................................................... 81 SS2.6.1.6. Copying or moving charts within a worksheet or between open workbooks .............. 82 SS2.6.1.7. Resizing and deleting charts.............................................................................................. 84

SS2.7. PREPARING OUTPUTS ................................................................................................................. 85 SS2.7.1. WORKSHEET SETUP................................................................................................................... 85

SS2.7.1.1. Changing the worksheet margins ..................................................................................... 85 SS2.7.1.2. Changing the worksheet orientation and paper size ...................................................... 85 SS2.7.1.3. Adjusting page setup to fit worksheet contents on a page or a specific number of pages 86 SS2.7.1.4. Adding and modifying text in Headers and Footers in a worksheet ............................ 87 SS2.7.1.5. Inserting fields ...................................................................................................................... 88

SS2.7.2. PREPARATION ............................................................................................................................ 89 SS2.7.2.1. Understanding the importance of checking spreadsheet calculations and text ......... 89 SS2.7.2.2. Previewing a worksheet ..................................................................................................... 90 SS2.7.2.3. Turning on/off the display of gridlines & the display of row/column headings for printing purposes....................................................................................................................................... 90 SS2.7.2.4. Applying automatic title row(s) printing on every page of a printed worksheet .......... 91

SS2.7.3. PRINTING .................................................................................................................................... 91 SS2.7.3.1. Printing a cell range, an entire worksheet, the entire spreadsheet or a selected chart 91



SS2.1. Using the Application

SS2.1.1. First Steps with Spreadsheets

SS2.1.1.1. Opening and closing Microsoft Word

Starting Excel using the Windows Start menu • Click on the START icon to display the START menu and then move the

mouse pointer onto ALL PROGRAMS. From the sub-menu select MICROSOFT EXCEL. NOTE: Depending on your version of Windows, your MICROSOFT EXCEL 2003 icon may be located in different subfolder.

Closing Excel • From the FILE menu, select EXIT

OR press ALT+F4 OR click on the Excel CLOSE icon (top-right of the Excel program window).

SS2.1.1.2. Opening one or several spreadsheets

Opening an existing workbook • Start Excel. • Click on the OPEN icon on the STANDARD toolbar. • Locate the file which you wish to open (in this case a file called FIRST STEPS

01) and then double click on the file to open it.



• Close the file by clicking on the FILE drop down menu and selecting the

CLOSE command.

Selecting and opening a continuous block of files • Click on the OPEN icon which will display the file Open dialog box. Click on

the first file of the block which you wish to select (in this case a file called ADJUST SETTINGS). Then while depressing the SHIFT key, click on the last file of the required block (in this case a file called INSERT DATA). When you release the SHIFT key the entire block will remain selected, as illustrated.



• Click on the OPEN button and all the selected files will open. • We have opened lots of different files. To close the files, one by one, click on

the FILE drop down menu and select the CLOSE command.

Selecting and opening multiple files which are not in a continuous block • Click on the OPEN icon which will display the file Open dialog box. Click on

the first file which you wish to select (in this case a file called EDIT DATA) and while keeping the CTRL key depressed, click on the other files which you wish to select (in this case files called FIRST STEPS 04, PRINTING and SORT DATA). When you release the CTRL key, the selected files will continue to be highlighted.



• Click on the OPEN button and all the selected files will open. • We have opened lots of different files. To close the files, one by one, click on

the FILE drop down menu and select the CLOSE command.

SS2.1.1.3. Creating a new spreadsheet using the default template

Creating a new default workbook • Click on the NEW icon located within the STANDARD toolbar (or press

CTRL+N). A new workbook will be displayed on your screen. • Click within the first cell of the spreadsheet and enter your name.

SS2.1.1.4. Saving a spreadsheet to a location on a drive

Saving a workbook • To save the workbook you have just created, click on the SAVE icon and you

ill see the SAVE AS dialog box.



• In the section of the dialog box called FILE NAME, enter a name for your file

(in this case use the file name MY FIRST WORKBOOK). Then click on the SAVE button to save the file.

SS2.1.1.5. Saving a spreadsheet under another name

Saving a workbook (using a different name) • Click on the FILE drop down menu and then select the SAVE AS command.

The SAVE AS dialog box will be displayed. • Enter the new file name in the FILE NAME text box (in this case use the file

name MY FIRST WORKBOOK VERSION 2). • Click on the SAVE button.

Saving a file to a diskette NOTE: Many PCs are no longer supplied with a floppy disk drive installed. • Click on the FILE drop down menu and select the SAVE AS command. A

dialog box will be displayed. • Click on the down arrow to the right of the SAVE IN section of the dialog

box, which will display a drop down menu, as illustrated.



• Select the 3 1/2 FLOPPY (A:) icon. • Enter a file name (in this case use the file name MY FIRST WORKBOOK

VERSION 3) and then click on the SAVE button. • Use the techniques outlined above to re-save the file again using the file

name MY FIRST WORKBOOK VERSION 4.

SS2.1.1.6. Saving a spreadsheet in another file type

Saving a file in a format other than Excel format, such as Lotus 123 • From the FILE drop down menu, click on the SAVE AS command. • Click on the down arrow to the right of the SAVE AS TYPE: box, and select

the type of file format you wish to save the file as such as WK4 (1-2-3).

• Enter a file name (in this case MY FIRST WORKBOOK WK4 VERSION). • Click on the SAVE button to save it in the required format. • Repeat this for other file formats such as text file, Web page formats (HTML),

using file names such as MY FIRST WORKBOOK TEXT VERSION and MY FIRST WORKBOOK WEB VERSION

Saving a file in an earlier Excel format • From the FILE drop down menu, click on the SAVE AS command. • Click on the down arrow to the right of the SAVE AS TYPE: box, and select

the type of file format you wish to save the file as, such as the example shown where we have selected the MICROSOFT EXCEL 4 format.



• Enter a file name (in this case MY FIRST WORKBOOK EXCEL 4 VERSION). • Click on the SAVE button to save it in the required format.

Saving a workbook as a template file • You may save your workbook as an Excel template, by selecting TEMPLATE

from the SAVE AS TYPE section of the Save dialog box.

• Enter a file name (in this case MY FIRST WORKBOOK TEMPLATE

VERSION). • Close and save all open files.

SS2.1.1.7. Switching between worksheets or workbooks

Switching to a different worksheet within a workbook • Open a workbook called HANDLING WORKSHEETS 01. • Click on the different worksheet tabs, displayed along the bottom of your

screen, as illustrated and you will be able to move from one worksheet to another within the workbook.

Switching to a different, open workbook (using the Windows Status bar) • Open a workbook called EDIT DATA. • Open a workbook called FIRST STEPS 01. • Experiment with changing from one workbook to another, by clicking on the

required workbook icon displayed within the Windows Taskbar, which is along the bottom of your screen (as illustrated).



Switching to a different, open workbook (using the Window drop down menu) • Click on the WINDOW drop down menu, and you will see workbooks listed,

as illustrated.

SS2.1.1.8. Using Help

Today's Tip • By default Excel will display a tip of the day each time you start Excel. If you

take the time to read these when they are displayed, then you will soon find that you are on the way to becoming an Excel expert! Click on the FILE drop down menu and then click on the EXIT command to completely close down the Excel program. Restart Excel and see if Today's tip is displayed.

Displaying the Assistant • The OFFICE ASSISTANT is displayed by default. If the assistant has been

hidden you can reactivate it, select SHOW THE OFFICE ASSISTANT command from the HELP menu. This will display a dialog box allowing you to ask questions.



Hiding the Assistant • Right click on the Office Assistant, and from the pop-up menu displayed,

select HIDE.

SS2.1.1.9. Closing a spreadsheet

Closing a spreadsheet • From the FILE menu, select CLOSE. • Close all open workbooks.

SS2.1.2. Adjusting Settings

SS2.1.2.1. Using the Zoom tool

Zooming the view • Open a workbook called ADJUST SETTINGS. • Experiment with using the ZOOM icon within the Standard Excel toolbar.

• Before continuing, set the ZOOM icon control to 100%.



SS2.1.2.2. Displaying or hiding toolbars

Displaying or hiding toolbars • To display a toolbar, select the TOOLBARS command from the VIEW menu

to display the TOOLBARS drop down menu. A list of toolbars is displayed. Choose the TOOLBAR you want to display by clicking on it from the list. Experiment with displaying and hiding different toolbars.

• Before continuing, hide all toolbars except the STANDARD and

FORMATTING toolbars which should be left visible.

SS2.1.2.3. Freezing and unfreezing row and/or column titles

Freezing panes • The workbook called ADJUST SETTINGS should still be displayed on your

screen. If you scroll down the page, you will notice that the column headings (in red) soon scroll off the top of the page.

• Move back to the top of the spreadsheet. To freeze the top row, move the mouse pointer to the location indicated and drag downwards for one row.



• When you release the mouse button the screen should look like this.

• From the WINDOW menu, select FREEZE PANES. The screen will now look

like this.

• Now try scrolling down the page and the columns header row will stay visible!

Unfreezing panes • From the WINDOW menu, choose REMOVE SPLIT. • Try scrolling down the screen. Again you should find that the column titles

soon scroll off the top of the page. • Click on the UNDO icon to reverse this effect.

SS2.1.2.4. Modifying basic options

Modifying basic preference options • Click on the TOOLS drop down menu and select the OPTIONS command,

which will display a dialog box. Click on the GENERAL tab.



• Examine some of the options available. • Close any open files and save your changes.



SS2.2. Cells

SS2.2.1. Inserting Data

SS2.2.1.1. Entering a number, a date or text into a cell

Entering numbers • Open a workbook called INSERT DATA. • As directed within the worksheet, enter your age into cell B1.

Entering today's date • As directed within the worksheet, enter the date into cell B2 (by pressing

CTRL+;).

Entering text into a cell • As directed within the worksheet, enter your name in cell B3. • Save your changes and close the workbook.

SS2.2.2. Selecting Cells

SS2.2.2.1. Selecting a cell, a range of adjacent cells or a range of non-adjacent cells or the entire worksheet

Selecting a cell • Open a workbook called SELECT CELLS. • Make sure that the first worksheet within the workbook is displayed. • Click on cell C7 to select it, as illustrated below.



Selecting non-adjacent cells • Click on the first cell you wish to select (in this case cell C6) • Depress the CTRL key. • Click on the other cells which you wish to select

(in this case cells C8, E6 and E8). • Release the CTRL key when you have finished. The four cells should remain

selected as illustrated below.

Selecting a range of cells by dragging the mouse • Click on the first cell in the range. • Hold down the left-hand mouse button and drag over the cells you wish to

include in the selection.

Selecting a range of adjacent cells (making up a rectangular block) • Click on the first cell of the rectangular block which you wish to select (in this

case click on cell C6). • Depress the SHIFT key (and keep it depressed). • Click once on the last cell of the required block (in this case click on cell E9). • Release the SHIFT key. The cells in the block C6 to E9 will remain selected

as illustrated.

Selecting an entire worksheet • Click outside the currently selected area to de-select the block you have just

selected. • Press CTRL+A and all the cells in the worksheet will be selected as

illustrated.



Selecting several worksheets • Click on the first sheet tab, then click on other sheet tabs you wish to select

whilst depressing the CTRL key. In the example shown we have selected the first and the last worksheet tabs.

Selecting all worksheets • Click on a sheet tab using the right-hand mouse button to display the

shortcut menu. • Choose Select All Sheets.

• All the worksheet tabs will be selected as illustrated

• Click on the first worksheet tab so that only it is selected.

SS2.2.2.2. Selecting a row, range of adjacent rows or range of non-adjacent rows



Selecting a row • Click the row heading number 6, as illustrated below to select row number 6.

Selecting a range of adjacent rows • Click the row heading number of the first row which you wish to select (in

this case ROW 7). • Position the mouse pointer at the last row in the range which you wish to

select (in this case ROW 9). • Depress the SHIFT key and keep it depressed. • Click on the last row in the range which you wish to select. • Release the SHIFT key. Rows 7 to 9 will be selected as illustrated.

Selecting a range of non-adjacent rows • Click the row heading number of the first row which you wish to select

(in this case ROW 5). • Position the mouse pointer at another row heading of a row which you wish

to select. • Depress the CTRL key and keep it depressed. • Click on further row heading numbers which you wish to select

(in this case ROW 7 and ROW 9). • Release the CTRL key. The selected row(s) will remain selected, as

illustrated.



SS2.2.2.3. Selecting a column, range of adjacent columns or range of non-adjacent columns

Selecting a column • Click on the column-heading letter (in this case column C), as illustrated

below.

Selecting a range of adjacent columns • Click the column heading number letter of the first column which you wish to

select (in this case COLUMN B).

• Position the mouse button at the last column in the range which you wish to select (in this case COLUMN D).

• Depress the SHIFT key and keep it depressed. • Click on the last column in the range which you wish to select. • Release the SHIFT key.

Selecting a range of non-adjacent columns • Click the column heading number of the first column which you wish to select

(in this case COLUMN B). • Position the mouse button at another column heading of a column which you

wish to select. • Depress the CTRL key and keep it depressed. • Click on the heading of COLUMN D to select it • Release the CTRL key. The selected columns will remain selected, as

illustrated.



SS2.2.3. Rows and Columns

SS2.2.3.1. Inserting rows and columns into a worksheet

Inserting a row into a worksheet • We are going to insert a blank row between row 5 and row 6. Select ROW 6. • Right click over the selected row to display a pop-up menu. • Select INSERT. The row will be inserted as illustrated.

Inserting a column into a worksheet • We are going to insert a column between column B and column C. Select

COLUMN C. • Right click over the selected column to display a pop-up menu. • Select INSERT. The column will be inserted as illustrated.

SS2.2.3.2. Deleting rows and columns in a worksheet



Deleting a row • Select ROW 4 (which does not contain any data). • Right click on a selected row and choose DELETE from the pop-up menu.

Deleting a column • Select COLUMN C (which does not contain any data). • Right click on a selected row and choose DELETE from the pop-up menu.

SS2.2.3.3. Modifying column widths and row heights

Changing the width of a column • Find the right-hand border of the column you wish to change and follow it to

the top of the worksheet into the area of the column heading. • When the mouse pointer is moved in this area, it changes to a thick

crosshair. • Click on the right-hand column heading border and drag the mouse to the left

to reduce the column, or to the right to increase the column size. Experiment with making columns wider or narrower and rows taller or shorter.

Setting the column width to match the data automatically • Find the right-hand column border in the column heading area. • Double click on the border to make the column change to fit the data in it.

The column will be as wide as the largest entry in it. Reset the column widths so that they correctly display the text within them.

Setting new default column widths • From the FORMAT menu, choose COLUMN STANDARD WIDTH to display

the STANDARD WIDTH dialog box. You can use this dialog box to enter a new width for standard columns. Don't actually change anything this time, just remember how to change these settings

• Select OK.

Changing the height of a row • Select row number 5. • From the FORMAT menu, select ROW and choose HEIGHT from the

FORMAT ROW menu. The ROW HEIGHT dialog box is displayed. Make a note of this number.



• Enter the value you want in the ROW HEIGHT text box. The value

represents the row height in points. Experiment with different sizes and observe the effects!

Automatically changing a row height to match the data • Select the rows 5 to 9 • From the FORMAT menu, select ROW and choose AUTOFIT from the

FORMAT ROW menu. • Save your changes and close the workbook.

SS2.2.4. Editing Data

SS2.2.4.1. Inserting additional cell content or replace existing cell content

Inserting additional cell contents, or to modify existing cell contents • Open a workbook called EDIT DATA. • Click on the cell containing the data which you wish to change, in this case

cell D5 containing the data 2003.

• Let’s say we wanted to change the data in the selected cell from 2003 to 2002. There are two ways of doing this: METHOD ONE: Click within the editing bar towards the top of your screen, where you will see the contents of the selected cell displayed. You can then make your changes. METHOD TWO: Called 'in place editing'. Double click on the cell containing



the data which you wish to edit, and then edit the data directly within that cell. Experiment using either method.

Replacing existing cell contents • Click on the cell contents which you wish to replace (in this case CELL B4). • Type in the new data and the data you enter will automatically replace the

existing contents (in this case enter the data SALES REGION).

SS2.2.4.2. Using the Undo and Redo commands

Using the Undo icon • Click the UNDO icon on the STANDARD toolbar to undo the last modification

you made.

Using the Redo icon • Click the REDO icon on the STANDARD toolbar.

• Save your changes and close the workbook.

SS2.2.5. Copying, Moving and Deleting

SS2.2.5.1. Copying the content of a cell or cell range within a worksheet, between worksheets or between open workbooks

Copying a cell range within a worksheet • Open a workbook called COPY 01. • We will copy the data to the bottom of the page. First we need to select the

data we want to copy. Click on cell B4, and while depressing the SHIFT key click on cell E8. This will select the data as illustrated.



• Press CTRL+C to copy the selected range to the Windows Clipboard. • Click on the location where you wish to paste the copied data (in this case

cell B25). • Press CTRL+V to paste the copied data, as illustrated.

• Click on the UNDO icon to reverse this modification.

Copying a row or column within a worksheet • Select a row or column within the worksheet which you wish to copy (in this

case a row or column which contains some data). • Press CTRL+C to copy the selected range to the Windows Clipboard. • Select the row or column where you wish to paste the copied data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification

Copying a cell range between worksheets • Select the cell range which you wish to copy (in this case B2:E8).



• Press CTRL+C to copy the selected range to the Windows Clipboard. • Click on the SHEET 2 worksheet tab (at the bottom of your screen), of the

workbook.

• Click on the location where you wish to paste the copied data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification. • Switch back to WORKSHEET 1.

Copying a row or column between worksheets • Select a row or column which you wish to copy. • Press CTRL+C to copy the selected range to the Windows Clipboard. • Click on the SHEET 2 worksheet tab (at the bottom of your screen). • Select the row or column where you wish to paste the copied data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification. • Switch back to WORKSHEET 1.

Copying a cell range from a worksheet in one workbook, to a worksheet in a different workbook • Within the first worksheet, select the cell range which you wish to copy (in

this case B2:E8). • Press CTRL+C to copy the selected range to the Windows Clipboard. • Open a second workbook called COPY 02. • Click on the first worksheet tab within the second workbook. • Click on the location where you wish to paste the copied data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification. • Switch back to workbook COPY 01.

Copying a row or column from a worksheet in one workbook, to a worksheet in a different workbook • Within the first worksheet, select the row or column which you wish to copy. • Press CTRL+C to copy the selected range to the Windows Clipboard. • Switch to the second workbook called COPY 02. • Click on the second worksheet tab within the second workbook. • Select the row or column where you wish to paste the copied data. • Press CTRL+V to paste the copied data.



• Save your changes in both workbooks and close both workbooks.

SS2.2.5.2. Using the AutoFill tool to copy or increment a data entries

Using AutoFill • Open a workbook called AUTOFILL. • In cell B4 enter the word MONDAY. • Move the mouse pointer to the "fill handle" (this is the small black square at

the bottom right of the selected area). When the mouse pointer is over the fill handle, it will change shape, from a large white cross to a small black cross.

• Depress the mouse button and drag down the page. • When you release the mouse button the range will have been filled with the

days of the week.

• In cell D4 enter the word JANUARY. • Move the mouse pointer to the "fill handle" (this is the small black square at

the bottom right of the selected area). When the mouse pointer is over the fill handle, it will change shape, from a large white cross to a small black cross.

• Depress the mouse button and drag down the page. When you release the mouse button the range will have been filled with the months of the year.



• Select cells F4 and F5 (by dragging over both cells with the mouse button

depressed). • Move the mouse pointer to the "fill handle" (this is the small black square at

the bottom, right of the selected area). When the mouse pointer is over the fill handle, it will change shape, from a large white cross to a small black cross.

• Depress the mouse button and drag down the page. When you release the mouse button the range will have been filled with incremental numbers.

Seeing what AutoFill options are available • Click on the TOOLS drop down menu and select the OPTIONS command.

From the dialog box displayed select the CUSTOM LISTS tab. You will see a



number of pre-defined lists displayed here. Do not change anything, just look!

• Close the OPTIONS dialog box. • Save the changes to your workbook and close the file.

SS2.2.5.3. Moving cell range contents, entire row(s) or entire column(s)

Moving a cell range within a worksheet • Open a workbook called MOVE 01. • We will move selected data to the bottom of the page. First we need to select

the data which we want to move. Click on cell B4, and while depressing the SHIFT key click on cell E8. This will select the data as illustrated.

• Press CTRL+X to move the selected range to the Windows Clipboard. • Click on the location where you wish to paste the selected data (in this case

cell B25). Press CTRL+V to paste the copied data, as illustrated.



• Click on the UNDO icon to reverse this modification.

Moving a row or column within a worksheet • Select a row or column within the worksheet which you wish to move (in this

case a row or column which contains some data). • Press CTRL+X to move the selected range to the Windows Clipboard. • Select the row or column where you wish to paste the selected data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification

Moving a cell range between worksheets • Select the cell range which you wish to move (in this case B2:E8).

• Press CTRL+X to move the selected range to the Windows Clipboard. • Click on the SHEET 2 worksheet tab (at the bottom of your screen).

• Click on the location where you wish to paste the copied data. • Press CTRL+V to paste the copied data. • Click on the UNDO icon to reverse this modification. • Switch back to WORKSHEET 1.



Moving a row or column between worksheets • Select a row or column which you wish to move. • Press CTRL+X to move the selected range to the Windows Clipboard. • Click on the SHEET 2 worksheet tab (at the bottom of your screen). • Select the row or column where you wish to paste the data. • Press CTRL+V to paste the data. • Click on the UNDO icon to reverse this modification. • Switch back to WORKSHEET 1.

Moving a cell range from a worksheet in one workbook, to a worksheet in a different workbook • Within the first worksheet, select the cell range which you wish to move (in

this case B2:E8). • Press CTRL+X to move the selected range to the Windows Clipboard. • Open a second workbook called MOVE 02. • Click on the first worksheet tab within the second workbook. • Click on the location where you wish to paste the data. • Press CTRL+V to paste the data. • Click on the UNDO icon to reverse this modification. • Switch back to workbook MOVE 01.

Moving a row or column from a worksheet in one workbook, to a worksheet in a different workbook • Within the first worksheet, select the row or column which you wish to move. • Press CTRL+X to move the selected range to the Windows Clipboard. • Switch to the second workbook called MOVE 02. • Click on the second worksheet tab within the second workbook. • Select the row or column where you wish to paste the data. • Press CTRL+V to paste the data. • Save your changes in both workbooks and close both workbooks.

SS2.2.5.4. Deleting cell contents

Deleting the contents of a cell or range • Open a workbook called DELETE. • Select the cell range D4 to E8. • Press the DELETE key. • Experiment with deleting other data within the worksheet. • Save your changes and close the workbook.



SS2.2.6. Search and Replace

SS2.2.6.1. Using the search command for specific content in a worksheet

Finding text in a worksheet • Open a workbook called SEARCH AND REPLACE. • Click on the EDIT drop down menu and select the FIND command (or press

CTRL+F) to display the FIND dialog box. • Type the text you wish to find in the FIND WHAT text box (in this case the

word WINDOWS).

• Click on the FIND NEXT button a few times to see how many times this word

occurs within the worksheet. • Close the dialog box.

SS2.2.6.2. Using the replace command for specific content in a worksheet

Finding and replacing text within a worksheet • Click on the EDIT drop down menu and select the REPLACE command (or

press CTRL+H) to display the FIND AND REPLACE dialog box. • Type the text you wish to find and replace in the FIND WHAT text box (in

this case the word WINDOWS). • Type the replacement text in the REPLACE WITH text box (in this case

MICROSOFT WINDOWS).



• Click on the REPLACE ALL button to replace all occurrences of 'Windows'

with 'Microsoft Windows'. • Close the dialog box. • Save your changes and close the workbook.

SS2.2.7. Sorting Data

SS2.2.7.1. Sorting a cell range by one criterion

Sorting a list using the Sort icons • Open a workbook called SORT DATA. • Experiment with sorting the columns of data using the SORT ASCENDING or

SORT DESCENDING icons.




SS2.3. Worksheets

SS2.3.1. Handling Worksheets

SS2.3.1.1. Inserting a new worksheet

Inserting a worksheet tab • Open a workbook called HANDLING WORKSHEETS 01. • Right click on the worksheet you wish to insert a new worksheet in front of.

In this case click on the worksheet tab called 1998. • From the popup menu displayed, select INSERT, as illustrated.

• You will see a dialog box displayed. Make sure that WORKSHEET is selected

and then click on the OK button.



A new worksheet will be inserted as illustrated.

SS2.3.1.2. Renaming a worksheet

Renaming a worksheet tab • Right click on the worksheet tab which you wish to rename, in this case the

worksheet tab called 1998. From the popup menu displayed select the RENAME command.

• You can then type over the existing worksheet name, which will become highlighted.

• In this case the worksheet name EXPENSES 1998 has been used.

SS2.3.1.3. Deleting a worksheet

Deleting a worksheet (by right-clicking) • Right-click on the worksheet tab of the worksheet which you wish to delete

(in this case the EXPENSES 2001 worksheet tab). • Select DELETE from the popup menu displayed.



A warning dialog box is displayed. Select DELETE to continue, and delete the selected worksheet.

SS2.3.1.4. Copying a worksheet within a workbook or between open workbooks

To copy a worksheet within a workbook (the quick way) • Select the worksheet tab of the worksheet which you wish to copy (any

worksheet tab will do). • Depress the CTRL key (and keep it depressed). • Drag the worksheet tab, either left or right to the required position. • Release the mouse button and then release the CTRL key. • A copy of the worksheet tab will be displayed.

To copy a worksheet to another workbook • Open a second workbook called HANDLING WORKSHEETS 02. • Switch back to your first workbook (i.e. HANDLING WORKSHEETS 01). • Within the first workbook, select the worksheet tab, of the worksheet which

you wish to copy (any tab will do). • Right click on the worksheet tab, and select the MOVE OR COPY command.



• A dialog box is displayed.

• Click on the down arrow to the right of the TO BOOK section of the dialog

box. Select the name of the second workbook, (HANDLING WORKSHEETS 02 in the example illustrated).

• Click on Create a copy. • Click on the OK button. • Switch to the second workbook and you will see the worksheet from the first

workbook has been inserted into the second workbook.

SS2.3.1.5. Moving a worksheet within a workbook or between open workbooks



To move a worksheet within a workbook (the quick way) • Switch back to the first workbook (i.e. HANDLING WORKSHEETS 01). • Select the worksheet tab of the worksheet which you wish to move (any one

will do). • Drag the worksheet tab, either left or right to the required position. As you

can see a small, downwards pointing, arrow indicates where the worksheet will be moved to, when you release the mouse button.

• Release the mouse button and the worksheet will be moved to the required location

To move a worksheet to another workbook • Within the first workbook (i.e. HANDLING WORKSHEETS 01), select the

worksheet tab of the worksheet which you wish to move. • Right click on the worksheet tab, and select the MOVE OR COPY command

and a dialog box is displayed. • Click on the down arrow to the right of the TO BOOK section of the dialog

box. Select the name of the second workbook

• Make sure that the CREATE A COPY option is not selected. • Click on the OK button. • Switch to the second workbook i.e. HANDLING WORKSHEETS 02 and you

will see that the selected worksheet from the first workbook has been moved to the second workbook.

• Save the changes in both workbooks and close both files.



SS2.4. Formulas and Functions

SS2.4.1. Arithmetic Formulas

SS2.4.1.1. Generating formulas using cell references and arithmetic operators

To enter formulas into the worksheet cell • Open a file called ARITHMETIC FORMULAS. • Make sure that the ADDITION worksheet tab is selected. • Click on cell D12. • Enter an = (equal) symbol. • We are going to add up the contents of the cells in the range D6 to D9. To do

this enter the rest of the formula as follows: =D6+D7+D8+D9

• Press the ENTER key and you will see the result displayed in cell D12, as illustrated.

• Click on cell D12 and you will see the formula displayed within the formula

bar.



To enter a cell or range reference by pointing • Click on cell E12 and enter an = (equal) symbol. • We are going to add up the contents of the cells in the range E6 to E9, the

easy way by clicking on cells! To do this click on cell E6. Press the PLUS key(+).

• Click on cell E7 and then press the PLUS key(+). • Click on cell E8 and then press the PLUS key(+). • Click on cell E9. • Press the ENTER key and the result will be displayed in cell E12. • Use either method to add up the rest of the columns of data.

Using Divide within a formula • Make sure that the USING DIVIDE worksheet tab is selected. • Click on cell D14. • Enter an = (equal) symbol. • We are going to work out the average mark for Dave. To do this we need to

add up the examination mark totals (which we have already done), then divide this total number of marks by the total number of exams taken (which in all cases is 4).

• Click on cell D12. • Type in /4 • Press the ENTER key, and the average mark will be displayed in cell D14. • Repeat this to work out the average mark attained by all the other students

Using Subtraction within a formula • Make sure that the SUBTRACTION worksheet tab is selected. • Click on cell C7 and • Enter an = (equal) symbol. • We are going to work out the annual balance. To do this we need to subtract

the expenditure from the income. • Click on cell C5. • Type in – (the minus symbol). • Click on cell C6. • Press the ENTER key, and the balance will be displayed in cell C7. • Repeat this to work out the annual balance for the other years shown.

Using Multiple within a formula • Make sure that the MULTIPLY worksheet tab is selected. • Click on cell F5, which as you will see contains a formula.

=D5+E5 This formula adds up the sale price, plus the tax to give a total price. We will have to enter a formula in cell E5 to work out the tax.



• Click on cell E5 and enter an = (equal) symbol. • Enter the following formula.

=D5*17.5%

• Press the ENTER key, and the total price mark will be displayed in cell E5.

• Repeat this for the other items listed.

SS2.4.1.2. Recognising and understand standard error values associated with using formulas

Common formula error messages • Make sure that the ERRORS worksheet tab is selected. You will see the

following error which is caused by the fact that the cell width is too narrow to fit the cell contents.



• To cure this error select the column containing the data, as illustrated.

• Click on the FORMAT drop down menu and select the COLUMN command.

From the submenu displayed, select the AUTOFIT SELECTION command.

• The data will then be displayed as below.

Getting Help with formula error messages • You can use the on-line Help to get further information about errors within

formulas and the meaning of the error messages. • If the Office Assistant is not displayed, select SHOW THE OFFICE

ASSISTANT from the HELP menu. • When the Office Assistant is displayed, enter the phrase:-

correcting errors in formulas and then click on the SEARCH button.



• Select "FIND AND CORRECT ERRORS IN FORMULAS".

You will then see the following displayed.

• From this screen you can get detailed information about each type of error message.



• In the example below we clicked on the



• Experiment with using this Help facility for a while. • Save the changes which you have made and close all open files and dialog

boxes.

SS2.4.2. Cell Referencing

SS2.4.2.1. Understanding and using relative, mixed, absolute cell referencing in formulas

Using relative addressing • Open a workbook called CELL REFERENCING. • By default Excel uses relative addressing. This means that when you use a

formula the components in the formula are relative. What does this mean? Consider the sample file containing the following:

The VAT (Value Added Tax) rate is contained in cell C4.



• To work out the tax due on the first item in the list, click on cell D10 and enter the following formula: =C10*C4 Then to work out the total price for the first item in the list, click on cell E10 and enter the following formula: =C10+D10 This will give the following result.

• If we used drag and drop techniques to highlight cells D10 and E10 and

extend the formulas down the page, we might expect this to work, but it does not. Try this now and you will see the following:

• If you click on cell D11 (which you will notice displays a tax value of 0), you will see that it contains the following formula. =C11*C5 In order to work, this formula should be =C11*C4 (as cell C4 contained the VAT percentage, NOT cell C5). To correct this problem we will use absolute addressing.

Using absolute addressing • Select the cell range D10:E15.



• Press the DELETE key to empty the cell contents so that we can redo the last part of the exercise, but this time we will use absolute addressing to reference the contents of cell C4.

• Click on cell D10. • Enter the following formula:

=C10*$C$4

• Click on cell E10. • Enter the following formula:

=C10+D10 • Select cells D10 and E10 and use drag techniques to extend the range down

the page. You will see the following.

• Click on cell D11 and you will see the following formula.

=C11*$C$4 This time the reference to cell C4 is absolutely maintained!

• Save the changes you have made and close the file.

SS2.4.3. Working with Functions

SS2.4.3.1. Generating formulas using sum, average, minimum, maximum and count, functions

What is a function? • A function allows you to calculate a result such as summing numbers

together, or finding the average of a range of numbers.



Common functions • AVERAGE: Used to determine the average number of the selected cells.

COLUMNS: Used to return the number of columns within a reference. COUNT: Used to count how many numbers are in the list of arguments. MAX: Used to return the maximum number from a list of arguments. MIN: Used to return the minimum number from a list of arguments. ROUND: Used to round off numbers to a specified number of decimal points. SUM: Used to add the contents of selected cells. Commonly used functions, as displayed when you click on the down arrow next to the AutoSum icon.

To use the SUM function • Open the worksheet called FUNCTIONS 01. • Select the cell F7. • Click the AUTOSUM icon on the STANDARD toolbar. Excel will create a sum

formula, using the range it thinks you want to sum.

• Excel will automatically select the range to be summed, in this case C7:E7. • Press ENTER to accept the range and the total will be displayed, as

illustrated.



• Repeat this process to calculate totals for the 3 remaining students.

To use the AVERAGE function • Select the cell C13. • Click on the DOWN ARROW next to the AUTOSUM icon and select the

AVERAGE function.



• Select the range C7:C10. • Press the ENTER key to accept the formula. Excel will calculate the average

grade for the English subject, as illustrated.

• Repeat this process to calculate averages for the 2 remaining subjects.



To use the MAX function • Select the cell C15. • Click on the DOWN ARROW next to the AUTOSUM icon and select the MAX

function.

• Select the range C7:C10. • Press the ENTER key to accept the formula. Excel will calculate the

maximum grade for the English subject, as illustrated.



• Repeat this process to calculate maximum grades for the 2 remaining subjects.

To use the MIN function • Select the cell C14. • Click on the DOWN ARROW next to the AUTOSUM icon and select the MIN

function.



• Select the range C7:C10. • Press the ENTER key to accept the formula. Excel will calculate the

minimum grade for the English subject, as illustrated.

• Repeat this process to calculate maximum grades for the 2 remaining subjects.




To use the COUNT function • Open the workbook called ATTENDANCE. • We have an attendance register, where people are marked as present or

absent.

• Select the cell D15. • Click on the DOWN ARROW next to the AUTOSUM icon and select the

COUNT function.



As you will see in this case the function has not selected the range which includes all the names, but only the two names in the range D13:D14. The reason for this is the gap in the column of numbers in cell D12.

• Manually select the range D5:D14, as illustrated.



• Press the ENTER key and the result is displayed, as illustrated.

• Use the same technique to count number of students who where not present. • Save your changes and close the workbook.

SS2.4.3.2. Generating formulas using the logical function if (yielding one of two specified values)

Using the IF function • Open the workbook called IF FUNCTION.



• In cells I8:I13 we need to display the word PASS or FAIL, depending on whether the average is over 70%.

• Click on the cell I8. • Click on the DOWN ARROW next to the AUTOSUM icon, and from the menu

displayed select MORE FUNCTIONS, as illustrated.

This will display the INSERT FUNCTION dialog box.



• Select the IF function, and then click on the OK button, which will display the FUNCTION ARGUMENTS dialog box for the IF function.

• In the LOGICAL_TEST section of the dialog box, we enter the logical test,

i.e. H8>70 In the VALUE_IF_TRUE section of the dialog box, we enter the word PASS In the VALUE_IF_FALSE section of the dialog box, we enter the word FAIL

• Click on the OK button to continue. Use the normal Excel drag techniques to

extend this function to the cells I9:I13. The results will be as illustrated.




SS2.5. Formatting

SS2.5.1. Numbers and Dates

SS2.5.1.1. Formatting numbers within cells

Establish a fixed number of decimal places for cell formats • Open a new blank workbook. • Enter the number 123456 into any cell. • Select the cell. • Click on the INCREASE DECIMAL icon on the FORMATTING toolbar. You

can continue to click to add as many decimals as required.

• Click on the DECREASE DECIMAL icon on the FORMATTING toolbar. Again, you can continue to click to remove as many decimals as required.

Apply comma formatting (to indicate thousands) • Enter number 1000000 into any empty cell. • Select the cell.

• Click on the COMMA STYLE icon

and the display will change as illustrated.

SS2.5.1.2. Formatting cells to display a date style

Format date styles • Enter a date into a cell. • Right click on the date to display a pop-up menu, and select FORMAT CELLS

to display the FORMAT CELLS dialog box. • Select DATE from the CATEGORY list and use the TYPE section of the

dialog.



• Click on the OK button to apply the new date format. • Repeat this process and experiment with applying other date format types.

SS2.5.1.3. Formatting cells to display a currency symbol

Format cells using currency symbols • Enter a number in a cell • Right click on the cell to display a pop-up menu and select FORMAT CELLS

to display the FORMAT CELLS dialog box. • Select CURRENCY from the CATEGORY list and use the SYMBOL section of

the dialog box to select the required currency format. In the example shown, a EURO format has been selected.



• Click on the OK button to apply the new currency format.

• Repeat this process and experiment with applying other currency format types.

SS2.5.1.4. Formatting cells to display numbers as percentages

Format numbers as percentages • Enter the number into any empty cell. • Click on a cell to select it. • Click on the PERCENT STYLE icon on the Excel formatting toolbar.

• Close the workbook without saving any changes.



SS2.5.2. Contents

SS2.5.2.1. Changing cell content appearance including font sizes and type

Change text size • Open a new blank workbook. • Type your name into an empty cell. • Select the cell. • Click on the down arrow to the right of the FONT SIZE icon located on the

Excel formatting toolbar. • Select the required font size, in this case select 20.

Modify the font type used by text • Select the cell containing your name. • Click on the down arrow in the FONT section of the Excel formatting toolbar

• Experiment with applying different fonts to the cell.

SS2.5.2.2. Applying text formatting to cell contents



Format text as bold • Select the cell containing your name. • Click on the BOLD icon located on the Excel formatting toolbar.

Format text as italic • Select the cell containing your name. • Click on the ITALIC icon located on the Excel formatting toolbar.

Format text as Underlined • Select the cell containing your name. • Click on the UNDERLINE icon located on the Excel formatting toolbar.

Format text using double underlining • Select the cell containing your name. • Click on the FORMAT drop down menu and then select the CELLS command.

This will display the Format Cells dialog box. • Select the FONT tab within the dialog box. • Click on the down arrow to the right of the underline section of the dialog

box, and then select the required type of underlining, such as DOUBLE.



• Click on the OK button to close the dialog box. An example of this effect is illustrated below.

SS2.5.2.3. Applying different colours to cell content and cell background

Change the colour used by the text • Select the cell containing your name. • Click on the down arrow to the right of the FONT COLOR icon located on the

Excel formatting toolbar to display a range of colour options.



• Choose a colour from the palette by clicking on the colour.

Change the background colour of a cell range • Select the cell containing your name. • Right click on the cell and select FORMAT CELLS. This will display the

Format Cell dialog box. • Select the PATTERNS tab within the dialog box.

• Choose a colour from the palette by clicking on the colour (be careful that you select a colour which will allow you to still see the cell contents, for instance, do not select a dark background, if you are using black as the cell contents colour).

• Click on the OK button when you have made your selection.



SS2.5.2.4. Moving the formatting from a cell or cell range to another cell or cell range

Move formatting using the Format Painter. • Type some new text into an empty cell. • Select the cell containing your name. • Click on the FORMAT PAINTER icon. You will notice that the mouse pointer

shape has changed to the shape of a small painting brush.

• Click on the cell containing the new text.

SS2.5.2.5. Applying text wrapping to contents within a cell

To wrap text within selected cells • Type the text This line is just to long to fit in the little cell into an empty cell. • Select the cell containing the text you have entered. • Right click and from the popup displayed select the FORMAT CELLS

command. • Click on the ALIGNMENT tab within the dialog box. • Within the TEXT CONTROL part of this dialog box select WRAP TEXT, as

illustrated.

• Click on the OK button to apply the text wrapping. A 'before and after' example illustrates the effect. Before

After

• Close the workbook without saving your changes.



SS2.5.3. Alignment Border Effects

SS2.5.3.1. Aligning contents in a cell range

Align data within a cell range, to the left, to the right or to centre data • Open the workbook called ALIGNMENT BORDER EFFECTS. • Select the range C6 to F12. • Click on the ALIGN RIGHT icon to align data to the right.

• Click on the ALIGN LEFT icon to align data to the left.

• Click on the CENTER icon to centre the data.

Align data between the top and bottom of a cell • Select the cell C5 (containing the word “SUBJECTS”). • From the FORMAT menu, select CELLS to display the FORMAT CELLS

dialog box. • To view the ALIGNMENT options, click on the ALIGNMENT tab at the top of

the dialog box. • Choose the TOP, CENTER, or BOTTOM option in the VERTICAL area to

align the data in the cell.



• Click on OK. • Experiment with applying the different vertical alignment options to cell C5. • Before continuing make sure that the vertical alignment of cell C5 is set to

CENTER.

SS2.5.3.2. Centring a title over a cell range

Merge and centre over a range • Select the range B5 to F5. • Click on the MERGE AND CENTRE icon, as illustrated.

The result will be as illustrated.



• The word “SUBJECTS” has been centred across the 5 columns.

SS2.5.3.3. Adjusting cell content orientation

Rotate text to any angle • Select the range B6 to F6. • From the FORMAT menu, select CELLS to display the FORMAT CELLS

dialog box. • Select the ALIGNMENT tab. • From the ORIENTATION section select an angle of 45 degrees.



• Select OK. The effect is illustrated below.

SS2.5.3.4. Adding border effects to a cell or cell range

Apply a border to a cell range (using the Border icon) • Select the range B6 to F12. • Click on the down arrow next to the BORDERS icon on the FORMATTING

toolbar.



• Select the ALL BORDERS option as illustrated.

• The effect is illustrated below.

Apply a border to a cell range (using the Format Cells/Border dialog box) • Select the range B6 to F12 again. • Click on the FORMAT drop down menu, from which you can select the CELLS

command. This will display the FORMAT CELLS dialog box.



• Select the BORDER tab, as illustrated.

• You can use this dialog box to apply borders and also to vary the type of

border applied. • First choose a preset format to apply a border style. • Then click on the BORDER icons within the dialog box. • Finally use the STYLE and COLOR options to customise your borders. • Click on the OK button to apply the border formatting and close the dialog

box.

• Experiment with applying different styles of border to the table and observe the results.

Remove a border from cells or ranges • Select the range B6 to F12 again. • To reveal the border options, click the arrow next to the BORDERS icon on

the FORMATTING toolbar. • Select the NO BORDER option, as illustrated.



• The border will be removed. • Save any changes and close the workbook.



SS2.6. Charts

SS2.6.1. Using Charts

SS2.6.1.1. Creating different types of charts

Use the Chart Wizard to create a chart • Open the workbook called USING CHARTS GRAPHS 01. • Select the cells you want to include in a chart, in this case select the range

A5 to C9. • On the STANDARD toolbar, click on the CHART WIZARD icon.

• Step 1 of the CHART WIZARD dialog box is displayed.

• From within the CHART TYPE section of the dialog box select the COLUMN type.

• Click on the NEXT button. The next page of the Chart Wizard is displayed.



• No changes are needed here so click on the NEXT button. • The next page of the Chart Wizard allows you to add items such as chart

titles, gridline etc.

• No changes are needed here so click on the NEXT button.



• The final page of the Chart Wizard is displayed.

• Click on the FINISH button. • The chart is displayed, as illustrated.

SS2.6.1.2. Adding or removing a title or label to a chart

Add a title or label to a chart • Click on the chart which you have created. You will notice that when the chart

is selected the drop down menus change:

I.e. the DATA drop down menu is replaced by a CHART drop down menu.



• Click on the CHART drop down menu, and select the CHART OPTIONS

command. Make sure that the TITLES tab is selected. • Enter Exam Results into the Chart title text box. • Enter SUBJECTS into the CATEGORY (X) AXIS text box. • Enter SCORE into the VALUE (Y) AXIS text box. • The CHART OPTIONS dialog box should now look like this:

• Click on the OK button to apply the changes to the chart.



Remove a title or label from a chart • Click on the item within the chart you wish to remove. In this case select the

title, as illustrated.

• Press the DELETE key to remove the title. • Use the UNDO command to restore the title to the chart.

SS2.6.1.3. Changing the background colour in a chart

Change the background colour of a chart • Double click on a portion of the chart background which you wish to change

the colour of. This will display the FORMAT CHART AREA dialog box. If necessary select the PATTERNS tab of this dialog box.

• Select a background colour of your choosing from the palette. • Click on the OK button.

SS2.6.1.4. Changing the column, bar, line, pie slice colours in a chart



Change the colour of a column, bar, line or pie slice within a chart • Double click on chart bar you wish to change, in this case use any of the

“Dave” columns. The FORMAT DATA SERIES dialog box will be displayed. • From the dialog box displayed, select the PATTERNS tab, and then select a

colour from the palette.

• Click on the OK button to apply your changes.

SS2.6.1.5. Changing the chart type

Modify the Chart Type • Click on the chart to select it.



• Select the CHART TYPE command from the CHART drop down menu to display the CHART TYPE dialog box.

• Select a new chart type from the CHART TYPE list. • Click on the OK button to apply the new chart type. • Experiment with applying a few of other chart types and observe the effects.

SS2.6.1.6. Copying or moving charts within a worksheet or between open workbooks

Move a chart within a worksheet • Click on the chart so that small rectangular black selection handles are

displayed around the border of the chart. This indicates that the chart is selected.



• Click on the EDIT drop down menu and select the CUT command. • Click elsewhere within the worksheet, click on the EDIT drop down menu and

select the PASTE command.

Move a chart to a different worksheet within a workbook • Click on the chart to select it. • Click on the EDIT drop down menu and select the CUT command. • Click on the worksheet tab of the worksheet to which you wish to move the

chart, in this case select the worksheet called MOVE YOUR CHART HERE. • Click within the worksheet and then click on the EDIT drop down menu and


Move a chart to a worksheet within a different workbook • Click on the chart to select it. • Click on the EDIT drop down menu and select the CUT command. • Open a new second workbook be clicking on the NEW icon on the Standard

toolbar. • Display the new second workbook. • Click on the EDIT drop down menu and select the PASTE command to move

the chart into the new workbook. • Close all the open workbooks without saving your changes.

Copy a chart within a worksheet • Open the workbook called USING CHARTS GRAPHS 02.



• Click on the chart so that small rectangular black selection handles are displayed around the border of the chart. This indicates that the chart is selected.

• Click on the EDIT drop down menu and select the COPY command. • Click elsewhere within the worksheet, click on the EDIT drop down menu and


Copy a chart to a different worksheet within a workbook • Click on the chart to select it. • Click on the EDIT drop down menu and select the COPY command. • Click on the worksheet tab of the worksheet to which you wish to move the

chart, in this case select the worksheet called COPY YOUR CHART HERE. • Click within the worksheet and then click on the EDIT drop down menu and


Copy a chart to a worksheet within a different workbook • Click on the chart to select it. • Click on the EDIT drop down menu and select the COPY command. • Open a new second workbook be clicking on the NEW icon on the Standard

toolbar. • Display the new second workbook. • Click on the EDIT drop down menu and select the PASTE command to copy

the chart into the new workbook.

• Close all the open workbooks without saving your changes.

SS2.6.1.7. Resizing and deleting charts

Re-size a chart • Open the workbook called USING CHARTS GRAPHS 01. • Click on the worksheet tab called DELETE THIS CHART. • Click on the chart to select it. • Move the mouse to one of the corner selection handles (the small square

black boxes) and drag and drop. The chart is re-sized in the same way that any graphic is re-sized within the Microsoft suite of applications.

To delete a chart • Click on the chart to select it. • Press the DELETE key. The chart will be deleted.

• Close all the open workbooks without saving your changes.



SS2.7. Preparing Outputs

SS2.7.1. Worksheet Setup

SS2.7.1.1. Changing the worksheet margins

Modify margin values • Open the worksheet called PREPARATION. • Click on the FILE drop down menu and select the PAGE SETUP command.

This will display the PAGE SETUP dialog box. • Select the MARGINS tab.

• Here you can modify the margins used for printing. Don’t make any changes, click on the OK button to close the dialog box.

SS2.7.1.2. Changing the worksheet orientation and paper size

Set orientation and page size • Click on the FILE drop down menu and select the PAGE SETUP command.

This will display the PAGE SETUP dialog box. • Select the PAGE tab.



• Select LANDSCAPE orientation. • Click on the PRINT PREVIEW button to view the effect. • Click the CLOSE button to leave Print Preview mode. • Select PORTRAIT orientation. • Select a different page size from the PAPER SIZE option and preview the

effect. • Select A4 from the PAPER SIZE option. • Click on the OK button to close the dialog box.

SS2.7.1.3. Adjusting page setup to fit worksheet contents on a page or a specific number of pages

Force a worksheet to print on a single page • Click on the FILE drop down menu and select the PAGE SETUP command.

This will display the PAGE SETUP dialog box. • Select the PAGE tab.

• You can modify the FIT TO section of the dialog box to print the worksheet on a single page and any number of pages.

• Don’t make any changes, click on the CLOSE button to close the PAGE SETUP dialog box.




SS2.7.1.4. Adding and modifying text in Headers and Footers in a worksheet

Use standard headers and footers • Open the worksheet called PRINTING. • From the FILE menu, select PAGE SETUP to display the PAGE SETUP dialog

box. Make sure the HEADER/FOOTER tab is displayed.

• Click on the DOWN ARROW to the right of the HEADER list box to reveal a

list of available headers. • Select the PAGE 1 OF ? header option. • Click on the DOWN ARROW on the right of the FOOTER list box to reveal a

list of available footers. • Select the CONFIDENTIAL footer option. • Click on the OK button to accept the header and footer and close the dialog

box. • Use the PRINT PREVIEW command to check that the header and footer

have been applied. • If necessary click on the CLOSE button to leave Print Preview mode.



Create custom headers and footers • From the FILE menu select PAGE SETUP to display the PAGE SETUP dialog

box. Make sure the HEADER/FOOTER tab is displayed. • Click on the CUSTOM HEADER to display the HEADER dialog box. • In the LEFT SECTION box, enter your name. • In the RIGHT SECTION box, enter the text PRICE LIST.

• Click on the OK button to close the HEADER dialog box. • Click on the CUSTOM FOOTER to display the FOOTER dialog box. • In the LEFT SECTION box, change the word Confidential to TOP SECRET.

• Click on the OK button to close the FOOTER dialog box. • Click on the OK button to close the PAGE SETUP dialog box. • Use the PRINT PREVIEW command to check that the header and footer

have been applied. • If necessary click on the CLOSE button to leave Print Preview mode.

SS2.7.1.5. Inserting fields



Insert fields into a header or footer • Click on the FILE drop down menu and select the PAGE SETUP command. • Select the HEADER/FOOTER tab within the dialog box. • Click on the CUSTOM FOOTER button to display the FOOTER dialog box. • Click within the LEFT SECTION box. • Experiment with using the following icons in the FOOTER dialog box by

clicking on the required icon.

FONT: Allows you to modify the font type and font attributes.

PAGE NUMBER: Inserts automatic page numbering

TOTAL PAGES: Inserts the total number of pages into the footer/header. By using this in conjunction with Page Number you can have a header which would, for instance, display in the format PAGE 7 OF 20.

DATE: Inserts the current date.

TIME: Inserts the current time.

FILE NAME: Insert the name of the current workbook (i.e. file name).

SHEET NAME: Inserts the name of the current worksheet. • Click on the OK button to close the FOOTER dialog box. • Click on the OK button to close the PAGE SETUP dialog box. • Use the PRINT PREVIEW command to check that the footer has been

applied. • If necessary click on the CLOSE button to leave Print Preview mode. • Save your changes and close the workbook.

SS2.7.2. Preparation

SS2.7.2.1. Understanding the importance of checking spreadsheet calculations and text



Always check your work prior to sending it to someone else! • Do not assume that Excel knows what you mean. If you enter the wrong

data, then Excel will use this data and produce incorrect information. You must ALWAYS check your spelling and do a rough check that the calculations performed by Excel are as you intended!

SS2.7.2.2. Previewing a worksheet

Preview a worksheet • Open the worksheet called PRINTING. • Click on the PRINT PREVIEW icon within the Standard Excel toolbar.

• The worksheet will be displayed on-screen as it would be printed. • You will see a new toolbar displayed. Click on the CLOSE button to return to

the normal Excel view of your data.

SS2.7.2.3. Turning on/off the display of gridlines & the display of row/column headings for printing purposes

Turn on (or off) the printing of gridlines • From the FILE menu, choose PAGE SETUP to display the PAGE SETUP

dialog box. • Select the SHEET tab. • Select the GRIDLINES check box (in the PRINT area of the dialog box).

• Click on the OK button to close the PAGE SETUP dialog box. • Use the Print Preview command to show that the gridlines would now be

printed. • Return to the Page Setup dialog box and de-select the GRIDLINES option.



SS2.7.2.4. Applying automatic title row(s) printing on every page of a printed worksheet

Control the printing of row and column headings • From the FILE menu, choose PAGE SETUP to display the PAGE SETUP

dialog box. • Select the SHEET tab. • Select the ROW AND COLUMN HEADINGS check box (in the PRINT area of

the dialog box).

• Click on the OK button to close the PAGE SETUP dialog box. • Use the Print Preview command to show that the row and column headings

would now be printed. • Save your changes and close the workbook.

SS2.7.3. Printing

SS2.7.3.1. Printing a cell range, an entire worksheet, the entire spreadsheet or a selected chart

Print a cell range from a worksheet • Open the worksheet called PRINTING. • Select the range B3 to E7. • Click on the FILE drop down and select the PRINT command. • Within the PRINT WHAT section of the dialog box, click on SELECTION.

• Click on the OK button to print.

Print the entire active worksheet • Click on the FILE drop down and select the PRINT command. • Within the PRINT RANGE select ALL, and in the PRINT WHAT section, click

on ACTIVE SHEET(S).




Print a specified number of copies of a worksheet • Click on the FILE drop down and select the PRINT command. • Within the COPIES section of the dialog box, enter the required number of

copies (consult your tutor before printing).


Print the entire workbook (including all the worksheets within it) • Click on the FILE drop down and select the PRINT command. • Within the PRINT WHAT section of the dialog box, select the ENTIRE

WORKBOOK option.


Print a selected chart • Click once on the chart to select it. • Click on the FILE drop down and select the PRINT command. You will notice

that within the PRINT WHAT section of the dialog box, SELECTED CHART is active, as illustrated.

• Click on the OK button to print the chart.



To print a spreadsheet to a file • Click on the FILE drop down menu and select the PRINT command. • Within the dialog box displayed, select the PRINT TO FILE option.

• Click on the OK button to print. • Word will ask you to enter an output file name, use the name MYEXCEL and

click on the OK button. By default the file will be created in the MY DOCUMENTS folder.

• Save any changes and close the workbook.


Documents

ECDL Module 4 - Nottingham Trent Universityeresources.ntu.ac.uk/mle/acc/ecdl/Cheltenham/ecdl...European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL,