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Moving around 5
Dragging to copy cells. 6
Using Fill Down. 7
Personal Expenses Exercise.................................................................................8
Changing cell widths by dragging 8
Changing cell widths automatically.....................................................................8
Formulas with numbers 9
B 9
Page 2
Formulas with Cell references 9
Inserting Cell References Automatically............................................................10
Personal Expenses Exercise...............................................................................10
The Sum Function 11
The AutoSum button .........................................................................................11
Personal Expenses 2 Exercise 12
Accessing other built-in Functions 13
Average Function. 13
Max and Min Function 13
If/Then Function. 14
The Count Functions 15
PMT Function 15
Groceries Exercise 15
International Academy Exercise 16
Cut and copy. 16
Click and Drag. 17
Dragging Exercise..............................................................................................17
Inserting a new Column 17
Inserting a new Row 18
Deleting a row or Column. 18
Absolute and Relative Cell references 18
Personal Income Exercise...................................................................................19
Berry Pickers Exercise.......................................................................................20
Centering across Columns 21
Word colour and Cell colours.............................................................................21
Vertical Adjustment within rows........................................................................21
Wrapping text within a cell................................................................................22
Number Formats.................................................................................................23
Deleting Rows and Columns..............................................................................23
Car Expenses Exercise.......................................................................................23
Sorting ...............................................................................................................25
Garage Sale Exercise..........................................................................................25
Lookup Function 26
Harry’s Bar Date and Time exercise 27
Minute 27
Page 3
Now....................................................................................................................27
Using Sheets 27
Extra Exercises...................................................................................................30
Run a macro from a button 30
Run a macro from a Toolbar 30
Charting 32
George’s Chocolate Sales Exercise 33
Create a custom number format 33
Page 4
Overview
A spreadsheet is similar to a giant table with the borders extending practically to
infinity. The spreadsheet that appears on your screen will be similar to that below.
The
toolbars
Letters
count
the Use the
Number Column scroll bars
s count s to move
the Rows around
Click on a cell
to highlight it
Moving around
1. Open up a new spreadsheet and click your cursor in the cell B2, as seen in
the following picture.
2. Note that the cell reference,
(B2) is seen in the Left-hand corner.
3. Type 1 into the cell and press the Enter key
You can move around the spreadsheet by either clicking on the cell with your
mouse cursor, or, by using the arrow keys on the keyboard.
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Note that the text is on the left-hand side of the cell and the numbers are on the
right hand side of the cell.
bottom right of the cell and drag across to H2, 1’s will be copied across the
page.
3. Highlight the new cells that have been added (C2 to H2) and
press the Delete key on the keyboard to delete them out again.
Hold Left
button down
to copy
We should be back to the 1,2,3 again from the first lesson.
To do this the computer needs to know by how much you want the numbers to
increase. For example do you want them to go: 1,2,3, or 1,3,5 or 1,5,9, (increasing
by 4).
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Using Fill Down.
The Edit menu has a range of options that can be used to copy and fill cells as
well.
1. In F2 type in 2, and drag the cells to
copy down to F12.
2. Highlight all the cells from F2 to
F12
3. Go: Edit, from the menu bar, then
click on Fill and then click Series.
4. In the Step Value window type in 5
and click OK.
5. New numbers will replace the 2’s.
Type the
number 6. Highlight the numbers again and then use 3 in the Step Value window.
you want
the series
to
increase
by here A quicker method to make a list of numbers is to click on
the number with your Right Mouse Button and drag down
or across the spreadsheet. When you let go a menu will
appear and click on the word Fill Series to increase the
numbers by 1. Practice until you are happy with the right button .
Hold Right
button down
to increase
numbers
Not only are numbers copied across cells but some words can be copied as well.
Type the words below and then pull them down the sheet using the drag handle.
Try also using Qtr 1, and 1st Group
Click here
and drag
down
Page 7
Personal Expenses Exercise
1. Open a new spreadsheet.
2. Type the information below into the cell references shown.
3. For the words under Month type Jan into A4 and drag down to fill down.
4. For the numbers under Income type 2120 into B4 and drag down to copy.
5. For the numbers under Expenditure type 1900 into C4 and drag down to
copy. Then with the cells still marked go: Edit and Fill and Series, and set
the Step Value: to 5.
6. Mark the cells A3 to D3. Click on the Bold, and Centre buttons.
7. Click on A10, and then click the Bold and Right Buttons.
8. Mark the cells A4 to A9 and click the Right Button
9. Read the section below to set the cell widths
10. Then save the spreadsheet by going File, and
Save as.
11. In the File Name field type “your name”
Personal Expenses. Eg: John Personal
Expenses. We will use this exercise in later
lessons.
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Formulas
Formulas are calculations created on the spreadsheets. Formulas range in
complexity from the easy ones below to extremely complicated formulas.
Use the following buttons to create mathematical symbols in the spreadsheet:
4. Click on the Tick, or press Enter. This will place the answer into cell F2.
5. Using the above steps type the formula =C2+D2/E2 into the cell F3
6. Using the above steps type the formula =C2+(D2/E2) into the cell F4
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Inserting Cell References Automatically
Instead of typing in C2 each time you want it in the formula try the following:
1. Click in cell F5
2. In the formula bar type =
3. Now point to cell C2 on the spreadsheet and click it once, notice that the
cell reference C2 will appear in the formula bar.
4. Click back in the formula bar and type +
5. Point to, and click on cell D2
6. Click back on the formula bar and type *
7. Point to, and click on the cell E2. You should have the formula
=C2+D2*E2
8. Click on the Tick to finish the formula,
9. Save the exercise with “Your name” Formulas
Page 10
Functions
A function is a pre set formula used by the spreadsheet to perform calculations.
The most common function used is the SUM function.
However the computer can accomplish this automatically. By typing = to start the
formula then SUM and type in the range of the cells you want added together
inside of brackets. The Sum function will add this selection automatically. So the
formula we write will look like this: =Sum(C2:E2) The Colon : means To in the
formula giving the range from the beginning cell to the end cell.
Page 11
Personal Expenses 2 Exercise
1. In a new spreadsheet type in the following information below, including
June, using the dragging to copy skills we have covered earlier to make the
table quickly. Read the notes below on creating each area first.
2. To make the Total Finance fields, use the AutoSum in B10 first. Click on
B10 then click on AutoSum, the formula will be inserted automatically.
Then click on the drag button and drag across to copy the cell to G10.
3. Click on each cell with the formula and note in the formula bar that the
formulas change to match the columns they are in. These are called Relative
formulas, because the change relative to the cells they are in.
4. Use Autosum for the Total Column by clicking in G6 and clicking the
AutoSum button to add the Credit card Row.
5. Drag the answer down to G10 to copy the formula
6. Click on each cell with the Total formula and note in the formula bar that
the formulas have changed to match the rows they are in
7. Don’t forget to create June, as shown on the spreadsheet.
8. Save the exercise with your name Personal Expenses 2
Page 12
Accessing other built-in Functions
There are a number of methods that can be used to insert functions into your
spreadsheet. In this section we will examine some of the more common methods
whilst practicing the new functions.
Average Function.
Imagine that you want to know the average amount of money you pay each month
for your total finance expenses.
The Average function can answer your question for you.
1. Using the exercise Personal Expenses 2, in Cell A12 type the heading
Average Expenses per month
2. Click In Cell A13 and click on the Function button to open the Function
window, and click on Average and OK.
3. The next screen asks for the range of the cells that you want to average.
Highlight the Total Finance row, without including the total in F11.
4. Click OK and note that the formula will be entered into A13 as you have
already given this cell the focus.
5. Click Finish. Note that the decimal points are not set. Format the answer as
Currency by clicking the $ Button on the tool bar
1. Using the exercise Personal Expenses 2, in Cell A14 type the Heading
Maximum Expenses per month
2. Click In Cell A15 and using the Function window choose Max and click
OK.
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To find the minimum amount spent each month
2. Click In Cell A17 and using the Function window choose Min and click
OK.
If/Then Function.
Using this function you can set a one cell to show different values, such as words
or numbers, if another cell is true or false. The function uses three parts, If
something happens, Then do something, Otherwise do something else.
For example if the Total finance spent for six months is greater than 5351, you
can make a warning appear that reads Warning! Over Budget otherwise it would
say Under Budget.
In English, the above function says if G10 is greater than 5351, then put
Warning! Over Budget, otherwise put OK, Under Budget. This function can be
great fun and is worth learning to use. So gather your courage and do the
following:
Change some cells to see if it works. Try the If statement using other words,
numbers and fields.
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The Count Functions
These simple functions count the number of cells highlighted.
Using the Function Window, find and use the Count function to count how
many number cells (cells containing numbers) are used in the Personal Expenses
spreadsheet.
Count Blank, and Count If, are two other functions that are also very useful.
Count Blank, will count the empty cells, and Count If will count cells that match a
set criteria.
PMT Function
Excel has a built-in function for computing loan payments called PMT. The
different fields to complete are:
Rate – the interest rate for the period in which
you're interested, divided by 12 months – for
example one year at 10%, is 10% divided by 12
or .0083 for Rate.
Nper - the number of periods you have to pay.
(For example, if you get a four-year car loan and
make monthly payments, your loan has 4x12 (or
48) periods. You would enter 48 into the formula
for Nper.
Pv - the present value or amount of the loan, - how much the loan is taken out
for.
Fv - the future value of the loan (this will be 0 if you intend to pay the loan off),
Type and the type of payment to be made (this is 0 if your payments begin at the
end of the month you get the loan; 1 if the payments begin immediately when you
get the loan -- 0 is the most common option here).
Groceries Exercise
Using the formulas we have covered above create and
complete the Groceries Bill shown left.
Page 15
International Academy Exercise
Using the formulas we have covered above create and complete the International
Academy spreadsheet shown below.
Here are some more simpler and easier techniques for moving data
Page 16
3. Click on the Cut button
4. Move to J2 and click in the cell, to give it the focus.
5. Click the Paste button to paste the selection
Dragging Exercise
On a new spreadsheet, create the table below anywhere. Using cut and paste, and
Drag, rearrange all the years in consecutive order from 1995 to 1999.
For this exercise we are going to create a place to move the June column into the
Personal Expenses 2 table.
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Inserting a new Row
1. Open the Personal Expenses 2 exercise.
Below is an example where multiplying the Gross wages by the Tax, gives the
Tax Paid. Here if you drag the formula from C7 to H7 the equation will not
operate, as the tax cell B4 will also change. To prevent the formula changing the
cell B4 must be ‘locked’ into place – to prevent it changing when the formula is
dragged.
1. Type in the Spreadsheet below onto a new page and save it as ‘Your name’
Personal Income
Use
Use 14pt and AutoSu
bold m
You will need to write a simple formula to calculate the Candles Net Income.
This formula will subtract the Tax and GST from the Gross wages. How will you
do it? Another formula is needed to achieve the total Net income in row 15.
Some cells in the I column in particular may change to look like #####. This
means that the numbers are too big for the cell, and they cannot be viewed in the
cell. To fix this click and hold your left mouse button down on the line between
the Column letters and drag the line to the right to widen the cell, or double click
on the cell border line.
Page 19
Berry Pickers Exercise
Page 20
Formatting Cells
There are many presentation techniques that can be used on your spreadsheet to
make it easy on the eye.
Some of these are the following, be sure to experiment with the techniques used
and investigate any others we have not covered in this section.
Type in the following spreadsheet outlining our clients car expenses and save as
“Your Name” Car Expenses.
1. Move your mouse arrow over the line under row 4, as shown left, and click
and drag down to extend the height of the row.
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2. Click in row marker 4 to
highlight the row, and click
your Right mouse button.
From the menu click on Format
cells.
Note that the heading is now centred within the row, and centred across the
selection of the columns.
Using the Font window in the same Format cells screen, make the font size of
the heading 14, and the font Times New Roman.
1. Click on C5 and in the formula bar add the words Vic and click the
tick. Note that Vic is not shown on the Spreadsheet.
2. Open the Format Cells Window and again click on the Alignment tab.
Click on Wrap Text, and click OK.
3. Using Wrap Text, wrap the words Unexpected Expenses so they are in the
same cell.
4. Use the Centre button (left) from the toolbar to centre the text within the
cell.
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Number Formats.
The numbers themselves can be formatted as
either, general, currency, percentage etc, using
the same Format Cells window.
In B7 create a
formula to divide
the Registration by
the 12 months of
the year.
Page 24
Sorting
Sorting data on a sheet is very easy to do. Click on the first cell of the column
you want sorted and click on the Sort Ascending, or Sort Descending, buttons
on the toolbar.
Multiple columns can be sorted at once. Highlight the columns you want to sort
and then go: Data, from the Menu, and click on Sort. Choose the fields you want
sorted.
Page 25
Lookup Function
Imagine you want to type a number or word into your spreadsheet and
immediately have a related number or word available.
Using Excel you can look up a table containing the information you want and call
down another value in that table.
For example:
George needs to know how many days there are in each month so he can calculate
his income as he works out his spreadsheet. To achieve this he has made two
columns containing the months of the year, and how many days in the month.
Do the following:
1. In cell A1 type in Jan and drag down until you have the first
six months.
2. In cell B1 type in the number of days for each month.
3. Now for this function to operate you must sort the months
alphabetically so click on cell A1 and click the Sort button
(The first column must always be sorted). Note that the second column
also changes to stay the same as the first once they are sorted.
4. Below the Monthly table, create the spreadsheet shown
5. In B11 we are going to place the Look Up formula that will read the
month from B10 (Jan), then look up the table (A1:A6) and display
the days from (B1:B6).
6. Click in B11
and find the
Look Up
Function using
the Function
Button.
7. Type in the
values shown
in the three
windows. We
are going to
look up B10,
read the month in that cell, then find the month in the range A1:A6. The
day will be found in the range B1:B6.
Page 26
8. Click OK if the Formula result = 31, otherwise check your input and
correct.
9. If you drag the formula from B11 to G11 the values will change as the cell
references are Relative. You must make them all Absolute except for B10
. How will you do that?
10. Create the Daily Income fields as well and save as Look-Up exercise.
E2
Page 27
In Excel there are a number of sheets, like pages, that you can use at once. By
clicking on a Sheet Tab you can move between the sheets, and easily rename,
add, or delete sheets.
In this exercise we are going to use the sheets to create a multi-sheet expenses
book.
2. Then we must rename the sheets to be used. Click with your Right
Mouse button on Sheet1. Click on Rename and call the sheet Vehicle
Expenses.
3. Rename Sheet2 to Van 1, Sheet 3 to Van 2, and Sheet 4 to Car 1.
5. On Car 1 sheet, create the spreadsheet below. Use a formula for Total, and
Cost per km.
6. Copy the spreadsheet to Van 1 and Van 2 sheets and change the numbers as
shown.
9. Complete the fields copying from the Van and Car sheets back to the main
sheet.
10. Complete the Total fields with formulas.
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11. Using this system individual
records can be maintained
for each vehicle. Change
some of the numbers for the
vehicles on their individual
sheets and note the changes
to the main sheet.
Page 29
copied over cells with characters in them. This is a good safety tool to
prevent accidentally erasing your data.
9. Now that you have 2 columns of data, go back to the C3 to C9 column and
delete out the data
10. Press the Stop button, you have created your first macro.
11. Return the Column E numbers back to Column C and press CTRL m to
run your macro.
Extra Exercises
Run the macro again to move the data to column E, and then create a
second macro, called Return to return the column back to the original
position.
Using the Add operation under Paste Special, create a macro that adds the
numbers in column C to a new column in F. Each time you run this macro
the numbers in F will increase by the numbers in E.
Once created the button can be edited to meet your needs. Use Change
Button Image to select another picture, or more creatively use Edit Button
Image to edit the picture on the button.
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Charting
One of the most important and enjoyable tools
in Excel is the charting tool. There are a
myriad variety of charts available, we will
practice making a simple chart then use more
advanced methods later.
1. Open the File Charting from S:Artfiles /
Computer Exercise / Excel.
2. The table below will be found under
Exercise 1 (If you don’t have access to the
table type it in.)
3. Highlight the Arrivals and Departures
columns (B3 toC14) including both
headings
The commission paid to George is 15% of the Monthly total. Using Absolute and
Relative Cell references create a formula to show George’s Income in cells B13
to H13.
Page 33
3. In the Category box, click a category, and then select a built-in format that
resembles the one you want.
4. In the Category box, click Custom.
5. In the Type box, edit the number format codes to create the format you
want. Editing a built-in format does not remove it.
Page 34