Page 1

Moving around Dragging to copy cells. Using Fill Down. Changing cell widths by dragging

5 6 7

Personal Expenses Exercise..................................................................................8 Changing cell widths automatically.....................................................................9

For!ulas with nu!bers

B

1"
10

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For!ulas with Cell re$erences %he &u! Function Personal '(penses # '(ercise *ccessing other built+in Functions *verage Function. Ma( and Min Function -$.%hen Function. %he Count Functions PM% Function /roceries '(ercise -nternational *cade!y '(ercise Cut and copy. Clic1 and Drag. -nserting a new Colu!n -nserting a new 2ow Deleting a row or Colu!n. *bsolute and 2elative Cell re$erences Centering across Colu!ns

1" 1# 1) 1, 1, 15 15 16 16 17 1 10 10 #" #" #" #" #,

Inserting Cell Re erences !utomatically............................................................11 Personal Expenses Exercise................................................................................11 "he !uto#um $utton .........................................................................................1%

&ragging Exercise..............................................................................................19

Personal Income Exercise...................................................................................%1 Berry Pic'ers Exercise........................................................................................%( )ord colour and Cell colours.............................................................................%* +ertical !d,ustment within rows........................................................................%)rapping text within a cell................................................................................%. /um$er 0ormats.................................................................................................%1 &eleting Rows and Columns..............................................................................%1 Car Expenses Exercise........................................................................................%1 #orting ...............................................................................................................%9 2arage #ale Exercise..........................................................................................%9

3oo1up Function 4arry5s 6ar Date and %i!e e(ercise

3inute

)" )1
(1

Page )

/ow....................................................................................................................(1

Using &heets 2un a !acro $ro! a button 2un a !acro $ro! a %oolbar Charting /eorge5s Chocolate &ales '(ercise Create a custo! nu!ber $or!at

)# ), ), )6 )7 )7

Extra Exercises...................................................................................................(*

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Type in words, formulas or numbers here

The menu bar

The toolbars

Letters Number s count

the Rows count the Column s Click on a cell to highlight it Use the scroll bars to move around

7verview
! spreadsheet is similar to a giant ta$le with the $orders extending practically to in inity. "he spreadsheet that appears on your screen will $e similar to that $elow.

Moving around
1. 4pen up a new spreadsheet and clic' your cursor in the cell 6#5 as seen in the ollowing picture. %. /ote that the cell re$erence5 66#7 is seen in the 8e t9hand corner. (. "ype 1 into the cell and press the 'nter 'ey :ou can mo;e around the spreadsheet $y either clic'ing on the cell with your mouse cursor5 or5 $y using the arrow 'eys on the 'ey$oard. In the cells shown type in the in ormation $elow
/um$ers will appear on the 2ight hand side o the cell

)ords will appear on the 3e$t+hand side o the cell

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"his is a 4ighlighted cell


/ote that the text is on the le$t+hand side o the cell and the num$ers are on the right hand side o the cell.

%he Drag handle

Dragging to copy cells.
In the botto! right hand corner o a highlighted cell is a small s=uare. By clic'ing and holding down the le$t !ouse button you can drag the contents o the cell across other cells and copy them into the new cells.
%his is the Drag 4andle

1. 0irst clic' on the cell 6# where your 1 is5 to place the $ox around the cell. %. Clic' and hold your 3e$t !ouse button down on the drag handle in the $ottom right o the cell and drag across to 4#8 1>s will $e copied across the page. (. <ighlight the new cells that ha;e $een added 6C# to 4#7 and press the Delete 'ey on the 'ey$oard to delete them out again. )e should $e $ac' to the 15%5( again rom the irst lesson.

<old 3e$t button down to copy

Filling nu!bers in cells

/ot only can you copy cells across cells5 you can also ha;e num$ers added consecuti;ely across cells. "o do this the computer needs to 'now $y how much you want the num$ers to increase. 0or example do you want them to go? 15%5(5 or 15(5- or 15-595 6increasing $y *7. 1. 4ighlight the % and ( rom the irst lesson. %. Clic' and hold with your 3e$t !ouse $utton on the Drag 4andle and drag down the page to 611. (. "he num$ers will increase down the page to 10.
Click and down here drag

*. Practice using other num$er series. In C# type # and in C) type 7. 3ar' $oth cells and drag down to C11.
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-. )hat happens i you use and )@ .. )hat happens i you drag Up the page 1. )hat happens i you drag 2ight or 3e$t across the page@

Using Fill Down.

"he 'dit menu has a range o options that can $e used to copy and ill cells as well. 1. In F# type in #5 and drag the cells to copy down to F1#. %. <ighlight all the cells rom 0% to 01% (. 2o? 'dit5 rom the menu $ar5 then clic' on Fill and then clic' &eries. *. In the &tep 9alue window type in 5 and clic' 7:. -. /ew num$ers will replace the %>s. .. <ighlight the num$ers again and then use ) in the &tep 9alue window.
"ype the num$er you want the series to increase $y here

! =uic'er method to ma'e a list o num$ers is to clic' on the num$er with your 2ight Mouse 6utton and drag down or across the spreadsheet. )hen you let go a menu will appear and clic' on the word Fill &eries to increase the num$ers $y 1. Practice until you are happy with the right $utton .
<old 2ight button down to increase num$ers

/ot only are num$ers copied across cells $ut some words can $e copied as well. "ype the words $elow and then pull them down the sheet using the drag handle. "ry also using ;tr 15 and 1st /roup

Click and down

here drag

Page 7


Personal '(penses '(ercise
1. 4pen a new spreadsheet.

%. "ype the in ormation $elow into the cell re erences shown. (. 0or the words under Month type <an into *, and drag down to ill down. *. 0or the num$ers under -nco!e type #1#" into 6, and drag down to copy. -. 0or the num$ers under '(penditure type 10"" into C, and drag down to copy. "hen with the cells still mar'ed go? 'dit and Fill and &eries5 and set the &tep 9alue? to 5. .. 3ar' the cells *) to D). Clic' on the 6old5 and Centre $uttons. 1. Clic' on *1"5 and then clic' the 6old and 2ight Buttons. 8. 3ar' the cells *, to *0 and clic' the 2ight 6utton 0. 2ead the section below to set the cell widths 10. "hen sa;e the spreadsheet $y going File5 and &ave as. 11. In the File =a!e ield type your name Personal Expenses. Eg? Aohn Personal Expenses. )e will use this exercise in later lessons.

Changing Cell widths

:ou will ha;e noticed that some cells in the exercise a$o;e are wider than other cells. "he width o the cells can $e set in a num$er o ways.

Changing cell widths by dragging

1. 3o;e your cursor $etween * and 6 on the Colu!n row as shown le t. %. Clic' and hold down your le t mouse $utton and drag the cell * out to ma'e more room in the cell. (. )hat happens i you mo;e the cell $oundary in too ar and the words cannot it into the cell@ 6"ry and then mo;e the cells $ac' again7. *. )hat happens when you mo;e the cells with num$ers in too close@
Page

Changing cell widths auto!atically

"he cell widths can $e set automatically $y double clic1ing on the lines $etween the cells5 in the same place as a$o;e. "he columns then will increase or decrease to it the $iggest entry.

For!ulas
0ormulas are calculations created on the spreadsheets. 0ormulas range in complexity rom the easy ones $elow to extremely complicated ormulas. Bse the ollowing $uttons to create mathematical sym$ols in the spreadsheet? > + . ? @ A to add to su$tract to di;ide to multiply 6to ma'e this hold down the &hi$t 1ey and press the 7 to ma'e a percentage 6#hi t and -7 to ma'e e=uals

It is important to note the order o the sym$ols when creating ormulas. BC 6rac'ets are the $irst priority . Di;ision is next ? Multiplication > *ddition and inally &u$traction is the last priority

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1 2 3 4 5 6 7 8 B =(3+ !"# =3+ "# =3+( "#! =(3+ !$# =3+ $# =3+( $#! =(3% !"# =3% "#

For!ulas with nu!bers

1. In a new spreadsheet type in the ormulas on the le t into the $or!ula bar remem$ering to always include an A sign $e ore the ormula. %. /ote how the di erences in the answers depend on the order o the sym$ols

For!ulas re$erences

with

Cell

Bp until now we ha;e used num$ers in our ormulas. /ow howe;er we will practice using cell re erences instead. 1. "ype in the num$ers on the right 6they are in row %7 %. Clic' on cell F# to gi;e it the ocus. (. Clic' into the $or!ula bar and type in the ormula right. 6:ou don>t need to ha;e capital letters in the cell re erences7

*. Clic' on the %ic15 or press 'nter. "his will place the answer into cell F#. -. Bsing the a$o;e steps type the ormula AC#>D#.'# into the cell F) .. Bsing the a$o;e steps type the ormula AC#>BD#.'#C into the cell F,

Type in here

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-nserting Cell 2e$erences *uto!atically
Instead o typing in C# each time you want it in the ormula try the ollowing? 1. Clic' in cell F5 %. In the $or!ula bar type A (. /ow point to cell C# on the spreadsheet and clic' it once5 notice that the cell re erence C# will appear in the $or!ula bar. *. Clic' $ac' in the $or!ula bar and type > -. Point to5 and clic' on cell D# .. Clic' $ac' on the ormula $ar and type ? 1. Point to5 and clic' on the cell '#. :ou should ha;e the ormula AC#>D#?'# 8. Clic' on the %ic1 to inish the ormula5 9. #a;e the exercise with CYour name Formulas

Personal '(penses '(ercise

1. 4pen the #preadsheet your name Personal Expenses %. Clic' in the cell D,5 under the title &avings. (. "ype the ollowing ormula into the 0ormula $ar? A6,+C, *. Clic' the tic' to see the answer in the cell. -. Clic' on the Drag handle in the $ottom right o the D, cell and drag the ormula down to D0. :ou should now ha;e a ta$le similar to the ollowing.

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Functions
! unction is a pre set ormula used $y the spreadsheet to per orm calculations. "he most common unction used is the &UM unction.

%he &u! Function

In earlier lessons we learned that we could add cells $y writing the ormula AC#>D#>'# adding up the cells C# to '# or BC1D'#C. <owe;er the computer can accomplish this automatically. By typing A to start the ormula then &UM and type in the range o the cells you want added together inside o $rac'ets. "he #um unction will add this selection automatically. #o the ormula we write will loo' li'e this? A&u!BC#D'#C "he Colon D means %o in the ormula gi;ing the range rom the beginning cell to the end cell. 4pen the Personal Expenses exercise 1. Clic' on the cell 61" %. In the $or!ula bar type the ollowing ormula (. Clic' the "ic' to see the answer *. !ll the cells rom 6, to 60 will $e automatically added together. /ote that 6,D60 is the 2ange o the cells5 rom the top le$t to the botto! right.

%he *uto&u! button

The &uto'um (utton

Instead o typing in the ormula it can $e automatically generated $y using the *uto&u! $utton rom the tool$ar. 1. Clic' in cell C1" %. Clic' on the *uto&u! button on the tool$ar (. /ote the shading co;ers the cells that will $e added together5 and that the ormula appears in the cell $ox C1" as well as on the $or!ula bar *. Clic' on the %ic1 on the ormula $ar and the cells will $e automatically added up. -. Repeat the a$o;e to add up the &avings column D1".

Page 1#

Personal '(penses # '(ercise

1. In a new spreadsheet type in the ollowing in ormation $elow5 including Aune5 using the dragging to copy s'ills we ha;e co;ered earlier to ma'e the ta$le =uic'ly. Read the notes below on creating each area first. %. "o ma'e the %otal Finance $ields5 use the *uto&u! in 61" irst. Clic' on 61" then clic' on *uto&u!5 the ormula will $e inserted automatically. "hen clic' on the drag $utton and drag across to copy the cell to /1". (. Clic' on each cell with the ormula and note in the ormula $ar that the ormulas change to match the columns they are in. "hese are called 2elative $or!ulas5 $ecause the change relati;e to the cells they are in. *. Bse *utosu! or the %otal Column $y clic'ing in /6 and clic'ing the *uto&u! $utton to add the Credit card Row. -. &rag the answer down to /1" to copy the ormula .. Clic' on each cell with the %otal ormula and note in the ormula $ar that the ormulas ha;e changed to match the rows they are in 1. &on>t orget to create <une5 as shown on the spreadsheet. 8. #a;e the exercise with your name Personal '(penses #

Type words into (* make Bold and 14 point

Click here to ad)ust cell width

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*ccessing built+in Functions other
"here are a num$er o methods that can $e used to insert unctions into your spreadsheet. In this section we will examine some o the more common methods whilst practicing the new unctions. "o select a unction clic' on the Function button on the tool$ar to open the Function window8 and then clic' on the unction you want to use. "he unctions we will in;estigate should all $e ound under Most 2ecently Used5 howe;er there are many more specialist unctions a;aila$le to use in the other sections.

*verage Function.
Imagine that you want to 'now the average amount of money you pay each month or your total inance expenses. "he *verage $unction can answer your =uestion or you. 1. Bsing the exercise Personal '(penses #5 in Cell *1# type the heading *verage '(penses per !onth %. Clic' In Cell *1) and clic' on the Function button to open the Function window8 and clic' on *verage and 7:. (. "he next screen as's or the range o the cells that you want to a;erage. <ighlight the %otal Finance row5 without including the total in 011. *. Clic' 7: and note that the ormula will $e entered into *1) as you ha;e already gi;en this cell the ocus. -. Clic' Finish. /ote that the decimal points are not set. 0ormat the answer as Currency $y clic'ing the E 6utton on the tool $ar

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Ma( and Min Function
Imagine that you also want to 'now the 3aximum and 3inimum amounts o money you spend on expenses each month or your total inance expenses 1. Bsing the exercise Personal '(penses #5 in Cell *1, type the <eading Ma(i!u! '(penses per !onth %. Clic' In Cell *15 and using the Function window choose Ma( and clic' 7:. "o ind the minimum amount spent each month 1. In Cell *16 type the <eading Mini!u! '(penses per !onth %. Clic' In Cell *17 and using the Function window choose Min and clic' 7:.

-$.%hen Function.
Bsing this unction you can set a one cell to show di erent ;alues5 such as words or num$ers5 i another cell is true or alse. "he unction uses three parts5 -$ something happens5 %hen do something5 7therwise do something else. 0or example i the "otal inance spent or six months is greater than -(-15 you can ma'e a warning appear that reads FarningG 7ver 6udget otherwise it would say Under 6udget. "his would $e written as? I06210D-(-15 C)arningE 4;er BudgetF5 C4G5 Bnder BudgetF7

-$ 210 is greater than -(-1

%hen show F)arningE 4;er BudgetF

7therwise show C4G5 Bnder BudgetF

In English5 the a$o;e unction says i$ 210 is greater than -(-15 then put Warning !ver "udget5 otherwise put !#5 $nder "udget. "his unction can $e great un and is worth learning to use. #o gather your courage and do the ollowing?

Page 15


(. Clic' 7:

1. Bsing the exercise Personal '(penses #5 clic' in *1 and using the Function window choose -F and clic' 7: %. "ype in the ( ields as shown le t5 remem$ering to include the H I mar's around the words.

/ote that =uote mar's are only needed with text5 i you replace the words with num$ers5 there is no need to use the =uote mar's. Change some cells to see i it wor's. "ry the -$ statement using other words5 num$ers and ields.

%he Count Functions

"hese simple unctions count the num$er o cells highlighted. Bsing the Function Findow5 ind and use the Count unction to count how many nu!ber cells 6cells containing num$ers7 are used in the Personal Expenses spreadsheet. Count 6lan15 and Count -$5 are two other unctions that are also ;ery use ul. Count Blan'5 will count the empty cells5 and Count I will count cells that match a set criteria.

PM% Function
Excel has a $uilt9in unction or computing loan payments called PM%. "he di erent ields to complete are? 2ate H the interest rate or the period in which youIre interested5 divided by 1# !onths H or example one year at 10J5 is 10J di;ided $y 1% or .008( or Rate. =per 9 the nu!ber o$ periods you ha;e to pay. 60or example5 i you get a our9year car loan and ma'e monthly payments5 your loan has *x1% 6or *87 periods. :ou would enter *8 into the ormula or /per. Pv 9 the present value or amount o the loan5 9 how much the loan is ta'en out or. Fv 9 the $uture value o the loan 6this will $e 0 i you intend to pay the loan o 75 %ype and the type o payment to $e made 6this is 0 i your payments $egin at the end o the month you get the loanK 1 i the payments $egin immediately when you get the loan 99 0 is the most common option here7. !n exercise using this unction will come on another sheet.

Page 16

/roceries '(ercise
Bsing the ormulas we ha;e co;ered a$o;e create and complete the /roceries 6ill shown le t. "he ormulas we will use are? &u!8 Ma(8 Min5 and *verage. #a;e with Cyour na!eF and /roceries.

Page 17

-nternational *cade!y '(ercise

Bsing the ormulas we ha;e co;ered a$o;e create and complete the -nternational *cade!y spreadsheet shown $elow. "he ormulas we will use are? &u!8 Ma(8 Min5 and *verage. #a;e with Cyour na!eF and *cade!y.

Moving Data on the &preadsheet.

4ne o the necessary tools in using a spreadsheet is $eing a$le to mo;e data around your spreadsheet. "he most o$;ious method is to delete out the data you don>t want in one place and type the new data into the place you want it. <owe;er that method is long and tedious. <ere are some more simpler and easier techni=ues or mo;ing data
Page 1

Cut and copy.

1. I you don>t already ha;e it open5 then open *cade!y %. 3ar' the =a!e column including all the names5 rom *# to *16. (. Clic' on the Cut $utton *. 3o;e to <# and clic1 in the cell5 to gi;e it the ocus. -. Clic' the Paste $utton to paste the selection

Clic1 and Drag.

1. 3ar' the =a!e column rom <# to <16 again. %. 3o;e your cursor to the edge8 or boundary o the highlighted area. (. Clic' and hold down the le$t !ouse button and drag the cells $ac' into their original place.

Dragging '(ercise
4n a new spreadsheet5 create the ta$le $elow anywhere. Bsing cut and paste5 and Drag5 rearrange all the years in consecuti;e order rom 199- to 1999.

-nserting 2ows and Colu!ns.

!s well as $eing a$le to mo;e cells around the spreadsheet it can $e important to learn how to add extra cells into an existing ta$le or spreadsheet. 0or this exercise we are going to create a place to mo;e the <une column into the Personal '(penses # ta$le.

Page 10


-nserting a new Colu!n
1. 4pen the Personal '(penses # exercise. Clic' in the Column / mar'er to highlight the entire 2 column. %. 2ight clic1 your mouse $utton and choose -nsert. (. ! new column will $e inserted5 mo;ing the %otal colu!n o;er one . *. <ighlight and drag the <une Colu!n into the space created in the new 2 column. -. /ote that the ormulas or the %otal column ha;e automatically added in the new in ormation.

-nserting a new 2ow

1. 4pen the Personal '(penses # exercise. %. Insert a row $y clic'ing on the Row 0 mar'er (. 2ight clic1 your mouse $utton and choose -nsert. *. !dd in the ollowing in ormation and complete the ta$le. -. 4ire Purchase with pay!ents o$ E#5 every !onth.

Deleting a row or Colu!n.

1. Clic' the mar'er or the Row or column to highlight the entire row or column %. 2ight clic1 your mouse $utton and choose Delete.

*bsolute and 2elative Cell re$erences

In some situations you will not want the cell re erence to change when copying ormulas across cells. Below is an example where multiplying the /ross wages $y the %a(5 gi;es the %a( Paid. <ere i you drag the ormula rom C7 to 47 the e=uation will not operate5 as the tax cell 6, will also change. "o pre;ent the ormula changing the cell 6, must $e Lloc1ed5 into place H to pre;ent it changing when the ormula is dragged.

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Type +#, using the keyboard , (shift #!

Use &uto'u m

1. "ype in the #preadsheet $elow onto a new page and sa;e it as L Your name% Personal -nco!e
Use * pt and bold

%. Clic' on C7 and in the ormula $ar type the ollowing? MC.NB* (. Clic' the "ic' and drag the C7 cell to 47 to copy the ormula across. /ote that the ormula operates only in C7 $ut not in any other cell. In the other cells the B* in the ormula has changed to C,5 or D,5 or ', etc all o which are empty cells. "hese are 2elative Cell re$erences5 as they change relati;e to the cell. "o loc1 the cell re erence 6, into the ormula type a E $e ore the cell re erence5 so in the C7 ormula we will replace 6, with E6E,. "his creates an *bsolute Cell 2e$erence5 a cell re erence that will not change. 1. In C7 type in the E $e ore the 6 and , and drag o;er the old ormula to copy to 47. %. Bse *uto &u! to total the %a( Paid range.

-t is i!portant that you understand the di$$erence between Relati;e and !$solute Cell 2e$erences

Personal -nco!e '(ercise

4ur client ma'es candles as extra part time income5 and as well as tax he pays 2#" on the candles. Bsing the Personal -nco!e spreadsheet a$o;e modi y the spreadsheet to add the ollowing $elow. :ou will need to write a simple ormula to calculate the Candles =et -nco!e. "his ormula will su$tract the %a( and /&% rom the /ross wages. <ow will you do it@ !nother ormula is needed to achie;e the total /et income in row 1-. Bse *uto &u! or the %otal Column.

Page #1

#ome cells in the - colu!n in particular may change to loo' li'e JJJJJ. "his means that the num$ers are too $ig or the cell5 and they cannot $e ;iewed in the cell. "o ix this clic' and hold your le$t !ouse button down on the line $etween the Column letters and drag the line to the right to widen the cell5 or dou$le clic' on the cell $order line.

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6erry Pic1ers '(ercise
1. Create the spreadsheet $elow. Both are on one page. %. Bse a ormula to calculate the hours. (. Bsing an *bsolute cell re$erence create a ormula in 6## or 0red that multiplies the 4ourly pay rate $y the 4ours he wor1ed on 3onday 6667. *. Copy the ormula right across the page to /#". -. Copy the range rom 6#" to /#" down the page to ill the spreadsheet. .. Bse a ormula to calculate the Pay recei;ed $y each person. 1. Chec' your answer is the same as $elow and sa;e as HKour =a!eI 6erry Pic1ers

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For!atting Cells
"here are many presentation techni=ues that can $e used on your spreadsheet to ma'e it easy on the eye. #ome o these are the ollowing5 $e sure to experiment with the techni=ues used and in;estigate any others we ha;e not co;ered in this section. "ype in the ollowing spreadsheet outlining our clients car expenses and sa;e as

CYour &ameF Car '(penses.

Centering across Colu!ns

Instead o ha;ing the heading *uto '(penses on the le t o the #preadsheet it can $e centred across the spreadsheet.. 1. 3ar' the cells 6, to 4,5 so that they are highlighted. %. Clic' on the Merge and Centre button. . (. Clic' the 6old button to ma'e $old. *. &ote that although the heading is in the middle of the selection' the words are still in the cell B4' not in any other cell in the heading line . Clic' on C, and D,5 to see what I mean.

Ford colour and Cell colours.

It is easy to change the colours o the words or the cells. 1. 0irst highlight the cell you want to change. %. "hen either clic' on the colours shown on the $uttons5 to put that colour into the cell5 or choose another colour $y clic'ing on the s!all down arrow and choosing a new colour.

Page #,

9ertical *dLust!ent within rows

)e can also stretch out rows and set the text within the row to the "op5 Centre or $ottom5 o the Row. 1. 3o;e your mouse arrow o;er the line under row ,5 as shown le t5 and clic' and drag down to extend the height o the row.

Page #5

%. Clic' in row mar'er , to highlight the row5 and clic' your 2ight !ouse button. 0rom the menu clic' on For!at cells. (. Clic' on the *lign!ent %ab and then under the 9ertical section choose Centre. *. Clic' again on the *lign!ent ta$5 and then clic' Centre rom the selection under 9ertical and then 7:.

/ote that the heading is now centred within the row5 and centred across the selection o the columns.

Bsing the Font window in the same For!at cells screen5 ma'e the $ont siMe o the heading 1,5 and the ont %i!es =ew 2o!an.

Frapping te(t within a cell.

)ords that go o;er the edge o the cell $order will still $e seen in the ta$le i the next cell is empty5 as in the $nexpected Expenses heading in our example a$o;e. But i there is something in the next cell the in ormation will seem to disappear. )e can howe;er ma'e the words Lwrap5 within the cell5 that is start another line to it into the cell $oundaries. It>s ;ery use ul to 'now5 and here>s how we do it. 1. Clic' on C5 and in the $or!ula bar add the words 9ic and clic' the tic'. /ote that 9ic is not shown on the #preadsheet. %. 4pen the For!at Cells )indow and again clic' on the *lign!ent ta$. Clic' on Frap %e(t5 and clic' 7:. (. Bsing Frap %e(t5 wrap the words Une(pected '(penses so they are in the same cell. *. Bse the Centre button 6le t7 rom the tool$ar to centre the text within the cell.

Page #6

=u!ber For!ats.
"he num$ers themsel;es can $e ormatted as either5 general5 currency5 percentage etc5 using the same For!at Cells window. 1. 3ar' the cells C6 to /6 containing the num$ers. 4pen the For!at Cells window5 clic' on the =u!ber ta$ and then clic' Currency. %. Clic' in the =egative nu!bers in 2ed ield to show de icits in red. /ote that you can set the decimal places i wished 6howe;er they are set correctly or currency already7

(. In;estigate the other ormats a;aila$le5 Currency5 Percentage and 2eneral are the most common ones5 and we will use others later in the manual.

Deleting 2ows and Colu!ns

"o delete an entire row or column clic' on the 2ow nu!ber or the Colu!n letter to highlight the entire row or column. "hen with your mouse arrow in the shaded area5 clic' your right !ouse button to show the menu and clic' Delete. Bsing the Car '(penses exercise delete out Colu!n * $y the ollowing? 1. Clic' on the * Colu!n 8etter. %. Put your arrow into the shaded area and clic' your right !ouse button. (. Choose Delete rom the menu.

Car '(penses '(ercise

Com$ining all we ha;e learnt so ar create the spreadsheet $elow using the (ar expenses spreadsheet as the $asis or your new sheet. "his spreadsheet $rea's down the yearly expenses into monthly and wee'ly totals so our client can set aside a $udget or the car. !ll the new ields can $e dragged to sa;e time. In 67 create a ormula to di;ide the 2egistration $y the 1# !onths o the year. In 6 di;ide 66 $y 5# wee1s. &rag $oth across to the / column. #et the cells $lac' and the letters white where shown.
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 3ar' the entire ta$le and use the 6order options in the For!at Cells window to set the dou$le line around the ta$le.

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&orting
#orting data on a sheet is ;ery easy to do. Clic' on the $irst cell o the column you want sorted and clic' on the &ort *scending5 or &ort Descending5 $uttons on the tool$ar. 3ultiple columns can $e sorted at once. <ighlight the columns you want to sort and then go? Data5 rom the 3enu5 and clic' on &ort. Choose the ields you want sorted.

/arage &ale '(ercise

1. Create the /arage &ale spreadsheet %. )iden the column to $est it the items (. 0ormat the num$ers to Currency using For!at Cells. *. Bsing ormulas do the ollowing? -. Calculate the total .. Calculate the cheapest 1. Calculate the most expensi;e 8. Calculate the num$er o items. 9. Clic' on cell *# containing 8adder. Clic' on the &ort *scending $utton to sort. 10. 11. #ort the money in ascending order. #a;e as CKour =a!eI /arage sale

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3oo1up Function
Imagine you want to type a num$er or word into your spreadsheet and immediately ha;e a related num$er or word a;aila$le. Bsing Excel you can loo' up a ta$le containing the in ormation you want and call down another ;alue in that ta$le. For e(a!pleD 2eorge needs to 'now how many days there are in each month so he can calculate his income as he wor's out his spreadsheet. "o achie;e this he has made two columns containing the months o the year5 and how many days in the month. Do the $ollowingD 1. In cell !1 type in Aan and drag down until you ha;e the irst six months. %. In cell B1 type in the num$er o days or each month. /ow or this unction to operate you !ust sort the !onths alphabetically so clic' on cell !1 and clic' the #ort $utton 6"he irst column must always $e sorted7. /ote that the second column also changes to stay the same as the irst once they are sorted. *. Below the 3onthly ta$le5 create the spreadsheet shown (.

-. In 611 we are going to place the 3oo1 Up $or!ula that will read the month rom 61" 6Aan75 then loo' up the ta$le B*1D*6C and display the days rom B61D66C. .. Clic' in 611 and ind the 8oo' Bp 0unction using the 0unction Button. 1. "ype in the ;alues shown in the three windows. )e are going to loo' up 61"5 read the month in that cell5 then ind the month in the range *1D*6. "he day will $e ound in the range 61D66. 8. Clic' 7: i the For!ula result A )15 otherwise chec' your input and correct.
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9. I you drag the ormula rom B11 to 211 the ;alues will change as the cell re erences are 2elative. :ou must ma'e them all *bsolute except or B10 . <ow will you do that@ 10. Create the Daily -nco!e ields as well and sa;e as 3oo1+Up e(ercise.

4arry5s 6ar Date and %i!e e(ercise

<arry>s Bar needs a timesheet to record the hours o its casual wor'ers. Create the spreadsheet $elow using the ollowing unctions. 4our Minute =ow !ll unctions are opened with the Function 6utton.
'#

For!at cells 65 to C1" as ti!e.

For!at cell '# as below

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Using &heets
In Excel there are a num$er o sheets5 li'e pages5 that you can use at once. By clic'ing on a &heet %ab you can mo;e $etween the sheets5 and easily rename5 add5 or delete sheets. In this exercise we are going to use the sheets to create a multi9sheet expenses $oo'. 1. )e need a total o * wor'sheets in our wor'$oo'5 so to add another sheet to the )or'$oo' 2ight Clic1 on a &heet tab and choose -nsert5 clic' on For1sheet5 and clic' 7:. ! new sheet will $e added called &heet ,. 6/ote that i you ha;e an earlier ;ersion o Excel there will already $e su icient sheets ;isi$le7. %. "hen we must rename the sheets to $e used. Clic' with your 2ight Mouse button on &heet1. Clic' on 2ena!e and call the sheet 9ehicle '(penses. (. 2ena!e #heet% to 9an 15 #heet ( to 9an #5 and #heet * to Car 1. *. Reorder the sheets so 9ehicle '(penses is irst $y Clic'ing on the 9ehicle '(penses ta$ and holding down the 3e$t Mouse $utton. &rag the 9ehicle '(penses ta$ to the le t to mo;e the ta$. -. 4n Car 1 sheet5 create the spreadsheet $elow. Bse a ormula or %otal5 and Cost per 1!. .. Copy the spreadsheet to 9an 1 and 9an # sheets and change the num$ers as shown.

Car 1

9an 1

9an #

1. 4n the 9ehicle '(penses sheet $elow5 create the spreadsheet shown. 8. Clic' in the cell 60 to ma'e the ormula. "ype A in the $or!ula bar then clic' on Car 1 sheet and clic' on D, and clic' the tic1 to complete the ormula. "he ormula will loo' li'e the one $elow and the cell will ha;e 1""8""" in it. 9. Complete the ields copying rom the 9an and Car sheets $ac' to the main sheet.
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10. Complete the %otal ields with ormulas. 11. Bsing this system indi;idual records can $e maintained or each ;ehicle. Change some o the num$ers or the ;ehicles on their indi;idual sheets and note the changes to the main sheet. #a;e as &heets e(ercise

Macro5sD *uto!ating tas1s

! macro is a series o commands and unctions can $e run whene;er you need to per orm a tas'. :ou record then run the macro to repeat5 or Oplay $ac'5O the commands. Be ore recording a macro5 plan the steps and commands you want the macro to per orm. I you ma'e a mista'e when you record the macro the corrections you ma'e will also $e recorded. In this exercise we are going to ma'e a simple macro that mo;es a column o num$ers across % columns and then a second macro to return the column $ac' to the original position. 1. 4pen the #preadsheet Macro5 or type in the in ormation le t on a new spreadsheet. %. 4n the %ools menu5 point to Macro5 and then clic' 2ecord. (. In the Macro na!e bo(8 enter the name Move or the macro. *. "o run the macro with a 'ey$oard9shortcut 'ey5 enter the letter 6m7 in the &hortcut 1ey $ox and complete the description window. -. Clic' 7:5 the macro will $egin to record. .. "he small window that appears shows the &top button and the $utton that changes the macro $etween absolute and relative cell re erences. "he macro will automatically select the sa!e cell re$erence e;ery time it>s played $ac' regardless o which cell is highlighted when the macro is run $ecause it records absolute cell re$erences. I you want a macro to select cells in relation to the position o the highlighted cell when you run the macro5 press the $utton to record relative cell re$erences. 1. <ighlight the column C) to C0 right clic' your mouse $utton and choose copy. 8. Right clic' in ') and choose Paste &pecial and clic' &1ip blan1s. #'ip $lan's will pre;ent $lan' cells rom $eing copied
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o;er cells with characters in them. "his is a good sa ety tool to pre;ent accidentally erasing your data. 9. /ow that you ha;e % columns o data5 go $ac' to the C) to C0 column and delete out the data 10. Press the &top button5 you ha;e created your irst macro. 11. Return the Column E num$ers $ac' to Column C and press C"R8 m to run your macro.

'(tra '(ercises
Run the macro again to mo;e the data to column E5 and then create a second macro5 called 2eturn to return the column $ac' to the original position. Bsing the *dd operation under Paste &pecial5 create a macro that adds the num$ers in column C to a new column in 0. Each time you run this macro the num$ers in 0 will increase $y the num$ers in E.

2un a !acro $ro! a button

:ou can easily assign a macro to a $utton on your wor'sheet. )hen you clic' the $utton your macro will run automatically. )e will use the macro>s we ha;e already created in this exercise. 1. 4pen the For!s %oolbar $y going 9iew . %oolbars . For!s. %. Clic' on the 6utton sym$ol and drag a $utton onto your spreadsheet. (. In the *ssign Macro window clic' on the macro you want the $utton to run5 in this case the Move macro and then clic' 7:. *. ResiPing and mo;ing the $utton is easiest i you clic' on the &elect 7bLects arrow on the Drawing toolbar $e ore attempting to wor' with the $utton. "his will pre;ent you accidentally starting the macro. -. )ith the &elect 7bLects $utton on5 dou$le clic' on the $utton to change the 0ont5 0ormat and Colour o the text. .. Create a $utton or $oth the 3o;e and the Return 3acro>s and siPe them together in a suita$le place.

2un a !acro $ro! a %oolbar

1. It is also easy to attach a macro to a tool$ar $utton where you can easily use it. %. 2o? 9iew . toolbar . Custo!ise to open the Custo!ise window (. Clic' on the Macro category and drag the custom $utton onto the tool$ar to where you want your $utton to $e.
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*. * 2ight+clic1 the $utton5 and then clic' *ssign Macro on the shortcut menu. -. In the 3acro name $ox5 enter the name o the macro.

4nce created the $utton can $e edited to meet your needs. Bse Change 6utton -!age to select another picture5 or more creati;ely use 'dit 6utton -!age to edit the picture on the $utton. "hese eatures are a;aila$le or any $utton whene;er the Custo!ise window is open.

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Charting
4ne o the most important and en,oya$le tools in Excel is the charting tool. "here are a myriad ;ariety o charts a;aila$le5 we will practice ma'ing a simple chart then use more ad;anced methods later. 1. 4pen the 0ile Charting rom &D*rt$iles . Co!puter '(ercise . '(cel. %. "he ta$le $elow will $e ound under '(ercise 1 6I you don>t ha;e access to the ta$le type it in.7 (. <ighlight the *rrivals and Departures columns 6B( toC1*7 including $oth headings *. Clic' on the Chart button then clic' on 3ine5 and clic' on =e(t. -. )hen you reach &tep %wo5 clic' on the &eries %ab. .. "hen clic' your cursor in the Category BNC a(is labels window as at le t. 1. 2o $ac' to your ta$le and then highlight the Kears column5 rom *, to *1,5 without the :ear heading. 8. Clic' =e(t or &tep ). Complete the Chart %itle8 Category5 and 9alue ields as shown at the le t. 9. In &tep , ha;e the chart on a new sheet. 10. &ou$le clic' in the !iddle o your new chart to open the For!at Plot *rea )indow. Clic' on =one or area5 to remo;e the $ac'ground color.

11.

Clic' on the &rawing $utton to open the drawing tool$ar.

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1%.

Bse a text $ox to ma'e a place in the botto! right o your chart with your name in it.

/eorge5s Chocolate &ales '(ercise

Create the Chocolate sales igures in the ta$le $elow. Bse the manual i you are unsure o the ollowing s'ills needed?? Frapping te(t in a cell H or cells !%5 <%5 !9. 9ertical *dLust!ent within rows H or cells B% to 2% 6set the vertical adLust!ent to %op7 0ormat all money to currency ormat. 6=u!ber For!ats section in 3anual7 Calculate the monthly total $y entering a ormula into 60 to sum column 6. &rag this ormula to /0. "he commission paid to 2eorge is 1-J o the 3onthly total. Bsing *bsolute and 2elative Cell re$erences create a ormula to show 2eorge>s Income in cells 61) to 41). 2eorge>s *verage daily /ross Income is the amount o income he recei;es di;ided $y the num$er o days in each month.

Create a custo! nu!ber $or!at

1. #elect the cells you want to ormat. %. 4n the For!at menu5 clic' Cells5 and then clic' the =u!ber ta$. (. In the Category $ox5 clic' a category5 and then select a $uilt9in ormat that resem$les the one you want.
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*. In the Category bo(5 clic' Custo!. -. In the %ype bo(5 edit the num$er ormat codes to create the ormat you want. Editing a $uilt9in ormat does not remo;e it.

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