ACCOUNTING

EXCEL - OFFICE
365 FOR iPAD

NOTES
AND
QUESTIONS

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 CONTENTS

TOPIC PAGE

WHAT IS EXCEL? ............................................................ 3

Exercise One ................................................................................................................. 5

LET’S PRACTISE ................................................................................................... 7

Exercise Two ................................................................................................................. 7
Exercise Three ............................................................................................................. 13
Exercise Four............................................................................................................... 17

GOALS CHECKLIST - ARE YOU ABLE TO DO THE

FOLLOWING? ................................................................ 22

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WHAT IS EXCEL?
Microsoft Excel is a computer application designed to make the manipulation of
numbers (calculations, sorting, presenting) easier and faster.

We will be Excel from Office 365 on the iPad. For those already familiar with Excel,
the layout looks very similar. Most of the commands on the Ribbon are under Home.
The Ribbon only shows commands when they are needed e.g. picture or chart
commands only show when you select a picture or a chart. As in other iPad apps,
when text or objects are selected, contextual menus appear with relevant commands
e.g. copy, paste.

Each Excel file is called a “workbook” and is made up of separate “worksheets”.

These worksheets are named “sheet 1”, “sheet 2” etc by default but can be renamed.

Each worksheet consists of rows and columns. The intersection of a row and a
column is called a cell. Each cell can contain a value (number), formula, or label
(text entry). The use of formulae means that it is easy to change figures and see the
resulting changes without having to recalculate figures.

FORMULAE
These are examples of formulae. Each formula must start with “=”. Excel for iPad
has a special formula keyboard that we will use.

=A1+A2+A3+A4 =SUM(A1:A4) =A9-A8 =A9*A10

=A9/A10

The sum formula is best used when adding a column or a row of figures. It can be
accessed on the ribbon under formulas (sigma button – autosum) or it can be
accessed when using the function keyboard.

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If you want to add up several figures that are not adjacent to each other it is
better to use + (as in the first example).

Other simple formulae:

 Maximum
 Minimum
 Average (Mean)
 Median

SAVING YOUR WORKBOOKS

You can choose to save your workbooks on either the iPad or in the Cloud on
OneDrive. If you save your workbooks to the iPad they can be moved to the Cloud
later on if you need to share these with your teacher.

Office 365 will autosave your work.

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EXERCISE ONE

Fill in the blank with the correct word from the word bank below.

Use each word once only.

A program that can be used to perform calculations, analyse and present

data. Includes tools for organizing, managing, sorting and retrieving data
_______________ and testing "what if” statements. The chart feature displays numerical data
as a graph.
The vertical divisions in a spreadsheet. They are named with an alphabetical
_______________
letter.

_______________ To choose the direction of the page when it prints out. (Horizontal =
Landscape; Vertical = Portrait). Portrait is the default setting.
_______________ A box formed by the intersection of a row and column.

_______________ A cell surrounded by a black border. Data can only be entered into an active
cell.
_______________ Information stored in a spreadsheet.

_______________ The horizontal divisions in a spreadsheet. They are named with a number.

_______________ The term for a number in a spreadsheet. These can be added, subtracted,
multiplied or divided.
_______________ A mathematical equation that will calculate a result. All formulas in Excel
start with =
_______________ A pre-set formula. The name of the function will tell Excel what to do. E.g.
SUM adds together data in selected cells.

_______________ The formula bar shows the data contained in the active cell and is located at
the top of the worksheet next to the Name Box.
_______________ The term given to the words entered on a spreadsheet. They usually name a
column.

_______________ A1 is an example of a _________ ___________. You can get to this quickly

by pressing Ctrl, Home.

_______________ A group of cells that have been selected (highlighted).

_______________ The term given to the way the document is formatted to print.

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_______________ The working of mathematical equations. Formulas are usually used in
spreadsheets and allow the computer to automatically perform these.

_______________ A visual representation of the data displayed in a spreadsheet.

_______________ This is next to the formula bar and shows the cell address (or name) of the
active cell.

_______________ A single sheet in a workbook. By default, Excel starts with three sheets in
each spreadsheet.

_______________ A spreadsheet file created in Excel.

_______________ The strip of buttons and icons located at the top of the work area.

_______________ To highlight a cell or range of cells in a worksheet.

Column Row Spreadsheet Label

Value Calculate Cell Address Cell
Orientation Chart Page Set Up Function
Active Cell Data Formula Worksheet
Name Box Formula Bar Range Select
Ribbon Workbook

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 LET’S PRACTISE

EXERCISE TWO

Jack and Jill

1. Log on to your course on Blackboard. Go to Course Documents, Excel, Learning

Materials.

2. Open the file Jack and Jill Semester.xls and save it either in OneDrive or on your
iPad.

You will be adding formulae and reformatting the information so that is

presented in a better way.

Each file in Excel is called a “workbook” and each page is called a

“worksheet”. Each sheet can be renamed so that it is easy to locate
information.

At the moment, page 1 has an Income Statement in it, and page 2 has the
Statement of Financial Position (Balance Sheet).

INCOME STATEMENT

1. Double Tap on “Page 1”. Rename the page “Income Statement”.

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 2. Select cells A1 to F1. Merge and centre the heading “Jack and Jill”.

3. Select cells A2 to F2. Merge and centre the heading “Income Statement”.

4. Select cells A3 to F3. Merge and centre the heading “for the year ended 31
March 2019”.

5. Format the headings ‘Jack and Jill’, ‘Income Statement’ and ‘for the year ended
31 March 2019 as:

 Bold

 Size 14 point

 Red colour

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 6. Insert a row above the $ signs. Tap on the 4 for row 4, on the contextual
menu tap on insert above.

7. Format the text in cells A8 (GROSS PROFIT) and A29 (PROFIT FOR THE
YEAR) to be bold.

8. In cell F8, write a formula to calculate the Gross Profit. Double tap in F8, choose
the Function keyboard. Type = and then?? Enter when you have the answer.

9. Calculate the Total Income in cell F11.

10. Use the autosum formula in cell E18 to calculate the total distribution costs.

Double tap on cell E18. Tap on the sigma button on the function keyboard.
Then select the range D15 to D17, enter.

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11. Use the autosum formula in cell E24 to calculate the total administrative
expenses.

12. In cell F25 use a formula to calculate the total for distribution costs and
administrative expenses.

13. In cell F26 use a formula to calculate the operating profit before interest.

14. Use a formula in cell F29 to calculate the Profit for the Year.

15. Insert bottom borders in cell D17.

16. Insert bottom borders in cells D23 and E24.

17. Insert bottom borders in cells F7, F10, and F25.

18. Insert a top and bottom border in cell F29.

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 19. Use a yellow fill colour in cell F29.

20. Centre and bold the dollar signs in cells D5, E5 and F5.

21. See if you can add a $ sign to F29 – DO NOT TYPE IT. You are changing the
cell formatting. CLUE: Go to Number formatting.

22. The formatting you have chosen has added the $ sign but also made formatted the
amount to two decimal places. Click on the next to the format you chose
and see if you can change this back to 0 decimal places. This will be covered later in
Exercise Three if you can’t work it out now.

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STATEMENT OF FINANCIAL POSITION (BALANCE SHEET)

Double tap on Page 2 of the workbook.

1. Rename the Page 2 worksheet ‘Balance Sheet’.

2. Select cells A1 to G1. Merge and centre the heading.

3. Select cells A2 to G2. Merge and centre the heading.

4. Select cells A3 to G3. Merge s and centre the heading.

5. Format the headings ‘Jack and Jill’, ‘Balance Sheet’ and ‘as at 31 March 2019’
as:

 Bold
 Size 14 point
 Green colour

6. In cell F8 use a formula to calculate the total current assets. Think about the
most appropriate formula.

7. In cell F13 use a formula to calculate the total non-current assets. Again, think
about the formula you will use.

8. In cell G14 use a formula to calculate the total assets.

9. In cell F18 use a formula to calculate the total current liabilities.

10. In cell F21 use a formula to calculate the total non-current liabilities.

11. In cell G22 use a formula to calculate the total liabilities.

12. Insert bottom borders in cells E7, E12, E17 and E20.

13. Insert bottom border in cells F13 and F21.

14. Use a formula to calculate the net assets in G23. Insert a top and bottom border
in this cell.

15. Use a formula in cell G26 to make the Equity the same as G23. Insert a top and
bottom border in this cell.

16. Format cells A14, A22, A23 and A25 to bold.

17. Add a $ sign to G23 and G26 – DO NOT TYPE IT. You are changing the cell
formatting. Also format to 0 decimal places. Add yellow fill to both of these cells.

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EXERCISE THREE

Student Marks

1 Download the file Student Marks.xls from Blackboard (Course Documents,

Excel, Learning Materials).

2 Merge and centre cells A1 to E1. Format the heading to Arial, bold, size 22.

3 Format the rest of the data to Tahoma, size 10.

4 Format cells B3:E4 so that the headings will be right-aligned over the data.

5 Bold the headings and possible marks in rows 3 and 4 bold.

6 Make the following cell range bold: A11 to E13.

7 Adjust the column width of column A so that you can see all the data. Double
tap on the A at the top of the column and it will automatically increase.

8 In cell D5, enter a formula to add values in B5 and C5.

9 Now fill in the same formula in cells D6 to D9. Close the keyboard before you
start. Tap on cell D5. The contextual menu will appear. Tap on Fill. As you
want to fill down, drag the down arrow to D9.

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10 Format the cells E5 to E9 to display the numbers as percentages. Change the
number formatting using the ribbon on the Home tab. Tap on the
to change the number of decimal places to 0. (The default is 2 decimal
places).

11 In cell E5 enter the formula =D5/D4.

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12 Fill the formula in cell E5 down to cell E9.

Oh no, what has happened? The formula has been copied as a relative reference,
not as an absolute reference. Tap on each cell from E5 to E9 to see what has
happened. Look at the formula bar.

It is obvious that the other formulae are incorrect. This is because Excel is dividing
by the number to the left and above of the first number which is not correct.

To correct this we need to give cell D4 an absolute reference so that each score
will be divided by whatever number is in D4.

13 Go to cell E5 and edit the formula in the formula bar to: = D5/$D$4, then fill the
formula down. See how Excel has now calculated the percentages accurately.

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14 Insert a row before the students’ names. Tap on the 5 for row 5, on the
contextual menu tap on insert above.

15 In cell B12 enter a formula that will find you the highest value in column B.
Tap on B12, tap on the Formulas ribbon, tap on AutoSum, choose Max,
check the cell range does not include B4, enter.

16 Fill the formula in B12 across to E12.

17 In cell B13 enter a formula that will find you the lowest value in column B. Check
the cell range.

18 Fill the formula in B13 across to E13.

19 In cell B14 enter a formula that will find you the average value in column B.

20 Fill the formula in B14 across to E14.

21 Format the cells E12 to E14 to display the numbers as percentages and 0
decimal places.

22 Apply light grey shading to cells A12:E12.

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EXERCISE FOUR

Sally’s Budget

1. Download the file Sally’s Budget.xls from Blackboard (Course Documents,

Excel, Learning Materials).
2. Rename sheet 1 as Christmas.
3. Format the main heading to bold and font size 12. Merge and centre over the
table i.e. from A1 to F1.
4. Insert a row above row 2.
5. Select cells A4 to A18 to format the row headings. Make the row headings
bold.
6. Select column A by tapping on the A. Choose Autofit from the contextual
menu.
7. Select cells C3 to F3 to format the column headings. Make the column
headings bold and right-aligned. Double-tap on columns C, D and E to autofit
the month headings.
8. Select cells C8 to F8. Add a top and bottom border.
9. Select cells C16 to F16. Add a top and bottom border.
10. Select cells C18 to F18. Add a top and bottom border.
11. Calculate the totals for each type of income (allowance, diary job and
waitress) - use AutoSum. Remember to use the fill function to copy formulas –
don’t keep using AutoSum. You are adding up each row.
12. Calculate the Total Income for each month and the total column - use
AutoSum. Remember to use the fill function to copy formulas – don’t keep
using AutoSum. You are adding up each column.
13. Check that the Total Income is the same adding down and across.
You can do this by selecting the cells C8:E8 and looking at the bottom right hand
corner of the worksheet and you will see the sum of these cells. Is it the same as the
sum you calculated in F8?
14. Repeat 11 to 13 for the expenses.
15. Calculate the Balance for October. Total Income – Total Expenses.
Remember to use fill from the contextual menu to copy the formula across.

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16. Format all of the figures:
a. Select the figures C5:F18
b. Ensure you have selected the Home tab.
c. Go to Number Formatting and choose:
i. Number
ii. Click on the i: see the default is 2 decimal places.
iii. Turn the separator on.
iv. Choose the black number with brackets for all negative
numbers.

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17. Tap on the B in column B. Delete this column (choose delete from the
contextual menu) so that we can make a chart.
18. Copy the following into Sheet 2 so that we can create a Chart:
a. Sally’s Budget – copy into Row 1 on Sheet 2.
i. Tap on the heading, choose Copy from the contextual menu.

ii. Go to Sheet 2, tap on A1, choose Paste from the contextual

menu.

b. Months – Row 3 – copy Row 3 from Christmas into Row 2 on Sheet 2.

c. Total Income – Row 8 – copy Row 8 from Christmas into Row 3 on
Sheet 2.
When you post the figures, you will get #REF!!.

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 Tap on the paste icon and choose Paste, Values.

d. Total Expenses – Row 16 – copy Row 16 from Christmas into Row 4

on Sheet 2. Paste Values.
e. Balance – Row 18 – copy Row 18 from Christmas into Row 5 on Sheet
2. Paste Values.

19. Select the data on Sheet 2 (from A1 to E5).

20. Tap on the Insert tab, then tap on Recommended. Choose the first chart.

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21. Double tap on the Chart Title and change to Sally’s Budget. Tap on the Home
tab so that you can bold the heading.
22. Tap on the Chart tab (it appeared next to View once when we inserted the
chart), then Elements, Axis Titles.

23. Choose Axis Titles – Primary Vertical. “Axis Title” will appear for you to edit it
to “$”.
24. Tap on Styles and scroll through, choose one you like. The suggested
solution is the first one with the black background.
25. If you don’t want the gridlines, go to Elements, choose Gridlines and untick
Primary Major Horizontal.
26. Rename Sheet 2, “Chart of Christmas Budget”.

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GOALS CHECKLIST - ARE YOU ABLE TO DO
THE FOLLOWING?

1 Describe the purpose of a spreadsheet

2 Describe the parts of a spreadsheet

3 Understand how to use basic formulas and functions

4 Format the data in the spreadsheet

5 Understand the difference between absolute and relative cell

referencing

6 Create a simple chart from given data

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