EXERCISE 1: CREATING A SPREADSHEET
OBJECTIVES: _____________________________________
Open an Existing Spreadsheet.
Create a new workbook.
Move around the worksheet using the mouse and keyboard.
Open/Close a template.
Add, edit, delete and re-name worksheets.
EXAMPLES:___________________________________________________
Column and row Active Column Active Range
headings change cell header cell selection
colour to indicate
active cell
Row
header
Active cell and column and row headings Multiple cell selection
Fill pointer - appears when the pointer is positioned over
the fill handle (cross) on the bottom-right corner of the
selected cell(s)
Used for copying the active cell contents to one or more
adjacent cells.
Move pointer - appears when the pointer is moved to any
edge of the selected cell(s).
Used to drag cell contents around the sheet. Can also be
used to make a single copy of the cell contents in a non-
adjacent cell.
TASKS:_______________________________________________________
1. Open an existing spreadsheet
Open exercise 1: Creating a Worksheet.
2. Move around the worksheet using the keyboard only
Use the arrows on the keyboard.
3. Move around the keyboard using the mouse only
Left click on the required cell.
4. Edit a worksheet
Click on cell C10 and enter 100.
5. Move around the worksheet using the scroll function
Use the scroll arrow to scroll down the worksheet to cell C55.
6. Use the keyboard to return to top of worksheet
Press Ctrl & Home on the keyboard to return to column A.
7. Select cells with the mouse
Left click on cell A2.
8. Highlight cells using the mouse
Select cell A2, Hold down the shift key at A2 and click on A10.
9. Highlight cells using the keyboard
Select cell A2, press shift key and use the down arrow to highlight cells
as far as A10.
10. Use the fill pointer to copy figures
Fill rows A6-E6 with the number 5, click on cell A6, enter 5, drag the fill
pointer from cell A6 to E6 and release.
11. Use the fill pointer to enter the days of the week
Type Monday into cell A14, click on cell A14 and drag the fill pointer to
cell G14.
12. Use the fill pointer to enter the months of the year
Type January in cell A15, click on cell A15 and drag the fill pointer to
L15.
13. Use the shortcut formula for todays date
Click on any cell in the spreadsheet, type =today()
14. Use the shortcut formula for the correct time
Click on any cell in the spreadsheet, type =now()
15. Delete workbooks
Right click on sheet 2, delete. Right click on sheet 3, delete.
16. Re-name worksheet
Right click on sheet 1, rename as test.
EXERCISE 2: FORMATTING
OBJECTIVES:_________________________________________
__
Effectively use the formatting toolbar, change font, add colour, adjust
size
Align cells
Apply cell borders
Merge and unmerge cells
Copy cell formats
Clear cell contents of formats
Adding comments
EXAMPLES:__________________________________________________
New Save Permissio Spelling Cut Format RedoAutoSum Sort Insert Help Show
ns Painter Descending Chart Buttons
Open Email Print Print ResearchCopy Paste Undo
Insert Sort Drawing Zoom
Preview Hyperlin Ascendin
Standard toolbar k g
Font Font Size Italic Align Currency Comma Decrease Highlight Font
Decimal Color
Bold Underlin Merge and CenterPercent IncreaseIndent Borders Show
e Decimal Buttons
Formatting toolbar
EXAMPLES:__________________________________________
_________
1. Open exercise: Format Expense form. (Test Sheet)
2. Reduce the view of the document
On the toolbar click view, zoom, reduce to 80%
3. Merge cells
Click on cell A2 and drag mouse to I2, click merge on the format
toolbar
4. Centre merged cells
Highlight merged cells A2-I2, on the format toolbar click centre align
5. Highlight cells
Click on merged cells A2-I2, on the format toolbar fill colour yellow
6. Increase text font
Highlight merged cells A2-I2, on the format toolbar bold heading and
increase font to size 16
7. Create a border
Highlight cells A9-I9, on the format toolbar click all borders
8. Extend border
Highlight range A10-A20 & I10 I20, on the format toolbar click all
borders
9. Align title headings
Highlight cells B9-I9, format, cells, alignment, orientation, 24 degrees
10. Change font colour
Highlight cells A24&A25, change font colour to red and bold font
11. Bold and Italic font
Highlight cells A3-A6, use the format toolbar to bold and italic
12. Bold, underline and align
Highlight cell A21, use the format toolbar to bold, underline and align to
right
13. Adding Comments
Click on cell A24, right click, select insert comment. A text box
appears, type Financial Controller into the text box.
14. Edit Comments
Click on cell A24, right click, select edit comment. Type Head of
Department.
TASKS:______________________________________________
__
Insert a new worksheet.
Re-name the new worksheet Format Exercise.
Type the days of the week, Monday Friday in Row A1 G1.
Format cells A1 G1 as follows:
- Change font size to 16
- Change font style to Comic San MS
- Change font colour to red
- Bold Font
- Apply full border to cells
- Align text to the centre of the cells
Type months of the year, January December in cells A10 L10.
Format cells as follows:
- Change font size to 20
- Change font style to Century Gothic
- Italic & underline font
- Apply the colour blue to the cell background
- Align text to the right of the cells
Insert a comment box to cell A10 and type 2009 in the textbox
EXERCISE 3: COMPARING WORKSHEETS & WORKBOOKS
OBJECTIVES:_________________________________________
__
View multiple worksheets at the same time.
Open a second workbook without closing the first workbook.
View both workbooks at once and switch between worksheets to edit
data.
EXAMPLES:__________________________________________
_________
15. Open exercise 3: Comparing Worksheets.
16. To activate multiple worksheets:
You need to select the worksheets you want to appear. Worksheet one is already
selected as an open window. Select sheet two, click on window on the format
toolbar, select new window. Go to sheet three, click on window on the format
toolbar. The three sheets you want to view are now selected.
17. To view selected worksheets together:
On the standard toolbar, click, window, arrange, tiled.
18. To view a second workbook without closing the first one:
From the file menu, select open, select exercise 2 formatting. On the
standard toolbar click windows, arrange, tiled, click ok.
19. To return to the one worksheet
Click on the worksheet you want to close, this will activate the sheet.
Using the close button on the top right hand corner select x.
TASKS:______________________________________________
_____
1. Open Exercise 3: Comparing Worksheets.
2. View the three worksheets together in horizontal view.
3. Close worksheets one and three.
EXERCISE 4: FORMULAS
OBJECTIVES:__________________________________________________
Effectively use the formula bar
Create basic formulas
Use the keyboard and mouse to enter formulas
Effectively use the autosum function
Use relative and absolute cell references
How to change the currency symbol
EXAMPLES:___________________________________________________
What is a formula in Excel?
A formula is a calculation designed to produce a particular result. A formula is
started in Excel by entering = in a cell.
AutoSum
The above autosum function is found on the formatting toolbar.
Function Description Example
+ Add =A1+A2
- Subtract =A1-A2
* Multiply =A1*A2
/ Divide =A1/A2
SUM Total of values =SUM(A1:A20)
AVERAGE Average of =AVERAGE(A1:A20
values )
Cell reference Transfer data =A1
Cell references
Formula Cell Numeric Worksheet Range
Formula indicator
indicator reference constant function brackets
Arithmetic
operator
Precedence Arithmetic Range
brackets operators reference
Element Description
= Begins a formula. Without the = sign, formula entries will be treated as text.
The + or - signs may be used in place of = if the next element is a cell
reference, but not if it is a function name. For example, +A1 / B1.
Brackets ( ) Used to denote precedence in calculating sections of the formula, and to
enclose function arguments.
Cell reference A location on the sheet containing a value to work with. Storing values in
cells rather than in the formula makes a spreadsheet much easier to
maintain.
Arithmetic + Add
operators - Subtract
* Multiply
/ Divide
% Calculate a percentage
EXAMPLES:___________________________________________________
CAR SALES 2008 SPREADSHEET
1. Calculate totals using the autosum function on the toolbar
Click on cell N6, Total car sales for VW Polos, select the autom sum,
ensure cells B6-M6 are highlighted and press return
2. Calculate totals
Using the autosum function calculate the total number of care sales for
January, select cell B19 and press autosum on the format toolbar
3. Copy formulas
Copy the totals formula from VW Polos right down to Nissan Primera
Select cell N6, Use the mouse filter and drag to N18, press return
4. Copy formulas
Copy the totals formula for each month
Select cell B19, drag fill pointer to M19 and press return
5. Enter a formula
Calculate the total number of car sales for the first quarter,
Select cell B24, type formula =(B19+C19+D19) and press return
6. Calculate the totals for the 2nd, 3rd and 4th Quarters
Select cell, enter = sign and manually type cell reference or use the
mouse to click on each cell reference
7. Link formulas
The total car sales for 2008 is show in two cells N19 and B22
Select cell B22, enter formula =(N19) and press return
EXAMPLES:________________________________________________
___
COSTINGS
1. Use the date formula
Select cell A1, type formula =today()
2. Use the time formula
Select cell A2, type formula =now()
3. Use absolute Cell Reference
Convert the euro figures in cells B6-B18 into sterling figures using cell
H2 as the absolute cell reference. Click on cell C6, enter formula
=(B6*H2F4) Please note that this is the F4 key at the top of the
keyboard
4. Copy formulas with absolute cell reference
Select cell C6 and using the auto filter drag to cell C18
5. Use autosum to calculate totals
Calculate the total euro prices in cell B19 & C19, select cells and click
on autosum on the toolbar
TASKS:___________________________________________________
Insert new worksheet, re-name worksheet Linking Totals.
In cell A1 type Car Sales 2008, merge this heading with cell B1.
Type the following in the below cells:
- Cell A2 = 1st Quarter Totals
- Cell A3 = 2nd Quarter Totals
- Cell A4 = 3rd Quarter Totals
- Cell A5 = 4th Quarter Totals
In cell A8 type the heading Costings
In cell A9 type total euro
In cell A10 type total sterling
Now link the totals.
The totals will be displayed next to each heading in cells A2 A5.
Click where you want the answer to go i.e. Cell B2, type = and then
click on the answer from the Car Sales 2008 worksheet i.e. Cell
B24.
Link the total figures from Costings worksheet into cells B9 & B10 in
the Linking Totals Worksheet.
EXERCISE 5: PAGE SET UP & PASSWORD PROTECT
OBJECTIVES:__________________________________________________
Adjust column rows and sizes
Hide columns and rows
Print preview document
Spell Check document
Password Protect Document
Save document as read only
EXAMPLES:___________________________________________________
1. Open Exercise 5: Household Budget.
2. Before Printing SpellCheck document
Tools, Spelling, Do you want to continue checking spelling click yes.
3. Replace one word with a new word
On the format toolbar select edit, replace, in the box find what type
mortgage and replace with rent, select replace icon.
4. Print Preview document Household Budget
File, Print Preview will show you the layout of the document before
printing.
5. Adjust the row and column sizes to fit the page
File, print preview. Click on the margins icon to show margins, use the
mouse pointer to adjust margins.
6. Hide Rows and Columns
Select row header 3, right click, select hide. To un-hide, select row
header 2&4, right click and select un-hide.
7. Set document to Landscape
In Print Preview, set up, page, tick landscape.
8. Password Protect document
Select Tools on the format toolbar, Protection, Protect Worksheet, tick
Protect Worksheet for contents, objects, scenarios and type password.
9. Save document as read only
File, save as, tools icon, general options, tick read only recommended.
10. Print a range of cells
Select the range of cells you want printed, file, print, print what,
selection, select print.
TASKS:___________________________________________________
Open Household Budget Exercise.
Using the zoom function, reduce to fit screen.
Hide columns January to June.
Spellcheck document.
Replace childcare with school fees.
Set document to print as Portrait.
Password Protect worksheet and use test as the password.
Select rows 4 to 9, print selection.
EXERCISE 6: CHARTS
OBJECTIVES:__________________________________________________
To show numerical data in a chart format.
Create different types of charts, Bar, Column, Line, Area, Pie
Create a chart using chart wizard.
Move and size charts.
Print charts.
EXAMPLES:___________________________________________________
Open Exercise 6: Charts, worksheet 1, 1st Quarter Product Sales.
Create a chart
Highlight cells (A1-A14)-(D1-D14), click on chart wizard on the toolbar
Step1 Chart type
Slect column click next
Step 2 Chart Data Source
Cick next
Step 3 Chart Options
Under Titles:
Chart title = 1st Quarter Product Sales
Category (X) axis = Products
Value (Y) axis = Targets
Click next
Step 4 Chart Location
Select As object in, click finish
TASKS:___________________________________________________
Create a chart for the 2nd quarter sales in worksheet two.
Create a chart for the 3rd quarter sales and place in a new sheet.
Create a chart for the 4th quarter sales in worksheet four.
EXERCISE 7: CREATING HYPERLINKS
A hyperlink is a shortcut that will open a document stored on a network server,
an intranet or the Internet. When you click on the cell that contains the
hyperlink it will open that file.
OBJECTIVES:_________________________________________
__
Create a hyperlink in excel.
How to insert a screen tip for hyperlinks.
Edit an existing hyperlink.
De-activate a hyperlink.
Remove or delete a hyperlink.
TASKS:______________________________________________
________
20. Open exercise 7 : Hyperlinks.
21. To create a hyperlink to a new file:
Right click on the cell your want to set as the hyperlink.
Select hyperlink.
The insert hyperlink box is displayed.
Enter the name of the name of the new document.
On the left column bar click on create new document.
Click on screen tip tab on the top right hand corner.
Type in screen tip box the name of the new document and press ok.
Press ok to insert the hyperlink.
22. To create a hyperlink within the same workbook:
On the standard toolbar, click insert hyperlink,
The Hyperlink box is displayed.
On the right column click on place in this document.
Enter a range in the type the cell reference box OR select one of the
defined names.
Click on the screentip tab on the top right corner.
Insert the name of the hyperlink or comment you want and click ok.
Click ok to insert the hyperlink.
EXERCISE 8: CUSTOM LISTS & DATA SORT
A custom list long or short used can be stored in the Excel memory and used
on a regular basis. This can save time for excel users.
A spreadsheet full of data can be difficult to read or interpret. By sorting data
in ascending / descending order or filtering data this can re-produce the same
information in a more reader friendly format.
OBJECTIVES:_________________________________________
__
Create a custom list.
Sort data in ascending order.
Sort data in descending order.
Filter a list.
EXAMPLES:__________________________________________
_________
Create a custom list.
Open worksheet custom lists, highlight the list of names in column A.
Click on tools, options, custom lists. Press import and ok.
The custom list is now created.
Access the custom list.
Type in any of the names from the custom list. Use the autofill to drag the mouse
down the spreadsheet and fill the remaining names.
Sort data.
Open worksheet sort lists.
Highlight the data, click on the toolbar data sort. The sort function
appears on screen. Sort by appointment time only in ascending order.
Sort data.
Highlight data, click on toolbar data sort. From the sort function on the
screen sort by patients seen by consultant in descending order.
Insert filters.
Open worksheet filter lists.
Highlight the column headings in rows A1-D1.
On the toolbar select data, filter and click on autofilter.
TASKS:______________________________________________
_
Open the workbook Datalist.
Insert auto filters on the column headings.
Use the sort button to order the data in date sequence, the most recent
invoice first.
Sort the data alphabetically by Company.
Sort and display details regarding the Coombe Hospital.
Sort data to show all paid invoices.
Remove the Data filters.
