Module 4 -

Spreadsheets
(Using Microsoft Excel XP)

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 1
 Using the
Application

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 2
 First Steps with Spreadsheets

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 Open (and close) a spreadsheet
application.
• Starting Excel using the Windows Start menu
– Click on the Start icon to display the Start menu and then
move the mouse pointer onto All Programs.
– From the sub-menu select Microsoft Excel.

• Closing Excel
– From the File menu, select Exit
– OR press Alt+F4
– OR click on the Excel Close icon (top-right of the Excel
program window)

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 4
 Open one, several spreadsheets.

• You can select and open files one at a time, or

your can open many files at the same time.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 5
Create a new spreadsheet (default
template).
• Click on the New icon located within the Standard
toolbar (or press Ctrl+N).
– A new workbook will be displayed on your screen.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 6
Save a spreadsheet to a location on a
drive.
• Click on the Save icon and you will see the Save
As dialog box.

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Save a spreadsheet under another
name.
• Click on the File drop down menu and then select
the Save As command.
– The Save As dialog box will be displayed.
• Enter the new file name in the File name text box
• Click on the Save button.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 8
Save a spreadsheet in another file type such as:
text file, HTML, template, software specific file
extension, version number.

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Switch between worksheets, open
spreadsheets.

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 Use available Help functions.

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 Close a spreadsheet.
• From the File menu, select Close.

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 Adjust Settings

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 Use magnification/zoom tool.

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 Display or hide built-in toolbars.

• Select the Toolbars command

from the View menu to display
the Toolbars drop down menu

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Freeze, unfreeze row and/or column
titles.
• To Freeze Panes
– From the Window menu, select Freeze Panes.
• To Unfreeze Panes
– From the Window menu, select Unfreeze Panes.

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 Modify basic options/preferences in the
application: user name, default directory/ folder to
open, save spreadsheets.

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 Cells

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 Insert Data

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Enter a number, a date, text in a cell.

• Entering text and numbers

– Click on a cell and type

• Entering today's date

– Enter the date into a cell B2 by pressing Ctrl+;

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 Select Cells

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Select a cell, range of adjacent cells,
range of non-adjacent cells, entire
worksheet.
• Make sure that you know how:
– To select a cell
– To select non-adjacent cells
– To select a range of cells by dragging the mouse
– To select a range of adjacent cells (making up a rectangular
block)
– To select an entire worksheet
– To select several worksheets
– To select all worksheets

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Select a row, range of adjacent rows,
range of non-adjacent rows.
• Make sure that you know how:
– To select a row
– To select a range of adjacent rows
– To select a range of non-adjacent rows

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Select a column, range of adjacent
columns, range of non-adjacent
columns.
• Make sure that you know how:
– To select a column
– To select a range of adjacent columns
– To select a range of non-adjacent columns

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 Rows and Columns

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Insert rows, columns in a worksheet.
• To insert a row into a worksheet
– Select the row you want to move down when the new row is
inserted above it.
– Right click over the selected row(s) to display a pop-up menu.
– Select Insert.

• To insert a column into a worksheet

– Select the column you want to move to the right when the new
row is inserted.
– Right click over the selected column(s) to display a pop-up
menu.
– Select Insert.

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 Delete rows and columns in a
worksheet
• Select the row(s) or column(s) you
wish to delete.
• Right click on a selected row or
column and choose Delete from the
pop-up menu.

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Modify column widths and row heights.

• To change the width of a column

– Find the right-hand border of the column you wish to change
and follow it to the top of the worksheet into the area of the
column heading. When the mouse pointer is moved in this
area, it changes to a thick crosshair.
– Click on the right-hand column heading border and drag the
mouse to the left to reduce the column, or to the right to
increase the column size.
• To change the height of a row
– Select the row(s) you wish to change.
– From the Format menu, select Row and choose Height from
the Format Row menu. Enter the value you want (from 0-409)
in the Row Height text box.

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 Edit Data

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 Insert additional cell content,
replace existing cell content.
• You can edit existing text
within a cell or select it and
overtype it

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 Use the undo, redo command.

• To undo a command
– Click the Undo icon on the Standard toolbar
– OR select Undo from the Edit menu
– OR press Ctrl+Z.

• To redo a command
– Click the Redo icon on the Standard toolbar.

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 Duplicate, Move, Delete

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 Duplicate the content of a cell,
cell range within a worksheet, between
worksheets, between open spreadsheets.
• Use the normal Windows
Clipboard copy and paste
techniques.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 33
Use the autofill tool/copy handle tool to
copy, increment data entries.

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 Move cell range contents, entire row(s),
entire column(s) within a worksheet, between
worksheets, between open spreadsheets.
• Use the normal
Windows Clipboard cut
and paste techniques.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 35
 Delete cell contents.

• To delete the contents

of a cell or range
– Select the cell or range that
you want to delete.
– Press the Delete key.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 36
 Search and Replace

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 Use the search command for
specific content in a worksheet.

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 Use the replace command for
specific content in a worksheet.

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 Sort Data

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Sort a cell range by one criterion in ascending,
descending numeric order, ascending,
descending alphabetic order.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 41
 Worksheets

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 Handling Worksheets

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 43
 Insert a new worksheet.

• Right click on the worksheet that you wish to

insert a new worksheet in front of.
• From the popup menu displayed, select
Insert, as illustrated.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 44
 Rename a worksheet.

• Right click on the worksheet tab that you wish to

rename. From the popup menu displayed select
the Rename command.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 45
 Delete a worksheet.

• Click on the relevant worksheet tab with the right-

hand mouse button.
• Select Delete from the popup menu displayed.

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 46
Duplicate a worksheet within a spreadsheet
or between open spreadsheets.

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Move a worksheet within a spreadsheet
or between open spreadsheets.

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 Formulas and
Functions

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 Arithmetic Formulas

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Generate formulas using cell references and
arithmetic operators (addition, subtraction,
multiplication, division).
• To enter formulas into the worksheet cell
– Place the cursor in the cell where the formula will appear.
– Enter an = (equal) sign.
– Enter the expression that will produce the result you want.
This can consist of operands, values, variables, and symbols
which represent mathematical procedures such as A5+E5.

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Recognise and understand standard
error values associated with using
formulas.
• Understand the common error messages!

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 Cell Referencing

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 Understand and use relative, mixed,
absolute cell referencing in formulas.
• Use the dollar symbol ($) to indicate absolute
addressing

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 54
 Working with Functions

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 55
Generate formulas using sum, average,
minimum, maximum, count, functions.
• AVERAGE
• COLUMNS
• COUNT
• MAX
• MIN
• ROUND
• SUM

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 56
Generate formulas using the logical function
if (yielding one of two specified values)
• Excel has a number of functions that allow us to
evaluate values and make decisions based on the
result of the evaluation. The IF( ) Function is one
of these.

• IF( ) Syntax
– The format (Syntax) of the IF( ) function is as follows:
– IF(Logical_test, Action_if_true, Action_if_false)

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 57
 Formatting

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 Numbers/Dates

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Format cells to display numbers to a specific
number of decimal places, to display numbers
with, without commas to indicate thousands.
• Use the icons in the Formatting toolbar

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Format cells to display a date style.

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Format cells to display a currency
symbol.

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Format cells to display numbers as
percentages.

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 Contents

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 Change cell content appearance:
font sizes, font types.

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Apply formatting to cell contents such as:
bold, italic, underline, double underline.

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Apply different colours to cell content,
cell background.

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 Copy the formatting from a cell,
cell range to another cell, cell range.
• To copy formatting using the Format Painter.
– Select some text that has been previous formatted.
– Click on the Format Painter icon. You will notice that the
mouse pointer shape has changed to the shape of a small
painting brush.
– Select the text that you wish to copy the formatting to, and
when you release the mouse button you will see that the
formatting applied to the first block of text has been copied to
the newly selected text.

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Apply text wrapping to contents within
a cell.

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 Alignment Border Effects

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 Align contents in a cell range:
left, center, right; top and, bottom.

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 Centre a title over a cell range.

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 Adjust cell content orientation.

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Add border effects to a cell, cell range.

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 Charts / Graphs

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 Using Charts/Graphs

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Create different types of charts/graphs from
spreadsheet data: column chart, bar chart,
line chart, pie chart.

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 Add a title or label to a chart/graph.
Remove a title or label from a chart/graph.

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Change the background colour in a
chart/graph.

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 Change the column, bar, line,
pie slice colours in a chart/graph.

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 Change the chart/graph type.

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Duplicate, move charts/graphs within a
worksheet, between open spreadsheets.
• Use the normal Windows Copy and Paste
techniques

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 Resize, delete charts/graphs.

• To re-size a chart
– Move the mouse to one of the corner selection handles (the
small square black boxes) and drag and drop. The chart is re-
sized in the same way that any graphic is re-sized within the
Microsoft suite of applications.

• To delete a chart
– Click on the chart you wish to delete to select it and press
Delete. The chart will be deleted.

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 Prepare Outputs

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 Worksheet Setup

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 Change worksheet margins: top,
bottom, left, right

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 Change worksheet orientation:
Portrait, landscape. Change paper size.

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Adjust page setup to fit worksheet contents
on one page, on a specific number of pages.

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Add, modify text in Headers, Footers in a
worksheet.

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Insert fields: page numbering information,
date, time, file name, worksheet name into
headers

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 Preparation

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 91
 Understand the importance of checking
spreadsheet calculations and text before
distribution.
• Always check your work prior to sending it to
someone else!
– Do not assume that Excel knows what you mean.
• If you enter the wrong data, then Excel will use this data and
produce incorrect information.
• You must ALWAYS check your spelling and do a rough check that
the calculations performed by Excel are as you intended!

© 2004 Cheltenham Courseware Ltd. ECDL Syllabus 4 Module Four Using XP - Slide No 92
 Preview a worksheet.

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Turn on, off display of gridlines, display of
row and column headings for printing
purposes.

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Apply automatic title row(s) printing on
every page of a printed worksheet.

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 Printing

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 Print a cell range from a worksheet,
an entire worksheet, number of copies of a
worksheet, the entire spreadsheet, a selected
chart.

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