HIGHBURY COLLEGE, PORTSMOUTH

Staff Development:

Ros Krieger

Creating ILT materials using Excel 2000

Contents
Creating ILT materials using Excel 2000............................................................3 Creating Hyperlinks ................................................................................................. 3 To websites............................................................................................................. 3 To files..................................................................................................................... 3 Within spreadsheet.............................................................................................. 3 Creating comments ................................................................................................... 4 Creating Self-marking Exercises...........................................................................5 Exercises where the answer has to be keyed in............................................5 Exercises using Form Controls...........................................................................5 Exercise 1: where the answer has to be keyed in..........................................6 Exercise 2: where the answer has to be selected label pictures...........8 Exercise 3: where the answer has to be selected multichoice tests. .10 Using Slider Controls.............................................................................................. 14 Exercise 1: using scroll bars to demonstrate hot water usage.................14

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000 Creating Hyperlinks

To websites find the website and copy/paste the URL (address) into your document press - this converts it to a hyperlink to edit the hyperlink or the text displayed: highlight the hyperlink and select Insert menu, Hyperlink or right click and select Hyperlink, Edit Hyperlink the following menu appears carry out the actions you require

To files select Insert menu, hyperlink, browse File. locate file required, double click, then as above

Within spreadsheet select select select select Insert menu, hyperlink, browse File. Place in This Document Sheet required or enter cell reference

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000 Creating comments

Useful for hints, instructions, feedback: 1. Enter the heading for your comments
Click on Tools menu, Options, General tab, enter heading in User name: box

2. Adding a comment

Click on cell Click on Insert menu, Comment Enter text required Close Comment cell has red top right corner

3. Editing/Deleting a comment

Click on comment Use right click to get the short cut menu this offers you edit or delete comment as options

4. Displaying comments The default is for comments to display when the cursor hovers over them. Comments can be displayed all the time.
Click on Tools menu, Options, View tab, Comment & indicator

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000 Creating Self-marking Exercises

Exercises where the answer has to be keyed in Prepare as follows: create a spreadsheet with instructions, questions, answers and a section for feedback (results and comments) name the sheet exercises create a copy of this sheet and change its name to answers delete the answers in the exercises sheet in the feedback section of the answers sheet use the If function to check the students answer with your correct answer e.g. =IF(B7=exercises!B7,"Well done - Correct answer", Wrong answer - Try again") in the feedback section of the exercises sheet pick up your comments (remember to allow for a null field meaning no answer) e.g. IF(B7="","",answers!F7) hide the answers sheet
Format menu, Sheet, Hide

Tools menu, Options, View tab

remove gridlines, row and column headings, sheet tabs - optional

protect the sheet so that only the content of the answer cells can be changed optional unlock the cells which will contain answers
Format menu, Cells, Protection Tab

Tools menu, Protection, Protect Sheet, All

protect the whole worksheet

Exercises using Form Controls For details see the Learning Technologies booklet called: Using Microsoft Office to Create Interactive Learning Materials Excel

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000 Exercises - Creating Self-marking Exercises
Exercise 1: where the answer has to be keyed in Part 1: set up questions start a new worksheet show the drawing toolbar create a text box to cover A1:G3; change the fill colour to light turquoise and enter Instructions: enter the data below: 5 6 7 8 A B C D E F G Question 1 Calculate the answers for the following: 6 x 8 = 7 x 5 = 8 x 2 = H Results

Note: you will need to enter apostrophe in front of equals adjust the width of: columns A, G to 9; B:E to 3; F to 5; H to 20 change the fill colour of A5:G5 to Light yellow change the fill colour of F6:F8 to light turquoise change the fill colour of H5:H8 to Rose in F6 enter the formula to calculate the answer copy this formula into F7:F8 name the sheet: exercise Part 2: set up marking make a copy of this sheet to appear after it; name the copy answer
Edit menu; Move or Copy Sheet..., make sure you tick Create a copy box

in the answer sheet enter the IF function in H6 which will check the students answer

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

copy this function to H7:H8 return to the exercise sheet and delete the formulae in F6:F8 in the exercise sheet enter the IF function in H6 which will display your comments when the question has been answered copy this function to H7:H8

Part 3: tidying up for student use delete unused sheets (2 and 3) hide answer sheet in exercise sheet remove gridlines, row and column headings, sheet tabs unlock answer cells protect sheet

Using this exercise with different input values in the answer sheet instead of copying the values for each question set up a cell link e.g. B6 contains =exercise!B6; D8 contains =exercise!D8 you can now change the numbers used in columns B and D in your exercise and the answer will automatically be updated

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

Exercise 2: where the answer has to be selected label pictures Part 1: pick-up file copy the file in Common:/ILT Champions/ Resources/ILT materials/highbury to your home drive delete sheet 3 and name sheet 1 exercise, sheet 2 answers

Part 2: set up answers and marking in the answers sheet: enter the possible answers for each label 1 2 3 4 5 6 A 1 2 3 4 5 6 B Choose answer City Centre Main Campus Unicorn Centre Northarbour Centre Apex Centre

in A7, enter: Answers copy B2:B6 into A8:A12 (this will make it easier when we come to marking the answers)

in the exercise sheet, set up the Combo boxes: display the Forms Toolbar select Combo box and draw a box to cover cell C4 select Control properties (or right click on box and select Format control from the shortcut menu) and complete the Control Tab using the answers sheet Input range contains the list of answers Cell link contains the answer chosen by the learner Drop down lines is the number of answers in the list (+1 for top dummy) copy the Combo box into cell F15 and change the cell link in the Format Control to B9 repeat for D7, A15, D22 changing the cell links to B10, B11, B12 in the answers sheet, mark the answers: in C8, enter the IF function which will mark the answer copy this into C9:C12

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

in the exercise sheet, display comment: in D4 use the IF function to check to see if the question has been answered and display the relevant comment you will not be able to copy this and will have to put a new IF function in F16, D8, B15, D23

Part 3: reset answers in the exercise sheet: draw a button in the middle of C25:D26 (Forms Toolbar) in the Assign Macro Window enter a Macro name: Reset and select Macros in: This Workbook, select Record in the record Macro window select OK record macro by changing each answer selected in B8:B12 in the answers sheet to 1 make sure you click back into the exercise sheet before you select stop recording change the label on the button in the exercise sheet to Reset highlight the feedback cells D4, F16, D8, B15, D23 in the exercise sheet (hold down Ctrl and click) and change the border to a thick red line (Format menu, Cells, Border) change the fill colour of the whole sheet to light yellow remove gridlines, row and column headings, sheet tabs protect the exercise sheet

Part 4: tidy up for student use

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

Exercise 3: where the answer has to be selected multichoice tests Part 1: set up questions (To save time copy the file in Common:/ILT Champions/ Resources/ILT materials/choose example to your home drive) start a new spreadsheet book delete sheet 3 and name sheet 1 questions, sheet 2 answers we are going to use only 4 columns so adjust the column widths: column A B C D content question number question answer feedback width 9 45 10 25

carry out the following in the questions sheet

show the drawing toolbar create a text box to cover A1:C3 change the fill colour to light turquoise in A4 enter: Question 1: in B4 enter: What is the current VAT rate? carry out the following in the answers sheet enter the following data A 4 5 Question 1 6 7 B C D Actual Correct Answers Answer Result E Actual Message F Possible Messages correct answer - well done! wrong answer - try again! choose your answer

Part 2: set up answers and marking in the answers sheet: enter the possible answers to question 1 5 6 7 8 9 B answer 1 15% 12.5% 17.5% 25%

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

in the questions sheet display the Forms Toolbar select Combo box and draw a box to cover cell C4 select properties (or right click on box and select Format control from the shortcut menu) and complete the Control Tab using the answers sheet Input range contains your possible answers Cell link contains the answer given by the learner Drop down lines is the number of answers in the list (+1 for top dummy) in the answers sheet: indicate correct answer enter * in column C against the correct answer (C8) in C10 use the Match function to find out which is the correct answer in D10 use the IF function to do this (1 correct, 0 incorrect)

in the answers sheet: score the answer

in the answers sheet: pick up feedback comment in E10 use the IF function to do this use absolute references on the comment cells so the function can be copied for questions 2, 3 etc in D4 use the IF function to check to see if the question has been answered and display the relevant comment

in the questions sheet: display comment

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000

Part 3: add a new question in the questions sheet: copy question 1
highlight A4:D4, copy, click on A5, paste

change A5 to question 2; B5 to What is the current standard rate of income tax? in the answers sheet: copy answer 1
highlight A5:E10, copy, click on A12, paste

change A12 to question 2; B12:B16 to answer 2, 10%, 22%, 23%, 40% and move asterisk in column C to the correct answer (from C15 to C14) in the questions sheet: change the controls for the Combo box and cell addresses in column D, Feedback
highlight Combo box for question 2, right click, select Format Control, Control tab and alter the Input range and Cell link to pick up the cells for question 2 click on D5 formula, change B11 to B17, E11 to E17

repeat this process for each question

Part 4: score test in the answers sheet: total the score at the end of the test, C20 for our example, enter total score in D20 enter the SUM function to do this =SUM(D5:D19) in A20 enter the number of questions =COUNTA(A5:A19) in E20 calculate the percentage =D20/A20 and format to % format in B10 enter: Your score is: (right align) in C10 pick up result =answers!E20 in the questions sheet: draw a button in A10 (Forms Toolbar) in the Assign Macro Window enter a Macro name: Reset and select Macros in: This Workbook, select Record in the record Macro window select OK record macro by changing each picked up answer in Column B of the answers sheet to 1 make sure you click back into the questions sheet before you select stop recording change the label on the button in the questions sheet to Reset
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in the questions sheet: display the score

Part 5: reset answers

Ros Krieger, ILT Champion, Highbury College Portsmouth

Creating ILT materials using Excel 2000

Part 6: tidy up for student use expand the row height of your questions (e.g. rows 4 10) to 30 change the vertical alignment of the cells A4:D10 to top
Format menu, Cells, Alignment tab, etc

change fill colours (e.g. questions in A and B tan, answers in column C in light turquoise, Feedback in column D in Rose, final score in row 10 in turquoise) delete any unused sheets it wont work if you hide or protect the answers sheet but you can hide columns within it, hide columns A to F remove gridlines, row and column headings, sheet tabs protect the questions sheet

Ros Krieger, ILT Champion, Highbury College Portsmouth

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Creating ILT materials using Excel 2000 Using Slider Controls

For details see the Learning Technologies booklet called: Using Microsoft Office to Create Interactive Learning Materials Excel The difference between spinners and scroll bars is explained on page 10, how to use them is explained on page 25 Exercise 1: using scroll bars to demonstrate hot water usage Part 1: pick-up file copy the file in: Common:/ILT Champions/ Resources/ILT materials/water data to your home drive

Part 2: set up scroll bars in the Model sheet, set up the scroll bars display the Forms Toolbar select Scroll bar and draw a horizontal box to cover C5 select Control properties (or right click on box and select Format control from the shortcut menu) and complete the Format Object tab (see page 26 of Using Microsoft Office to Create Interactive Learning Materials Excel booklet for details) repeat for C6:C8 using the following parameters Current Minimum Maximum Incremental Page Cell value value value change change link bath 0 0 4 1 1 B5 shower 0 0 10 1 1 B6 washing machine 0 0 3 1 1 B7 basin 0 0 20 1 1 B8 Part 3: carry out calculations in the Calculations sheet, calculate the amount of water used in C2, pick up the tank capacity from the Models sheet =Model!B3 in C4, calculate the water usage for baths =Model!B5*B4 copy this formula into C5:C7
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Ros Krieger, ILT Champion, Highbury College Portsmouth

Creating ILT materials using Excel 2000

in C8, work out the amount used =C2-SUM(C4:C7) in D8, display a message if the tank is empty
=IF(C8<0,Water has run cold,)

in A10, in the Model sheet, pick up this message

=Calculations!D8

Part 4: illustrate the results in the Calculations sheet, draw a cylinder chart using the data A4:A8, C4:C8 and the following options: chart sub-type: stacked column with a cylindrical shape data range: series in rows chart options: o Axes tab: remove Category X and Value Z axes o Gridlines tab: remove Value Z major gridlines o Data labels tab: show values place chart: as object in Models sheet format the Walls so that None is selected for Border and Area format the Floor so that None is selected for Border and Area change the colours of the darker segments so that the values are more clearly visible position the chart so it covers D1:H10 Part 5: tidy up for student use in the Models sheet in A10 change: the font size to 18 points, Bold; the font colour to red change the row height of rows 1-10 to 25 change the fill colour of the sheet to ivory change the chart so that: o the legend font is Comic Sans MS 10 o the Chart Area and Legend have no Borders and an Area colour of ivory

in the Calculations sheet hide the sheet in the Models sheet unlock B3 so that the tank capacity may be altered remove row and column headings and sheet tabs protect the worksheet

Ros Krieger, ILT Champion, Highbury College Portsmouth

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