Exercise sheet

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Exercise sheet

© All Rights Reserved

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Objective

Understanding MS Excel environment and its important commands.

Step 1 - Launch Excel - Automatically a workbook opens. An Excel workbook is made of several

sheets. Unless you have changed the default setting you will have three sheets.

Step 2 - Changing the name of the worksheets - Each sheet is a full spreadsheet. Having a workbook

with multiple sheets allows you to easily establish relationships from one sheet to another.

The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom,

and type the new name.

Step 3 - Inserting additional worksheets - If you need additional worksheets, go to the Insert menu

and select Worksheet. It will be placed before the selected sheet.

Renaming the worksheet can also be accomplished by right-clicking the tab containing sheet names.

Step 4 - Cells - Rectangles in a spreadsheet are called a cell. Cells are designated by the column and

row in which it is located. By default, the top left cell, A1, is highlighted.

Hold down the Shift key, then hit the Return/Enter key to move up to the row above

Hit the Tab key to move over to the column to the right

Hold down the Shift key, hit the Tab key to move back to the column to the left

Use the arrow keys to move up, down, left, or right.

Step 5 - Recognizing cursor styles - There are four common cursor styles used in Excel.

multiple cells with this cursor, or

click in a cell to select the single

cell

to fill cell contents into cells

below or to the right.

selected cell to any other cell.

the Formula bar so that you can

edit an equation or function.

Step 6 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If

data is already in the cell it will be replaced without having to cut or delete the previous data.

Using an Excel worksheet - Entering and Editing Data

Step 1 - Cell data - Things that can be entered into a cell:

numbers

words

equations, formulas or functions

fill color

images (although they are actually on top of a cell, not in it)

Step 2 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If

data is already in the cell it will be replaced without you having to cut or delete the previous data. A

review is available on how to move from cell to cell.

Step 3 - Format data - Once information has been entered into a cell, you might want to change

something about the way the information is displayed. To do that, make sure the cell you want to

format is selected and go to the Format menu. Select Cells... The number I entered repeats infinitely,

but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. From

the following pop-up box select Format Cells...

Step 4 - Using formatting buttons - There are several toolbar buttons which allow one-click

formatting. To illustrate I entered the same number in four cells, with the formatting I plan to use for

each cell.

In cell B1 I selected the Percent button

I selected the Increase Decimal button for cell C1

The Decrease Decimal button was used to format cell D1

These four actions produced the following result:

As you can see, the Percent button simply multiples by 100 and attaches the % sign. Care must be

exercised in using this button properly.

Step 5 - Other formatting options - The Format toolbar includes several formatting options which

can be applied to information entered into a cell.

If you need a review of these options, go back to the Formatting toolbar module.

Step 6 - Editing entered data - If incorrect information has been entered into a cell, one easy way to

edit that is to click on the cell and enter the correct information. You do not need to highlight or delete.

Typing replaces whatever is in the cell.

If you do not want to replace the data, but simply need to correct some part of it, move your cursor into

the Formula bar

When your cursor turns into an I-Beam, click and edit within the formula bar.

Experiment 2

Objective

Using Equations and creating graphs in MS Excel.

Step 1 - Preparing to enter an equation - You are ready to build your own function (an equation).

There is a single keystroke that informs Excel of your intention. Press the equal key (=). If you can

write the equation, Excel can perform the calculation. This module will deal with four simple

functions; add, subtract, multiply and divide.

Step 2 - Writing an addition equation - If you were to state the process for adding the numbers in

column B it would be "six plus three." The equation could be written exactly like that (=6+3) and

Excel would display the expected answer, 9. However that equation would be useless if the numbers in

either B2 or B3 were changed. When writing your own equation, use cell addresses.

=B2+B3

When writing the equation, clicking in cell B2 displays B2 in the equation. If you have written the

equation correctly you may accept it by pressing the Enter/Return key or by clicking on the green

check mark. If you change your mind, click on the red X to cancel the operation.

Step 3. Writing other simple functions - Symbols for the four basic mathematical functions are:

addition +

subtraction multiplication *

division /

Step 4. Task - Prepare a worksheet with the data displayed under Step 1. Enter the proper equation

under each set of two numbers. Do not look at step 5.

Step 6. Combining functions - If you can write the equation, Excel can perform the math. To

illustrate this we will write an equation which will add several numbers, divide to get an average, and

then take a percentage of that number to provide a weighted component of an equation used to average

grades.

Scenario: Bill took three tests scoring 88, 76, and 58. The average of his tests counts as half of Bill's

grade. What number value has Bill achieved toward his term grade?

Reference

Step 1 - Review percent - Before showing how to calculate percent with Excel, let's review how to

calculate percent.

A number divided by a second number and multiplied by 100 expresses what percent the first number

is of the second number. If you do not multiply by 100 you have the decimal equivalent of percent.

Step 2 - Writing a percent equation for only two numbers- Solve the following: 2 is what percent of

8?

Now that you are sure you remember the process for calculating percent, use an Excel worksheet to

perform the calculations.

Step 3. Writing a percent equation for a column of numbers accompanied by a sum. - Data from

the ice cream survey will be used to illustrate how to calculate percentage.

Task: Determine what percent 6 is of 24 by putting the equation into cell C2 of a worksheet similar to

the one above.

Step 4. Auto Fill and problems associated with it - You probably remember a discussion of Auto Fill

on a previous module. That is a convenient way to place information in several cells at the same time.

That might sound like a very good way to fill the equation into cells C3 through C9. For instructive

purposes we will do that now to see the problem it causes.

Oops! Something wrong there. The problem was caused by the way the equation was written. The

equation B2/B10 says, "take the first cell in this equation and divide it by the cell 8 spaces below." The

reason that none of the other equations work is that there is nothing in the cell 8 spaces below any of

the cells from B3 to B10. We must find a way of telling Excel to use call B10 to divide by for each of

the other 8 equations.

Step 5. Absolute Cell Reference - You tell Excel to use one specific cell, and never move to another

relative location in the calculations by using "absolute cell reference." To specify the cell, place a

dollar sign before the column letter and before the row number. Thus, $B$10 says always use cell B10.

Lets go back to the worksheet and re-write the equation in C2.

Notice the answer has not changed. If we were writing only this one equation, we wasted time using

absolute cell reference. The real benefit of this equation will be seen when you fill down into cells C3

through C10.

Step 6. Fill the equation down into the cells below - As soon as you fill this equation with an

absolute cell reference down into cells C3 through C10, the percentages are instantly calculated. Only

one more task remains.

Step 7. Format the cells - Unless you need five decimal places, I suggest formatting cells C2 through

C10, the highlighted range above, so that one decimal place is displayed.

Right-click on the highlighted range of cells, and select Format Cells...

In the category list select Number, and in the Decimal places: box use the down arrow to choose 1.

Step 1 - Launch Excel - If Excel is already open on your workstation open a new Excel

workbook, There are three ways to do that.

1. Go to the Standard toolbar and click on the New Workbook button.

2. Go to the File menu and select New.

3. Use a keyboard combination: on a Macintosh use Command + N and on a Windows computer use

Ctrl + N

Step 2 - Enter the data to be graphed. For the purpose of this lesson you will use data from a

Favorite Fruit Survey. Enter it as you see below:

Step 3 - Highlight data to be graphed. Do not include the row with heading titles, only the names of

fruit and the numbers. If your worksheet looks like the one above; put your cursor in call A2, click

hold the mouse button down and drag to cell B7. Highlighted data should look like the image below:

Note: Cell A2 is selected, the select color extends around the cell

Step 4 - Select the Chart Wizard. That is done by going to the Insert menu and selecting Chart. You

can also click on the Chart Wizard button on the Standard toolbar.

Step 5 - From the Chart Wizard box that opens select Chart type. For this activity, I selected pie.

After you have selected the Chart type, click and hold your mouse pointer down on the Press and

Hold... button to see what your data looks like in the chart type you selected. If you do not like the

look, select another chart type. After you have selected the chart type you will have two options:

Select Next and let Chart Wizard show you a series of options to make changes to your chart.

Select Finish and Chart Wizard puts your completed chart on the spreadsheet.

The second step taken by Chart Wizard is to verify the range of data being used for this chart. The Data

range displayed below is read "all cells from A2 to B7."

Notice where the cursor is located in the dialog box above. It is pointing to the small box at the end of

the line where the Data range is displayed. If the data range should be changed, click on the box the

cursor is pointing to.

The dialog box shrinks allowing you to see your entire spreadsheet. You can edit the data range in this

small window. When you are finished, click the same box at the end to restore the window.

Select Next to go to the dialog box below. This box allows you to add a title to the chart, make changes

on the legend, or make changes on the data labels.

Select Next to move to the final dialog box which allows you to see the chart as a new sheet or place it on one of

If you let the Chart Wizard finish your chart after the first dialog box, or work through each of the four steps, your

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