Moving around
Personal Expenses Exercise
Changing cell widths by dragging
Changing cell widths automatically
Formulas with numbers
Formulas with Cell references
Inserting Cell References Automatically
Personal Expenses Exercise
The Sum Function
The AutoSum button
Personal Expenses 2 Exercise
Accessing other built-in Functions
Average Function.
Max and Min Function
If/Then Function.
The Count Functions
PMT Function
Groceries Exercise
International Academy Exercise
Cut and copy.
Click and Drag.
Dragging Exercise
Inserting a new Row
Deleting a row or Column.
Absolute and Relative Cell references
Personal Income Exercise
Berry Pickers Exercise
Centering across Columns
Word colour and Cell colours.
Vertical Adjustment within rows
Wrapping text within a cell.
Number Formats.
Deleting Rows and Columns
Car Expenses Exercise
Sorting
Garage Sale Exercise
Lookup Function
Harrys Bar Date and Time exercise
Minute
Now
Using Sheets
Extra Exercises
Run a macro from a button
Run a macro from a Toolbar
Charting
Georges Chocolate Sales Exercise
Create a custom number format
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Page 2
Overview
A spreadsheet is similar to a giant table with the borders extending practically to
infinity. The spreadsheet that appears on your screen will be similar to that below.
Type in words, formulas or
numbers here
The toolbars
Letters
count the
Columns
Numbers
Use the
scroll bars
to move
around
count the
Rows
Click on a cell
to highlight it
Moving around
1. Open up a new spreadsheet and click your cursor in the cell B2, as seen in the
following picture.
2. Note that the cell reference,
(B2) is seen in the Left-hand corner.
3. Type 1 into the cell and press the Enter key
You can move around the spreadsheet by either clicking on the cell with your
mouse cursor, or, by using the arrow keys on the keyboard.
Numbers will
appear on the Right
hand side of the
cell
This is a
Highlighted cell
Note that the text is on the left-hand side of the cell and the numbers are on the
right hand side of the cell.
Page 3
$
Hold Left
button down
to copy
1. First click on the cell B2 where your 1 is, to place the box around the cell.
2. Click and hold your Left mouse button down on the drag handle in the
bottom right of the cell and drag across to H2, 1s will be copied across the
page.
3. Highlight the new cells that have been added (C2 to H2) and press
the Delete key on the keyboard to delete them out again. We
should be back to the 1,2,3 again from the first lesson.
To do this the computer needs to know by how much you want the numbers to
increase. For example do you want them to go: 1,2,3, or 1,3,5 or 1,5,9, (increasing
by 4).
1. Highlight the 2 and 3 from the first lesson.
2. Click and hold with your Left mouse button on the Drag Handle and drag
down the page to B11.
3. The numbers will increase down the page to 10.
4. Practice using other number series. In C2 type 2 and in C3 type 7. Mark both
cells and drag down to C11.
5. What happens if you use 8 and 3?
6. What happens if you drag Up the page
7. What happens if you drag Right or Left across the page?
Page 4
Type the
number
you want
the series
to increase
by here
6. Highlight the numbers again and then use 3 in the Step Value window.
Not only are numbers copied across cells but some words can be copied as well.
Type the words below and then pull them down the sheet using the drag handle.
Try also using Qtr 1, and 1st Group
Page 5
3. For the words under Month type Jan into A4 and drag down to fill down.
4. For the numbers under Income type 2120 into B4 and drag down to copy.
5. For the numbers under Expenditure type 1900 into C4 and drag down to
copy. Then with the cells still marked go: Edit and Fill and Series, and set the
Step Value: to 5.
6. Mark the cells A3 to D3. Click on the Bold, and Centre buttons.
7. Click on A10, and then click the Bold and Right Buttons.
8. Mark the cells A4 to A9 and click the Right
Button
9. Read the section below to set the cell widths
10.Then save the spreadsheet by going File, and Save
as.
11.In the File Name field type your name Personal
Expenses. Eg: John Personal Expenses. We will
use this exercise in later lessons.
You will have noticed that some cells in the exercise above are wider than other
cells. The width of the cells can be set in a number of ways.
Page 6
Formulas
Formulas are calculations created on the spreadsheets. Formulas range in
complexity from the easy ones below to extremely complicated formulas.
Use the following buttons to create mathematical symbols in the spreadsheet:
+
/
*
%
=
to add
to subtract
to divide
to multiply (to make this hold down the
Shift key and press the 8)
to make a percentage (Shift and 5)
to make equals
1
2
3
4
5
6
7
8
B
=(3+4)/5
=3+4/5
=3+(4/5)
=(3+4)*5
=3+4*5
=3+(4*5)
=(3-4)/5
=3-4/5
2. Note how the differences in the answers depend on the order of the
symbols
Type in here
4. Click on the Tick, or press Enter. This will place the answer into cell F2.
5. Using the above steps type the formula =C2+D2/E2 into the cell F3
6. Using the above steps type the formula =C2+(D2/E2) into the cell F4
Page 7
Page 8
Functions
A function is a pre set formula used by the spreadsheet to perform calculations.
The most common function used is the SUM function.
Page 9
Page 10
Average Function.
Imagine that you want to know the average amount of money you pay each month
for your total finance expenses.
The Average function can answer your question for you.
1. Using the exercise Personal Expenses 2, in Cell A12 type the heading
Average Expenses per month
2. Click In Cell A13 and click on the Function button to open the Function
window, and click on Average and OK.
3. The next screen asks for the range of the cells that you want to average.
Highlight the Total Finance row, without including the total in F11.
4. Click OK and note that the formula will be entered into A13 as you have
already given this cell the focus.
5. Click Finish. Note that the decimal points are not set. Format the answer as
Currency by clicking the $ Button on the tool bar
1. Using the exercise Personal Expenses 2, in Cell A14 type the Heading
Maximum Expenses per month
2. Click In Cell A15 and using the Function window choose Max and click OK.
Page 11
If/Then Function.
Using this function you can set a one cell to show different values, such as words
or numbers, if another cell is true or false. The function uses three parts, If
something happens, Then do something, Otherwise do something else.
For example if the Total finance spent for six months is greater than 5351, you
can make a warning appear that reads Warning! Over Budget otherwise it would
say Under Budget.
This would be written as:
IF(G10>5351, Warning! Over Budget, OK, Under Budget)
If G10 is
greater than
5351
In English, the above function says if G10 is greater than 5351, then put Warning!
Over Budget, otherwise put OK, Under Budget. This function can be great fun
and is worth learning to use. So gather your courage and do the following:
1. Using
the
exercise
Personal Expenses 2,
click in A18 and using the
Function window choose
IF and click OK
2. Type in the 3 fields as
shown left, remembering
to include the marks
around the words.
3. Click OK
Note that quote marks are only needed with text, if you replace the words with
numbers, there is no need to use the quote marks.
Change some cells to see if it works. Try the If statement using other words,
numbers and fields.
Count Blank, and Count If, are two other functions that are also very useful.
Count Blank, will count the empty cells, and Count If will count cells that match a
set criteria.
PMT Function
Excel has a built-in function for computing loan payments called PMT. The
different fields to complete are:
Rate the interest rate for the period in which
you're interested, divided by 12 months for
example one year at 10%, is 10% divided by 12 or
.0083 for Rate.
Nper - the number of periods you have to pay.
(For example, if you get a four-year car loan and
make monthly payments, your loan has 4x12 (or
48) periods. You would enter 48 into the formula
for Nper.
Pv - the present value or amount of the loan, - how much the loan is taken out
for.
Fv - the future value of the loan (this will be 0 if you intend to pay the loan off),
Type and the type of payment to be made (this is 0 if your payments begin at the
end of the month you get the loan; 1 if the payments begin immediately when you
get the loan -- 0 is the most common option here).
An exercise using this function will come on another sheet.
Groceries Exercise
Using the formulas we have covered above create and
complete the Groceries Bill shown left.
The formulas we will use are:
Sum, Max, Min, and Average.
Save with your name and Groceries.
Page 13
Dragging Exercise
On a new spreadsheet, create the table below anywhere. Using cut and paste, and
Drag, rearrange all the years in consecutive order from 1995 to 1999.
Below is an example where multiplying the Gross wages by the Tax, gives the
Tax Paid. Here if you drag the formula from C7 to H7 the equation will not
operate, as the tax cell B4 will also change. To prevent the formula changing the
cell B4 must be locked into place to prevent it changing when the formula is
dragged.
1. Type in the Spreadsheet below onto a new page and save it as Your name
Personal Income
Use
AutoSum
Note that the formula operates only in C7 but not in any other cell. In the other
cells the B4 in the formula has changed to C4, or D4, or E4 etc all of which are
empty cells. These are Relative Cell references, as they change relative to the
cell.
To lock the cell reference B4 into the formula type a $ before the cell reference,
so in the C7 formula we will replace B4 with $B$4. This creates an Absolute Cell
Reference, a cell reference that will not change.
1. In C7 type in the $ before the B and 4 and
drag over the old formula to copy to H7.
2. Use Auto Sum to total the Tax Paid range.
Page 16
You will need to write a simple formula to calculate the Candles Net Income.
This formula will subtract the Tax and GST from the Gross wages. How will you
do it? Another formula is needed to achieve the total Net income in row 15.
Use Auto Sum for the Total Column.
Some cells in the I column in particular may change to look like #####. This
means that the numbers are too big for the cell, and they cannot be viewed in the
cell. To fix this click and hold your left mouse button down on the line between
the Column letters and drag the line to the right to widen the cell, or double click
on the cell border line.
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Page 18
Formatting Cells
There are many presentation techniques that can be used on your spreadsheet to
make it easy on the eye.
Some of these are the following, be sure to experiment with the techniques used
and investigate any others we have not covered in this section.
Type in the following spreadsheet outlining our clients car expenses and save as
Your Name Car Expenses.
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Note that the heading is now centred within the row, and centred across the
selection of the columns.
Using the Font window in the same Format cells screen, make the font size of
the heading 14, and the font Times New Roman.
1. Click on C5 and in the formula bar add the words Vic and click the tick.
Note that Vic is not shown on the Spreadsheet.
2. Open the Format Cells Window and again click on the Alignment tab. Click
on Wrap Text, and click OK.
3. Using Wrap Text, wrap the words Unexpected Expenses so they are in the
same cell.
4. Use the Centre button (left) from the toolbar to centre the text within the cell.
Page 20
Number Formats.
The numbers themselves can be formatted as
either, general, currency, percentage etc, using
the same Format Cells window.
1. Mark the cells C6 to G6 containing the
numbers. Open the Format Cells window,
click on the Number tab and then click
Currency.
2. Click in the Negative numbers in Red field
to show deficits in red. Note that you can set
the decimal places if wished (however they
are set correctly for currency already)
3. Investigate the other formats available,
Currency, Percentage and General are the
most common ones, and we will use others
later in the manual.
Combining all we have learnt so far create the spreadsheet below using the Car
expenses spreadsheet as the basis for your new sheet. This spreadsheet breaks
down the yearly expenses into monthly and weekly totals so our client can set
aside a budget for the car. All the new fields can be dragged to save time.
In B7 create a
formula to divide
the Registration by
the 12 months of
the year.
In B8 divide B6 by 52 weeks. Drag both across to the G column.
Set the cells black and the letters white where shown.
Mark the entire table and use the Border options in the Format Cells window
to set the double line around the table.
Page 21
Sorting
Sorting data on a sheet is very easy to do. Click on the first cell of the column you
want sorted and click on the Sort Ascending, or Sort Descending, buttons on the
toolbar.
Multiple columns can be sorted at once. Highlight the columns you want to sort
and then go: Data, from the Menu, and click on Sort. Choose the fields you want
sorted.
Page 22
Lookup Function
Imagine you want to type a number or word into your spreadsheet and
immediately have a related number or word available.
Using Excel you can look up a table containing the information you want and call
down another value in that table.
For example:
George needs to know how many days there are in each month so he can calculate
his income as he works out his spreadsheet. To achieve this he has made two
columns containing the months of the year, and how many days in the month.
Do the following:
1. In cell A1 type in Jan and drag down until you have the first six
months.
2. In cell B1 type in the number of days for each month.
3. Now for this function to operate you must sort the months
alphabetically so click on cell A1 and click the Sort button
(The first column must always be sorted). Note that the second column also
changes to stay the same as the first once they are sorted.
4. Below the Monthly table, create the spreadsheet shown
5. In B11 we are going to place the Look Up formula that will read the month
from B10 (Jan), then look up the table (A1:A6) and display the days
from (B1:B6).
6. Click in B11 and
find the Look Up
Function using the
Function Button.
7. Type in the values
shown in the three
windows. We are
going to look up
B10, read the
month in that cell,
then find the
month in the range A1:A6. The day will be found in the range B1:B6.
8. Click OK if the Formula result = 31, otherwise check your input and correct.
Page 23
9. If you drag the formula from B11 to G11 the values will change as the cell
references are Relative. You must make them all Absolute except for B10 .
How will you do that?
10. Create the Daily Income fields as well and save as Look-Up exercise.
Page 24
Using Sheets
In Excel there are a number of sheets, like pages, that you can use at once. By
clicking on a Sheet Tab you can move between the sheets, and easily rename,
add, or delete sheets.
In this exercise we are going to use the sheets to create a multi-sheet expenses
book.
1. We need a total of 4 worksheets in our workbook, so to add another
sheet to the Workbook Right Click on a Sheet tab and choose Insert,
click on Worksheet, and click OK. A new sheet will be added called
Sheet 4. (Note that if you have an earlier version of Excel there will
already be sufficient sheets visible).
2. Then we must rename the sheets to be used. Click with your Right
Mouse button on Sheet1. Click on Rename and call the sheet Vehicle
Expenses.
3. Rename Sheet2 to Van 1, Sheet 3 to Van 2, and Sheet 4 to Car 1.
4. Reorder the sheets so Vehicle Expenses is first by Clicking
on the Vehicle Expenses tab and holding down the Left
Mouse button. Drag the Vehicle Expenses tab to the left to
move the tab.
5. On Car 1 sheet, create the spreadsheet below. Use a formula for Total, and
Cost per km.
6. Copy the spreadsheet to Van 1 and Van 2 sheets and change the numbers as
shown.
Car 1
Van 1
Van 2
Page 25
9. Complete the fields copying from the Van and Car sheets back to the main
sheet.
10. Complete the Total fields with formulas.
11. Using this system individual
records can be maintained
for each vehicle. Change
some of the numbers for the
vehicles on their individual
sheets and note the changes
to the main sheet.
Save as Sheets exercise
Page 26
Extra Exercises
! Run the macro again to move the data to column E, and then create a second
macro, called Return to return the column back to the original position.
! Using the Add operation under Paste Special, create a macro that adds the
numbers in column C to a new column in F. Each time you run this macro the
numbers in F will increase by the numbers in E.
3. In the Assign Macro window click on the macro you want the button to run, in
this case the Move macro and then click OK.
4. Resizing and moving the button is easiest if you click on the Select Objects
arrow on the Drawing toolbar before attempting to work with the button.
This will prevent you accidentally starting the macro.
5. With the Select Objects
button on, double click on the button to change
the Font, Format and Colour of the text.
6. Create a button for both the Move and the Return Macros and size them
together in a suitable place.
Once created the button can be edited to meet your needs. Use Change
Button Image to select another picture, or more
creatively use Edit Button Image to edit the picture on
the button.
These features are available for any button whenever the
Customise window is open.
Page 28
Charting
One of the most important and enjoyable tools
in Excel is the charting tool. There are a
myriad variety of charts available, we will
practice making a simple chart then use more
advanced methods later.
1. Open the File Charting from S:Artfiles /
Computer Exercise / Excel.
2. The table below will be found under
Exercise 1 (If you dont have access to the
table type it in.)
3. Highlight the Arrivals and Departures
columns (B3 toC14) including both
headings
4.
11.
toolbar.
Page 29
12.
Use a text box to make a place in the bottom right of your chart with your
name in it.
Page 31