Microsoft Excel Basics

What you will learn from this lesson:

Explore the workbook window. Navigate through the workbook. reate an Excel worksheet. !se automatic fill. reate formulas. "pen an existing file. reate a chart. #ave your work to a file. $uit Excel.

Starting Excel
1. lick the Start button in the lower%left corner. 2. &osition the mouse pointer on Programs. 3. lick Microsoft Excel.

EXCEL 2000

EXCEL 97

EXPLOR !" #$E EXCEL % !&O%

When you start working in Excel' you begin using a workbook that contains screens called worksheets. (hey are identified as #heet)' #heet*' and so on. +#creens may vary' depending on the "ffice package you have., -s you become more familiar with the available options in Excel' you can customi.e the menus and add buttons to the toolbars. (he most recogni.able difference between a word%processing document and a spreadsheet is that the spreadsheet uses rows and columns because most data entered onto a spreadsheet is numerical and is easier to read' understand' and manipulate when presented in columns. /ere is the initial screen you see when you open Excel.

Use these buttons to add Web links, calculate an AutoSum, add formulas, and sort data. !er es selected cells and then centers te"t in the cell. (he Excel *666 Stan-ar- and ,ormatting toolbars includes buttons for formatting data and cells. (he !ame box indicates which cell is selected. (he ,orm.la box shows the data in the cell. lick the #heet buttons to move from one worksheet to another.

The Chart Wizard helps you create charts.

The Drawin Tool helps you create WordArt and add shapes to worksheets.

Use these buttons to format numerical data.

Col.mn and Ro/ numbers make it easier to know where you are on the worksheet.

#croll bars !se these buttons to keep track of worksheets in a workbook.

#elected cell /andle -uto3ill

MO' !" (RO)!& ! #$E EXCEL %OR*+OO*

(here are a number of ways to move around in a workbook. Moving from one cell to another in Excel is 0uick and easy. (he ways to move from cell to cell include clicking a cell or using the 1o (o command' the scroll bars' the arrow keys' or the /"ME' EN2' &-1E !&' and &-1E 2"WN keys. To Move Within a Worksheet

(o select any cell' click it. 3or example' click cell -). (o move one cell to the right' press #(+' or to move one cell to the left' press S$ ,#4#(+. (o move one cell down' right' up' or left' use the arrow keys. (o move to the uppermost%left cell' (15 press C#RL4$OME. (o move to any cell' on the E-it Menu' click "o #o and then type any cell number +for example' J18,. (o move down in the worksheet' press P("E &O%!. (o move up in the worksheet' press P("E )P. (o move to the first column of the worksheet' press $OME.

To Move From Worksheet to Worksheet

lick the worksheet tabs in the left%bottom area on the worksheet.

CRE(# !" ( %OR*S$EE#

- worksheet is an effective tool for keeping track of all sorts of data. 7ou can track student attendance' books you have read and their authors' a check register' a list of ma8or purchases and the amounts' or student organi.ation trips you have gone on and their dates and costs. 9f students are tracking any type of data' then creating a worksheet can help those students easily manage the information.

Creating a %or0s1eet to Calc.late &ata

- worksheet can also calculate data when you add formulas. 3ormulas in worksheets can save you time by doing many of the tedious calculations involved in record keeping for grades and attendance. 9t can also help you to teach students the relationships between numbers. 3or example' you can show students how much money can be saved in interest if you pay a loan in :; months instead of <* months. 7ou can also keep track of loans' calculate averages for sports teams' determine gas mileage' or perform any other mathematical e0uations.

Create a car 2a3ment calc.lation

- car payment calculation re0uires a fairly simple formula. (his activity illustrates the ease with which you can add formulas to your worksheets. (o calculate the payment' you need a loan amount' the term or length of the loan' and the interest rate. (he following activity teaches you to add a formula to calculate the monthly payment on the car loan. To Calculate a Car Payment 1. "n the ,ile menu' click !e/ and then double%click %or04oo0. 2. 9n cell C2' type Car Payment Schedule and then press E!#ER. 3. (ype the following text in the cells shown in the worksheet below:

5. 3ormat the column width. 6. lick cell &11' and on the ,orm.la toolbar click the E-it ,orm.la button +the = sign,. 7. lick the !ame +ox drop%down list and click PM#' if visible. % Or % lick More ,.nctions' click ,inancial in the ,.nction category' click PM# in the ,.nction name' and then click O*.

7. 9n the Rate window' type D5/12 +interest rate 2> divided by )* months per year,. 8. lick the !2er window and then type D6 +the term of the loan,. 9. lick the P9 window and then type D7 +the principle value,. 10. lick O*. 11. (o change the months of the loan to 25' type 24 in cell &7. 12. (o change the interest rate to 12.6: to demonstrate how the payment changes' type 12.5 in cell &6. (ry several combinations on your own' and see how it works. 13. #ave your work' and close the file.

Creating a %or0s1eet for (tten-ance an"ra-es

7ou can use Excel worksheets to collect and analy.e information' including student records' lesson notes' school activity budgets' and professional organi.ation information' and data. #tudents may use Excel for scientific data' weather 8ournals' financial reports' nutritional diaries' or legislative voting records. Each worksheet can be easily customi.ed and enhanced with graphics and artistic additions. (his lesson teaches you to build a workbook for student attendance and a grade book.

Creating an (tten-ance /or0s1eet

(his activity is easier if you have a set of data available to add to the worksheet. -ny type of information works. (he example worksheet is a student attendance worksheet. (he data used for this worksheet includes student names' student numbers' and dates. To Create a Worksheet and Add Text 1. 2. 3. 5. 6. "pen Microsoft Excel. - new workbook opens. -t the top of the worksheet' right%click the ( +column header, and click ,ormat Cells. "n the !.m4er tab in the Categor3 box' click #ext and then click O*. -t the top of the worksheet' right%click the E +column header, and click ,ormat Cells. "n the !.m4er tab in the Categor3 box' click #ext and then click O*. (his keeps the student numbers in this column exactly as you type them. 7. lick cell (1. lick' hold and drag to select cells (1 through &1. 7. ?ight click within the selected cells and click ,ormat Cells. (he ,ormat Cells dialog box opens. lick on the (lignment tab. 8. 9n the (ext alignment section' click the $ori;ontal< down arrow and select Center. lick the 'ertical< down arrow and select Center. 9. 9n the (ext control section' click the Merge cells check box. 10. lick O*. 11. lick cell (2. lick' hold and drag to select cells (2 through &2 then drag down to select cells (3 through &3. ?elease the mouse button. 12. lick the Merge an- Center button on the ,ormatting (oolbar. 13. lick cell (2. (ype eacher! and your name. &ress Enter. 15. lick cell (3. (ype the class period or sub8ect area. 16. lick cell +7. (ype "ast #ame. 17. lick cell C7. (ype $%rst #ame.

17. lick cell &7. (ype &' +middle initial,. 18. lick cell E7. (ype Student #o. . 19. lick cell (7 and type in the number 1. ?epeat numbering down column - for the total students in class. Note: When you print this sheet these numbers will be the row numbers as in your traditional roll book. 20. lick cell +7 and type a student last name +for example' Jensen,. (he words may not be entirely visible in the selected cell. (he information is still there' and later' you will format the column so you can see all of the information. 21. lick cell C7 or press #(+. (ype a student first name +for example' Cam%lle= 22. lick cell &7 or press #(+. (ype a student middle initial +for example' (, 23. lick cell E7 or press #(+. (ype in the student@s & n.m4er. 25. lick cell +8. (ype the next student@s last name then press the rig1t arro/. 26. (ype the student@s first name' press the rig1t arro/ and type the student@s middle initial. 27. &ress the rig1t arro/ or #a4 and type the st.-ent & n.m4er. 27. ontinue to type each of the names and student numbers for the students in one class. 3or this exercise' enter in data for at least five students. 28. 2ouble%click the S1eet 1 tab in the lower%left corner and type the Class Per%od or Su)*ect. 29. "n the ,ile menu click Sa9e (s<. (he #ave dialog box opens' select the desired location to save the worksheet and then type in file name Attendance Template. To Use Automatic Fill 1. "pen the (tten-ance worksheet if it is not already open. 2. 9n cell ,2' type &onday or &on.. 3. lick and drag the fill handle to select the cells through cell >2. 2o not save your changes. To Add Dates to the Attendance Worksheet 1. lick cell ,2 to select it. 2. (ype the first letter of the day class begins' i.e. M for Monday. &ress the (ab key or right arrow to move to the next cell' "2. omplete the first )> days' cells ,2 through #2 +a traditional roll book contains )> columns per page for recording attendance andAor grades,. 3. lick cell ,3 to select it. (ype the date of class in mm/dd order. 5. With the cell still selected' place the pointer over the fill handle until the pointer turns into a 4 sign. 6. lick and drag the fill handle across the next < cells in the row. Excel automatically fills in the next four dates. 7. lick cell $2 and type in the mmAdd for the beginning of the next week. ?epeat steps <%> to fill in the dates for the next week. 3or this exercise' two weeks will be sufficient. 7. "n the left side of the worksheet' right%click the row : header and click ,ormat Cells. 8. "n the !.m4er tab in the Categor3 box' click &ate. 9. 9n the #32e list' select the date format you want and click O*. -ll the dates change to the selected format. 10. #ave the worksheet. To Adjust Column Widths

7ou may want or need to ad8ust the width of one or more columns in your worksheet in order to allow for better spacing between columns or to maximi.e the available space on the worksheet. 1. When BCCCCCCCD appears in a cell' the cell is too narrow for the data to be displayed. 2. #elect the columns in your worksheet by clicking the ( column header and dragging across to the last column in which you have dates entered. 3. Move the pointer over the border between any two%column headers until the pointer changes to a double arrow. 5. 2ouble%click. (he columns automatically ad8ust the width to the longest text in their respective columns. 6. "n the ,ile menu' click Sa9e (s and type +ttendance in the ,ile name box.

Sorting ,.nctions in Excel

?ecording names and student numbers can be a full%time 8ob. Eust as soon as you have everyone in the correct order' you have a new student whose last name starts with the letter . With Excel' sorting the names by last name' or any other order' is 0uick and easy. !sing Excel' you can track information for each student' and then organi.e it according to importance or category. To Alpha eti!e "ames 1. "pen the (tten-ance worksheet if it is not already open. 2. #elect cells +7 through E7 and then down to the end of the list in col.mn + so that all names and student numbers are selected. 3. "n the &ata menu' click Sort. 5. !nder Sort 43' select Last !ame and then click (scen-ing. 6. !nder #1en 43' select ,irst !ame and then click (scen-ing. 7. !nder #1en 43' select M and then click (scen-ing. 7. lick O*. 8. "n the ,ile menu' click Sa9e. S1ortc.t< "nce the desired cells to sort are selected click the Sort (scen-ing button on the Stan-ar- (oolbar. To Create the Attendance Work ook 1. "pen the (tten-ance /or0s1eet you already created. 2. "n the E-it menu' click Mo9e or Co23 S1eet. 3. 9n the #o 4oo0 dialog box' click ?ne/ 4oo0=. 5. lick the Create a co23 check box. 6. lick O*. - new workbook is created containing a copy of the -ttendance worksheet. 7. #ave the workbook by choosing Sa9e (s@ from the ,ile menu. Name this file: Attendance #$$%&#$$#' 7. "n the E-it menu' click Mo9e or Co23 S1eet. 8. 9n the #o 4oo0< dialog box select (tten-ance 2001A 2002.xls. 9. 9n the +efore s1eet< section select +mo9e to en-= 10. lick the Create a co23 check box. 11. - new worksheet is inserted and identified as 1st Perio- ?2= on the tab.

12. ?epeat steps F through )6 until there is one sheet for each class period. 13. 2ouble%click the tab 1st Perio- ?2= then type 2n- Perio-. ?epeat until all tabs are labeled correctly. #ave the workbook. 15. lick the 2n- Perio- tab then click cell +7 and type the last name of a student in this class period. (ab to C7 and type the first name of the student then tab to &7 and type the M9 of the same student. (ab to E7 and type the student@s 92 number. #ave the workbook. 16. lick the :rd &eriod tab and repeat step G until all student names have been entered. ?epeat until all student names have been entered for each class period. 17. #ave the workbook. Note: 9f you are a self%contained or elementary teacher and teach one group of students you may want to label the tabs by sub8ect area rather than class period +middle and high school labels,.

Pass/or- Protecting t1e %or04oo0

Because this workbook contains sensitive information' you can add a password to the document. When a workbook is password%protected' no one can read or change information in it without using the password. To Pass(ord Protect the Work ook 1. 2. 3. 5. 6. 7. "n the ,ile menu' click Sa9e (s. 9n the Sa9e (s dialog box' on the #ools menu' click "eneral O2tions. 9n the Pass/or- to o2en box' type a password and then click O*. 9n the Reenter 2ass/or- to 2rocee- box' type your password again and then click O*. lick Sa9e. 9f prompted' click Bes to replace the existing file.

+.il-ing a "ra-e +oo0

(he days of the written grade book' while far from gone' are rapidly changing' and educators are taking advantage of the ease of use and power of the worksheet to make tracking student achievement less burdensome. !sing Excel to create and maintain your grade book can save you time and energy and eliminate clerical mistakes. !se Excel to create an electronic grade book to keep track of student achievement and do more sophisticated reporting of student progress. To Create the )rade *ook Worksheet 1. "pen the (tten-ance #em2late workbook. 2. lick the 1st Perio- tab. "n the E-it menu' click Mo9e or Co23 S1eet. 3. 9n the #o 4oo0 dialog box' click ?ne/ 4oo0=. 5. lick the Create a co23 check box. 6. lick O*. - new book opens titled +oo02. 7. #ave the new book and name it "ra-e +oo0. 7. ?ight%click the row 5 header and click nsert. - blank row is inserted. 8. ?epeat step H to add another blank row. (here should be two blank rows inserted. 9. lick cell (1 and type "ra-e +oo0< 1st !ine %ee0s or put your own title.

10. &ress &O%! (RRO% to go to cell (3. (ype the sub8ect area of this class +for example' #cience' English' or Math, and the class period if desired. 11. lick cell )2 and drag to cell )3. ?ight%click within the selected cells and click on ,ormat Cells@. (he ,ormat Cells dialog box opens with the (lignment tab active in the box. 12. 9n the (ext alignment section' click the $ori;ontal< down arrow and select Center. lick the 'ertical< down arrow and select Center. 13. 9n the (ext control section' click the %ra2 #ext and Merge cells check boxes. lick O*. 15. lick cell )2 and type Total Points. 16. lick cell ,5 and drag down to cell ,6. ?ight%click within the selected cells and click on ,ormat Cells@. (he ,ormat Cells dialog box opens with the (lignment tab active in the box. 17. 9n the (ext alignment section' click the $ori;ontal< down arrow and select Center. lick the 'ertical< down arrow and select Center. 17. 9n the (ext control section' click the Merge cells check box. lick O*. 18. lick cell "5 and drag to cell "6. ?ight%click within the selected cells and click on ,ormat Cells@. (he ,ormat Cells dialog box opens with the (lignment tab active in the box. 19. 9n the (ext alignment section' click the $ori;ontal< down arrow and select Center. lick the 'ertical< down arrow and select Center. 20. 9n the (ext control section' click the Merge cells check box. 21. lick the !.m4er tab. 9n the Categor3< box click !.m4er then select the number of &ecimal 2laces< using the upAdown arrows on the right of the box +the default is * decimal places,. lick O*. 22. ?epeat steps ):%)H until cells < and > in each column' , through )' are formatted. +hortcut, lick in cell ,5. "n the E-it menu select Co23 + trl 4 ,. lick in cell "5 and then select Paste + trl 4 I, from the E-it menu. &ress #a4 or the rig1t arro/ key to advance to the next cell and repeat until all cells through )5 are formatted. 23. lick cell '3 and type Avera-e. 25. lick cell E5 and type Possi le Points. 26. Sa9e the grade book worksheet. To Create the )rade *ook Work ook 1. "pen the "ra-e +oo0 worksheet if not already open. 2. "n the E-it menu' click Mo9e or Co23 S1eet. 3. 9n the #o 4oo0 dialog box' click 1rade Book +default has this already selected,. 5. 9n the +efore S1eet dialog box' click ?mo9e to en-=. 6. lick the Create a co23 check box. 7. lick O*. 7. ?epeat steps * through ; until there is one sheet for each class period andAor sub8ect. 8. #ave the workbook. 9. 2ouble%click the tab Csu jectD ?2= then type the next sub8ect andAor class period. ?epeat until all tabs are labeled correctly.

10. hoose Sa9e (s@from the ,ile menu. Name this file: "ra-e +oo0 2001A2002 then click Sa9e. Copy and Paste .rom /ne Work ook to Another Now that you have copied the first grade book worksheet each sub8ectAclass period has a separate worksheet. 7ou must enter the names of the students scheduled in each sub8ectAclass period since each worksheet contains the names of the students in the )st &eriod class +if you teach the same students all day then you will not need to complete this step,. 1. "pen the (tten-ance 2001A2002 workbook or if it is already open' click the (tten-ance 2001A2002 button on the task bar to switch to that worksheet. lick on the *nd &eriod tab. 2. #elect cell +7. &ress the S$ ,# key and then click in the row of column E containing the last student name and student number entered +click the down arrow to scroll down if all names are not visible on the screen,. (hen' release the mouse button. -ll selected cells are highlighted. 3. ?ight%click anywhere in the selected cells area and click Co23. 5. #witch to the "ra-e +oo0 2001A2002 workbook. lick on the tab for the *nd &eriod and select the same number of cells you selected in the (tten-ance 2001A2002 worksheet' starting from cell +7. 6. ?ight%click the selected cells and click Paste. (he names are copied. 7. #ave the 1rade Book. 7. ?epeat steps )%; for each class periodAsub8ect. 8. #ave the 1rade Book. 0nter )rade 1a els in the Work ook 9. 9n cell ,33' type est 1 16,-ct,1.... 10. Move to the next cell in the row and repeat the step with the following column headings +these headings are used later for an example of calculating grades,:

When you are finished' cells ,33<#33 should be filled with the above titles. 11. -d8ust the column widths on the worksheet. 12. #ave your work. 13. (o rotate text and cells' see B,ormatting ro/s an- col.mnsD later in this handout.

Entering an- ,ormatting #itles

!sing titles on the worksheets makes it easier to read and understand the information shown. 7ou can retain the existing styles' create your own styles' or customi.e your own workbook template. (he next exercise illustrates how easy it is to enter and modify font styles and si.es in your worksheet. To 0nter and Format a Title on the Worksheet 1. With the "ra-e +oo0 worksheet open' click cell (1. 2. "n the ,ormatting toolbar' click the ,ont box and then click (rc1itect. 3. "n the ,ormatting toolbar' click the arrow next to the ,ont Si;e box' click 15' and then click +ol-.

,ormatting Ro/s an- Col.mns

-d8usting rows and columns so that the text within them is aligned left' centered' aligned right' or 8ustified is 0uick and easy. #elect the row or column and then use the buttons on the ,ormatting toolbar. ?otating text on a worksheet is useful when you are recording grades and want to clearly label assignments. (his feature allows you to format any cell on your worksheet. 9f you try to rotate merged cells' you may find that only the first letter displays. To 2usti.y Text in 3o(s 1. "n the "ra-e +oo0 worksheet' select cells (2 through E2. 2. "n the ,ormatting toolbar' click Merge an- Center to place text in the center of a single cell or several cells. 3. #elect cells (3 through E3 click Merge an- Center to place text in the center of a single cell or several cells. 5. ?ight%click on the E column heading containing student 92 numbers. 6. "n the ,ormatting toolbar' click (lign Rig1t. To 3otate Text in 3o(s 1. 9n the "ra-e +oo0 worksheet' click cell ,33. 2. "n the ,ormat menu' click Cells +shortcut: right%click and click 3ormat ells or press trl 4 ),. 3. lick the (lignment tab. 5. 2rag the Orientation 4ar to 90J' or type ./ in the &egrees box. 6. lick the +or-er tab and click O.tline and nsi-e. 7. lick O*. (he text and cells are now sideways. 3ormat the column widths. To Chan-e Cell 4ndent 1. #elect cells +7 to the last cell in the column containing a student name. 2. lick ncrease n-ent on the ,ormatting toolbar. lick again. Notice how the selection is now indented. To Complete the Data 0ntry 1. (o fill in the scores for the students' place the cursor in the appropriate cell.

2. (ype in the test' 0ui.' or homework score where appropriate. Enter 100 into cells ,5 through #5. (his will reflect the highest points possible. 3. #ave your work.

$i-ing Col.mns an- Ro/s

/iding columns is an easy way to BfoldD away columns you need but prefer not to see for a particular process. (his is helpful if you want to post test scores and grades on a bulletin board while still protecting student privacy. /iding columns is useful in maintaining complete records in a single file. To 5ide Columns 1. "pen the "ra-e +oo0 workbook if it is not already open. 2. lick the column + header to select the column. 3. "n the ,ormat menu' point to Col.mn and then click $i-e. 5. (o .n1i-e your columns' on the ,ormat menu' point to Col.mn' and click )n1i-e. To 5ide 3o(s 1. "pen the "ra-e +oo0 workbook if it is not already open. 2. #elect the starting row header' row 8E and drag to highlight the names below that you wish to hide. 3. "n the ,ormat menu' point to Ro/s and then click $i-e. 5. (o )n1i-e the rows' on the ,ormat menu point to Ro/s and then click )n1i-e.

(--ing ,orm.las to a %or0s1eet

Earlier in this handout' you added a formula to a worksheet to calculate a car payment. 7ou can also add any formula that you write yourself. -dding formulas to the grade book worksheet increases your productivity by doing the tedious grade averaging for you. (he formulas' once in place' automatically calculate the grades as you type the scores. (he following section teaches you how to add formulas to worksheets. Or-er of O2erations in Excel (here are many formulas that help you calculate or analy.e everything from finances to statistical sampling plans. When you combine several mathematical steps in a formula' they are performed in a specific order. Excel starts calculating from the left to the right according to the following order of operations:

Or-er
) * :

S3m4ol
+, % K

&escri2tion
&arentheses Negative number if used with one operand &ercentage

< > ; H F G

L M and A 4 and % N

Exponentiation Multiplication and division -ddition and subtraction onnects two text values to produce one ontinuous text value

='O'O=' P' P=' OP

omparison operators

3or reference' the omparison "perators are:

= O O= P P= OP

E0ual to Qess than E0ual to or less than 1reater than E0ual to or greater than Not e0ual to

3or examples and meanings of calculation operators in formulas' click "ffice -ssistant and then type -0erators. (--ing ,orm.las to Bo.r %or0s1eet -dding formulas to your grade book allows Excel to do the most difficult part of assigning student grades. 7ou can add formulas that add the point totals' calculate percentages' and assign letter grades. 9t is all done with simple mathematical formulas. 9n order to see the formula work' you must have numbers in the cells representing student points earned on tests' 0ui..es' and assignments. To Add a Formula .or Totals 1. "pen the "ra-e +oo0 if it is not already open. 3irst you want to get a total for the points earned. 2. lick cell )2 and type otal Po%nts. 3. lick cell )5. 5. lick the E-it ,orm.la button +the = sign,. 6. lick the !ame +ox drop%down list and then click S)M. 7. 9n the !.m4er 1 box' type $4! 4 +the colon indicates a series,. 7. lick O*. 8. lick cell )7. 9. lick the E-it ,orm.la button +the = sign,. 10. lick the !ame +ox drop%down list and then click S)M. 11. 9n the !.m4er 1 box' type $7! 7 +the colon indicates a series,. 12. lick O*.

Notice that the formula itself shows in the formula bar when the cell is selected. (o modify or change the formula' simply click in the form.la 4ar' make the changes' and then press E!#ER. 13. 7ou have the total for the points possible' but you need the sum for the students@ columns. 7ou could type the formulas in cells !; through !)*. But that would take some time and you might make some mistakes. Excel can make it very easy for you. (.tofill allows you to drag the fill handle of a cell to copy the formula from that cell to other cells in the same row or column. (o fill all of the other cells' select cell )7' place the cursor on the fill handle in the lower% right corner of the cell' and drag to the last cell in the row. Excel not only copies the formula into each cell' but also ad8usts the formula for each column so that it is correct for that column of numbers. To Add a Formula .or Percenta-es 1. 2. lick cell '3 and type +1era2e. lick cell '7. 7ou need a formula here that divides the number of points earned by the number of possible points. (hen youRll convert it to a percentage. 3. (ype 347/545< +the cell with the total divided by the constant total in cell !<,. 5. &ress E!#ER. (he number ) appears in cell '7. 6. (o change the number to a percentage' click cell #7 and then on the ,ormat menu' click Cells. 7. lick the !.m4er tab. 9n the Categor3 box' click Percentage. 7. 9n the &ecimal Places box' type 1. 8. lick O*. 7ou should now see )66.6K in cell '7. 9. Now' 8ust as you copied the formulas earlier' you drag the fill handle to copy the formula in '7 to the rest of the column. Because you used S!SH instead of )7' the number does not ad8ust to the total in the column in which you are working. (o find out more about constants' ask the "ffice -ssistant. 10. #ave your work.

Creating a C1art /it1 t1e C1art %i;ar&resenting information in a chart can be a very effective way of communicating numerical data that otherwise might be too confusing or complicated. #ince most are highly visual' a chart added to text can really catch the audienceRs attention and inform and persuade them more thoroughly. people help to

(he hart Wi.ard shows each step along the path from entering raw data to completing a graph. 7ou can transform numbers into graphs' illustrating the power of visually oriented information to strengthen presentations. To Use the Chart Wi!ard 1. "pen the "ra-e +oo0 workbook. 2. #elect the test data in the "ra-e +oo0 worksheet' including the headings and student numbers' but not the main title or totals +cells BF through 3):,. 3. "n the Stan-ar- toolbar' click C1art %i;ar-.

5. "n the Stan-ar- #32es tab' in C1art t32e' click Col.mn. 6. 9n C1art s.4At32e' click Cl.stere- Col.mn. lick Press an- 1ol- to 9ie/ sam2le to see a sample of your data in the clustered column :%2 format. 7. lick !ext twice. 7. 9n the #itles tab' in C1art title' type S%6 7eek 8rades. 8. 9n the Categor3 ?X= axis' type #um)er o9 est: ;u%<: +ss%2nment. 9. 9n the 'al.e ?F= axis' type Po%nts. +(he T%axis title is available but the 7%axis is not' because it extends back into the chart., 10. lick the "ri-lines tab to select type of lines to show on your graph. 11. 9n Categor3 ?X= axis' clear the MaGor gri-lines check box. 12. 9n 'al.e ?F= axis' select MaGor gri-lines and Minor gri-lines. 13. (o move the legend to the bottom' on the Legen- tab' click +ottom. 15. lick !ext for C1art Location. 16. lick (s ne/ s1eet. 17. lick ,inis1 to complete the chart process. -ttaching the graph as a new worksheet makes it easier to print a chart. 7ou now have a readable and easy%to%understand chart. -ttaching the chart as an ob8ect has the advantage of providing an immediate view of changes to the chart as you change the data.

En1ancing C1art #itles

?otating the T%axis title gives the chart more room. (he main graph title is easier to read with a larger font si.e. /ereRs how to change them. To 3otate 6&axis Titles and 0nlar-e Chart Titles 1. 2. 3. 5. 6. 9n the chart from the previous activity' click the c1art title + est 8rades,. "n the ,ormatting toolbar' change the font si;e to 20 point. ?ight%click the FAaxis title +Po%nts,. lick the ,ormat (xis #itle dialog box. "n the (lignment tab' click the text line' and drag it up to the top of the semicircle to 90 -egrees. 7. lick the ,ont tab and then change the font to 4ol- and 15A2oint. 7. lick O*. 8. ?ight%click the XAaxis title +Student #um)ers,. 9. lick ,ormat (xis #itle. 10. lick the ,ont tab and then change the font to 4ol- and 20A2oint. 11. lick O*.

C1anging Colors of &ata +ars

7ou can also change the data bar colors to enhance your chart or to draw attention to information. &erhaps you want to draw attention to the most recent test so students can easily compare this score with previous test scores. To Add Colors to 0nhance Data *ars 1. ?ight%click the first data bar. 2. lick ,ormat &ata Series. 3. "n the Patterns tab' click &ar0 "reen in the fourth row.

5. lick O*. 6. ?ight%click the second data bar and change the color to &ar0 +l.e. 7. ?ight%click the last data bar and change the color to Bello/. (he brighter color in the last bar calls attention to that bar.

Rotating C1arts
#ometimes it is easier to understand a chart if it is viewed in :%2. !sing Excel you can modify your chart to show it from any viewUtop' bottom' right' left%%or you can create :%2 charts. To 3otate a Chart 1. ?ight%click in the center of the chart. 2. lick 3A& 'ie/. 3. 9n the Ele9ation dialog box' type 15. 5. 9n the Rotation dialog box' type 4/. 6. lick the (.to scaling and the Rig1t angle axes boxes. 7. lick (22l3. 7. lick O*' and save your work. !O#E< 9f your image gets blurry' return to the :%2 dialog box and click 2efault. Excel returns the chart to the BnormalD :%2 settings.

P)## !" # #O"E#$ER

-s you experiment with the worksheets in Excel' you will continue to learn more about how to use Excel worksheets and workbooks in and out of the classroom. 7ou may want to try some of the following activities:

7ou can easily insert Excel data charts and graphs into &ower&oint presentations. (he next time you create a presentation' insert a data table and graph. -ny changes you make to the Excel worksheet are automatically updated in your &ower&oint presentation. 7our monthly reports can be updated as 0uickly as you change the data. 9n letters to your students@ parents' you can 0uickly update student scores and grades. !se Excel in con8unction with Word to send students or parents a customi.ed letter regarding their class progress using the Mail Merge feature in Word. (rack club or classroom budgets. 7ou can use Excel for personal record keeping' such as taxes and money management. With Excel you can create all kinds of graphs and charts that visually explain numerical data. reate a budget and track expenses for school pro8ects. alculate interest rates' both simple and compound.

)sing Excel in t1e Classroom

#tudents can reinforce basic mathematical processes using Excel to produce charts and tables. By adding well%designed charts and tables to reports' students can enhance both their understanding of the content and their presentation of the information. /ave students plot their progress in your class. - good starting activity is to have the students create the chart on graph paper so they can get an idea of what the chart will look like. (hen have students practice explaining what the chart is supposed to accomplish. 9f the chart doesnRt help explain the data' it has not served its purpose. 1ive students a completed chart and see if they can reconstruct the underlying worksheet. (his goes a long way toward helping them understand the relationship between the data and the chart. 9nsist that reports and research papers contain some type of chart to help support their findings. Encourage students to import other types of graphics and information from different electronic sources to enhance and complement their documents. /ave students visit a Web site related to a topic you are studying currently. /ave them find tables of information' download them' and plot the information in a chart. /ave students find charts in printed publications. 2iscuss what the charts mean. (each principles of accounting and financial management. 2emonstrate numerical conceptsUfor example' showing the relationship between numbers and their concrete representation in charts and graphs. 2emonstrate how different types of graphs can be used to represent the same series of data. ompare how the data looks in a bar graph as opposed to a pie chart. #tore and analy.e data from classroom experiments. ompare data collected by a group of collaborating classrooms within one school or around the world.

3e.erences,
Microsoft in Education' 'n and -ut o9 the Classroom (6cel 2///: http:AAwww.microsoft.comAEducationAdefault.aspV92=Excel ?ima 2uhon' 9nstructional (echnology -ssistant' ?egion < (Q(