LG ITIDAT0171A OPERATE A SPREADSHEET APPLICATION (BASIC)

LEARNER GUIDE
OPERATE A SPREADSHEET APPLICATION (BASIC)

Published by

HEART TRUST/NATIONAL TRAINING AGENCY

Produced by

Learning Management Services Department

Gordon Town Road
Kingston 7
Jamaica W.I.

This material is protected by copyright. Copying this material or any part of it by any means, including
digital or in any form is prohibited unless prior written permission is obtained from the HEART
Trust/NTA.

*** 2004***

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TABLE OF CONTENTS

PAGE

Introduction....................................................................................................................................1

Welcome .....................................................................................................................................1
This Competency Unit .................................................................................................................1
Before you start............................................................................................................................2
Planning your learning programme .............................................................................................2
How to use this Learner Guide ....................................................................................................4
Using the Computer and Other Resources...................................................................................6
Method of Assessment.................................................................................................................6

Element 1: Create spreadsheet ....................................................................................................7

Self-Assessment Checklist.................................................................................................23

Element 2: Customise basic settings..........................................................................................24

Self-Assessment Checklist.................................................................................................34

Element 3: Format spreadsheet .................................................................................................35

Self-Assessment Checklist.................................................................................................37

Element 4: Print spreadsheets ...................................................................................................38

Self-Assessment Checklist.................................................................................................45

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ITIDAT0171A
OPERATE A SPREADSHEET
APPLICATION (BASIC)

INTRODUCTION

Welcome

Welcome to the Learner guide for Competency Standard “Operate a Spreadsheet Application
(Basic)”. This is just one of a number of learner guides produced for the Data Operations Skills
Streams of the Information and Communication Industry, and it is designed to guide you, the
learner, through a series of learning processes and activities that will enable you to achieve the
specified learning outcomes for the competency units.

The content of this guide was developed from the Competency Standard ITIDAT0171A, which
is one of the basic building blocks for the National Vocational Qualification of Jamaica (NVQJ)
certification within the industry. Please refer to your Learner’s Handbook for a thorough
explanation of standards and competencies, and how these relate to the NVQJ certification.

You are also advised to consult the Competency Standard for a better understanding of what is
required to master the competency.

This Competency Unit

“Operate a spreadsheet application (basic)” addresses the knowledge and skills requirements
to perform basic operations using spreadsheet application and create a document. This
competency consist of the following areas or elements:

Element 1: Create spreadsheet

Element 2: Customize basic settings

Element 3: Format Spreadsheet

Element 4: Print Spreadsheets

As you go through each element you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes for operating a spreadsheet application.

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Before you start

Before you start this Learner Guide, you need to:

a. Obtain a Learner’s Logbook that you will use to record evidence of your new
skills/competence. As you demonstrate your new skills, record your activities and have your
learning facilitator sign off on the m. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard.

b. Ensure that you have access to the facilities and equipment necessary for learning.

c. Ensure that your learning resources are available.

d. Plan your learning programme (see below).

e. Understand how to use this Learner Guide (see below).

Planning your learning programme

The self-assessment checklist on the following pages will assist you in planning your training
programme as it will help you to think about the knowledge and skills needed to demonstrate
competency in this unit. As you go through checklist you will be able to find out which
competencies you have already mastered and which ones you will need to pay more attention to
as you go through the learning process.

To complete the self-assessment checklist simply read the statements and tick the ‘Yes’ or ‘No’
box. You should do this exercise now.

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Self-Assessment Checklist
- Operate a spreadsheet application (basic)

Element 1 Create spreadsheet Yes No

1. I can open documents and enter numbers, text and symbols

in the cells according to information requirements ( ) ( )

2. I can add, copy delete or move columns and rows within the
spreadsheet as desired ( ) ( )

3. I can apply simple mathematical functions ( ) ( )

Element 2 Customise basic settings Yes No

1. I can select front type, size and colour appropriate for

purpose of the document ( ) ( )

2. I can apply alignment and justification options and line

spacing according to spreadsheet formatting requirements ( ) ( )

3. I can make appropriate modifications to column width and

height to suit spreadsheet requirements ( ) ( )

4. I can format cells to display different styles, values and

information as required ( ) ( )

5. I can demonstrate ability to view multiple

workbooks/spreadsheets at any one time ( ) ( )

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Element 3 Format spreadsheet Yes No

1. I can use italics, bold, underline and hyphenation correctly as

required ( ) ( )

2. I can align information in selected cells as required ( ) ( )

3. I can close and save document to disk using the correct

procedures ( ) ( )

Element 4 Print spreadsheets Yes No

1. I can demonstrate ability to preview spreadsheet in print

preview mode ( ) ( )

2. I can select correct basic print options ( ) ( )

3. I can print spreadsheet or part of spreadsheet from install

printer, using the correct procedures ( ) ( )

How did you do?

If you ticked most of the ‘Yes’ boxes then you might not need to go through the entire guide.
Ask your learning facilitator to assist you in determining the most appropriate direction for this
competency.

If you ticked few of the ‘Yes” boxes or none at all then you should work through all of the guide,
even though some of the material might be familiar to you.

Plan your learning based on your answers. Be sure to involve your learning facilitator in the
planning process.

How to use this Learner Guide

This Learner Guide is designed to assist you in working and learning at your own pace. We
suggest that you:

• Go through the sections/elements as they are presented (starting at Section 1)

• Check your progress at each checkpoint to ensure that you have understood the material.

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Observe the icons and special graphics used throughout this guide to remind you of what you
have to do to enhance your learning. The icons and their meanings are as follows:

Complete Assessment Exercise

This exercise requires you to think about the knowledge
and skills that you have or will develop in this competency
unit.

Definition Box
Words/phases are defined or explained in this box. The
words/phases being explained are in bold print.

Checkpoint
This denotes a brain teaser and is used to check your
understanding of the materials presented. No answers are
provided for the questions asked.

Activity
This denotes something for you to do either alone or with
the assistance of your trainer/supervisor.

Reference
Points you to the reference materials and other support
documents or resources used in compiling the unit content.

• Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability of resources.

• Complete each activity as you come to it. If the activity requires you to perform an actual
task, be sure to tell your learning facilitator when you get to that activity so that he/she can
make arrangements, if necessary.

• Get your learning facilitator to sign and date the Learner Logbook when you have completed
an activity.

• Complete the self-assessment checklist at the end of each section or element.

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When you have worked through all elements of guide, and when you can tick every ‘Yes’ box,
you are ready for assessment and may ask your learning facilitator to assist you in making the
arrangements to have your performance assessed.

Using the Computer and Other Resources

Where your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting your training in an
institution, there may be a library and computer laboratory. If this is not the case, visit the local
library and find out what resources are available.

If you are new to the computer and the Internet, someone should be able to show you how to use
these resources.

Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advise you, however, that we cannot guarantee that all
the sites will be available when you need them. If this happens, ask your learning facilitator to
assist you with locating other sites that have the information you require.

Method of Assessment

Competency will be assessed while work is being undertaken under direct supervision with
regular checks, but may include some autonomy when working as a team. You are advised to
consult the associated competency standard for further details relating to the assessment
strategies.

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ELEMENT 1: CREATE SPREADSHEET

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge skills and attitudes to
create a spreadsheet. Your learning facilitator is there to assist you with the different activities.
Upon completion you will be able to:

1. Open documents and enter numbers, text and symbols in the cells according to
information requirements
2. Add, select, copy, delete or move columns and rows in the spreadsheet as desired
3. Apply simple mathematical functions

INTRODUCTION TO SPREADSHEETS

Spreadsheet - A computer program

which allows numbers and text to be
entered, stored, manipulated and
printed in such a way that long and
complex calculations can be made
very simple.

Simply put, a spreadsheet is a computerized version of a piece of graph paper. It is made up of

vertical columns and horizontal rows, where you can insert and organize text, numbers and
formulae. The results of calculations are displayed and updated automatically when new values
are entered. Microsoft Excel and Lotus 123 are spreadsheet programs.

A spreadsheet can also store formulae which perform simple calculations on the basic numbers
by adding, subtracting, multiplying and dividing them or performing a wide range of operations
upon them.

You can use spreadsheet data to:

• Make calculations
• Analyze and predict trends
• Plan budgets
• Perform mathematical tasks
• Create charts, which display your information in a more interesting graphical format.

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Spreadsheets are very large work areas. For example, a single worksheet in Microsoft Excel has
256 columns by 65536 rows. That is over sixteen million cells in which to insert data. As the
worksheet area is so large the only part displayed on the screen is the area you are currently
working on.

The following website provides additional information on the subject:

Refer to: www.webopedia.com/TERM/s/spreadsheet.html

SPREADSHEET PREPARATION SKILLS

The ability to format and prepare basic spreadsheets is an essential part of organizing data and
calculating formulae in a business. Using a spreadsheet is an effective way to communicate ideas
and information, plan and organize activities, and to use mathematical ideas and techniques.

Here are some important skills that you must master when creating spreadsheets

• Identify source of data to be entered

• Insertion of correct formulae
• Use of appropriate formulae
• Accuracy and speed
• Formatting and modifications are done to specifications

ACTIVITY:

Discuss with your learning facilitator the correct procedure for

preparing a spreadsheet.

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic
calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a
grid of columns (designated by letters) and rows (designated by numbers). The letters and
numbers of the columns and rows (called labels) are displayed in gray buttons across the top and
left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on
the spreadsheet has a cell address that is the column letter and the row number. Cells can contain
text, numbers, or mathematical formulas.

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Refer to: Go to the links below to get an introduction to Excel

http://www.baycongroup.com/el1.htm
http://www.catsus.com/Courses/Excel/app-wind.html

OPEN DOCUMENTS AND ENTER NUMBERS, TEXT AND SYMBOLS

CHECKPOINT:

• What is a spreadsheet programme and how it should be used?

• How is such a programme useful in a business?

To START EXCEL

Click on the START button and then go to PROGRAMS, from the submenu select Microsoft
Excel as depicted below:

go to the links below and follow the instructions given on ways to start Microsoft Excel

Refer to:
http://www.trincoll.edu/depts/cc/documentation/Excel/excel2000_pc/excel00_pc.htm
http://www.bcschools.net/staff/ExcelHelp.htm

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A depiction of the Excel sheet is shown below

When you start EXCEL a blank workbook opens displaying 3 worksheets. Data can be entered
straight away into the first worksheet.

Workbook A Workbook contains Worksheet A worksheet is a very

multiple worksheets in which you large table comprising of
can enter data. By default, a new intersecting rows and columns.
workbook in Microsoft Excel The name of each worksheet
displays three worksheets labelled appears on the tabs at the bottom
Sheet1, Sheet2 and Sheet3. of the workbook window.

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The intersection of a column and a row is called a CELL. Data should be entered in cells.

Cell Address -the area

where a column and row
intersects (See Cell E5 on
Pg 10).

The three types of data that can be entered into an Excel worksheet are:

• Text (data entered as alphabetical characters, or a combination of alphabetical and numerical

characters)
• Numbers (data entered as numeric characters)
• Formulae (data entered as a calculation between specific cells. Always begin with an equal
sign)

Text and numbers are regarded as constant values because they do not change unless you select
and edit them. The result of a formula, however, does not remain constant as it will automatically
change if the values to which it refers, change.

The active cell has a highlighted border around it. As soon as data is entered, the insertion point
appears within that cell. Pressing Enter, or pressing the down direction arrow key, will move the
highlight to the cell directly below. To move to a cell to the right or left of the active cell, either
click on the cell or, press the right or left direction arrow key, after entering the data.

Moving Through Cells

Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes
listed in the table below to move through the cells of a worksheet.

Movement Key stroke

One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell File|Go To menu bar command

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After the cell is selected information can be typed in the cell.

Entering Text

When entering text, the text is positioned at the left edge of the cell (this is known as left
aligned). If the text being entered is longer than the cell width, the text will automatically extend
into the cells to the right as long as those cells are empty. The default width of a cell is
approximately 8 characters which can be increased to accommodate 255 standard font
characters.

When text extends from the active cell into the empty cells to the right, the cell address for such
text is the first cell where the data was entered. For example, if the text extends from cell A1
through to cell A4, the cell address is A1. This is important to remember, as editing can only take
place when the correct cell address is highlighted. If the adjacent cells are not empty, only the
amount of text that will fit into the width of the current column is displayed and the remainder of
the entry is hidden. Such text can only be displayed in full if the width of the column is increased
to accommodate the text.

Entering Numbers

When entering numbers, the last digit is positioned at the right edge of the cell (this is known as
right aligned). Calculations can only be made on numeric entries. Numbers entered as text cannot
be included in calculations and should be preceded by an apostrophe.

It is possible to use shortcut keys to quickly enter the date and time into a worksheet:

• Control and semicolon will insert the date.

• Control, Shift and colon will insert the time.

Entering Formulae

A formula can be used to perform a calculation within a worksheet. A formula is clearly

identified because it always commences with the equal sign.

When entering formulae:

• Cell addresses are used to identify the cells included in a formula. This ensures that the
result of a formula is automatically updated should any changes be made to the values
within the cells.
• Before entering a formula, always ensure that the highlight is positioned in the cell where
the result is to appear. When a formula is entered into the active cell, the result of that
formula appears only after clicking on an adjacent cell, pressing Enter or pressing a
direction arrow key. To confirm the result of the formula it is necessary to return to the
cell where the formula was entered.

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• If the cell should fill with hash signs this indicates that the column width should be
increased to accommodate the formula result. When the width of the column is increased
the hash signs will disappear and the formula result will be displayed.

A formula can include mathematical functions such as addition, subtraction, division and
multiplication. You can use a formula to:

• add the contents of two cells together

• add the contents of two or more cells together
• subtract the contents of one cell from another
• multiply the contents of cells together
• divide the contents of one cell by another

By applying the AutoSum function a range of cells are quickly added together to provide a
result. Without this function each cell address would have to be inserted in the formula. For
example, using AutoSum to add the contents of the cell range A5:A10, the formula =SUM
(A5:A10) is automatically inserted. If AutoSum were not used you would have to type
=A5+A6+A7+A8+A9+A10, or =SUM (A5:A10).

ACTIVITY:

Complete training activity 4 entering and editing data at the

following website:
http://www.elearn.wa.edu.au/truvision/pages/troom/ss/04_csd/__fset.
htm

To OPEN an existing workbook in EXCEL => click on File then Open, and select the
appropriate drive and File as depicted overleaf:

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CHECKPOINT:

What types of data can be entered into a worksheet?

MANIPULATION OF ROWS AND COLUMNS IN A SPREADSHEET

(Adding, selecting, copying, deleting or moving columns and rows in a spreadsheet)

In order to effectively manipulate rows and columns in a spreadsheet there are some important
features, which you must know:

• How to select a row

• How to select a column
• How to select a cell
• How to select a range of data

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Selecting cells

Cells can be selected by extending the highlight from one cell across a range of cells. In order to
format previously entered data, it is necessary to select the cells in which the data appears. The
following table indicates how cells can be selected.

Data to
be Mouse Keystrokes
selected
Single
Click on cell. Press direction arrow key to locate cell.
cell
Locate the first cell in the range. Hold down the
Click on the first cell
Shift key and press the appropriate direction arrow
in the range then hold
Range of key to select the range of cells. For example, if the
down the left mouse
cells Shift key is held down and then the right direction
button and drag to the
arrow key is pressed, the active cell and the cell to
last cell in the range.
the right of the active cell are selected.
Click on the cell
All cells above row one and to Press Control and A.
the left of column A.
Select the first range
Non- of cells, then hold Use F5 to open the Go To dialogue box and enter
Adjacent down the Control key the cell ranges required, each one separated by a
Cells and select the other comma.
range of cells.
Click on the row
A Row Hold down Shift and press the spacebar.
number.
Click on the column
A Column Hold down Control and press the spacebar.
letter

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Locate the first cell in the range. Hold

Click on the first cell. Hold
A selection down the Shift key and press the
down the Shift key and click
of cells appropriate direction arrow key to select
on the last cell in the range.
the range of cells.
Press any direction arrow key. Or, press
Remove the Click anywhere within the
Shift and Backspace to return to the first
selection worksheet.
cell in the selected range.

If you select cells, AutoSum can also be used to total several columns or rows at the same time.
By selecting the cells where the results are to appear, then activating the AutoSum function, each
row or column will be automatically totalled.

Cells, which adjoin, are referred to as adjacent cells. Cells which do not adjoin are referred to as
non-adjacent cells. When it is necessary to edit non-adjacent cells, time is saved if it can occur
simultaneously, rather than working on each cell range individually. (See screen capture below)

Select a column by Select a row by clicking

clicking on the column on the row letter
letter

To select a RANGE of cells for example, selecting cells A1 to A5 (denoted A1:A5) you should
highlight from the first cell in this case A1 to the last cell A5 as shown:

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The selected range of cells A1 to A5.

The correct notation is A1:A5

• The manipulation of rows and columns includes being able to change the HEIGHT of
the ROW and the WIDTH of the COLUMN.

To change the row height, first select the row as shown above and then select FORMAT from
the menu bar then ROW, then Height and type in the desired height and click OK.

To change the column width, first select the column as shown above and then select FORMAT
from the menu bar then ROW, then Width and type in the desired width and click OK.

• The manipulation of rows and columns also includes being able to delete a row or a
column

Deleting Rows and Columns

Rows, columns, (or worksheets) can be deleted by using the mouse or the menu bar. You can:

• delete a single row or column

• delete several rows or columns
• delete a worksheet
• delete two or more adjacent worksheets
• delete two or more non-adjacent worksheets

To delete a row or column first select the desired row/column and then select EDIT from the
menu bar and then click on Delete.

Go to the link below for further instructions on how to manipulate rows and columns

Refer to:
http://www.trincoll.edu/depts/cc/documentation/Excel/excel2000_pc/excel00_pc.htm

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COPYING AND MOVING DATA

Before copying or moving data, the appropriate cell range should be selected. When the copying
or moving process commences the selected cells are marked with a moving border. When the
moving border is displayed, the cell contents can be copied or moved into other cells.

After locating the destination cell and pressing Enter, the moving border disappears and the
copying or moving process is complete. The selection can be cancelled by pressing any direction
arrow key. If Escape is pressed before the copying or moving process is completed, the process
will be cancelled.

Cell contents can be repeatedly copied to new locations as long as the moving border is
displayed. The cell contents can only be moved once to a new location. As soon as the cell
contents have been relocated and pasted the moving border disappears, and the move is
completed.

When locating a destination range it is only necessary to highlight the cell in the top left corner
of the destination range.

Copying and moving data can be completed by using the:

• Menu bar
• Shortcut keys

COPYING AND MOVING WORKSHEETS

When copying or moving a worksheet, the worksheet must be selected before it can be copied or
moved to another location within a workbook or to a different workbook. The active worksheet
is the currently selected worksheet. When you move or copy of a worksheet the worksheet in the
new location becomes the active worksheet. For example, if you copy a worksheet in workbook
A to workbook B, you remain in workbook B after the copy has been made.

You may wish to re-arrange the order of the worksheets within your workbook. To do this select
the worksheet which is to be moved and then select Edit from the menu bar, choose 'Move or
Copy Sheet'. The Move or Copy dialogue box opens with the highlight in the 'Before Sheet' list
box. All of the worksheets in the workbook are listed in this box. Locate the appropriate
worksheet in this list and the moved worksheet will be relocated immediately before the
highlighted worksheet. Press Enter to complete this move.

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You may wish to copy a worksheet within your workbook if, for example, you required the same
details on several worksheets. First select the worksheet which is to be copied and then select
Edit from the menu bar. Choose 'Move or Copy Sheet' to open the 'Move or Copy' dialogue box
which will display the highlight in the 'Before Sheet' list box. All of the worksheets in the
workbook are listed in this box. If you scroll through the list of worksheets, you will find the
copied worksheet to be relocated immediately before the highlighted worksheet. Check the
'Create a Copy' checkbox and press Enter. The copied worksheet has the same name as the
original worksheet but with the number of the copy after it, for example, Results (2).

TIP! If you press Enter before checking the Create a Copy checkbox the worksheet will be
moved instead of being copied.

To move a worksheet to a different workbook, open both workbooks and then select the
worksheet you wish to move. From the menu bar select Edit and choose Move or Copy Sheet,
then access the 'To Book' list box and choose the destination workbook. Pressing Enter moves
the worksheet to the highlighted workbook and positions the worksheet first in that workbook.
After the worksheet has been moved, the highlight is located in the destination workbook. As
both workbooks are open, you can move between them by clicking on the workbook name on the
Task Bar (or press Control and F6). Alternatively, select Window from the menu bar and select
the open workbook name from the end of the drop-down menu.

To copy a worksheet to a different workbook, open both workbooks and then select the
worksheet you wish to copy. From the menu bar select Edit and choose Move or Copy Sheet.
Then access the 'To Book' list box and choose the destination workbook. Check the Create a
Copy checkbox and press Enter.

TIP! If you press Enter before checking the Create a Copy checkbox the worksheet will be
moved to the destination workbook instead of being copied.

CHECKPOINT:

What is the name of the bar that the name of the selected cell
appears? How would you select a range of data?

ACTIVITY:

Computer training activity 5 Selecting cells Auto Sum Copying,

moving at
http://www.elearn.wa.edu.au/truvision/pages/troom/ss/05_cse/__fset.
htm

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APPLY SIMPLE MATHEMATICAL FUNCTIONS

Excel is a software package that allows you to enter and manipulate numbers, along with labels
that describe the meaning of those numbers, in a useful format. It allows you to do calculations
on the values entered by entering formulae that will add, subtract, divide, multiply and perform
other operations on the values that you have entered.

Excel can perform very sophisticated calculations therefore you must master the basics.

Function - A function is a specially-

written formula that works on a value,
performs an operation, and produces a
result. The function name appears
capitalised before the brackets which
surround the value. Eg =SUM
(A1:A20).

Some basic functions are:

• Average function
• Minimum function
• Maximum function
• Count function

AutoSum is a commonly-used function. An example of the AutoSum function is: =SUM

(A2:A10)
Where:
= Indicates the start of a formula.
SUM the name of the function.
(A2:A10) The value, or argument, which gives details of the range to be affected by the function

TIP! Before using any function always place the highlight in the cell where the result is to
appear.

When entering a function/formula it must be preceded by the “=” sign and then the rest of the
function follows.

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Operations in Excel

Precedence Operation Operator

1 Exponentiation ^
2 Multiplication *
2 Division /
3 Addition +
3 Subtraction -
4 Concatenation (putting 2 strings together, like Jenn & ifer) &
5 Equal To =
5 Greater Than >
5 Less Than <

ACTIVITY:

Go to the link below and follow the instructions for applying

mathematical functions in Excel.

Refer to: http://www.isd.salford.ac.uk/publica/notes/excelqr.pdf

It is important in Excel to use cell references. For example in the sheet below the student
“Micheal Christie” has the following results for Test 1 = 56 and Test 2 = 78. Note that the “56”
is in cell B2 and “78” is in cell C2. Under the total column the =SUM function is being used;
note in the brackets of the function is the range of cells to be totaled B2:C2 (the function
=SUM(B2:C2) means add all the elements in cells B2 to cell C2). After one types in the function
or formula then the enter button must be pressed.

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CHECKPOINT:

• What is a cell reference? What does the term range of cells mean?
How is the cell reference used in calculations? What is the
difference between a relative and an absolute cell reference?
• What are some of the more common Excel functions? For
instance what functions are used to find average, minimum,
maximum.

ACTIVITY:

Compute the following formulae in Excel 10 multiplied by 15, 7

divided by 3, 14 minus 6, 6 plus 9 all divided by 3.

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READY TO TEST YOUR COMPETENCY?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment:

Checklist 1 Yes No
1. I know how to open documents and enter numbers, text and
symbols in the cells according to information requirements ( ) ( )

2. I understand how to add, select, copy, delete or move columns

and rows within the spreadsheet as desired ( ) ( )

3. I know how to apply simple mathematical functions ( ) ( )

Checklist 2
Yes No

1. Documents are opened and numbers, text and symbols are

entered in the cells according to information requirements ( ) ( )

2. Columns and rows are added, selected, copied, deleted or

moved within the spreadsheet as desired ( ) ( )

3. Simple mathematical functions are applied ( ) ( )

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ELEMENT 2: CUSTOMISE BASIC SETTINGS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
customize basic settings. Your learning facilitator is there to assist you with the various
activities. Upon completion you will be able to:

1. Select the appropriate font type, size and colour according to the purpose of the
document
2. Apply alignment, justification and line spacing options according to spreadsheet
formatting requirements
3. Make appropriate modifications to column width and height to suit the spreadsheet
requirements
4. Format cells to display different styles, values and information as required
5. View multiple workbooks/spreadsheets at any one time

SELECT APPROPRIATE FONT TYPE, SIZE AND COLOUR

The purpose of the document will determine properties such as the font type, size and colour. To
select/change the font type, size and colour you must first select the cells or range of cells and
then make the changes from the FORMAT then Cells menu.

For example if you wish to change text in Excel to font type TAHOMA, size 10 and colour RED
then you would do the following:

Select the range of cells then click on FORMAT then Cells and click on the FONT tab and
make the necessary changes as shown on page 25. The selected font type, size and colour are
manipulated for the selected cells (A1 and B1). (See screen capture on)

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Refer to: the link below for a tutorial on how to select font type, size and colour
http://tutorials.beginners.co.uk/read/category/19/id/348
http://www.isd.salford.ac.uk/publica/notes/excelqr.pdf

In order to format the spreadsheet you should be familiar with the formatting toolbar as shown
on page 26:

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Function of commonly used buttons

Changes the font of the Changes the size of selected
selected text text and numbers
Makes selected text and Makes selected text and
numbers bold numbers italic
Underlines selected text and Aligns to the left with a
numbers ragged right margin
Aligns to the right with a
Centres the selected text
ragged left margin
Merge and Centre - Merges Currency Style - Formats
two or more selected cells and selected text to display
centers the entry currency style
Percent Style - Formats Comma Style - Formats
selected cells to display selected cells to display
percent commas in large numbers
Increase Decimal - Increases Decrease Decimal -
the number of decimals Decreases the number of
displayed after the decimal decimals displayed after the
point decimal point
Indents the selected
Decreases the indent to the
paragraph to the next tab
previous tab stop
stop
Adds or removes a border Marks text so that it is
around selected text or objects highlighted and stands out
Formats the selected text with
the color you click

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CHECKPOINT:

What are the different ways in which font type, size and colour can
be manipulated?

ACTIVITY:

Ask your facilitator to provide you with exercises where you will be
able to manipulate the font type, size and colour. Ask him/her also
how to use different features of the formatting toolbar.

ADJUST ALIGNMENT AND LINE SPACING

By default, Microsoft Excel automatically aligns text to the left

Alignment - refers to how of a cell and numbers to the right of a cell. Text and numbers are
data is positioned within a positioned vertically across the bottom of the cell. Numbers must
cell or within a range of always be positioned to the right of a cell if they are to be used in
cells. calculations. Numbers positioned to the left of a cell, e.g. the
year 2001, cannot be included in calculations.

Alignment can be applied either before or after the data is entered as long as the cells have been
selected. The alignment can be changed using:

• the mouse
• the menu bar (screen capture shown on page 28)

Three of the ways in which the alignment of data can be applied are:

• Horizontal (the positioning of data between the left and right edges of the cell)
• Vertical (the positioning of data between the top and bottom edges of the cell)
• Orientation (the default; the text in a cell appears horizontally and reads from left to
right)
• Cell alignment is manipulated by using the Alignment tab from the FORMAT Cells
menu

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First select the cells where the alignment is to

be changed and then the text alignment can be
changed horizontally by selecting the
Horizontal menu and the same can be done for
the Vertical alignment.

Thus for instance to center a cell horizontally

you should click on the down arrow and select
centre.

Line Spacing

You may want to enter more than one line of text in a cell or have text in several lines in the cell
rather then extending into adjacent cells and having to increase the column width. If you wrap
text in the cell, the row height will adjust automatically but the column width may need to be
adjusted.

To wrap the text in a cell, select the cells that contain the text you wish to wrap and open the
Format Cells dialogue box. Choose the Alignment tabbed section, select the Wrap Text
checkbox. Press Enter. This can be done prior to entering data or applied to selected data.

Refer to: The link noted provides a tutorial on how to adjust alignment and line
spacing.
http://www.bcentral.co.uk/technology/office/tips/excel/exceltips1.asp

CHECKPOINT:

When it is appropriate to change the line spacing in a spreadsheet?

How would you centre a cell vertically?

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MODIFYING COLUMN WIDTH AND HEIGHT TO SUIT THE SPREADSHEET

There are several reasons for modifying the width and height of columns in a spreadsheet. Adjust
the width:

• if part of the data is hidden and cannot extend to the adjacent cell
• if the cell fills with hash signs, this indicates that the column is not wide enough to
display the result of the formula.

The width of a column can be increased or decreased by using:

• a mouse
• the menu bar
• AutoFit Selection

It is also possible to set a default column width for all worksheets in a workbook. Select Format
from the menu bar, choose Column, and choose Standard Width to open the Standard Width
dialogue box. Type the measurement required and select OK or press Enter to close the dialogue
box.

Row Height

By default, the height of a row will be slightly higher than the data in the row. Based on the
Microsoft Excel default font of Arial, 10 point, the row height will be 12.75 point.
The height of a row can be increased or decreased by using:

• the mouse
• the menu bar

If you increase the point size of an entry in one cell in a row, then the height of the entire row is
automatically adjusted to that point size even though other entries in the row may be a smaller
point size. It is not necessary to select the whole row.

CHECKPOINT:

• How do you go about setting a specific column width or row

height?
• How does one merge cells?

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ACTIVITY:

Refer to http://www.isd.salford.ac.uk/publica/notes/excelqr.pdf for

instructions on how to manipulate rows and columns to fit a
spreadsheet. Then ask your learning facilitator to give you some
practice exercises

FORMAT CELLS TO DISPLAY DIFFERENT STYLES, VALUES AND INFORMATION AS

REQUIRED

In order to format cells to display different styles, values and information you should use the
Number tab from the FORMAT Cells menu.

For instance if you are working on a spreadsheet and wish to change the numbers viewed to
show currency you would have to select the cells and the select FORMAT then Cells and click
on the Number tab. From the number tab the currency option would be selected and the data
(numbers in this case) would change to reflect currency.

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CHECKPOINT:

How can you format a cell to display, currency, percentage or

numbers rounded off to 2 decimal places?

ACTIVITY:

Go to the link below to get a tutorial on how to format cells to

display different styles, values and information. Re-read SELECT
FONT TYPE, SIZE AND COLOUR on page 24.

http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=14
6

VIEW MULTIPLE WORKBOOKS/SPREADSHEETS AT ANY ONE TIME

In order to view multiple workbooks/spreadsheets at the same time you would have to create a
WORKSPACE. The first thing to do is to open more than one excel workbook and use the
restore down button on the title bar so that the rest of the screen can be seen. After the restore
button has been pressed, use the mouse to move the edges of the workbook so that both can be
seen as shown on page 32:

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The key to being able to view more than one workbook at the same time is being able to change
the size of each window with the use of the mouse. To change the size of the window, place the
mouse pointer at the edge of the window where it will change into a double headed arrow. You
will then be able to change the size by clicking and holding down and moving the mouse.

Refer to: Go to the following links to get some valuable information about
workbooks.
http://www.nlearnseries.com/site/samplehtml/excel2000/worksheetsversusworkbooks.ht
m
http://www.nlearnseries.com/site/samplehtml/excel2000/movingbetweenworksheets.htm
http://www.nlearnseries.com/site/samplehtml/excel2000/switchingbetweenopenworkboo
ks.htm

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CHECKPOINT:

What is the benefit of being able to view several

workbooks/spreadsheets at any one time?

ACTIVITY:

Practise viewing multiple workbooks/spreadsheets at the same time.

If necessary, ask your learning facilitator to assist you.

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment:

Checklist 1
Yes No
1. I know how to select the appropriate font type, size and colour
for the purpose of the document ( ) ( )

2. I understand how to apply alignment, justification and line

spacing options according to formatting requirements ( ) ( )

3. I know how to make appropriate modifications to column width

and height to suit spreadsheet requirements ( ) ( )

4. I can demonstrate how to format cells to display different styles,

values and information as required ( ) ( )

5 I know how to view multiple workbooks/spreadsheets at any

one time ( ) ( )

Checklist 2 Yes No

Font type, size and colour are appropriately selected for the
1. purpose of the document ( ) ( )

2. Alignment, justification and line spacing options are applied

according to spreadsheet formatting requirements ( ) ( )

3. Modifications to column width and height are made to suit

spreadsheet requirements ( ) ( )

4. Cells are formatted to display different styles, values and

information as required ( ) ( )

5 Multiple workbooks/spreadsheets are viewed at any one time ( ) ( )

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ELEMENT 3: FORMAT SPREADSHEET

LEARNING OUTCOMES

As you go through this element you will acquire the knowledge, skills and attitudes to format a
spreadsheet. Your learning facilitator is there to assist you with the various activities. Upon
completion you will be able to:

1. Use italics, bold, underline and hyphenation correctly

2. Align information in selected cells as required
3. Save and close document to disk using correct procedures

USE ITALICS, BOLD, UNDERLINE AND HYPHENATION CORRECTLY

In addition to changing the font and point size of the text in your worksheet, you can also
enhance the appearance by applying formats such as bold, italics and underline.
These formats can be applied by the use of shortcut keys (toggle keys). Pressing these keys will
apply the formatting and pressing them again will cancel the formatting. Use these keys for:

• Bold - Control and B

• Italics - Control and I
• Underline - Control and U.

Formatting can be applied before typing the text or by selecting previously typed text, then
applying or cancelling.

Hyphenated words can be entered into a worksheet, e.g. mother-in-law. If such words are too
long to fit into a cell they will either be displayed in the adjoining cell or you can change the
width of the column.

CHECKPOINT:

When is it appropriate to highlight text in a spreadsheet? How else

may data be highlighted in a spreadsheet?

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ACTIVITY:

Practice using the bold, italics, underline and hyphenation. Ask your
facilitator to provide you with additional exercises to help you master
the competency.

SAVE AND CLOSE DOCUMENT TO DISK USING CORRECT PROCEDURES

A workbook can be saved in various locations. To save a document you should select File then
Save As from the menu bar. From the Save as box select the desired drive from the Save in box;
name the file in the File name box and then select Save. The Save as window is shown below:

After the file is saved then one can close the file by going to the menu bar and selecting File and
then Close.

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CHECKPOINT:

How many ways can a document be saved? How do you close a

document without closing the Excel application?

ACTIVITY:

Go to the link below to get a tutorial on how to save a file to disk

http://www.jmu.edu/computing/tutorials/microsoft/office/basic/savin
g.shtml.

READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment.

Checklist 1 Yes No

1. I can use italics, bold, underline and hyphenation correctly as

required ( ) ( )

2. I understand how to align information in selected cells as

required ( ) ( )

3. I know how to save and close document to disk using the

correct procedures ( ) ( )

Checklist 2 Yes No

1. Italics, bold, underline and hyphenation are used correctly as

required ( ) ( )

2. Information is aligned in selected cells as required ( ) ( )

3. Document is saved and closed to disk, using the correct

procedures ( ) ( )

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ELEMENT 4: PRINT SPREADSHEETS

LEARNING OUTCOMES

As you go through this element you will acquire the necessary knowledge, skills and attitudes to
print spreadsheets. Your learning facilitator will assist you with the various activities. Upon
completion you will be able to:

1. Preview spreadsheet in print preview mode

2. Select correct basic print options
3. Print spreadsheet or part of spreadsheet from installed printer

PREVIEW SPREADSHEET IN PRINT PREVIEW MODE

There are three ways in which an Excel spreadsheet can be viewed prior to printing. These are:

• Normal View
• Print Preview
• Page Break Preview.

It is possible to switch between the different views to check how a worksheet will be displayed
when printed.

The print preview shows you what your spreadsheet is likely to look like when it is printed and
you will have an opportunity to make desired changes before printing.

To preview a document you can either:

• Select the Print Preview icon on the Tool Bar (positioned to the right of the Printer
icon)
• Select File from the menu bar and choose Print Preview

Refer to: http://tutorials.beginners.co.uk/read/query/excel%20formatting/id/346

CHECKPOINT:

How can you adjust the settings of a print? What is the purpose of the
page break preview?

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ACTIVITY:

Ask your facilitator how to demonstrate the different layouts in

Excel. Practise what you’ve been shown. Discuss how viewing in
print preview mode can assist in producing a proper looking print out
of a document.

SELECT CORRECT BASIC PRINT OPTIONS

To adjust the print options you should go to File and then select Page Setup option where you
will be greeted by the following window:

• The window illustrated below is the page window where you will be able to adjust the
page settings as well as the paper size.

Other options can be selected prior to printing a Microsoft Excel worksheet:

• Gridlines
• Row and Column Headings
• Margin Settings
• Page Order
• Draft Print
• Printing in Black and white
• Header/Footer labels
• Worksheet layout

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Gridlines

By default, a worksheet will be printed without the gridlines and the printing process will be
much faster. If gridlines are required, select File from the menu bar. Choose Page Setup then
access the Sheet tabbed section. Then, within the 'Print' frame, locate the Gridlines check box (by
pressing Alt and G). If the box is checked, the gridlines will be printed. If the box is unchecked,
the gridlines will be omitted.

Row and Column Headings

By default, a worksheet will be printed without the row and column headings. For example, row
1 column A. There are occasions when such information can be useful, especially when
reference to a cell address is required on a hard copy. To print the row and column headings,
select File from the menu bar and choose Page Setup. Then access the Sheet tabbed section to
locate the 'Row and Column Headings' check box (by pressing Alt and L). If the box is checked,
the headings will be printed. If the box is unchecked, the headings will be omitted.

Margin Settings

The Margin tab displayed on page 41 will enable you to adjust the margin tabs of the spreadsheet
before printing.

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Page Order

If a worksheet will be printed on several pages; it is possible to control the order in which those
pages are printed. Select File from the menu bar, choose Page Setup then choose the Sheet
tabbed section. Within the 'Page order' frame a choice can be made from two radio buttons.
These are:

Down and then over - (accessed by pressing Alt and D) when numbering and printing will
proceed from the first page down through the pages below, and then move to the right and
continue printing down the worksheet.

Over and then down - (accessed by pressing Alt and V) when numbering and printing will
proceed from the first page across the pages to the right, and then move down and continue
printing across the worksheet.
Whichever radio button is checked indicates the order in which the pages will be printed. The
default order is Down and then over.

Draft Print

To speed up the printing time of a worksheet it is possible to temporarily change to a draft print
quality, although the formatting and most graphics will be ignored. Select File from the menu
bar, choose Page Setup then choose the Sheet tabbed section. Within the 'Print' frame either
check or uncheck the 'Draft quality' check box (by pressing Alt and Q).

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Printing in Black and white

The time taken to print a worksheet containing colours can be reduced by printing colour in
black and white. On a black-and-white printer, Excel will print colour as shades of grey. On a
coloured printer, printing in black and white will change colour fonts and borders to black.

Header/Footer labels

• The Header/Footer tab displayed below will allow you to put labels on each page of the
document either at the top or bottom of the page.

Worksheet layout

You will need to change the orientation of your worksheet to landscape when you want to print
more columns of data than will fit on a portrait page. Select File from the menu bar and choose
Page Setup. Select the Page tabbed section then choose the Orientation frame. There are two
radio buttons; one labelled Portrait and the other labelled Landscape. The r radio button selected
determines the orientation in which the worksheet will be printed.

You may also select Fit the page which will adjust the size of the worksheet to fit one or more
pages.

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CHECKPOINT:

• How do you centre a spreadsheet horizontally and vertically on a

page?
• How would you add your name to the top right of a page?

ACTIVITY:

Your facilitator has provided you with exercises on how to

manipulate print options for a spreadsheet. Demonstrate for him/her
how to do the exercises.

PRINT SPREADSHEET OR PART OF SPREADSHEET FROM INSTALLED PRINTER

You can print the whole workbook, specific worksheets, specific pages or selected areas of the
worksheet. Select File from the menu bar and choose Print to open the Print dialogue box(screen
capture shown below).

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The 'Print what' frame displays three radio buttons:

• Selection (is highlighted when only selected ranges are to be printed)

• Active Sheets (is highlighted when the active sheet(s) are to be printed)
• Entire Workbook ( is highlighted when the whole workbook is to be printed)

CHECKPOINT:

• How is the printed spreadsheet different in landscape versus

portrait?
• Go to the following link and complete the exercises provided
http://www.extension.iastate.edu/Pages/Excel/exercise1.html

ACTIVITY:

Ask your facilitator to allow you access to a printer so that you may
be able to print a spreadsheet.

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READY TO PROVE YOUR COMPETENCE?

Now that you have completed this element check whether you have fully grasped all the
components by doing the following self-assessment.

Checklist 1 Yes No

1. I know how to preview spreadsheet in print preview mode ( ) ( )

2. I understand how to select basic print options ( ) ( )

3. I can print a spreadsheet or a part of a spreadsheet from

installed printer using correct procedures ( ) ( )

Checklist 2 Yes No

1. Spreadsheet is previewed in preview mode ( ) ( )

2. Basic print options are selected ( ) ( )

3. Spreadsheet or part of a spreadsheet is printed from installed

printer using correct procedures ( ) ( )

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