ProJctrce lrl<·~

d t P aw rl b~l!'
onlinP
Sre b<IC k COVI't

International Computer Driving License

A practical course
Spreadsheets
in Windows 7 &
Authors Office 2010
Lorna Boi nton
Alan Bourke
Editor
Claire Rourke
 module

Spreadsheets
 <C Blackrock Education Centre 2012

ISBN 978-0-9563141-7-8

Blackrock Education Centre, Kill Avenue, Dun Laoghaire, Co Dublin, Ireland.

Tel: (+353 1) 230 2709, Fax: (+353 1) 236 5044

E-mail: [email protected]
Websites: wwwbecpublishing.com and www.blackrockec.ie

First published 2012

All rights reserved. No part of this publication may be produced, stored in a retrieval system or transmitted
in any form or by any means without the prior written permission of the publisher, nor be otherwise circulated
in any form of binding or cover other than that in which it is published and without a similar condition being
imposed on any subsequent purchaser or user.

Microsoft• Windows•, Microsoft• Office•, Microsoft11 Word•, Microsoft11 Access•, Microsoft 11 Excel•, Microsoft•
PowerPoint11, Microsoft 11 Internet Explorer• and Microsoft• Outlook• are either registered trademarks or trademarks
of the M icrosoft Corporation. The use of Winzip and the Win zip trademark is with the kind permission of
Winzip Computing Incorporated.

Other products mentioned in this manual may be registered trademarks or trademarks of their respective
companies or corporations.

The companies, organisations, products, the related people, their positions, names, addresses and other details
used for instructional purposes in this manual and its related support materials on the manual's support website
www.becpublishing.com are fictitious. No association with any real company, organisations, products
or people are intended nor should any be inferred.

Every effort has been made to ensure that this book contains accurate information.
However, Blackrock Education Centre, Its agents and the authors shall not be liable for any loss or damage
suffered by readers as a result of any information contained herein.

SicillW.
BEC Director
Proofreading
Pat Seaver
Claire Rourke
BEC Production Lorna Bointon
Carrie Fonseca
Line Drawings

Original Text Annette Bolger

Lorna Bolnton
Text Design
Alan Bourke
Liz White
Adopted for Office 2010
Cover Design
Lorna Bolnton
Karolina Mosz
Editing and Formatting

Claire Rourke
 Note to Reader

Learn Office 2010: The Definitive Guide to Windows 7 and Office 2010 has been written
to enabl e the absolute beginner to arri ve at an understand ing of basic computer app lications.
It has been written in clear English with step-by-step instructions to be eas ily understood as
either a self-study guide or for the tutor- led environment. It is app licable for both desktop
PCs and laptops.

The Before You Begin secti on, unique to the Blackrock Education Centre computer
manuals, has been written for those students who arc abso lute beginners. Jt starts with the
basics of how to switch the computer on and off, it explains the usc of the mouse, the
taskbar, and introduces the student to the keyboard and the cursor. The student is then
introduced to the windows, the ribbon, settings and the Help function .

Each new topic is fu lly and carefu lly explored, complemented with numerous exercises for
student practice. Sma ll amounts of add itional informati on have been included to enhance the
students' understanding of very important topics.

Parti cular attention is given to ensuring that the content of the manual rcnccts the view on the
screen. The manual has large- format A4 pages and is fu lly ill ustra ted with screen shots
throughout. The placing of the graphi cs and text side by side make this an idea l training
manual.

This manual will usc Microsoft Outlook to teach the usc of the e-mail, with an opportunity to
practise creating and sending an e-mail. It will also offe r interactive website training at
www.bccpub lishing.com. There arc also FREE online resources ava ilab le to download from
the website.

There is a ful l glossary o f computer terms in modu le 7.

 module
Spreadsheets
MODULE GOALS • . ..................................................................................................................................................... 9

INTRODUCTION • What is a Spreadsheet? ........................................................................................................ 9

SECTION 1 • Using the Application ........................................................................................................ 10

1.1 Working w it h Spreadsheet s .... ........................................................................................... 10
1.2 Enhancing Productivity......................................................................................................... 18

SECTION 2 • Cells ......... ... .. . .. .. ... .... .. ... .. ... ................................................................................................ 22

2.1 Inserting and Selecti ng Dat a ...............................................................................................22
2.2 Editing and Sorting. ..... ....... ... ...... .................................................................................... 24
2.3 Copying, Movi ng and Deleting .. .................................................................................. 28

SECTION 3 • Managing Worksheets ........................................................................................................ 31

3.1 Rows and Columns .... ......................................................................................................... 31
3.2 Worksheets ... ........................................................................................................................... . 35

SECTION 4 • Formulas and Functions ........................................................................................................ 39

4.1 Arithmetic Formulas .. ................................................................................. ..................... 39
4.2 Fu nctions ............................................................................................................................... 42

SECTION 5 • Formatting ... .... .. .. ....... .......................................................................................................... 48

5.1 Numbers and Dates .. ........................................................................................................ 48
5.2 Cell Content .. ... .. ... .. .. ............................................................................................. SO
5.3 Alignment and Border Effects. .............................................................................................. 54

SECTION 6 • Charts ....... ........ ... .......................................................................................................................... 58

6.1 Creating Charts..................................................................................................................... .. 58
6.2 Editing Charts . .. ................................................................................................................. .. 63

SECTION 7 • Preparing Outputs ............................................................................................................... 67

7.1 Setup..................................................................................................................................... ... 67
7.2 Checking and Pri nting ...................................................................................................... 71
Training for ICDL

Module 4 Spreadsheets requires the candidate to understand the concept of

spreadsheets and to demonstrate an ability to use a spreadsheet to produce accurate
work outputs.

The candidate shall be able to:

Work with spreadsheets and save them in different file formats.
Choose built-in options such as the Help function within the application to
enhance productivity.
Enter data into cells and use good practice in creating lists. Select, sort and copy,
move and delete data.
Edit rows and columns in a worksheet. Copy, move, delete and appropriately
rename worksheets.
Create mathematical and logical formulas using standard spreadsheet functions.
Use good practice in formula creation and recognise error values in formulas.
Format numbers and text content in a spreadsheet.
Choose, create and format charts to communicate information meaningfully.
Adjust spreadsheet page settings and check and correct spreadsheet content
before finally printing spreadsheet.

Introduction
What is a Spreadsheet?
A spreadsheet is used for mathematica l ca lculati ons and analysis, such as to plot fi gures to find
pro fits and losses based on income and ex penditure, and for com mun icatin g information through
charts and graphs. A spreadsheet consi sts o f a grid containing rows and columns. Rows arc
numbered (e.g. I ) and columns arc lc!lcrcd (e.g. A ). T he intersection between a row and a column
ts called a cell. Cells arc named w ith the column letter and row number (e.g. A I ). Cell names arc
referred to as cell references. A ra nge of cell re ferences (e.g. A I :A I 0) is called a cell range.

Cells (A1, 61, etc.) [ A1 Columns (A, B, etc.)

Rows (1, 2, etc.) _____-:

~1~~--~8--~
2

Spreadsheets usc cell references in formu las and functions, rather th an fi gures, which makes it
easier to modify and update data in a spreadsheet. For example, A I I B I w ill total the contents o f
cell s A I and B I . When data is modified, or rows/columns deleted or inserted, formul as and
functions w ill automati ca lly update to rc nect the modi !icati ons. Formul as can be copied (referred
to as replicating) across or down over subsequent cells and the cell reference w ill change to
match th e cell to which the formula is repl icated. A nom1al cell reference is called a rel ative cell
reference, because it is relative to the cell to which the formul a is being copied. Sometimes, an
absolute cell reference may be required in a formula i f the cell reference should not change
during replication, but should remain constant. A n example of thi s is in a spreadsheet which uses
a cell, such as VAT which w ill remain constant. A formula using absolute cell references looks
li ke thi s: A 11$8 $ 1. The relati ve cell reference A I w ill change when copied downwards to cells
A2 and A 3, but the absolute cell w ill remain constant and refer to cell B I .

Spreadsheets should have re levant and appropriate row and column headings to identify data.

Unauthorised Photocopying is Unlawful 9

Module 4 ~ Spreadsheet Training for ICDL

Using the Application

An application refers to the software package that is used to perfonn a task. The application that
will be used for this training manual is Microsoft Office Exccl2010. This is a comprehensive
spreadsheets package, capable of creating complex spreadsheets consisting of fonnulas, functions,
charts and graphs.

1.1. Working with Spreadsheets

A spreadsheet is a grid consisting of rows and columns. Each spreadsheet file (also referred to as
a II'Orkbook) can contain many worksheets. Spreadsheet files may be saved in a variety of
formats, for usc in different applications.

In this section, you wi ll learn about the following.

Opening and closing a spreadsheet application.
Closing a spreadsheet.
Creating a new spreadsheet.
Switching between open spreadsheets.
Saving a spreadsheet to a location on a drive and with a different name.
Saving a spreadsheet in another format, such as template, text file, software specific file
extension and version number.

1.1.1. Opening a Spreadsheet Application 4.1 1)

Excel is a spreadsheet package that comes as part of the Microsoft Office 20 I0 suite. This
application will either be displayed as an icon on the Desktop of your computer or found in the
Start menu.

To open Excel, do the following:

• Select the Start menu.
Select All Prog ram s .
Select Microsoft Office and then select Microsoft Excel 2010 .

All Programs

Start menu

[00' MotrMoft Exc~l 2010 ~

'------
Select the M1crosoft Office folder and
then Microsoft Excel 2010

To keep the taskbar visible, point and right-click on the taskbar and, from the pop-up
menu, click Properties. The Taskbar and Start Menu Properties window opens. Click the
box to the left of 'Auto-hide the taskbar' to uncheck this option

10 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 .,. Spreadsheets

Microsoft Excel 2010 opens.

.....~ ....
II A A

... ., . . . . . ..(.-. • ., . . . . _, - .:
• • • .... . . . ..... """ "-" tJ
=·-~

II
u
.." 0
.."
....
II

The screen layout will display the following:

CD The Quick Access Toolbar.
(2) The File menu .
The ribbon.
@) A new, blank spreadsheet.

1.1 .2. Closing a Spreadsheet Application ( 1.1.1.)

To close Excel, do the following: Optn

• Select the File menu. 'Close

• Select Exit. Info

The Excel program will close.
Recent

New

Pnnt

Exit Excel

Alternatively, select the Close X button in the top right corner of the title bar.l a ~ o

1.1.3. Opening a Spreadsheet ( • • •

To open an existing spreadsheet, do the following:
• Open Excel.
File menu
• Select the File menu.
• Select Open.

Unauthorised Photocopying Is Unlawful 11

Module 4 ~ Spreadsheet Training for ICDL

The Open window opens.

• Select the location of the file by choosing a drive and/or folder from the Navigation Pane .
• Select the file . 1. Check the
Click Open. location in the
Address Bar

1. Choose the drive

and/or folder in
which the file Is 3. Click Open
saved 2. Select
the file

To display the Open window using the keyboard, hold down the CTRL + 0 .

Opening Recent Documents

Documents that have been opened recen tly can be accessed by selecting the File menu and
then Recent and then selecting a file from th e Recent Documents list.

Wflt\dcM171010 M~ 4
My l)o(Uft!fllt1
I'll U
OUte• .ICQCI\.I,Ipdbd JOlO
. Uprt.ttd l\110
(. 'Offl\l..fm~Mq Doc..-nrnt1\0if.IC:tl010\~f'4.2010
.
....
W~IJ001Mo..Mt 4 }410 11
. () 1~•1010
...
..
My0oc~Oftte•6'010 ( IJ...-. ;.mp.q\L)o(~ef I ;\()ffi(C J010

W~7J010 Modu"' J UlJ.I l \ . "" O...h"P

f.t,. Oocwnwt\b Ott.... 21:118\\fplbt ~
l)._.cJ •
CI.Mn<~"'OV
G
..
Select a recently opened file from the Recent
Documents list

To change th e number of documents

listed in Recent Documents, select
the File menu and then
form ula ~
Options. Select the Advanced Show this numbf' of Btctnt Documents lS

button and, in the Display section, ~Itt unth Oefautt UniU c:J
Jj Show l ll rtlndows In lht Taskba t
enter the number of documents that J Sho..., fotm_ula ber
you want to display. l iMOUIQt J Show [undton Scrunlips
OtsaDie hardware ,graphics aueltratlon
for ctlh wttn commtnts ~how

Enter the
number of
recent
documents
that should
display

12 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 .,.. Spreads heets

1.1 4. Closing a Spreadsheet • 1.1.)

To close a spreadsheet, do the following:
Select the File menu .
Select Close.

If changes have been made to the file, a message will appear asking if you want to save
the file before closing.
Click Save to save the file .
Click Don't Save to close the file without saving .
Click Cancel to cancel the message and return to the spreadsheet.

1.1.5. Creating a New Spreadsheet 1.1.2.)

To create a new spreadsheet, do the fo llowing:
Select the File menu .
Select New.
Select Blank Workbook. Select Blank Workbook
Click Create.

w.... ..
u ....
tJ (M ot
---
...
- ...... a --
·~ ... - -n ·- ..
..... ..,_
....
- -
Qfbc:t Ufllf.....,.._

- - ·-·- ·- - - - ·-
• :J ,_
~

Click
Create

·-- ·-
Column (A)
A new blank spreadsheet opens.
A/ 8 c
Row(1 ) ~

Cell (A1 ) 1
5
G

1.1.6. Saving a Spreadsheet to a Location on a Drive 1.1 .3.)

To save a spreadsheet for the first time, do the foll owing:
Select the File menu .
Select Save.
The Save As window opens.
Select the correct drive and/or folder from the Navigation (Folder) Pane.
Enter a name in the File name box.
Click Save.

Unauthorised Photocopying is Unlawful 13

 Module 4 <1111 Spreadsheet Training for ICDL

~ Moc,..,.ott Off><• E> • Documents library

D•t•F~..

'(( Fovo<ot..
• DO'Jktop
iJ Do-to•d•
Recent Pitta
'·~ ... .
2. Enter a file name in the box.

b
The default file name given to a
1. From the Navigation
spreadsheet when saved for the
Pane, choose a drive
first lime is Book1
and/or folder in which to
save the file
.._ =========~
3. Click Save

• Hodo Folden c~

Click the Save button on the Quick Access Tool bar to save a fi le.
The keyboard combination to save is CTRL + S.

1.1.7. Saving a Spreadsheet with Another Name (4.11 3)

To save an ex isting spreadsheet with a different name, do the fo llowing:
• Select the File menu .
Select the Save As menu option.
The Save As window opens.
• Select the correct drive and/or folder from the Navigation Pane.
Ensure that the Save as type box displays Excel Workbook .
Enter a name in the File name box.
Click Save.

When saving a spreadsheet for the first time, clicking Save or Save A s from the File
menu will result in the Save As window opening. Subsequent changes to a spreadsheet
can be saved by selecting the Save option from the File menu. This will save the
spreadsheet with the same name and overwrite the original file.

1.1.8. Saving a Spreadsheet as Another File Type (4 1 1.4)

A spreadsheet can be saved in a variety of different formats. Thi s is useful if the spreadsheet is
being opened in another version of Excel or a eli fferent spreadsheet program. Some of the
common formats arc listed below.

Spreadsheet (.xlsx) Version number (Excel 95-2003 Workbook)

• Text (*.txt) Software specific file extensio n (e.g. *.xis or xlsx)

• Templat e (.xltx)

14 Unauthorised Photocopying Is Unlawful

 Training for ICDL Modulo 4 ~ Spreadsheets

To save the spreadsheet in another file type, do the following:

Text Format (Tab Delimited)

When a spreadsheet is saved as a text file, it loses all of its formatting features and saves in a
format that enables it to be opened and viewed as text and values only. Columns of data arc
separated by tabs and each row ends in a ca rriage retu rn (Enter).

To save a file in text format, do the following:

• Select the File menu.
• Select the Save As menu option.
• The Save As windows opens.
• Select the correct drive and/or folder from the Navigation Pane.
• Enter a file name into the File name box.
• Click the Save as type arrow.
• Select Text (Tab Delimited) (*.txt).
• Click Save.

[[Excel Workbook
Click the
Save as
Excel Ma cro-Enabled Template type: arrow

Excel 97 -2003 Tem Iate I

Text (l au ucu" IILcd) Select Text (Tab Delimited)

Unicode Text
XML Spreadsheet 2003

Other text formats include Formatted Text (Space Delimited) which loses all
formatting and in which columns are separated by commas and end with carriage
returns; Text (Unicode) which can be read in Windows NT Notepad; and Comma
Separated Value (.csv) which displays text and values as they appear in the active
worksheet and converts cells containing formula to text values. Columns of data are
separated by commas and rows end in a carriage return. Again , with this format, all
formatting is lost but it is a useful format for importing data between applications.

Template
A template contains standa rd content/fo rmulas that wi ll appear on all sheets in a spreadsheet. A
template can be used repeatedly with other spreadsheets. This saves time and effort when creating
a new spreadsheet. Templates arc saved with a .xltx fil e ex tension and, unless another location is
specified, will automatically save in the following location: C:\Uscrs\ user name
\AppOata\Roaming\Microsoft\Tcmplatcs

To save a spreadsheet as a template, do the following:

• Select the File menu .
• Select the Save As menu option.
The Save As windows opens.

Unauthorised Photocopying is Unlawful 15

Module 4 ~ Spreadsheet Training for ICDL

(; Mcro<Ott Ollou b
. Docum!'nts library
1. Check the file
location In the
l u m Offo<t 2007 Address Bar
* r.....,... Dolt moddood Typt
• o..~.P
O•t• ftles i1010!1120111JJ7 Fok foldto
o-nloods
~ ~ ...... ~>~o<.. 2. Enter the

I
file name 3. Select Excel
1. Choose the llbf'fflft Template
correct Docu.....,ts
drive/folder _, Mu~t<

F1ltt)lmt": S.lt

s... "ll'P« uuiTtmplflt 4. Click

Aothon: Comp>q Save

Select the correct drive and/or folder from the Navigation Pane.
Enter a file name into th e File name box.
Click the Save as type arrow.
Select Excel Template.
Click Save.

To save a template in a previous version of Excel, select Excel 97-2003 Template.

Excel Template
Excel Ma cro-Enabled Template
l l:ror:r.:~J8'~11):·r.l'ii1'·
I
Text (Tab del1m1ted)
Umcode Text I

Version Number
Each version of Excel has a different version number. If the spreadsheet needs to be opened and
v iewed in a previous version of Excel it ca n be saved w ith a different version number.
To check the version number of the so ftware on your computer, do the following:

Select the File menu and select Help.

Read the version details in the About Microsoft Excel section .

Toola for Working With Office About Microsoft Excel

Versoon: 14.0.6112.5000 C32 · b~)
Op!tons
All~~llliRlllll!•! lntaomotton
( lrt1Dt'11l•fonguagt. do>pfty and olhtr progttm
ltltong<. Part of Mocrosol! Ofloce Profts,.onal Plus 2010
e 2010 Mocrosoft Cotpototoon. All roghts rtsttvtd
Mo ro >ft (u)(om" Xmcts and ~Pllml
Cht< k for Updt!H Product 10:02260·018·0000106 48320
Gtt th< '""" updatc> avaoltble for Mocrosofl M ro ~c.lKC!ill.l.t!!xu
Of ft ...

Check the version - it should be Microsoft Excel® 2010 .

Click th e File menu to close the menu.

16 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 Ill> Spreadsheets

To save th e spreadsheet wi th a different version number, do the following:

Select the File menu .
Select the Save As menu command.
The Save A s windows opens.
Select the correct drive and /or folder from the Navigation Pane.
Enter a file name into the File name box.
Click the Save as type arrow.
Select Excel 97-2003 Spreadsheet to save a copy of the spreadsheet that is full y compatible
with Excel 97-2003.
Click Save.
EJccel 97·2003 Workbook
Excel 97 2003 is an earlier version of the software

To save to a software specific extension, such as XML Data (.xml), DIF (.dif) or CSV
(.csv), choose the extension from the drop-down list in the Sav e as type field.

1.1.9. Switching between Open Spreadsheets 1.1 5.)

Open spreadsheets wi II be displayed as tabs on the task bar.

To switch between open spreadsheets, do the following:

To switch between different spreadsheets within Excel, select the View tab.
In the Windows group, select the Switc h Windows A lick bes1de the
button. f1le name md1cates
that II IS the aCtiVe
A tick will display beside the file name of the currently spreadshee t,
acttve spreadsheet. currently displayed
Click another file name in the menu to make that the on screen

active spreadsheet.

You can also switch between open worksheets or other programs by using the taskbar.
Open more than one spreadsheet.
The spreadsheets will be displayed as labs on the taskbar at the bottom of the screen.
When the mouse arrow is hovered over a lab, a thumbnail of the file is displayed
(unless using Windows 7 Basic).
Click a tab and then click the thumbnail to open that spreadsheet.

To switch between open spreadsheets using the keyboard hold down the ALT key and
press TAB.

Unauthorised Photocopying IS Unlawful 17

Module 4 ..,. Spreadsheet Training for ICDL

1.2. Enhancing Productivity

Productivity can be increased by selling user preferences, such as adding a user name ancVor creating
a default folder from which to open and in which to save all spreadsheets. Using the ll clp facility can
also aid productivity by providing tips and advice on how to usc the program effectively.

In this section, you will learn about the following:

Setting user preferences.
Using available Help functions.
Using magnification/zoom tools.
Restoring and minimising the ribbon.

1.2.1. Setting User Preferences ( 1

User preferences refer to the user name and the default location from where opened Iiies arc saved
to. These can be changed as appropriate so that the user name is di ffcrcnt or so that li lcs can be
opened or saved in another location.

To set user preferences, do the following:

User Name
Select the File menu.
Select Options.
Select the General command.
In the Personalize your copy of Micros oft Office, position the cursor in the User name box
and delete the current user name.
Enter the new user name.
Click OK.

J
General opt1ons for working w1th Excel.
Formulas

Prootmg User lnt~IKe options

Save t.t Show .Mini Toolbar on select1on •

Language
L.tJ Enable L1ve Preview •
Advanced
-'olor scheme: Silver EJ
Sqeennp style: Show feature descnptlons 1n ScreenT1ps
Customize R1bbon
When creatmg new workbook!!
Qu1ck Access Toolbar
Use this font: Body Fo~n.t_ _ _ _ _ _ _ c_ ~c--_-: G
Add -Ins
Font sl~t: 11 EJ
Tru st Center
Default x1ew f or new sheets: Normal View

Include this many 1heets: .._

3_ __,_-"

Penonahze your copy ot MKrosoft OtfKe

JJ.ser name: Compaq I

~ Enter or edit the User namo

18 Unauthorised Photocopying Is Unlawful

 Training for ICDL Module 4 .... Spreadsheets

Default File Location

• Select the File menu .
Select Options.
Select the Save tab.
• In the Default File Location box, enter the required file location from where files will be
opened from and saved to.
• Click OK.

~ Cu~tomozt how workbooks •rt uvtd

Enter the file
location

·,,,,. f.rul Wor~book

t•ng~U~gr

C ~uun\Compaq\AppOata '.Ro•''"no\Mtcrosott b<tf\

Cut.tom•n RJbbon
II ·\lJst U' (OMjMQ\OOCUifttnU

1.2.2. Using the Help Function 1

The l lc lp function is available to g ive advice and help on aspects of the so ftware that you arc using.
This is use ful when you arc trying to perform an action and don ' t know how to proceed further.
Just ask the llclp function a specific question and then select a relevant topi c for the answer.

To usc th e ll clp function, do the following:

• Select the Help button or press the F1 key.
The Excel Help window opens.
• Select a link to a relevant topic.
A further set of links will appear that correspond with the selected topic.
Select a relevant link to refine your search.
Read the information on the chosen topic.
Use the Back button to go back a step or the Home button to return to the first •
window of Excel Help.

I xwl ttdp and How to

Brow>t (x<rl Htlp

• G.o!M<J\I•ttfd wtthht ri • Ac1moWI.Iy
Click a topic to

.,_
• .A._t wt-ntU.. " .............. read the
Information on
the chosen topic
wt\.11' Mw In bt... ;1010
Browse • (Not $ • Collatlot.t.ntCWI
..... lht.. dM.t Modo
help and
select a
hnk
........
• CCJNiiboN!fg~

• '"""'*'
,.,..,.
,.,.,enc•
. ,.....,..
• f.aerint•""*""'
• ANa)'•--. ....
GttlinQ ltllttd
-~
'*"" bttl 2010
k.ybowd IJ'IOrtn.tl In (.Cfl 2010

....
• ~Md-.ort'1Sf • Prildftt .......

·-...
• ~urtty ...... ~y • V.....a.t~n9M1
~I Nfow: Cha"'f's ifl fitr;OIT~t
.......
~~~~\
....... medt IO IJI(~ tWICfGM

• Select Print to print a copy of the topic information.

Unauthorised Photocopying is Unlawful 19

Modulo 4 ~ Spreadsheet Training for ICDL

You can also enter specific search criteria into the Search box to locate information on spec ific
topi cs.

To enter search criteria, do the following :

Enter a question in the Search box.
Click Search .
A list of topic links relating to the search criteria will appear.
Click a link to view the topic information .

Enter the search words Click the Close X

here and click Search button to close

Click the Next button

A list of topics to move through the
correspondtng to the pages or click the
search criteria will be page numbers
displayed
Ust Off1tt £.xct'l2010 111uth tarl•tr vtrSI¢011 ot Exctl
Atttcl•

RtcO\'t'r UnSH'itd VtUIOn~ rn OUt< l' 2010

ArtiCle:

1.2.3. Using Magnification (Zoom) ( · -- l

The magnification tools arc used to zoom in and out in a spreadsheet.

To usc the magification tool s, do the following :

Select the View tab . Select a
In the Zoom group, click the Zoom button. Zoom to
option button
The Zoom window opens. or select
Custom and
Select an option button to change the magnification or enter a
type a custom percentage in the Custom box. percentage by
which to
• Click OK. increase or
decrease the
EJt sel«bon
magnification Custom: [too oy.

OK If- Cancel ]

You can also select the Zoom buttons on the status bar. Use the Zoom Out button to
reduce the view. Select the Zoom In button to enlarge the view. Alternatively, drag the
slider towards the Zoom Out or Zoom In buttons to decrease/increase the view.

Zoom In
Zoom Out

1.2.4. Minimising and Restoring the Ribbon c

The ribbon bar can be minimised and then restored if required .

To minimise and restore the ribbon, do the following; Homt lnurl PtQf' l.,-out fCHml)fl

• II
Minimising the Ribbon D I U
Right-click the ribbon bar.
,bdd to Qu•d: Aut a To..llblr
Select Minimize the Ribbon. tustom"' Qu•ck ~(Ctu ToQtbar •

The ribbon is hidden. Click Minimize

lnow Qui<~ A<un Toolt»t• 8tlow tht Jhbbon

the Ribbon

20 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 .,.. Spreadsheets

Restoring the Ribbon

Dol o 11.1
Right-click the bar containing the tabs.
Show Qull• A.ctt~l Tootb•t Btlow tht '•ttbon
Click Minimize the Ribbon (note how a tick is ...,- A

displayed beside the menu command to indicate l c::::J ,., )IOII'Wf tt'tr 8Jbbon

that it IS active). 2 ( ~ lh p

\ Click Minimize the Ribbon

The ribbon is restored and is visible again. agam to restore the nbbon

1 Open Excel and create a new spreadsheet.

D
2
Save this spreadsheet as sale in the default spreadsheet format in a default folder
location that you spec1fy D
3 Save another copy of the spreadsheet in Text format with the filename saleTXT.
D
4 Reopen Sale and practise switch1ng between the two spreadsheets.
D
5 Zoom the Sale spreadsheet to 80% and save.
D
6 Close both spreadsheets. D
7 Use the Help function to find 1nformat1on on savmg a spreadsheet as a template.
D
Open the Sale spreadsheet and save in template format (ensure that 11 saves In
8
the correct dnve/folder). D
9 Close the template file.
D
10 Open a new spreadsheet and save w1th the name version in Excel 97-2003 format. ~
11 Close all spreadsheets and exit Excel. [_]

Unauthorised Photocopying is Unlawful 21

 Modulo 4 ~ Spreadsheet Training for ICDL

Cells

A spreadsheet i s a grid comprising rows and columns. The intersection between a row and a
column is called a cell. Cells arc named w ith the grid reference referring to its location; thi s is
called a cell reference. For example, the ce ll named A I refers to the cell positioned in column A
and row I . Multiple cells arc referred to as a cell range. An example of a cell range is A I :A 12 (a
cell range is separated by a co lon).

2.1. Inserting and Selecting Data

Data refers to text, dates and numerical figures . Each of th ese data items can be en tered into a cell
and th en selected so that edi ting or formatting can be performed.

In this section, you will learn about the following:

Understanding that a cell in a worksheet should contain only one element of data (for
example, first name detail in one cell, surname detail in adjacent cell).
Recognising good practice in creating lists: avoiding blank rows and columns in the main
body of the list, inserting a blank row before the Total row and ensuring cells bordering list
are blank.
Entering a number, date or text In a cell.
Selecting a cell, range of adjacent cells, range of non-adjacent cells or an entire worksheet.

2.1.1. Good Practice (4.~ 1 1 1nd 4.2 1 2)

A cell should only contain one clement of data, such as a first name in A B
one cell and a last name in an adj acent cell. This enables th e user to edit 1 IFirst Nam~ Last Name
2 !Anne Jones
or format cell clements individually, e.g. with different fonts, sizes and
3 tBIII Sm1th
styles, or sort columns in a specified order.

When creating numerical lists, it i s good practice to avoid creating blank JUMBLE SALE
rows and co lumns in the main body of the lisl. This is because a blank
row or column can affect form ula results. ll owcvcr, to enhance clari ty, ITEM PRICE
Dress .t:2 99
it is good practice to insert a blank row before a Total row to separate Vase £1 50
the main list from the formula result A ny cells bordering a numerical list Decanter set £3 45
used in a calculation should remain blank. Th is ensures that the data and
the results arc clearly defi ned and can be easily identified and understood. TOTAL £7.94

2.1.2. Entering Data (4.2 1 J.)

The defau lt position for text with in a cell is left aligned. The default position for numbers and
dates is ri ght aligned. Numbers w ill not display decimal precision unless formatted to a specific
number of places. For example, w hen you enter 1.50, it w ill display as 1.5.

To enter text, numbers or dates into a cell , do the following:

• Click a cell to select it and then enter text or a number directly into the cell.
Press Enter to complete the entry.
Alternatively, position the cursor in the Formula bar and enter the data.
Press Enter to complete th e entry.

A1 ... ( >< ~ J; ] ITEMj

22 Unauthorised Photocopying is Unlawful

Training for ICDL Modulo 4.,. Spreadsheets

2.1.3. Selecting Cells (4 2.1.4.)

A cell must be selected before data can be entered, edited or formatted . Th is may entail selecting
a single cell or a range of adjacent or non-adjacent cells.

To select a cell or cel ls, do the fo llowing:

Single Cell
A 8
• Click a cell to select it. A dark border displays around a selected cell.
'----1
Adjacent Cell Range
• Select the first cell and then, holding down the left ITEM PRICE
mouse button, drag over the cells to be selected Dress £299
and release. The first cell in the selected range Vase £1 50
appears to be unselected. Decanter Set £3 45

Non-Adjacent Cell Range

• Select the first cell or range of cells and, holding
down the CTRL key, click the cell or drag over
the cells to be selected and release.

Entire Worksheet
• Select the button on the top left of the spreadsheet (above row number
1 and to the left of column A). All cells in the worksheet will be selected.
Alternatively, press CTRL + A .

Click away from a cell range to remove the selection.

A spreadsheet containing the data shown below is also provided on CD for your use. Note that the
spreadsheet refers to profits from Jumble Sales.

1 Open Excel and then open the sale spreadsheet.

D
Check the data on the right has been inserted
in the correct columns and rows (don't worry
A
1 PROFITS 1ST QTR :?008
B
D
if the data overlaps; you will adjust column 2 EXPENDITURE
widths later). 3 Transport costs 15
4 Venue hire 50
5 Refreshment Costs 20
2 6 Other expenses 50
7 Total Expenditure
8 SALES
9 Entrance Fees 50
10 Sales of goods 650
11 Refreshment Sales 60
12 Total Sales

3 Select cells A 1 and cell 83.

D
4 Select the cell range A1 :812.
D
5 Remove the selection.
D
6 Close the sales spreadsheet. Cl

Unauthorised Photocopying Is Unlawful 23

Module 4 <1111 Spreadsheet Training for ICDL

2.2. Editing and Sorting

In this section, you will learn about the following:
Editing cell content and modify existing cell content.
• Using the undo and redo command s.
Using the search command for specific content in a worksheet.
Using the replace command for specific content in a worksheet.
Sorting a cell range by one criterion in ascending or descending numeric order and ascending
or descending alphabetic order.

2.2.1. Editing Cells ~ ~1 l

Cell content can be edited or modified by positioning the cursor w ithin a cell and maki ng
modifications, such as entering characters or deleting characters, or by selecting a cell and editi ng
th e contents in th e Formul a Bar.

To edit or modi fy cell content, do the following:

Double-click a cell to position the cursor within the cell (the cursor will appear wherever the
insertion point is positioned when you double-click).
Alternatively, select a cell and then position the cursor on the Formu la Bar either in front, in the
middle or behind the cell contents.
Delete characters by positioning the cursor in fron t of a character and pressing Delete (the
Delete key deletes characters to the right of the current cursor position) or by positioning the
cursor behind a character and pressing Backspace (the Back space key deletes characters to
the left of the current cursor position).
Enter characters by positioning the cursor in th e correct position and then typing.
To replace the whole contents of a cell, select the cell and type over existing contents.

2.2.2. Using the Undo and Redo Commands

I f a mistake is made when entering, editing or deleting data, it can be corrected by using the undo
button. To redo the acti on, the redo bu tton can be used.

To usc undo and redo, do the followi ng:

To undo an action, click the Undo button from the Quick A ccess The Redo button

IJ
displays as lhe Repeat
To o lbar (or press CTRL + Z). button until the Undo
To see a list of actions, click the arrow and select an action command is used
from the list. Any actions that exist before the selected
action will also be undone. .,l ;
Select the Undo
arrow to see a
list of actions /rtCiear
Typmg

Cancel

To redo an action, click the Redo button from the Quic k

A ccess Toolbar (or press CTRL + Y).

The Redo button displays as a repea t button, until the Undo bu tton is utilised. When the
Undo button is used, the Redo button becomes active.
Undo Redo

24 Unauthorised Photocopying Is Unlawful

 Training for ICOL Module 4 ~ Spreadsheets

2.2.3. Searching
Finding information in a spreadsheet can be ti me consuming if it is a lengthy spreadsheet
containing lots of data. Using the Search command facilitates the process as it wi ll lind specilic
information throughout the spreadsheet in one action .

To search for information, do the following :

On the Home tab, click the Find & Select command from the
Editing group (or press CTRL + F to open the Find window).
Select Find from the menu.
The Find window opens.
Enter the search word or phrase into the Find what box.

Enter tho scorch Click Options to

word(s) here ref1ne tho search
further

Click Find All to f1nd all Chck Find Noxt to move

occurrences of the search word through each occurrence of
the search word

Select the Options» button to refine the search further.

In this section of the Find window, you can do the following:
Search within a sheet or a workbook (if the workbook contains many sheets).
Search by rows or columns.
Look in formulas, values or comments.
Match the case of search word (upper/lower case)
Match entire cell contents or only part of a cell (e.g. 1f you select th1s checkbox and enter
Refreshment as the search word it will find cells containing the word Refreshment but will
not find Refreshment Costs or Refreshment Sales).
Choose to match case or match
entire celt contents or part o f a celt

Re fine the search by

look1ng w1th1n a sheet W1tb,ln :
or a workbook. Search
~e~rch : By Columns v

~I
by rows or columns
Look 1n Formulas,
values or comments t.ook1n: Formulas v
Cl<k " ' '" ' '"'
Optlo"' "diOO

Press Find Next to find

the first occurrence of
Boof Sheet Neme Cell Velue Formul~ ~
the search word(s) or sale data entry. xlsx Sheet I $A$ II Ref reshment ~les
Find All to find all
occurrences of
the search word(s). 2 cell(s) found

Find All Will hst all occurrences of the

search word m the sheet (or workbook
1f th1s opt1on IS selected)
Click Close to close the Find window.

Unauthorised Photocopying is Unlawful 25

 Module 4 ~ Spreadsheet Training for ICDL

2.2.4. Replacing ( ..s)

It can be time consumi ng to replace the contents of multiple cells with another va lue i f the
spreadsheet is lengthy and con tains many rows and columns of data. I f the search word appears
many times, it is easier to usc the Replace command to replace the contents o f the cell with a
spcci fied value throughout the spreadsheet.
To replace the contents of cells, do the following:
On the Home tab, click the Find & Select command from the Editing group (or press CTRL +
H to open the Replace window).
Select Replace from the menu.
The Replace window opens.

Enter the search

word(s) here
EJ~~Qormat... ]
B CN?~ I Format... ·I
Enter the B ~!:~ Match~ Click Options to
replacement
word(s) here
r:J r.:l e1tre eel
Match CQnte'lts refine the search
further
Click Replace All to F.!
find all occurrences
of the search word l
Click Find Next and
• Enter the search word or phrase into the Find what box. then Replace to find
and replace each
Enter the replacement word in the Replace with box. occurrence of the
search word
Select the Options>> button to refine the search further.
In this section of the Find window, you can do the following:
Search within a sheet or a workbook (if the workbook contains many sheets).
Search by rows or columns.
Look in formulas, values or comments.
Match the case of the entered replacement word (upper/lower case).
Match entire cell contents or only part of a cell (e.g. if you select this checkbox and enter
Refreshment as the search word it will find and replace cells containing only the word
Refreshment but will not find and replace the cells containing Refreshment Costs or
Refreshment Sales).
Choose to match
Replace within a sheet case or match
or a workbook. Find and v l 0 M~tch ~;.~se entire cell contents
replace by rows or .., J 0 Metch entire ceR cQntents or part of a cell
columns Look in
Formulas, values or
comments
v] Click to close the
Options section

Press Find Next to find the first occurrence of the search word{s) and then press Replace or
select Replace All to replace all occurrences of the search word(s) with the replacement word.
• When Replace All is selected, a message
window opens informing you of the number
of replacements that have been made.
Click OK.
Click Close to close the Replace window.

26 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 ll> Spreadsheets

2.2.5. Sorting 4 .... - )

Data can be sorted to display in ascending or descendi ng order in either numerical or alphabetical
order. Sec the examples below.
Alphabetical (Ascending, A- Z) Alphabetical (Descending, Z- A)
Clothes Toys
Ornaments Shoes
Shoes Ornaments
Toys Clothes

Numerical (Ascending, smallest- largest) Numerical (Descending, largest- smallest)

£1 .99 £3.50
£2.50 £3.00
£2.99 £2.99
£3.00 £2.50
£3.50 £1.99

To sort data, do the following:

Numerical Order
• Select the numerical data to be sorted (you must also include adjacent cells in
the selection if these cells are to be sorted alongside the numerical data).
• From the Home tab. click Sort & Filter from the Editing group.
• Select Sort Smallest to Largest for ascending order or Sort Largest
to Smallest for descending order.

Alphabetical Order
• Select the text to be sorted (you must also include adjacent cells in the selection if these cells
are to be sorted alongside the text).
A
From the Home tab, click Sort & Filter from the Editing group. z
• Select Sort A to Z for ascending order or Sort Z to A for descending order. Sort&
fl~tr.

•....., \n '<

'1 '. ·~)

I ,•11'1 _....

1 Open Excel and the spreadsheet called sale. [1

2 Edit the title in cell A 1 so that it reads PROFIT 111 QTR JAN - MAR 2008. 0
3 Modify cell AS to read INCOME. [_]
4
Using the Search and Replace command , find all occurrences of the word Venue
and replace with the word Hall. Ensure that the case is matched. n
5
Select the cell range A 3:B6 (start the selectton from 8 6 and drag backwards up to
A3 so that the Sort command tdent1fies that 11 is the numerical data that should be D
sorted ).

6 Sort this cell range 1n descending order (largest--smallest)

D
Select the cell range A9 :8 11 (start the selection from cell A9 so that the Sort
7
command identifies that the sort should be performed on the text)

8 Sort this cell range in ascending order (A Z). []

9 Save and close the sale spreadsheet.
D
Unauthorised Photocopying Is Unlawful 27
 Module 4 ~ Spreadsheet Training for ICDL

2.3. Copying, Moving and Deleting

The contents of a single cell or a range of ce lls can be duplicated or moved within a worksheet or
between open worksheet!>. Values in cells can be copied to other cells or, if sequential numbers or
months, days or dates, arc required these can be incremented by using the Autorill tool (for
e.\amp le, if you type in Monday and then copy thi s across or down other cells, the data entry will
be incremented to display as Tuesday, Wednesday, etc).
Cell s containing formu la, that usc cell references, can be repli cated across other cells. Spreadsheet
data can be updated by deleting outdated cell contents.

In this section, you will learn about the following:

Copying the content of a cell and a cell range within a worksheet, between worksheets
and between open spreadsheets.
Using the AutoFill tool/copy handle tool to copy and increment data entries.
Moving the contents of a cell and a cell range within a worksheet, between worksheets
and between open spreadsheets.
Deleting cell contents.

2 3 1 Copying and Moving Cell Contents

To copy or move cell contents within or between worksheets, do the fol lowing:

Within a Worksheet
To copy the contents of a cell , select the cell (or range of cells) and then,
from the Home tab, click Copy from the Clipboard group (or press
CTRL + C).
Select the destination cell within the worksheet and click Paste ~format Polnltr

(or press CTRL + V).

The duplicated cell contents will appear in the new position .
• To move cell contents, follow the procedure above but click Cut (scissors)
from the Clipboard group at Step 1 (or press CTRL + X).

Cell contents can be copied or moved

between worksheets by following the
procedure above, but open a new worksheet 14 4 ~ ~~ \ ~heetl J.. Sheet2 /_ Sheet3 /
by clicking a Sheet tab, before pasting the
contents in the new destination . l Click a Sheet tab
before pasting

Between Spreadsheets
Open the required spreadsheet files . Both files will be displayed as tabs on the taskbar at the
bottom of the screen.
Ensure that the spreadsheet containing the cell contents to be copied, is the active spreadsheet.
• To copy cell contents, select the cell or cell range and then, from the Home tab, click Copy
from the Clipboard group.
Click the other spreadsheet on the taskbar or select the View tab and Switch Windows.
Choose the other spreadsheet from the list and ensure that the correct worksheet is displayed .
Click the mouse in the destination cell.
From the Home tab, in the Clipboard group, click Paste.
The cell contents will be duplicated in the selected position within the spreadsheet.
• To move cell contents to another spreadsheet, repeat the above procedure but click Cut
(scissors) at Step 3.

28 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 ..,. Spreadsheets

• You can also copy, cut and paste cell contents within and between spreadsheets by
right-cltcking and selecting a command from the shortcut menu or by ustng the Drag
and Drop method. The latter method uses the mouse to copy or move cell contents to
a different destination within the same worksheet. Potnt at the border of a cell or cell
range containing the contents to be copied or moved, hold down the mouse button and
drag to the destination cell to move the contents or hold down the CTRL key whilst
dragging to copy the cell contents.

2.3.2. Using the AutoFill Tool

The 1\utoFill tool or Copy llantllc replicates formulas, or increments data entries over other cells
within the spreadsheet.

fo usc the 1\utoFill tool, do the following:

Position the mouse over the fill handle (this is the small black square in the lower right corner
of a cell) and then hold down the left mouse button.
The cursor becomes a black cross. +
With the mouse button depressed, drag over subsequent cells to increment entnes.

When months are cop1ed usmg the F11l handle,

a tag appears d1splay1ng the 1ncremented
month before 11 appears In the cell

When the mouse button 1s released, the AutoFIII

Opt1ons command appears Clic k the arrow to see
the AutoF11l menu

Copy Cells w11l copy the cell but not 1ncrement Fill

_____j)
series w11l1ncrement each entry (as w1th dates) You
Fill formatl•ng Onto; have the opt1on of copy1ng cell contents w1thout also
Fill Wilhgut Fo iml tling copymg the cell formatting Fill Months w11l also
.._ f ill t..tonths
mcrement w1th each subsequent month

Alternatively, enter the first number or date and then select the cells
into which you want the incremented numbers/dates/months to J2own

appear. fight
l,IP
From the Home tab and the Editing group, select the Fill arrow.
Lt!t
Select a Fill option from the drop down menu select Down , Right,
Left or Up to copy a value without incrementing the value.
~trltl ...

lUshly

Series rt~:~'
Select Series for further incremental options, Senelfl TYPC' Ollie..,.,
such as AutoFill for months or Ltnear for o Rows .. !,;lear O.y
numbers. !:cOmo Siowth Weet.day
Qote Monlll
Click OK.
Autd,;il YeM

1!rend
~tep vu: a Stgp VMJe'
OK I [~~--
Cat-
x.ej
~

Unauthorised Photocopying Is Unlawful 29

Module 4 ~ Spreadsheet Training for ICDL

2.3.3. Deleting Cell Contents ( •.2 3.4.)

T o delete cell co ntents, do the fo llowing :
Select the cell or cell range containing the content to be deleted.
Press the Delete key on the keyboard or select the Delete button from the Home
tab/Cells group.
Alternatively , from the Home tab and the Editing group, select the Clear arrow and then
choose the Clear All or Clear Contents commands from the drop down menu.

Q. CleAr All
~ Clear formats Selecting Clear All deletes the contents of the selected
cell , along with the formatting and any comments. To
~lear Co ntents only delete the cell contents, select Clear Contents

Clear Comments

1 Open the sale spreadsheet.

D
2 Copy the contents of cell A2 to cell A 1 in Sheet2.
0
3 Ensure that you are on Sheet1 . Move the title in cell A 1 to cell F1.
0
4 Move the title from cell F1 back to its original position in cell A 1. []
5 Copy the cell range A1 :81 2 to a new worksheet.
Cl
6 Edit the IItie to read PROFITS 2ND QTR APR - JUN 2008.
0
7 Delete the contents of the cell range 83:811 .
D
8 Save the spreadsheet with the name sales 2nd Qtr 2008 and close.
0
9 Save the sale spreadsheet and close.
D
10 Create a new spreadsheet and enter January Into cell A 1.
0
Copy this down over cells A2 :A12 so that the data entries increment with each month
11
(you should end up with 12 months Jan- Dec). 0
12 In cell 81 enter the number 1.
D
Highlight the cell range 81 :812 and then select the Fill command (from the Home
13
tab/Editing group). Ensure that the numbers will increment in a linear series from 1-12. D
14 In cell C1 enter =81 +2. 0
15 Copy this formula down over the cell range C2:C12.
D
16
In cell 01 enter Monday. Highlight the cell range 01 :07 and then use the AutoFill
comma nd to increment the days (Monday- Sunday). 0
17 In cell E1 enter Monday and fill down the cell range E2:E7 without incrementing. Cl
18 Save the spreadsheet as AutoFill and close.
D

30 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 ..,.. Spreadsheets

Managing Worksheets

A spreadsheet is also refen·ed to as a workbook . In the same way that a book has many pages, a
workbook can have many wor ksh eets. A new spreadsheet or workbook contains three default
worksheets. The worksheet name i s displayed on a sheet tab at the bottom of th e screen, such as
Sheet I , Shcet2, Shect3. Worksheets contain many rows and col umns that can be deleted, or
modi lied with a different col umn width/ row height or frozen to make it easier to scroll through
multiple rows/col umns o f data w ithout losing sight of the spreadsheet titles. In addition to
inserting new rows/col umns, you can also insert new worksheets and rename and rearrange the
order o f worksheet tabs. Worksheets can also be copied or moved w ithin a spreadsheet.

3.1. Rows and Columns

Rows and columns can be selected, w hether adjacent or non -adjacent, so that editing and formatting
can be performed . I t is useful to freeze spreadsheet titles so that th ey remain in the same position
when you scro ll through the remainder of the spreadsheet. Sometimes row height or column widths
need to be modified to accommodate cell contents; this can be achieved through dragging the
row/column to the required height/width or by entering a specific measuremen t for the row/column.

In this section, you will learn about the following:

Selecting a row, range of adjacent rows and range of non-adjacent rows.
Selecting a column, range of adjacent columns and range of non-adjacent columns.
Inserting and deleting rows and columns.
Modifying column widths and row heights to a specified value and t o the optimal width or
height.
Freezing and unfreezing row and/or column titles.

3.1.1. Selecting Rows (-" J 11 )

T o select a single row, a range of adjacent rows or a range of non-adjacent rows do the fo llowing:

Single Row
• Position the mouse icon on the row selector for the row that you want to select.
The mouse icon displays as a black arrow.
• Click the left mouse button to select the row.

A il '· 0 c
The mouse Icon turns Into a black arrow 1 PROriTS LST QTR JAN MAR 2008
when positioned over a row selector ".... ~=p~P=-=E,.,.N""D..,..,If,.,..U""R"::'r------------"""l
2
3 Hall hire so
Range of Adjacent Rows
• Position the mouse icon on the row selector for the first row that you want to select.
The mouse icon displays as a black arrow.
• Click the left mouse button to select the row.
• Hold down the left mouse button and drag the mouse over the required rows. Note the tag that
appears as you drag the mouse. This will indicate the number of rows that have been selected.

1 PROFITS 1ST QTR JAN MAR 2008

2 EXPENDITURE
The tag indicates the
number of rows that have J Hall hire so
been selected Other ex enses 50
~R~
ef~re~s~h~
m~e~nt~C~o-s~
~---~20~---

Unauthorised Photocopying is Unlawful 31

Modulo 4 ~ Spreadsheet Training for ICDL

Range of Non-Adjacent Rows

Position the mouse icon on the row selector for the first row that you want to select.
The mouse icon displays as a black arrow.
Click the left mouse button to select the row.
Hold down the CTRL key on the keyboard and then select more rows as required (by clicking
the row selector).
Release the CTRL key when you have finished selecting the rows.

3.1.2. Selecting Columns (4.3.1 2)

To select a single column, a range of adjacent columns or a range of non-adjacent column s, do the
fo llowing:

Single Column
Position the mouse icon on the column selector for the column that you want to select
The mouse icon displays as a black arrow.
Click the left mouse button to select the column . 8 c.
1 PROfiTS 1ST QTR AN MAR 2008
FJ<PENDITURf
3 ttallhhe 50
~ Other t>xpenses 50
s Refreshment Costs 20
6 1 ranspor t costs 15
7 1 otal Expenditure
a INCOME
9 Entrance f res 50
ro Refreshment Sales 60
11 Sales of goods 650
12 Total Sail's
Range of Adjacent Columns
Position the mouse icon on the column selector for the column that you want to select.
The mouse icon displays as a black arrow.
Click the left mouse button to select the column .
Hold down the left mouse button and drag over adjacent columns to select them.
• Release the mouse when all columns have been selected. Note the tag indicating the number
of columns tha t have been selected as you drag.

;, B 11 C
1 PROFITS 1ST QTR JAN --MAR 1008 Note the tag indrcating the
2 EXPENDITURE number of columns that have
been selected
3 Hall hire 50

Range of Non-Adjacent Columns

Position the mouse icon on the column selector for the first column that you want to select.
The mouse icon displays as a black arrow.
Click the left mouse button to select the column.
Hold down the CTRL key on the keyboard and then select more columns as required (by
clicking the column selectors).
Release the CTRL key when you have finished selecting the columns.

3.1.3. Inserting and Deleting Rows and Columns (4.3.1 3)

Rows and columns can be inserted in a specified position within a worksheet.

To insert and delete rows and columns, do the fo llowi ng:

32 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 ..,. Spreadsheets

Inserting Rows
Select the row below where the new row is to be inserted (the row
will be inserted above the selected row).
From the Home tab and the Editing group, select the Insert arrow
and then select Insert Sheet Rows .
~ .. jnsert Cells ...

A new row will be inserted above the currently selected row. ::"" lmcn Shut .Bowt
Insert Sheet !;olumn.
"•"
UJ ln1ert Sheet

Inserting Columns
Select the column to the right of where the new column is to be
inserted (the column will be inserted to the left of the selected
column).
From the Home tab and the Editing group, select the Insert
arrow and then select Insert Sheet Columns .
A new column w1ll be inserted to the left of the currently selected
column.

Deleting Rows and Columns

Select the row(s) or column(s) to be deleted.
From the Home tab and the Editing group, select the Delete arrow and then select Delete
Sheet Rows or Delet e Sheet Columns .
This will delete the whole row or column and all of the data within the row/column.

3.1.4. Modifying Column Widths and Row Heights (4.3.1.4)

Column w idths and row heights can be modified to accommodate cell contents by increasing or
decreasing their si/e.

To modify row height or column width, do th e fo llowing:

Column Width
Select the column to be modified.
t!JJ
From the Home tab and the Cells group, select the Form at button.
Select Column Width.
,_
!Format

Cell \tre
The Column Width window opens. !C Row .!jttQhl ..
Enter a new measurement into the box. ~utoFot Row HtiQht

Click OK. ri Column ~1dth

AutoF1t Column Width

OK Enter a new column wtdth

measurement

Row Height
Select the row to be modified.
From the Home tab and the Cells group, select the Format button. !j]
Select Row Height. Format

The Row Height window opens.

Enter a new measurement into the box.
Click OK.

&ow height: II Enter a new row hetght

OK 1 cc:;;; 1 measurement

Unauthorised Photocopying Is Unlawful 33

Module 4 <1111 Spreadsheet Training for ICDL

Column widths and row heights can also be modified by dragging a row/column to increase
or reduce size. Position the mouse over the column or row border and the mouse icon turns
into a black cross. Hold down the mouse button and drag to the right to widen a column or
drag down to resize a row. Note the column width and row height indicators as you drag .
This provides the current measurement as you resize the row or column.
Al .. !•• . . ~ ..
-
'1.. p•·••-,.
A 8 c.
N MAR 2008 The mouse icon turns Into a
,' rO,!TS 1ST QTR black cross when pos1honed
over a column border
:' EXPENDITURE

Cells in a worksheet can be automatica lly adjusted to a size that best fits the data.

To usc adjust cells to an optimal site, do the following:

Click the Select All button to select the cells.
Alternatively, select individual columns or rows.
From the Home tab, click the Format button in the Cells group.
Select AutoFit Column Width from the drop-down menu .
Select AutoFit Row Height from the drop-down menu . :c
The row height and column width of the selected cells adjusts
to the optimal size for the data within them. Select AutoFit Row ~ ; I
Height and AutoFit
*'·· Column Width •••
AutoFtl Column Wodth

Column Width I .Qtfou" Width .. ,

3 1 5. Freezing and Unfreezing Row and/or Column Titles (4.3.1.5)

To ensure that spreadsheet titles can be viewed whilst scrolling through a spreadsheet, the row
and/or column titles should be fro:tcn.

To freeze and unfrec1e rows and columns, do the following:

Freezing
Select the cell, row or column to freeze (for example, select cell 82 to freeze both column A
and row 1).
From the View tab and the Window group, select Freeze Panes.
From the menu, select a command :
Select Freeze Panes if you want to freeze panes
based on your current selection. frtt:t
Select Freeze Top Row to keep the top row ~
frMnP•nes
visible whilst you scroll through the remainder (J:) Jttp rowt. 1nd columnt vft.1blt V¥h•lt thr rr't of
thf work,httt suolh lbtud on cuurnt Stftct•On).
of the spreadsheet. frHzt- Top &ow
Select Freeze First Column to keep the first llil Kup tht top rowvtt.tblt whtlt scroll•no through
tht rt\t Of tht ~OIIr:ihttl
column visible whilst you scroll through the FrHuFttsttotumn
remainder of the spreadsheet.
[Jj kup tht hut column Yttlblt whllt scroll•no
throuQh I he rul of the IWOrlshul

Unfreezing IU:tl
Select the cell, row or column to unfreeze. Frttzt
,~
From the View tab and the Window group, UnlotrMP-
select Freeze Panes. [t:J Unh'H• :.It tovwt :,nd columnt to uroU
th,ouoh tht tntlft wo'k't'lttt
From the menu, select Unfreeze Panes. I re<-lt Top gow
Oil K<<P th< top row vlslblt whllt wollong
thoough tilt rtlt of lilt wor~lhtrt
frtr~t forst t<>Nmn
[ill KttP lilt lor st column vuoblt whllt wolhng
through lht rtll o f lilt workshttl

34 Unauthorised Photocopying Is Unlawful

Training for ICOL Module 4 .,. Spreadsheets

Open the sale spreadsheet and practise selecting rows and columns:
Select Row 1.
0
1
• Select Row 1 and Row 3.
Select Rows 1 to 5.
Select Column A.
Select Column A and Column C.

2 Insert a new column between Columns A and B. 0

3
In the Expenditure section of the spreadsheet, insert a row before the Expenditure
row (to become Row 8). D
4 Insert a row after the title Profits 1ST QTR JAN - MAR 2008.
0
5
in the Income section of the spreadsheet, insert a row before the Total Sales row
(to become Row 15). D
6 Insert a row above the INCOME row (to become Row 10).
0
7 Delete Column B. []
8 Modify Column A to display with a column width of 25.
D
9 Modify Row 1 to display with a row height of 22. []
10
Freeze Column A and Row 1 (select B2), to keep this column and row visible when
scrolling down or across the remainder of the spreadsheet. 0
11
Scroll down and across the spreadsheet to test that the panes are frozen as
specified. D
12 Unfreeze panes in the spreadsheet.
D
13 Save the sale spreadsheet and close.
0

3.2. Worksheets
In th e previous section you practi sed editing a worksheet by inserting, deleting and freezing rows
and columns wi th in a worksheet. In addition to work ing with rows and columns, you can also edi t
the worksheet by renaming it, inserting a new worksheet or deleting worksheets.

In th is section, you will learn abo ut the following:

• Switching between w orksheets.
Inserting a new w orksheet and delete a worksheet.
Recognising good practice in naming worksheets: using meaningful worksheet names
rather than accepting default names.
Copying, moving and renaming a worksheet within a spread sheet.

Unauthorised Photocopying is Unlawful 35

Module 4 <1111 Spreadsheet Training for ICDL

3.2.1. Switching between Worksheets

The def~wlt number of worksheets in a workbook is three. You may wish 10 work on more than
one worksheet within a workbook. To do this you need to switch between sheets.
To switch between worksheets, do the following:
The example below displays the currently active worksheet tab as Sheet1.
Select a different sheet tab to make it the active worksheet.
Insert New Shoot

1• • • •1 · , Sheetl / Sheet2 )
r
4
Active worksheet =---.J

3.2.2. Inserting a New Worksheet

You can add more worksheets to a workbook if required. It will be inserted to the lefi of a
selected sheet. Therefore, select a sheet tab to the right of when.: you want to insert the new
worksheet.

To insert a new worksheet, do the fo llowing:

Select a sheet tab to the nght of where the new worksheet is to
be inserted.
From the Home tab and the Cells group, select the Insert
arrow.
From the menu select Insert Sheet.
Alternatively, select the Insert New Sheet button on the tab Insert Shut Bows
bar.
Insert Shut ~olumns

Press Shift and F11 to insert a new worksheet or right-click a sheet tab and choose
Insert. Select Worksheet and click OK.

3 2.3 Deleting a Worksheet

A worksheet can be deleted if required, but please note that all data is lost in a deleted worksheet,
so be careful to delete the correct worksheet.

To delete a worksheet, do the following:

Select the sheet tab to be deleted.
From the Home tab and the Cells group, select the Delete arrow.
• From the menu select Delete Sheet. ~ Qelete Cells ...

• If the worksheet contains data, the following message will appear. ~ Delete Sheet Bows
W' Delete Sheet );olumns

L~ Delete illetl

Microsoft Excel

1 Data may eXIst n the sheet(s) selected for deletion. To permanently delete the data, press Delete.

( Delete:] [ Cancel
Click Delete to complete deletion of the worksheet.

36 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 .,. Spreadsheets

3 2.4 Naming Worksheets- Good Practice

Worksheets should be renamed with meaningful names, appropriate to the worksheet subject,
such as salcs20 II or QTR I sales, etc. It is good practice to usc appropriate names that arc easi ly
idcnti fiab lc. Using Shcctl and Shcct2, etc., makes it harder to di ffcrcntiatc between different
worksheets and more meaningful names shou ld be used to facilitate locating and identifying
relevant worksheets within a workbook.

3.2.5. Renaming Worksheets 1 " "~.4.)

Format
To rename a work sheet, do the following:
<.dl~e
Select the worksheet tab to be renamed .
From the Home tab and Cells group, select the Format arrow.
:r.; Row tl••oht ...
~Uloftt Row HttQht
Select Rename Sheet.
1 ri Column Wedth ...
The tab name will be selected, ready for you to type over the AUlofjt Column Width
existing tab name. Qtfourt Width ..
Enter a meaningful name for the worksheet. Vklblllty

Press Enter. Hicu & j,!nhidt

Org~nll"' Sh«l\
Example of a
~ renamed worksheet !!trwtmt Shtet
Move o• Copy ShttL.
Sheet2 " Sheeu "'" ,_,

3.2.6. Copying and Moving Worksheets 3.2.4.)

To copy a worksheet, do the fo llowing:
Select the worksheet tab to be copied.
Holding down the left mouse button and the CTRL key, drag the worksheet tab to the required
pos1tion.
The mouse icon changes to a white arrow with a cross at its tip.
• The copied worksheet will display with (2) after the worksheet name e.g. Qtr1 (2)

To move a worksheet, do the fo llowing:

Select the worksheet tab to be moved.
Holding down the left mouse button, drag the worksheet tab to the required position.
The mouse icon changes to a white arrow with a blank sheet of paper at its tip. Watch for the
downwards facing black arrow that moves with the mouse and indicates where the worksheet
will be positioned when the mouse is released.

Alternatively, do the following:

Select the worksheet to be copied or moved, and then, from the Home tab and Cells group,
select the Format command .
Move or Copy
Select Move or Copy Sheet from the menu .
Move selec~ ftt!ts
The Move or Copy window opens. Io booi(:
• Ensure that the correct workbook IS selected Bool: I
from the To book menu. ~fore sheet:
12 - - -
Choose the location of the moved or copied Sheetl
worksheet from the Before sheet list of sheets (move to end)
or Move to end.
Select the Create a copy checkbox if you want to
copy the worksheet rather than move it. .,I
Click OK. l Create a copy

OK I[ Cancel J
Unauthorised Photocopying is Unlawful 37
Modulo 4 ~ Spreadsheet Training for ICDL

An alternative method to insert, delete, rename, move or copy a worksheet, is to right-click

the worksheet tab and then select the relevant menu command.

Open the sale spreadsheet.

0
2 Insert a new worksheet before Sheet1 . 0
3 Rename the new worksheet as practise.
D
4
Move the practise worksheet so that it is at the end of the other worksheets within
the spreadsheet. D
5 Rename Sheet1 as Qtr1 .
D
6 Delete the Practise worksheet.
D
7 Save and close the sale spreadsheet []

38 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 Ill> Spreadsheets

Formulas and Functions

Formulas and functions arc used to create ca lculati ons and find results. Arithmetic formu las usc
arithmetic operators, such as+ (addition),- (subtraction), *(multiplica ti on) and I (division).

Functions arc used to find totals, averages, minimum and maximum fi gures, to count numbers and
text entries and to round fi gures up or down. A logical functi on is used to find a result if a va lue
corresponds w ith specified criteria. For example, if a salesman makes over£ I 0,000, he wi ll get a
bonus, if the amount camcd is below £ 10,000 he will not get th e bonus. Logical functions usc
comparison operators, such as= (equals),< (less than) and> (greater than).

It is good practi ce in crea ting formulas and functi ons to usc cell references rather than inputting
numbers into the formula. This makes it easier to update the formu la/ function when the worksheet
is edited or new data is added.

4.1. Arithmetic Formulas

Arithmetic formu las usc arithmeti c operators:
+(addition)- (subtraction)* (multiplication) I (division)

It is Important to understand and rem ember the principles of BODMAS when usmg arithmetic operators.
BOOM AS stands for:
(B) rackets
(O)rder
(D)Ivlsion
(M)ultiplication
(A)dditlon
(S)ubtractlon

When creating a formula, you need to be aware that numbers will be divided before multiplication, addition
or subtraction takes place, w hich can alter the results of a formula. See the example below.
30+3*10/2 This formula should yield 165 as the answer, but will actually yield 45.
This Is beca use the formula divides 30 by 2 and then multipl1es 3 by 10.
(30+3)*(1 0/2) This formula yields 165 due to the brackets used in the formula. The brackets force
the first part of the formula to be performed first,
regardless of the BOOM AS principle.

In this section, you will learn about the following:

Recognising good practice in formula creation: referring to cell references rather than type
numbers into formula s.
Creating formulas using cell references and arithmetic operators (addition, subtraction,
multiplication and division).
Identifying and understanding standard error va lues associated with using formu las: #NAME?,
#DIV/0! and #REF!.
Understanding and using relative and absolute cell referencing in formulas.

Unauthorised Photocopying Is Unlawful 39

Module 4 <Ill Spreadsheet Training for ICDL

4.1.1. Formula Creation -Good Practice

When crea ting formulas, always usc cell references rather than numbers.

Good pract1ce
Good Practice
~
A
40
8
J =A1+81 s --=- 1 usmg cell
references

Bad Practice A 8 c Bad practice

1 30 40 =30 +40 ~ using numbers

Both of the examp les above wi ll y ield the same result (70). llowevcr, in th e above good pract ice
example, the lonmtl a result wi ll change i f data is edited in either cell A I orB I . In the bad practi ce
example, if the ligures arc changed in cells A I or B I , the lonnu la resu lt will remain the same.

Using cell references al so means that you can copy (replicate) a formula to other cells and insert/
delete ce lls, rows and columns and the fonnula result w ill update accordi ngly.

4.1.2. Arithmetic Operators

To crea te a fo rmula using arithmetic operators, do the following :

To add the con tents of cells together:

Enter the following formula (changing the cell references as appropriate): =A1+81 .

To subtract the con tent of one cell from another cell :

Enter the following formula (changing the cell references as appropriate): =A1-B 1.

To divide the con tents of one cel l by the contents o f another cell :
Enter the following formula (changing the cell references as appropriate): =A1/B1 .

or
To multiply the conten ts of one cell by the conten ts another cell :
Enter the following formula (changing the cell references as appropriate): =A1*8 1.

Remember BOD MAS principles when using arithmetic operators and use brackets if you
want an arithmetic operator to perform in a certain order (Tip: the BODMAS order is
Divide, Multiply, Add and Subtract.)

4.1.3. Error Values

Error values sometimes occur w hen you arc crea ting fo rmulas in a spreadsheet. To iden ti fy error
va lues associated w ith using formulas, sec the table below.

Column is too narrow to

Widen the column to accommodate all of the data.
display data.

Excel does not recognise text

#NAME? Check that you have typed the function name correctly.
in a formula.

Division by 0 or a cell with no Ensure that the cell reference is correct and does not
#DIV/0
value. conta1n a null va lue or 0.

#REF! Cell reference Is not valid. Check the cell references used in the formula.

40 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 ~ Spreads heets

When an error occurs in a formula ,

Select Help on this
a green triangle appears in the top error 1f you need help
lefi of the cell containing th e error. 1n resolv1ng the error
When thi s is clicked, th e Error
Show J;alculatlon Steps ...
Checking button appears. Select Error Chocking
Options to see further lonort Error
Click the arrow to sec the menu opti ons.
opt1ons 1n resolv1ng Ed1t 1n formula Bar
formula errors
Error Chtc~1ng Qp!lons...

If you don't see the green triangle error indicator, select the File menu and then Options.
Select the Formulas tab and then select the Enable background error checking
checkbox. Click OK .
..
To change the colour of the error indica tor, do the following:
Select the File menu and then Options.
Select the Formula tab.
From the Error Checking section of the window,
select Indicate errors using this color: .
Select a colour from the palette.
Click OK.

4.1.4. Cell Referencing

Spreadsheets usc cell references in formulas and functi ons, rather th an figures, w hich makes it
eas ier to modify and update data in a spreadsheet. For example, A I +B I wi ll total the contents of
cells A I and B I .

When data is modified, or rows/columns deleted or inserted, formul as and functions w ill
automatically update to renect the mod ifi cati ons. Formulas can be copied (referred to as
replicating) across or down over subsequent cells and the cell reference wi ll change to match the
cell to which the formula is copied.

A normal cell reference is call ed a relative cell reference, because it is re lative to the cell to
w hich the formula is being copied. Sometimes an absolute cell reference may be requ ired in a
formula if the cell reference shou ld not change during replication, but should remain con stant. An
example of thi s is in a spreadsheet w hich uses a cell , such as VAT which wi ll remain constant.

A formula usi ng absolute cell references looks like this: A I t $8$ 1. The relative cell reference
A I wi ll change when copied downwards to cells A2 and A3 (i.e. A2 1$13$1, A3 1$13$ 1) but the
absolute cell will remain constant and refer to cell B I .

Relative Cell References

Select the cell that is to contain the formula.
Enter the cell reference, e.g. A 1 or 83 , or click the cell containing the contents to be used in
the calculation.

Absolute Cell References

Select the cell which is to contain the formula.
Enter the cell reference, e.g. $A$1 or $8$3 using the dollar sign before the column and before
the row.
Alternatively, enter the cell reference e.g. A1 or 83, or click the cell, and then press F4 to make
the cell reference absolute.

Unauthorised Photocop ying is Unlawfu l 41

Modulo 4 ~ Spreadsheet Training for ICDL

1 Open the sale spreadsheet.

D
2
In cell 89 enter a formula to find the total expenditure for the 1st Qtr Jan- Mar
2008 (Tip· use cell references and the anthmetic operator+.) 0
3
In cell 816 find the total sales by entering a formula that uses cell references and
arithmetic operators. D
4 In cell A18 enter the title PROFITS. D
5
In cell A 19 enter a formula that will find the profits for the 1st QTR Jan-Mar 2008.
(Ttp: subtract total expenditure from the total sales.) 0
6 In cell A20 enter PROJECTED PROFIT 2008.
0
7
In cell A21 enter a formula to find the profit for the whole year, based on the profits
for the 1st QTR (tip: multiply the Profits for the 1st QTR by 4 to get a projected
[~
profit for the whole year).

8 In cell A22 enter AVERAGE SALES. 0

9
In cell A23 enter a formula to find the monthly profit. (Tip: divide the profit for the
1st QTR by 3). 0
10 Save the spreadsheet as Arithmetic and close.
0
Create a new spreadsheet and, starting in cell A1, enter tho following data:
A B ~C ___ ,
0
1 COURSES 2008/2009
2
l SepllnC/'IUI$0 1 02
4
PRICE
S COURSC NAM[ PRIC( INCREASE
11
6 Word Process1ng 45
7 Databases 52
8 Spreadsheets 50
9 Presentations 42
10 Internet and Ema1l 40
11 File Management 35

12
In cell C6 multiply the price for Word Processing by the Sept Increase figure (in cell
83). You will need to use an absolute cell reference for the Sept Increase. 0
13 Copy (replicate) this formula over the cell range C7:C11 .
0
14 Save the spreadsheet as absolute and close.
D

4.2. Functions

In this section, you will learn about the following:

Using SUM, AVERAGE, MINIMUM, MAXIMUM, COUNT, COUNTA, COUNTBLANK and
ROUND functions.
Using the logical function IF (yielding one of two specific values) with comparison
operator: , > and <.

42 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 • Spreadsheets

4.2.1. Using Functions (4.4 .2 .1 .)

• The SUM function is used to find the total of a specified cell range.
• The AVERAGE function is used to find the average va lue in a specified cell range.
The MINIMUM and MAXIMUM functions are used to find smallest and largest values In a specified
cell range.
The COUNT, COUNTA and COUNTBLANK functions are used to count the number of entries In a
specified cell range.
• The ROUND function Is used to round figures up or down (towards or away from zero).

To create a function, do the fo llowing:

Sum
• All formulas and functions begin with the equals sign (=).
• After the equals sign, enter the function SUM.
• As you enter the function name, a menu appears with alternative SUM
function options. Double-click the SUM option or do the following:
Enter an open round bracket(.
Enter the cell range, e.g. =SUM(A1 :A12.
Close the bracket, e.g. =SUM(A1 :A12).

Alternatively, after the open bracket, drag the mouse over the cell range
to select it and press Enter. This will find the total of the specified cell
range.

Average
• All formulas and functions begin with the equals sign (=).
• After the equals sign, enter the function AVERAGE.
• As you enter the function name a menu appears with alternative AVERAGE
function options. Double-click the AVERAGE option or do the following:
Enter an open round bracket(.
Enter the cell range, e.g. =AVERAGE(A1 :A12.
Close the bracket, e.g. =AVERAGE(A1 :A1 2) .

Alternatively, after the open bracket, drag the mouse over the cell range to
select it and press Enter. This will find the average of the specified cell range .

Minimum
• All formulas and functions begin with the equals sign (=).
• After the equals sign , enter the function MIN .
• As you enter the function name a menu appears with alternative MIN
function options. Double-click the MIN option or do the following :
Enter an open round bracket(.
Enter the cell range, e.g. =MIN(A1 :A12.
Close the bracket, e.g. =MIN(A1 :A12).

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter. This will find the smallest number or minimum value in the specified cell range.

Unauthorised Photocopying Is Unlawful 43

Module 4 ~ Spreadsheet Training for ICDL

Maximum
All formulas and functions beg1n with the equals sign (=)
After the equals sign, enter the function MAX.

~I
As you enter the function name a menu appears with alternative MAX AX
function options. Double-click the MAX option or do the following : (f. .
Enter an open round bracket(. • MAXA
Enter the cell range, e.g. =MAX(A1 :A12.
Close the bracket, e.g. =MAX(A1 :A1 2) .

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter. This will find the largest number or maximum value in the specified cell range.

COUNT
The COUNT function counts the number of cells in a range of cells that contain numbers.
All formulas and functions begin with the equals sign (=).
After the equals sign, enter the function COUNT.
As you enter the function name a menu appears with alternative
COUNT function options. Double-click the COUNT option or do the
following :
Enter an open round bracket(.
Enter the cell range, e.g. =COUNT(A1 :A 12 .
Close the bracket, e.g. =COUNT(A 1 :A 12).

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter. This will count the number of cells containing numbers in ihe specified cell range .

COUNT A
The COUNTA function counts the number of cells in a range that arc not empty (wi ll count cell s
containing numbers and tex t).
All formulas and functions begin with the equals sign (=).
After the equals sign, enter the function COUNTA .
As you enter the function name a menu appears. Double-click the
COUNTA option or do the following :
Enter an open round bracket (.
Enter the cell range, e.g. =COUNTA(A1 :A12.
Close the bracket, e.g. =COUNTA(A1 :A1 2) .

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter. This will find the number of cells in the specified cell range that are not blank.

COUNTBLANK
The COUNTBLANK function counts the number of cells in a range that arc empty (wi ll count
cells containing no numbers or text).
All formulas and functions begin with the equals sign (=).
After the equals sign, enter the function COUNTBLANK.
As you enter the function name a menu appears. Double-click the
COUNTBLANK opt1on or do the following:
'j=COUNTBLAN~
Enter an open round bracket(. I
'bH.l!'0:11MM
Enter the cell range, e.g. =COUNTBLANK(A1 :A12 .
Close the bracket, e.g. =COUNTBLANK(A1 :A12).

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter. This will find the number of cells in the specified cell range that are blank.

44 Unauthorised Photocopying Is Unlawful

Training for ICOL Module 4 ~ Spreadsheets

ROUND
The ROUND function round s figures up or down to a specified number of digits. Rounddown
rounds figures down to zero (0). Roundup rounds figures up away from zero (0).
All formulas and functions begin with the equals sign (=).
After the equals sign, enter the function ROUND to round figures to a specified number of
digits, ROUNDDOWN to round a figure down towards zero or ROUNDUP to round a figure up
away from zero.
• As you enter the function name a menu appears. Double-click an option or do the following:
Enter an open round bracket (.
Enter the cell, e.g. =ROUND(A1 .
Enter a comma followed by the number of digits by which you want to round down or up.
Close the bracket, e.g. =ROUND(A1,0).

Alternatively, after the open bracket, drag the mouse over the cell range to select it and press
Enter.
For example typing =ROUND(B4,2) will round the number in cell 84 rounded to 2 decimal
places.

Numbers in a range of cells can also be rounded. For example , typing =ROUND(A 1:C5,3)
will round the numbers in the range A 1 to C5 to 3 decimal places.

When rounding numbers in a range of cells hold down CTRL before pressing Enter.
This ensures that all the numbers in the range are rounded and not just the first one.

4.2.2. Using Logical Functions

The I F function is called a logical function and it checks whether or not a condition has been
met, returning one va lue if TRUE and another va lue if FALSE. The IF function uses compari son
operators to find values equa l to, greater than or less than a speci fi ed amount.

= equal to
> greater than
< less than
>= greater than and equal to
<= less than and equal to

All formulas and functions begin with the equals sign (=).
After the equals sign, enter the function IF.
As you enter the function name a menu appears.
Double-click the IF function or do the following:
Enter an open round bracket(.
Enter the condition e.g. =IF(A1>10000.
This means: If the figure in cell A 1 is greater than 10000 ...
Enter a comma to separate the condition from the values that should be returned subject
to the condition being met, e.g. =IF(A1>1 0000,.
Enter the TRUE value that should appear when the condition is met, e.g. =IF(A1>10000,
" Yes".

Unauthorised Photocopying Is Unlawful 45

Module 4 ~ Spreadsheet Training for ICDL

Text values that will be returned subject to condition being met should be enclosed
in quotation marks. You can use cell references as TRUE or FALSE values so that a
specific cell is referenced if the condition is met or not.
Enter a comma to separate the TRUE value from the FALSE value.
Enter the value that should be returned if the condition is not met, e.g. =IF(A1>10000,
"Yes", " No".
Close the bracket e.g. =IF(A1>1 0000, "Yes", "No").

If the condition is met (the contents of cell A 1 is greater than 10000), then the value Yes will
be returned ; if the condition is not met (the contents of cell A 1 is 10000 or below), then the
value No will be returned.

You can also insert functions by doing one of three methods shown below.

1. From the Home tab and Editing group, select the AutoSum
arrow and then choose a function from the list or click l: ~um
More Functions to see the Insert Function window. average
,!;ount Numbers
M~•
Mjn

More functions ...

2. Select the fx function button on the Formula Bar to see the Insert
Function window.

The Functions Argument window opens. This window enables you to add values
and/or conditions.

Type a
function name liO J
and click Go

AVERAGE
Or select a If
function HYI'OlUI«
COl.M'
MAX
SIN
SUH{num~rl,num~r2,-)
Adds al the l'll.ll'bersn a ranQe of cells.

3. From the Formulas tab, select functions from the Function Library group.

AutoSum Recently Fonancoal Logocal Tut Date & Lookup & Math More
Used • Tlme • Reterence • & Trig • Functions •
fun<llon ltbr•r}

46 Unauthorised Photocopying Is Unlawful

 Training for ICDL Module 4 ..,. Spreadsheets

1 ' " I \ \ • >I; 1 j

i '~ ",

I ' ; ~~'
..

Open the sale spreadsheet.

0
2 In cell 89 use the SUM function to find the total expenditure.
D
3 In cell 81 6 use the SUM function to find the total sales.
D
4
In cell A18 enter PROFITS. In cell 818 enter a formula to find the profits (subtract
89 from 816). D
5
In cell A1 9 enter AVG EXPENSE. In cell 819 enter a function to find the average
expenditure cost D
6
In cell A20 enter MIN EXPENSE. In cell 8 20 enter a function to find the minimum
expenditure cost. D
7
In cell A21 enter MAX EXPENSE. In cell 821 enter a function to find the maximum
expenditure cost. D
8
In cell A22 enter AVG ROUND DOWN. In cell 822 enter a function to round down
the Average result in 81 9 to 0 digits.
D
9 In cell A23 enter REFRESHMENTS VIABLE?. D
10
In cell 823 enter a logical function to test whether or not it is viable to sell
refreshments at the jumble sa les. If the Refreshment Costs are less than the 0
Refreshment Sales, then the cell should display Yes, otherwise No.

11
In cell A24 enter COUNT OF EXPENDITURE. In cell 824 enter a function to count
the number of Expenditure items (you may use COUNTA to count the Labels, or D
COUNT to count the numeric cells).

12 Save and close the sale spreadsheet. D

Unauthorised Photocopying is Unlawful 47

Module 4 <0111 Spreadsheet Training for ICDL

Formatting

Formatting can be applied to text, dates and numbers.

Text can be formatted to display with different fonts, sizes, styles, colours and alignment.
Dates can be formatted to display in different formats: 10/10/2008, 10-0ct 08, 10 October 2008.
Numbers can be formatted to display as percentages or with or without currency symbols or decimal
places. Numbers can also be formatted to display with a thousand separator, e.g.
10000 can be formatted to display as 10,000.
Cell contents can be aligned to display on the left, right or centre of a cell and also vertically aligned or
orientated by an amount of specified degrees.
Titles can be merged across cells and centred.
Border effects and shading further enhances cell appearance.

5.1. Numbers and Dates

In this section you will learn about the following:
Formatting cells to display numbers to a specific number of decimal places and to display
numbers with or without a separator to indicate thousands.
• Formatting cells to display a date style and to display a currency symbol.
• Formatting cells to display numbers as percentages.

5 1 1 Format Numbers
When numbers arc first entered into a new, unformatted worksheet, they display without decimal
precision or currency symbols, e.g. 1.50 wt ll display as 1.5 and 1.00 wi ll display as I.

To format numbers, do the following:

Decimal Places
Select the cell or cell range containing the numerical data to be formatted .
From the Home tab and the Cells group, select the Format a rrow.
Select Format Cells .
FOflNt Cells
In the Format Cells window and the Number
tab, select Number from the list of categories.
Use the Decimal Places scroll arrows to increase
~
or decrease the number of decimal places. A
50.00
preview of the selected format is provided tn the
~ p&.,ces: 2
Sample box. 1

Click OK.

Percentages
Select the cell or cell range containing the numerical data to be formatted .
From the Home tab and the Cells group, select the Format arrow.
Select Format Cells.
The Format Cells window opens.

48 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 .... Spreadsheets

• In the Number tab, select Percentage from the list

of categories.
• Use the Decimal Places scroll arrows to increase or
decrease the number of decimal places. A preview of
the selected format is provided in the Sample box.
• Click OK.

Currency
• Select the cell or cell range containing the numerical data to be formatted.
• From the Home tab and the Cells group, select the Format arrow.
Select Format Cells.
In the Format Cells window and the Number tab, select Currency from the list of categories.
• Use the Decimal Places scroll arrows
to increase or decrease the number
of decimal places.
Select the Symbol arrow to select a
currency symbol. A preview of the
selected format is provided in the
Sample box.
Click OK.

Thousand Operator
• Select the cell or cell range containing the numerical data to be formatted .
• From the Home tab and the Cells group, select the Format arrow.
Select Format Cells. Format Cells
• In the Format Cells window and the Number tab,
select Number from the list of categories.
• Use the Decimal Places scroll arrows to increase
or decrease the number of decimal places.
10,000.00

J
• Select the Use 1000 Separator (,) checkbox
(place a tick in the box). A preview of the selected ~places: [ 2 :
format is provided in the Sample box.
• Click OK.
!;11 "'"ooo '-•"' cij j

5.1.2. Format Dates

Dates can be formatted to display in different styles, e.g. long date, short date or medium da te format.
To format a date, do the following:
Select the cell or cell range containing the date(s).
• From the Home tab and the Cells group, select the Format arrow.
• Select Format Cells.
• In the Format Cells window and the
Number tab, select Date from the list
of categories. 10~/lOOil

• Select a date type from the Type list. Iype:

I I
ITIIT'oe
• Select the Locale (Location) arrow Percentaoe •14 March 2001
14/03/2001
to choose a location (this may affect FractiOn
14103/01
Screntllc
the date style, e.g. US dates display Te>t 14/3/01
14 3.01
Special
the month before the day). Custom
2001·03·14
~ocllle (locatoon):
• Click OK. ~nolish(U.K. ) -----~---·----

Unauthorised Photocopying Is Unlawful 49

Module 4 • Spreadsheet Training for ICOL

You can also format numbers and dates by selecting the Number Format arrow (from the
Home/Number) and choosing a format from the menu. Alternatively, select the Number
group window launcher icon to see the Format Cells window.

Percentage format
~
G~n~ral
~~~~
-----~

. Choose a format

~• % ' ~0 8 +~8 } Increase or decrease dec1mal places

Accounting format --(' ~
Number r,.
Thousand separator

. ' ......... , .. . .
';· ' ' . .
., ·~~ A~t·L·tt'~!--~~:;.~., ' .I """' '

Open the sale spreadsheet.

D
2 Format the cell range B4.B16 to display with a currency symbol and 2 decimal places. D
3 Format the cell B 18 to display w1th 2 decimal places but no currency symbol.
0
4 Enter today's date m cell C2.
D
5 Format the date in long date format (e.g. 07 August 2008).
0
6 In cell 02 enter Our current target for the year is:.
0
7 In cell 03 enter 2500
D
8
Format the number in cell 03 to display with 2 decimal places and a thousand
separator. D
9 In coli 04 enter The Increase for next year Is:. D
10 In cell 05 enter 0.05
D
11 Format this number to display as a percentage with 1 decimal place. D
12 Save and close the sale spreadsheet. 0

5.2. Cell Content

The appearance o f cell content can be enhanced by formatting, such as changing fonts, sizes,
sty les, colours, alignment, orien tation, shading and borders.

In this section, you w ill cover the following:

Changing cell content appearance: font size and font type.
Applying formatting to cell cont ents: bold, italic, underline or double underline.
Applying different colou rs to cell content and cell background.
Copying t he formatting from a cell, cell range to another cell or a cell range.

50 Unauthorised Photocopying Is Unlawful

 Training for ICDL Module 4 ~ Spreadsheets

5.2.1. Fonts (4.5.2 1 4.5.2.2 1nd 4 s 2 3)

To change the font type, size, sty le and co lour o f cell contents and background, do the following:
Select the Font
Font Types /arrow
• Select the cell or cell range to be formatted . Al(. A. A.
• From the Home tab and Font group, select f----
the Font arrow.
• Select a font from the drop-down list. (Body)

Select a
font ADMU13lg
AI>MUIJSm

Font Sizes
• Select the cell or cell range to be formatted and then , from the Home tab and Font group,
select the Font Size arrow.
Select the
• Select a size from the drop-down list. Font size
arrow
Alternatively, select the Increase or Decrease Font Size buttons.
Increase font size
Decrease font size
10 ,..,......... Select a
font size
11/
12
14
Font Colours
• Select the cell or cell range to be formatted and then , from the Home tab and Font group,
select the Font Color arrow.
• Select a colour from the drop down list or select More Colors to see further colour options.
• Select a colour from the palette.
Select the Font Color arrow
• Click OK.

The Colors Select a

window prov1des font colour
more colours

Colon

Select More Colors

to see the palette

Chose a colour
New and click OK

Unauthorised Photocopying is Unlawful 51

 Module 4 ... Spreadsheet Training for ICDL

Font Styles
Font style refers to bold, italic and underline.
Select the cell or cell range to be formatted and then, from the Home tab and Font group,
select the required font style.
Bold --J_ B I U ... I_ Underline & Double
- j Underline

Italic J
Double Underline
Select the cell or range of cells to be formatted.
From the Home tab and Font group, select the !! arrow and choose
Double Underline. - ·~~~~-------,1
B<Mdf'f'
Alternatively, from the Home tab and Font group, select the Borders
..., BQttom 8ordtr
button.
Tog Border
Select Bottom Double Border to apply a double I Ltft Border
underline at the bottom of selected cells. I I ll•oht Border
Select Top and Double Bottom Border to apply a tjo lordtr
double underline to the top and bottom of selected cells. 83 ~lllordell

0 OUtJrdt lordm
Select Bottom jhrc~
Doublo Bordor to ----., 0
loxlordtr
I'
apply a double Jlottom Ooublt Border
underline effect to Tbl<~ Bottom Border
the bottom of the :! Top ang Bottom lordtr
selected cell(s) ..,., Top and Thl'k Bottom Bordtr
Top and Oo~blt Bottom 8ordtr

Format Cell Background

Select the cell or range of cells to be formatted.
From the Home tab and Font group, select the Shading arrow (this is sometimes called the
Fill Color arrow).
Choose a colour from the available Theme Colors or from Standard Colors.
To see further colour choices, select More Colors.
The Colors window opens. Select the
Shading arrow
Select a colour.
Click OK. Select No Fill 1f
you don't want Select a colour
cell shad1ng

The Colors
w1ndow prov1des
more colours

•••••
~e Colors ...
--.......___ Select Moro Colors for
further colour options

Choose a colour
and click OK

52 Unauthorised Photocopying is Unlawful

Training for ICDL Module 4 ..,. Spreadsheets

You can open the Font window by selecting the Font window launcher icon. The Font
tab contains all of the formatting opt1ons listed above.

Select a font

Select a
single or
double
underltne .........
~IBbCcVyZl
Select a
n. • olruoli'IIO "'"\ Tht- ,.,l,.. bo Ulld on boll> your pm~ ond.,... ..- . font colour

5.2.2. Copy Formatting

rormalting can be copied by using the rormat Painter. This tool enables you to copy formauing
from one cell or range of cell s to another cell or range of cells.

To copy formatting, do the following:

Select the formatted cell or range of cells to be copied .
From the Home tab and Clipboard group, select the Format Painter button.
Drag the mouse over the cell or range of cells which are to display
the same formatting (note how the cursor changes to include a
paintbrush icon). 0.6
Double-click the Format Painter to keep 1t on whilst you copy formatting to more than
one cell/range of cells. Click the Format Painter button to turn it off.

1 Open the sale spreadsheet

D
2
Format the title in cell A1 w1lh Comic Sans MS font type, Dark Blue font colour, Bold,
Italic font style and font size 14. D
3 Format cell A 1 with a pale blue background
D
4
Format the cell A3 (Expenditure) Wtth Comic Sans MS font type, Dark Blue font colour,
Italic font style and font size 12. D
5 Copy this formatting to cells A9 (Total Expenditure), A11 (Income) and A16 (Total Sales).
~
6 Format cell 89 with a double underline
D
7 Copy th1s formatting to cell 816. []
Unauthorised Photocopying is Unlawful 53
Modulo 4 ~ Sproadshoot Training f or ICDL

8 Format the cell range A18:B24 as Times New Roman, 12, Red.
0
9 Format the date as dark blue and bold. D
10 Format cell 02 as Times New Roman, 14, Red D
11 Copy this formatting to cell 04. D
12 Format the cell range 02:05 in Italics. D
13 Save and close the sale spreadsheet. 0

5.3. Alignment and Border Effects

In this section, you will cover the following:
Applying text wrapping to contents within a cell and a cell range.
Aligning cell contents both horizontally and vertically. Adjusting cell content orientation.
Merging cells and centre a title in a merged cell.
Adding border effect s to a cell and a cell range, Including lines and colours.

5.3.1. Text Wrapping (4.5.3.1)

To wrap text within a cell , do the following :
• Select the cell or cell range to be formatted. I• •WrapTut I
• From the Home tab and Alignment group, select the Wrap Text button.
• Adjust the column width and row height if necessary.

5.3.2. Alignment (4.5 3.2)

Cell contents can be aligned horizontally and/or vertically.

To align cell contents, do the following:

Horizontally
Left
• Select the cell or cell range to be aligned.
• From the Home tab and Alignment group,
select an alignment:

Vertically
Top Bottom

~ - r;rr
• Select the cell or cell range to be aligned.
• From the Home tab and Alignment group,
select an alignment:

M.,.. r
54 Unauthorised Photocopying Is Unlawful
Training for ICDL Module 4 ... Spreadsheets

Select the
5.3.3. Adjusting Cell Orientation (' 5 ~

I
ft •
Orientation button
To change the orientation o f a cell 's contents, do th e fo llowing:
• Select the cell or cell range to be formatted.
• From the Home tab and Alignment group, select the
Orientation arrow. Select an
'*
~ Angle CJ!unter<lockWi><
Angje Clockwise
JC y ertl<ll ltd
orientat1on
-tJ Rotote Tewt UP

Select Format Coli Alignment to II- Rotote Te•t Qown

orientate by specific number of degrees Format Cell Alignment

• Select an orientation or select Format Cell Alignment.

The Format Cells window opens with the Alignment tab the active tab.
• Select an orientation by dragging the Text orientation slider in the required direction or use the
Degrees scroll arrows to select a specific number of degrees.

Onentation

• Drag the
Or enter the
T onentatton slide
number of to select an
Text onentatton
degrees

•• •
0 _j ~ ] lleorees

• Choose the direction of the orientation by selecting

the Text Direction arrow and then choosing a direction.
Select the Text
direction arrow and
choose a dtreclion for
the onentalion

5.3.4. Merging Cells ( 3 J '3.)

Select the Morgo arrow \
To merge cells, do the following:
• Select the cell range to be merged.
~Merge & Center ·j
• From the Home tab and Alignment group,
select the Merge Cells arrow. ttl Merge & -'enter
• Choose a merge option from the menu. Select an option ~ Merge t,cross
from the menu
ll:::i Merge Cells
Select Unmerge Colis to undo the merge Ynmerge Cells
(the relevant cells should be selected first)

Alternatively, select the Alignment group window launcher icon

to open the Format Cells window and ensure that the Alignment
tab is the active tab. Text control
Under Text Control , select the Merge Cells checkbox O'iJJ(Iff)te•t
(click to enter a tick in the box). 0 Slvtnl to fit
0Meroecels
Click OK.

Unauthorised Photocopying Is Unlawful 55

Module 4 -4111 Spreadsheet Training for ICDL
~ -
lk>fden
5.3.5. Border Effects (4. j 3 s) ..E Dllllom 8ordrr

To format cell s w ith borders and lines, do th e follow ing: log Bordtr
r 1 itltBorder
• Select the cell or cell range to be formatted. I a•ont Border
From the Home tab and Font group, select the : t_ tJo Bordtr
Border arrow. EB !118ordm

• Select a border from the menu or select More CJ OutJide Bordtn

Borders at the bottom of the menu. Select an 0 Puck Box Border

option from < .Dott om Double ISordtr
The Format Cells window opens with the Borders the menu fbid. Bottom Bordtr
tab selected. C: Top and Bottom Bordtr

From the Line section of the window, select a line Style and/or a line Top tnd Tnl(k Bottom 8ordrr

Colour. Top 1t1d OO.I,l.blt Bottom Bordtr

Of•., lofctf.'I'J
From the Presets section, select the type of border you require. ..4 Orevt Bordtr

From the Border section refine the border by selecting top, bottom, Draw Bordtf r&rid

left, right, middle or diagonal border buttons (these are toggle buttons ""'...2 '-'"t I!Jordtr
which are turned on/off each time they are ..!. lint Colot
lint Strt<
selected) to apply or remove a border.
[!j fdOrt Botdttl
Click OK.

l11e Pruota Select a preset

w~n
~l'lio: border
None
Select
Qullono
a lme
style Border
l:jone
"*"
Turn specific
~J borders on/off
==I Text
Select a
line colour '"""'' AutomatlC
B ~
vHJ [J)~
Tht ~od border •l'li< con be "~dod bv dd<l1Q tho pr...ts, pre10,.,. '*'9om"' tho buttons
obove.

Open the sale spreadsheet.

D
2 Merge and centre the title in cell A 1 across the cell range A 1:01 . D
3 Format cell A3 to be vertically aligned with Centre Alignment.
D
4 Copy this formatting to cells A9, A 11 and A 16.
D
5 Right align the contents of cells A9 and A 16.
D
6 Centre the date m cell C2.
0

56 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 ..,. Spreadsheets

7
Wrap the contents in cells A23 and A24 (Refreshments Vtable? and Count of
Expenditure) so that the content in each of the cells display on two lines (you may D
need to adjust column width/row height).

8 Format cells A9 and A 16 to be orientated by -10° degrees (Text Direction - Context).

D
9 Apply a thick black outline border to cells A 1:01 .
0
10 Apply a dark blue, dashed border to cells A3 and cell A 11 .
D
11 Apply an inside and outline black border to the cell range A4:A7.
D
12 Repeat this formatting for cell range A 12·814.
D
13 Apply a double, dark blue, outline border to the cell range 0 2:05.
D
14 Repeat this formatting for the cell range A 18:A24.
0
15 Save and close sale.
0

Unauthorised Photocopying is Unlawful 57

 Module 4 ~ Spreadsheet Training for ICDL

Charts

Charts arc visual graphica l representations of numerical data, making it easier to sec results 'at a
glance' . Charts can be displayed in different formats, such as pic, bar/column and line, and can be
formatted with colour and fonts, size and styles.

To usc charts you need to input data in a spreadsheet. This data is then displayed in chart format
in the chart type that you specify. The chart can be modified if required to display a different chart
type. Chart titles can also be added or removed as required. The chart data is described by the data
labels that arc applied. For example, the following chart is meaningless without the data labels,
but makes sense once data labels arc applied:

This chart does

This chart contains
not contain data
category and percentage
labels and so Is
meaningless
-.... data labels which
descnbe the segments

6 1. Creating Charts
In this section, you will learn about the following:
Creating different types of charts from spreadsheet data: column chart, bar chart, line chart
and pie chart.
Selecting a chart.
Changing the chart type.
Moving, resizing and deleting a chart.

6.1.1. Chart Types ~ ~ ~ >

Charts can be displayed in a variety of types, such as a bar chart, column chart, line chart or pic
chart. The type of chart that you choose should be suitable for the data being represented .
.....
Column chart: ,,..,_..... .~
... I Bar chart.
Values are

···~·"-:
II
Values are
displayed on the
displayed on the
vert1cal Y ax1s
and labels are Oll'wlt••"-•
: I horizontal axis
and labels are
diSplayed on the
I ........ I displayed on the
honzontal X ax1s . vertical axis
......... Oti'Molf o . . !tWOl ..,.~,.,

.... 11000 UOOO UOOO 14\JOO IWOO f~OO

Line chart: Pie chart·

Values are Values are
displayed on displayed
the vert1cal Y around the
ax1s and chart and a
labels are legend diSplays
displayed on the category
tiOOO !-
the honzontal labels (labels
X aXIS rooo ...
~till• ~lfdrofl'l\f'l
. ....
~. .~"' ,,.,..... ,c.w
t SOGO
can also be
displayed with
the values)

58 Unauthorised Photoc opyi ng is Unlawful

 Training for tCDL Module 4 ~ Spreadsheets

6.1.2. Creating a Chart (4.6 1 1.)

To create a chart, do the fo llowing:

Column Chart
• Select the spreadsheet data.
• From the Insert tab and Charts group, select the Column
---·
command.
• A list opens, displaying different column chart sub-types.
• Select a sub-type from the list or select All Chart Types.
• The Insert Chart window opens.
• Select a column sub-type or select
a different chart type if required.
• Click OK.
-~-'-'-'=---- --.1
~ tolt.tnt~t
II M] ~ ~ I I ~ LM ~

jj]~~~~~~
Select a column
sub-type tf
., ~~MJllMJ~
....
required

~~L~~&J~?£1
~----~---J ,.. l .-
[~ot•Oof.... Owl
L.~.t...l l t ~1
c:::E:J [ ........

Bar charts are created in exactly the same way - just select the Bar command from the
Charts group.

Line Chart
• Select the spreadsheet data .
• From the Insert tab and Charts group, select the Line command.
A list opens, displaying different Line chart sub-types.
• Select a sub-type from the list or select All Chart Types.
The Insert Chart window opens.
• Select a Line sub-type or select a different chart type if required.
• Click OK.

Pie Chart
• Select the spreadsheet data .
• From the Insert tab and Charts group, select the Pie command.
A list opens, displaying different Pie chart sub-types.
• Select a sub-type from the list or select All Chart Types.
The Insert Chart window opens.
• Select a Pie sub-type or select a different chart type if required.
• Click OK.

Ill ~~~ Chort Typu_

Unauthorised Photocopying Is Unlawful 59

Module 4 <Ill Spreadsheet Training for ICDL

6.1 .3. Selecting a Chart

Before a chart ca n be edited, resized, moved, deleted or formatted it first needs to be selected.

To select a chart, do the fo llowing:

Click the chart to select it.
A border appears around the chart with small dots in the middle and corners of the
surrounding border.

Htll hlrt Othtr upen!l.f:l Tri.I\IPOftCOJll llltfrt'\hrNnt Tran1port COlts

'"'"
Unselected chart / \_ Selected chart - note the border surroundmg the
chart The small dots m the mtddle and corners of
the surroundtng border are for resiztng the chart

Alternatively, do the following:

From the Home tab and Editing group, select the Find
& Select command.
Select the Selection Pane command from the menu. Selection ond VIsibility .,. X

Select objects from the task pane that opens (click the ~on ltliS ~t:
'eye' icon to hide/unhide objects on the worksheet). Olart2

6.1.4. Changing the Chart Type

The chart can be altered, if required, to another type.

To change the chart type of a selected chart, do the followi ng:

Select the chart.
From the Chart Tools/Design tab and the Type group, select Change r
Chart Type.
The Change Chart Type window opens . Chanot
Chart Typt
• Select a different chart type and a chart sub-type .
Click OK.

2. Select a
chart sub-type

~ ltv:
"*""'
~~~nj.
CiP,.

1 Select a t
&:e.
"'••
W~ill!BJ~llliJ~JMJ
chart type ' ··~·1•)
1;.1 SO><l ~~MJlMJ~
~-

I f:]~Jdt::Jt::JEJ~ 3. Click OK
1 1~ 18D;I
~Ttft'(llot ... ,. r :letMO.Io.JtO..t )
C<i"J
60 Unauthorised Photocopying is Unlawful
Training for ICDL Module 4 .... Spreadsheet s

6.1.5. Moving, Resizing and Deleting a Chart 1 6 14

A chart can be moved to a different pos ition on the same worksheet or moved to another
worksheet or spreadsheet. If a chart overlaps or obscures spreadsheet data, it should be moved to a
new position . A chart can also be resized to make it bigger or smaller. When a chart is no longer
required it can be deleted .

To move, resize and delete a chart, do the fo llowing:

Moving a Chart (Within a Worksheet)

• Select the chart and then, holding down the left mouse button, drag to the new location within the
worksheet (note how the mouse arrow changes to the black cross icon when moving the chart).
Alternatively, select the chart and then , from the Home tab and Clipboard group, select the
Cut button . Select the cell where the chart is to be positioned within the worksheet, and select
the Paste button .

The keyboard shortcuts are: CTRL + C (copy), CTRL + X (cut) and CTRL + V (paste).

Moving a Chart (Between Worksheets)

• Select the chart.
From the Home tab and Clipboard group, click Cut.
• Select a new sheet tab.
• Select the cell where the chart is to be positioned within the worksheet.
• Click Paste.
Alternatively, from the Chart Tools/Design tab and Location group, Move
Ch art
select Move Chart.
ocat1on
The Move Chart window opens .
Select the New sheet bu tton if you
want the chart to be moved to a Oloose where you wan title chart to be placed:
new sheet.
Wljj
•

•
Enter a new name for the sheet if
required .
Select Object in if you want the chart
to be positioned as an object in an
existing sheet.
Choose the sheet from the Object in:
fWD o
New ;rl1eet:

~~n: erma----•
Charll:___ __

OK I[ CMcU
A

menu.
• Click OK.

Resizing a Chart (Using the Mouse)

Select th e chart.
Point the cursor at a corner of the chart (containing small dots).
The cursor turns into a double-headed black arrow when positioned over the resizing handles.
• Hold down the left mouse button and drag in the required direction to increase/decrease the
size (note how the double-headed black arrow turns into a black crosshair whilst resizing) .
Release the mouse button when the chart is the required size.

When using the mouse to resize a chart, always drag from a corner resizing handle to
maintain the original chart proportions.

Unauthorised Photocopying Is Unlawful 61

Module 4 ~ Spreadsheet Training for ICDL

Resizing a Chart (Using Chart Tools)

~
Select the chart. Htlght: 7.62 em j
~
• From the Chart Tools/Format tab and the Size group, select a specific Width· 12.7 em •
size for the height and/or width of the chart by selecting the Shape Sl1t .
Height and/or Shape Width scroll arrows.
Alternatively, select the Size window launcher icon to see the Size and Properties window.
Change the size of the chart by increasing/ __ ,.,....,.!!II
decreasing the measurements in the
Size
Height and/or Width boxes .
12.7cm •
• Select the Lock aspect ratio option
button before selecting a height to
ensure that the width alters proportionally
to the height (or vice versa).

Select Lock aspect ratio

to maintain proportions AltTtxt
Select a Height or
Width measurement

Deleting a Chart
• Select the chart.
Press Delete on the keyboard or right-click the chart and select Delete from the shortcut menu .

Open the sale spreadsheet.

D
2
Copy the cell range A4:B7 to Sheet2 and position in cell A3 (beneath the
EXPENDITURE title that you copied in an earlier task. D
3 Rename Sheet2 as Expenditure.
D
4 In the Expenditure sheet, create a bar chart from the cell range A3 :86.
D
5
Move the chart so that it is positioned beneath the spreadsheet data, starting in cell
A 12 (approximately). D
6 Resize the chart to have a height of Scm and a width of 14cm.
D
7 Using the same cell range , create a pie chart.
D
8 Position this chart on the right hand side of the spreadsheet data in cell D1 (approx). D
9 Resize the pie chart as Height: 5.5 and Width 9.5. D
10 Using the same cell range , create a line chart D
11 Position this chart beneath the pie chart (to the right of the bar chart). D
12 Resize the line chart to Height: 6.5 and width 11 . D
13 Change the chart type of the bar chart to a column chart.
D
14 Delete the line chart.
D
15 Save and close the sale spreadsheet.
D

62 Unauthorised Photocopying Is Unlawful

Training for ICDL Modulo 4 IJII. Spreadsheets

6.2. Editing Charts

In this section, you will learn about the following:
Adding, removing and editing a chart title.
Adding data labels to a chart: values/numbers and percentages.
Changing chart area background colour and legend fill colour.
Changing the column, bar, line or pie slice colours in a chart.
Changing the font size and colour of chart title, chart axes and chart legend text.

6.2.1. Adding, Removing and Editing a Chart Title (4.6 .2.1.)

To add, remove or edit a chart title, do the fo llowing:

Adding a Chart Title

From the Chart Tools/Layout tab and the Labels group, select the
Chart Title command.
•

•
From the Chart Title list, select a position, such as Above Chart.
A Chart Title box appears on the chart in the selected position.
Position the cursor within this box and delete the existing text.
-
D o,'' dt~p,.,.a ch.trt 1•1••

Cft'lt«t!d OwNy rra.

O.trU!t ccnttttd lttlt on
Chart wttnout rUiltng tNrt
• Enter the chart title.
1 Chart Title] Select a position
for the title
-CI>MI
Ohplar ht•t at top •' thart
, ,,. ana tf\l:t <htr1
,Mort lltlt Option• •

Editing a Chart Title

• Position the cursor within the chart title box and delete or enter text as required .

Deleting a Chart Title

• Select the chart title box and press Delete on the keyboard .
Alternatively, select the Chart Tools/Layout tab.
Select the Chart Title command.
• Select None.

Other chart elements can also be deleted by selecting the chart element and pressing
Delete . To select different parts of a chart, do one of the following :
• Click the chart element to select it or, from the Chart Tools/
Format tab and the Current Selection group, select the
Chart Elements arrow. Chart latlt
• Select a chart element from the menu. L<o<nd
PlotAru
Strtul

6 2.2 Adding Data Labels

Data labels help to identify the X andY axes data in the chart.

To add da ta labels, do the following:

• Select the chart.
From the Chart Tools/Layout tab and the Labels group, select the Dat a Labels command.

Unauthorised Photocopying is Unlawful 63

Module 4 ~ Spreadsheet Training for ICDL

• Select a position for the data labels.

Alternatively, select More Data label options
to open the Format Data labels window.
-h.Wft off o.t• UMI' tot

Select a
posilton for the
data labels

Select Moro Data Label Options ...

Select a label type such as Value.

-
~-
Select a label position, such as Lobo~- Libel Optoons
.-eon.....
Outside End . ... s---
C.flfiQOry"'-"'1:
Select Include legend key in label if you want ...dor "*" I l.._
the category labels to display as a legend. lordrr t,,,. [ a,..tt..lNI1••t
.___
Click Close.
I
,._
~!rod

The options shown

In this illustrat1on
• • o.-!Tod
are for b ar , column lncl.dotrorndl<eyfliobol

and llno charts Sci*•.. . 8

When using pie charts, the options for data

labels are different.

-~--""',-
rUbll- ~ Label Optoons
~·- Ubll c.n......
,..
r::l s---
c._,_
""*'"*"
..... $!.. J ~
....
l!:l ~ >---
The ophons shown
in this lllustra11on
- p <!)OW,_ LoNo are for plo charts
IJ.-tUbll Tod j

-·
Ubll-toon
e ""'*
e ~a.:t
O ~f.nd
• !fttfjt

0 -jovnfl<eyfllobtj
r-.a-atl:lt • @
1

6.2 3. Changing the Chart Area and Legend Background ( 6.? 3.)
The background of the chart and the background of the legend can be formatted to display with a
solid fill colour.

To change the chart area and legend background, do the fo llowing:

Select the chart element to be formatted (Chart Area or Legend) by clicking the chart element
to select it.
Alternatively, select the Chart Element arrow from the Chart
Tools/Format tab and the Current Selection group, and select
Chlrt ToUt
the chart element from the list. ltgtnd
Plot Aru
Strlu J

64 Unauthorised Photocopying Is Unlawful

Training for ICDL

• From the Chart Tools/Format tab and the Select the

Shape Styles group, select the Shape Fill Shape Fill
command . command

Select a colour from the menu or choose

More Fill Colors to see the colour palette. Select a
colour

Or select More
Fill Colors ••••••
Other opttons
1nclude Picture,
Gradient and
Texture

Choose a colour from the palette.

Click OK.

Select a colour from the palette

-
• 0 ..

6.2.4. Changing Column, Bar, Line or Pie Slice Colours

The lines, bars, co lumns or pic slices of a chart can be formatted wi th a different colour i f
req uired.

To change the colour of a bar, column, line or pic slice, do the following:
Select the column/bar/line/pie slice for the series to be formatted (by double-clicking to select
or by selecting the Chart Element arrow from the Chart Tools/Format tab and the Current
Selection group, and selecting the chart element from the list, such as Series1 or Series2).
From the Chart Tools/Format tab and the Shape Styles group, select the Shape Fill
command.
Colon

Select the
Shape Fill
command

Or select More
Fill Colors ...
••••••
Other opt1ons {
Include Picture,
Gradient and
Texture Select a colour from the palette

Unauthorised Photocopying Is Unlawful 65

Module 4 <1111 Spreadsheet Training for ICDL

6.2.5. Formatting a Chart (4.6 2 "")

The font type, site and colour of the chart title, legend or axis labels can all be changed if
required.

To format a chart clement, do the fo llowing:

Click the chart element (chart title, legend or axis labels).
Alternatively, select the Chart Element arrow from the Chart Tools/Format tab and the
Current Selection group, and select the chart element from the list.
From the Home tab and the Font group, select a font type, Calobrl (Body) • 10

font size or font colour. B I U • o..u

Alternatively, select the Font window launcher

icon to see the Font window. Select font type, font size and font Select a font, size
and colour or click
colour as required. Click OK. the wmdow
launcher to open
the Font window

Select a font type,

font size, font style Laan trxt font: fantot).le: ~''"
and font colour ~y GR~ G to

E~ll

f:j Str~•thr.,.q, f:l S!nol c.,.

[l ~ Slli<rthr.,.q, r:J tJ c.,.
~ SuQwiC71>\ ~l: 0'11. ~ EQUOlft O..Kler ~~
r! ~IPl

Open the sale spreadsheet and the Expenditure sheet.

D
2 Add a chart tttle to the pte chart as follows 1st QTR 2008 D
3 Edit the chart title to read 1st QTR Expenditure 2008.
D
4 Add a chart title to the column chart as follows: Expenditure 2008.
D
5
Add data labels to the pte chart as percentages (ensure that the pie chart displays a
legend). D
6 Change the pie chart area background to a pale blue colour.
0
7
Change the pte chart legend colour to a darker blue (darker than the background
colour of the chart area). D
8
Format the pie slice colours as follows: Refreshment costs=yellow; Transport
Costs=Red; Hall Hire=green; Other Expenses=orange. D
9 Format the chart title on the pie chart to be Comic Sans Serif, 14 and dark blue.
D
10 Delete the chart Iitie from the column chart.
D
11 Move the column chart to a new sheet called Column.
D
12 Save and close the sale spreadsheet. [J

66 Unauthorised Photocopying Is Unlawful

Training for ICDL Module 4 .... Spreadsheets

Preparing Outputs

Output refers to the way that the spreadsheet is viewed, either on screen or as printed hard copy.
Both types of output require preparation by choosing an appropriate output format, such as
displaying grid lines, row and column headings, or printing to a specific number of pages. It is
good practice to check spreadsheet ca lcu lations and text and correct any errors to ensure the
finished spreadsheet is presented to a professional standard. The layout of a spreadsheet can be
altered so that it displays in a different orientation and paper si/e.

7.1. Setup
In this section, you will learn about the following:
Changing worksheet margins: top, bottom, left and right.
Changing worksheet orientation: portrait, landscape.
Changing the paper size.
Adjusting page setup to fit worksheet contents on a specified number of pages.
Adding, editing and deleting text in headers and footers in a worksheet.
Inserting and deleting fields: page numbering information, date, time, file name and
worksheet name into hedders and footers.

7.1 .1. Margins < l

Margins arc the space between the edge of the paper and the spread sheet data. To enhance the
layout of the printed spreadsheet the top, bottom, lcfl and ri ght marg ins can all be increased or
decreased if required.

To change margins, do the following:

• From the Page Layout tab and the Page Setup group, select
l..t ( \rif-ktl...
the Margins command. f01<
uftl:
1Sc-
l'tll
kt!Ga)ic-
.lfiVtltl It•
,.. ...., l)CJI '~ "·· ''""
• From the drop-down menu, select the last custom margin
setting used, select normal default margin settings or select It•"""' I"'"'

- ,.,,,,,JUt-.
fllfl!l '"'""
wide or narrow settings.
l~· - ~ t<.-_:J\4c.
• To see further margin options, select Custom Margins. lot-
,,,.
•··lt• UICM
UCJ~ lll'f'>t:
fet> ••t
J\4 c-
LlJca

• The Page Setup window opens with Margins N•IIOtt

I <~J UICIJI IC>tt,~ ltl Cifl
tab active. ~ttt
~h.lt•
1.64 (1111
76CM
fb~Jtt
IM-•ht tl•(•
tUCI"

Use the scroll arrows to increase or

decrease the current margin

-
measurements for the Top, Bottom,
Left and Right margins.
1..
• Click OK. It • • lt

Use the scroll arrows

to 1ncrease or LOll
decrease the current I I
marg1n measurement
ror each margin

The spreadsheet can

be centred on the
page, honzontally
-t. - 0.1

and/or vertically

Unauthorised Photocopying is Unlawful 67

Module 4 ~ Spreadsheet Training for ICDL

7.1.2. Orientation
Orientation refers to Portrait and Landscape. The default orientation in Excel is Portrait.

Thts •s dtsplayed This is displayed in

In portrait landscape

You may need to change the orientation so that the data fits on the page. For example, a
spreadsheet containing many columns but few rows (a wide spreadsheet), may display better in
landscape orientation. Likewise, a spreadsheet with many rows and few columns (a long, narrow
spreadsheet) may display better in portrait ori en tation. Changing the orientation o f the spreadsheet
not only enhances the presentation of the printed output, it can also save paper usage.

To change orientation, do th e fol lowing:

From the Page Layout tab and the Page Setup group, select the
Orientation command .
Select the required orientation - Portrait or Landscape.

7 1.3. Paper Size

The default paper size is J\4 (21Omm x 297mm for portrait orientation). The paper size can be
al tered to another of your choice, such as J\ 5, B3 or a variety of other si7es suitable for the
intended printed output.

To change the paper si ze, do th e following:

From the Page Layout tab and the Page Setup group, select the
Size arrow.
A drop-down menu opens, displaying a variety of paper sizes.
The default paper size is A4.
Select the required paper size.
To see further size options, select the More Paper sizes command
at the bottom of the menu . 15
11.2 em. 25.7 Cnl
The Page Setup window opens with Page the active tab.
ltltft
Select the Paper size arrow and choose a paper size from the list.
J 21.59 em • n.94 em

Select a Print quality. l09'11

Select OK. J 21.59 em x 35.56 em

Comm. [nv no
10.47 ent X 24 IJ ent
Select the
Paper size: Ol £nv.
arrow II em x 22 em

4x6

i
1016 em •15.24 em

5x7
Select More 12.7 em •17.71 em
Paper Sizes ...
to see further Mort Plprr Sous •.
options

68 Unauthorised Photocopying is Unlawful

Training f or ICDL Module 4 IJI> Spreadsheets

7 .1.4. Fitting to a Specified Number of Pages 71 ~

You may want to fit the spreadsheet to a certain number of pages; for example, to reduce paper
wastage or to enhance clarity of the spreadsheet by ensuring that data fits on one sheet.

T he defau lt scale of an Excel spreadsheet is I 00%. This scale alters Automatic

depending upon which W idth (to shrink the width of printed output to AutomatiC
fit a maximum number of pages) or Heig ht (to shrink the height of Scalt 100% :
printed output to fit a maximum number of pages) option is selected. Scalt to Fit

To ensure that the spreadsheet fits to a specified number of pages, do the foll owing:
From the Page Layout tab and the Scale to Fit group, select the Width or Heig ht arrow.
• From the drop-down menu, choose how many pages to which to 111101 1"1
-
fit the spreadsheet.
AutomatiC
To see further page options, select More Pages. 1 page
The Page Setup window opens. 2 paoes
3 pages
• Select the Fit option button and then use the scroll arrows to
4 pages
choose the number of pages to which to fit the spreadsheet.
5 pages
Click OK. 6 pages
Seeling 7 pages
0 8,djust to: 67 : % normel size 8 pages
9 pages
EP More Pages ...

7 .1.5. Headers and Footers 7 1.4 ·

I leaders appear at the top of the page and footers appear at the bottom o f the page. A header or
footer can display information that you type in, such as your name or copyright information, or
disp lay page numbers or dates.

Creating a Header or Footer

To create a header and a footer, do the fo llowing:
From the Insert tab and the Text group, select Header & Footer.
The Header area opens above your spreadsheet, ready for you to enter the header information.
Use the Tab key to align the cursor to the right or Sh ift + Tab to move the cursor back a step
to the left.
The Header & Footer Tools contextual tab becomes active and displays the Design tab
commands. From this ribbon bar, you can choose to msert a preset header or footer by
selecting the Header or the Footer arrow. Further header or footer elements include: page
numbers, number of pages, date, time, file path (location), file name and sheet name.
To switch between the header and footer area, select Go to Footer.
c . ~· "l tJ

To close the header and footer area, click away from the header/footer area into the main
spreadsheet.

Unauthorised Photocopying is Unlawful 69

 Modulo 4 ~ Spreadsheet Training for ICDL

All of the above commands can also be accessed through the Page Setup window.
To open this window, click the Page Setup group window launcher icon. Select the
relevant tab.
~ P&.lle 'l Margins Header/Footer ~

Editing a Header
To edit a header, do the following:
• From the Insert tab and the Text group, select Header & Footer.
The Header & Footer Tools tab becomes active.
Click in the header and select the text to be edited.
Click the Home tab and apply the desired formatting.
• Click away from the Header to view the changes.

Footers are edited in the same way as Headers. Click inside the Footer to select the text
before formatting.

Deleting a Header or Footer

Click the header or footer area and then click the header/footer to be deleted.
• Press Delete.

7.1.6. Inserting Fields 7 1 J

Fields arc items of header or footer data, such as dates, time, worksheet name and filename fie lds
that update automatically.

To insert fi elds, do the following:

From the Insert tab and the Text group, select Header & Footer.
The Header area opens above your spreadsheet, ready for you to insert the field or fields.
Use the Tab key to align the cursor to the right or Shift + Tab to move the cursor back a step
to the left.
• The Header & Footer Tools contextual tab becomes active and displays the Design tab
commands. From this ribbon bar, you can choose to insert page numbers, number of pages,
date, time, file path (location), file name and sheet name .

Page Number Current Current Frle Frle Sheet Picture Format

Number of Pages Date Trme Path Name Name Picture
Header & Footer Elements

I 1Fr
rlfrle)&~~~a7
b~l------------------- &(P es

lThis example displays file

name and sheet name fields
This example displays
page number field

To switch between the header and footer area , select Go to Footer.

To close the header/footer, click away from the header/footer area into the main spreadsheet.

70 Unauthorised Photocopying is Unlawful

 Training for ICDL Module 4 .,.. Spreadsheets

7.1 .7. Deleting Fields ( 11 s.)

• Click the header or footer area.
• Select the field to be deleted .
• Press Delete.

Open the sale spreadsheet and the QTR1 sheet. D

2 Change the top and bottom margins to 1.5 em and tho left and right margins to 2cm. 0
3 Check that the paper size IS A4 . D
4 Ensure that the orientation IS portra1t. D
5 Move the cell range A 18·624 to start in cell F2. 0
6 Adjust page setup so that the page fits to 1 page wide by 1 page tall. D
7 Enter a centre aligned header with your name and a date field. 0
8 Enter a left aligned header with a file path field. [J
9 Enter a nght aligned header with a page number field. 0
10 Enter a centred footer w1th a number of pages field . 0
11 Edit the header by removing the file path field and replacing with a filename and sheet name field. 0
12 Edit the footer by deleting the number of pages field and 1nsert1ng a left aligned t1me field . 0
13 Open the Expenditure sheet and change the orientation to landscape. 0
14 Save and close the sale spreadsheet. [ J

7.2. Checking and Printing

In this section, you will learn about the following:
Checking and correcting spreadsheet ca lcu lations and text.
Turning on and off the display o f gridlines and the display of row and column headings for
printing purposes.
Applying automatic title row(s) printing on every page of a printed worksheet.
Previewing a worksheet.
Printing a select ed cell range from a worksheet, an entire worksheet, a number of copies of a
worksheet, t he entire spreadsheet and a selected chart.

7.2.1. Checking (4.7.2 1)

ll is important to check both the text and the calculations wi thin a spreadsheet. Incorrect text
appears unprofessional and affects the overa ll presentation of the spread!>hect. It can also affect
the understanding and assimi lation of numerical data if the row/ column headings arc incorrect. I f
numerical data is incorrect, thi s could affect calculations and charts based on that data, and may
also affect linked calculations on differen t sheets. Incorrect data and calculations appear
unprofessional and may make a spreadsheet unworkabl e. Therefore, you should do the following.
Proofread the spreadsheet data carefully for errors (numerical and textual).
• Correct errors where necessary.
• Check ca lculations - comparison/arithmetic operators, functions, cell references and brackets.

Unauthorised Photocopying Is Unlawful 71

 Module 4 ~ Spreadsheet Training for ICDL

Checking Spelling
From the Rev iew Tab and the Proofing group, select the Spelling command.
Sptlllng

The Spelling window opens.

Unrecognised words (words that
are not in the Spelling dictionary)
will be displayed and suggestions
( lglore Once J
to correct them provided . [ lw>«eN.

Select a suggestion and then click ~ IDOicbonar~

-T
Change if you want to change the
spelling of a word to the suggested Olroge
Boonton
spelling . Brf1ton
I OllngeAf
Select Change All to change all I
AutDCovect
occurrences of the word
throughout the spreadsheet. H
Select Ignore Once if you know [ c.nce J
that the spelling is correct (such as
proper names).
Select Ignore All if you want to ignore all occurrences
of the word through the spreadsheet.
When the Spelling tool has completed the spell check,
a confirmation window opens.
Click OK.

Checking Calculations
From the Formulas Tab and the Formula Auditing group, select the Error Checking
command .
If errors have been made in the calculations the Error Checking window opens ..

To resolve errors, select

Holp on this erro r or
In th1s example.
Show Calculation Stops
there IS an error
so that you can work it out
1n cell 85 the
OMde by Zero Error yourself.
contents of cell
84 have been ~ forrroula or Me bon lMd • dr.odrlg by
diVIded by 0. zero or et11>tv cell.
wh1ch IS 1ncorrect
Click Ignore Er ror 1f
I Qpbont...
you know that the
calculation 1s correct
Select Edit In Formula Bar to
mod1fy the calculatiOn Select Previous or Next to
soo prev1ous or further errors

Mocrosoft bee!
When error checking is complete, a confirmation window
opens.
Click OK. OK

7 . Gridlines
Printed spreadsheets can be displayed with or w i thou t gridli nes. The default setting i s to view the
gridlines on screen, but to p r inl without grid lines.

To display gridlines on printed output, do the fo llowing:

From the Page Layout tab and the Sheet Options group, in the Gndlrnes Htadrnos
Gridlines section, select the Print checkbox (to enter a tick in the box). J V1tw v V1tw

J Punt Pnnt
r.

72 Unauthorised Photocopying is Unlawful

Training for ICDL Modulo 4 ... Spreadsheets

• Select the Sheet Options window launcher to see the Page Setup window.
The Sheet tab should be the active tab in the Page Setup window.
In the Print section, ensure that the Gridlines tick box is

•
selected.
Click OK.
lPrint
~~rldlines

7.2.3. Row and Column Headings ( 1-?)

Spreadsheets can be printed wi th or wi thout the row and column headings displayed. The default
setting is to print w ithout row and column head ings. T he row and co lumn headings refer to the
row numbers and the column letters. Viewing row and column headings on printed output can
help a reader to locate data on the spreadsheet by supplyi ng visual grid references.

To display row and column headings on printed output, do the following:

• From the Page Layout tab and the Sheet Options group, select the Gndhnts
Print checkbox (enter a tick in the box) in the Headings section . ./ VltW
Pnnt
Shttt Options

Alternatively, select the Sheets Options window launcher icon Pmt

and, in the Print section, select the Row and Column Headings O~'ldlnes
checkbox (enter a tick in the box). 0 Wack end white
Click OK. 0 Dr«t gu-"lty
0 Row end column head1nQS

7.2.4. Automatic Title Rows ( - 2 - 1

Automatic row titl es can be set to print on every page of a printed spreadsheet.

To apply automatic row titl es, do the fo llowing:

From the Page Layout tab and the Page Setup group, select the Print Titles
command .
The Page Setup window opens with the Sheet tab the active tab.
In the Print Titles section of the window, select the Rows to repeat at top button .

..----~
' Pnnt t1tles Click here
[ &ows to repeat at top:

-
Select the row titles on the spreadsheet and then click the Rows to repeat at top button.

P89« Setup- Rows to repe1t .t top:

$1:$1
r=w=J(iil v
[~
Click here

• Check the row reference is correct.

• Click OK.
Pnnt titles
L B.ows to repeat at top: --.$;....1....;:$_11;....__ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __,__

7.2.5. Previewing a Worksheet (4 1 2 4.)

It is good practice to check the layout of a spreadsheet before printing. To preview a spreadsheet,
do the following (there arc two methods shown below):

Unauthorised Photocopying is Unlawful 73

 Modulo 4 <1111 Sproadshoot Training for ICDL

Method 1
• From the File menu , select Print. The spreadsheet will be displayed in the right hand section
of the menu .
• Close Print Preview by selecting the File menu.

Method 2
• From the Page Layout tab and the Page Setup group, select the Page Setup window
launcher icon.
The Page Setup window opens.
• Select Print Preview.
The Print menu opens, displaying the spreadsheet.
• Close Print Preview by selecting the File menu.

Print Preview Close Print Provlow by clicking the File menu

~-- --~---------------------------------~-------~~-~ _
.....
~.~ ...
,_, ~
-
......

7- - -- ·-·- or••

·-
The page Is
previewed

-
0""

~-~-
om
Select
Print ..... ....
0 ...

......
~ ..........
....
u-
ll ...
·- .
t:J::;:7-.-::.. --·
:

Zoom to
page
...,u_ ...,.. •• _
L... O... ........ , . . .

~:."::. .................

Select Page Setup

;· ., ~
Scroll through Show
I
Jl:l

pages margins

To preview a chart, select it first before using one of the methods described above.

7.2.6. Printing (4.7.2.5.)

There arc various options that you can choose when printing. For example, you can print the
entire worksheet or the entire spreadsheet (which may contain multiple worksheets), a selected
area of a spreadsheet, a chart and also a speci fi e number of copies. The default setting is for
printing active worksheets.

To print, do the following:

• From the File menu, select Print.
• Select the Print command to print a worksheet without changing settings or press the
keyboard combination of CTRL + P).

74 Unauthorised Photocopying Is Unlawful

Training for ICOL Module 4 ..,. Spreadsheets

Print Select the number

Select Print to print of copies you
Cop1t"S: 1
the spreadsheet want to print
without changing the Pnnt

settings

Select a
pnnter name

Setting•
Select a print setting: {
Such as Print Active
Sheets (default
U Pnnt Acttw ShHt:J
Onty pnnltht ec tNt \hftll

setting) or enter page : to

numbers to print
specific sheets J Pnnt One Sod<d
Only pnnl on ont IKir ol thr P"'l•
Coftotrd
l.l.J l.U 1 2,J Choose
orientation

Choose
paper size
Choose
margins
Choose
scaling

Entire Spreadsheet -Sc!ttlngs

• Click the Settings arrow.
t ] Pnnt Actovt Shms
• Select the Print Entire Workbook option. ~ Only pnnt the ICINt lheetl
• Click Print. fffil --~
l,..: J Onlr pronltht lciiVr shtttl
.'r, 1 Print [nbre Wo<-
Entire Worksheet l...;..J Pront thr tnlllt workbook

Print Sdedlon
• Select the Print Active Sheets option from the Only pront thr cu11tnl Stltctlon
Settings drop down menu.
• Click Print. [J ) Ignore Pront Alta

Selected Range
• Select th e cell range to be printed on the worksheet.
• From the File menu, select Print.
• From the Settings drop down menu, select the Print Selection option.
• Click Print.
Alternatively:
Select the cell range to be printed on the worksheet.
From the Page Layout tab and the Page Setup group, select
the Print Area command.
Select Set Print Area from the drop down menu.
From the File menu, select Print.
Ensure that Print Active Sheets is displayed in the Settings drop down menu.
Click Print.
To ignore the print area, select the Settings drop down menu and choose Ignore Print
Area.
To remove the print area, from the Page Layout tab and the Page Setup group, select
the Print Area command and select Ignore Print Area.

Unauthorised Photocopying Is Unlawful 75

Module 4 ~ Spreadsheet Training for ICDL

Chart
• Click the chart to select it (if displayed as an
Settings
object within a worksheet).
• From the Print menu, select the Print j Pnnt ~IKted Chart
Selected Chart option from the Settings l,. On~ pnnt the ~"It< ted ch1rt
drop down menu.
• Click Print.

Number of Copies
• From the Print menu, use the scroll arrows on the Number of Copies rint
list box to increase/decrease the required number of printed copies.
opies: 1
• Click Print.

Open the sale spreadsheet and the QTR1 sheet.

D
2 Check the spelling of text w1th1n the spreadsheet and correct any errors. D
3 Check the calculations in the spreadsheet and correct any errors
D
4 Turn on gridlines and row and column headings for printing.
0
5 Preview the worksheet.
D
6 Pnnt one copy of the cell range A3 :87.
D
7 Print one copy of the entire QTR1 worksheet. D
8 On the Expenditure sheet, print the pie chart. D
9 Save and close the sale spreadsheet. D
10
Open Skllls.xls and apply automatic row titles that will print on every page of the
Profit worksheet (Row 5). D
11 Save and close the Skills spreadsheet. D

76 Unauthorised Photocopying is Unlawful

• Do you know what a Spreadsheet is capable of?
• Can you create a simple Presentation?
• Do you dare update a Database?
If not, this is the book for you.

Training for ICDL Syllabus 5.0: A practica l course in Windows 7 &

Office 2010 is th e essential com puter training manua l for beginners.
It ca n be used in th e classroom or as a self study guide, and is
invaluabl e as a reference in t he workplace.
Each of the seven ICDL modules covered in the manual is written in
plain English, wit h ext ensive screenshot s, clear examples and a
wealth of exe rcises.
Blackrock Edu cati on Centre has been successfully writing excellent
com puter train ing manua ls for the last 10 years, honed from its
experience of t ra in ing over 20,000 students. All seven modules are
fu lly cove red to ena ble you to prepare fo r the ICOL t est s.
Internationa l Computer Driving Licence (ICDL) is a recognised
globa l standard in end user computer skills certification.

Prt1ctice fr ies needed for the lessons in the drfferent modules are avarlbale for downloadlllg from
wwwaspbooks.com/download/icdiS 2010 eng Lip

A
( )
~
. ~1 .. 11 ii....u ... II b.ll
'· lj JJ~
U9J-W ... JJU J
:,
www ~~~~~rom Ill www d'.plmol'i.S ( orn