Hardware and Networking Service

Level-I
Based on March 2021, Curriculum Version 1

Module Title: - Creating and Use Spreadsheets

Module code: EIS HNS1 M04 0322

Nominal duration: 50Hour

Prepared by: Ministry of Labour and Skill

Aug, 2022

Addis Ababa, Ethiopia

 Table of Contents
Acknowledgment ........................................................................................... 3

Introduction to module .................................................................................. 5

Unit one: Select and prepare resources ......................................................... 6

1.1. Energy and Resource Conservation ....................................... 7
1.2. Identifying Spreadsheet Requirements ................................. 11
Self-check-1 .................................................................................. 14
Operation sheet 1.1 Energy and resources conservation ................ 15
Operation sheet 1.2 Energy and resources conservation ............ 15

Unit Two: Create spreadsheet ..................................................................... 16

2.1. Introduction to spreadsheet ................................................. 17
2.1.1. Navigating around a spreadsheet ..................................... 22
2.2. Using a worksheet .............................................................. 25
2.3. Formulas and Functions ...................................................... 26
2.4. Accessing Help in spreadsheet ............................................ 29
Self-check-1 .................................................................................. 32
Operation sheet 2.1 Use a worksheet ............................................ 34
Operation sheet 2.2 Use a worksheet ............................................ 35
Operation sheet 2.3 Formulas and functions ................................. 38
Operation sheet 2.4 Formulas and functions ................................. 39
Operation sheet 2.5 using a worksheet ......................................... 40
Operation sheet 2.6 Access help .................................................. 43
Lap Test 1 ..................................................................................... 45

Unit Three: Produce simple charts.............................................................. 47

3.1. Produce simple charts ......................................................... 48
Operation sheet 3.1 Produce simple charts ................................... 52
Lap Test 2 ..................................................................................... 55

Unit Four: finalize spreadsheet .................................................................... 57

4.1. Preparing to print ............................................................... 58
4.2. Finalizing spreadsheet ........................................................ 64

Reference 65

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Acknowledgment

Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVET instructors and respective industry experts who donated their
time and expertise to the development of this Teaching, Training and Learning
Materials (TTLM).

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Acronym

PC -Personal computer

RAM -Random-access memory

Gb–Gigabyte

USB-universal serial bus

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Introduction to module

This module describes the performance outcomes, skills and knowledge required to
operate spreadsheet applications and perform basic operations, including creating and
formatting spreadsheet data, incorporating charts and objects, and customizing and
printing Spreadsheet.
This module is designed to meet the industry requirement under create and use
spreadsheet occupational standard, particularly for the unit of competency: Create and
use spreadsheet

This module covers the units:

 Select and prepare resources
 Introduction to spreadsheets
 Produce simple charts
 Finalize spreadsheets

Learning Objective of the Module

 Select and prepare resources

 Create simple spreadsheets

 Produce simple charts

 Finalize spreadsheets

Module Instruction
For effective use this module, trainees are expected to read the following module
instruction shown below:
1. Read the information written in each unit
2. Accomplish the Self-checks at the end of each unit
3. Perform Operation Sheets which were provided at the end of units
4. Do the “LAP test” giver at the end of each unit and
5. Read the identified reference book for Examples and exercise

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Unit one: Select and prepare resources

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:

 Energy and Resource Conservation

 Spreadsheet Requirements

This guide will also assist you to attain the module above in the cover page. Specifically,
upon completion of this module, you will be able to:

 ApplyEnergy and Resource Conservation technics

 Identify Spreadsheet Requirements

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1.1. Energy and Resource Conservation

With an increasing focus on the environment, terms such as Climate Change,

Greenhouse Emissions, Global Warming and Carbon Neutral have become common in
workplaces and everyday life. We are all encouraged to move towards a "green office‟
where conservation and recycling practices are standard, and following the "Three Rs"
- Reduce, Reuse and Recycle - is normal everyday practice.
Reduce Reuse Recycle

Reduce: finding ways to minimize resources

and energy consumption in our daily tasks.

Reuse: using a product again without it having

to go through a form of processing to be used
again. For example using plastic shopping bags
as garbage bags.

Recycle: the process of converting waste into

new products which reduces landfill. Paper is
one of the common products to be recycled.

I. Reduce Resources and Energy

There are many ways in which we can reduce wastage in the office. Let‟s have a look at
some ways which we can contribute.

Paper
 Use duplex printing (printing on both sides)
 Print draft copies in low resolution mode to use up less ink.
 Avoid printing unnecessarily. Use "print preview" to preview your work and
check for errors rather than printing multiple copies. Rather than sending
letters or print material use email and send electronic copies.
 Keep a tray near the printer for paper that has been printed on side only and
can be used for note paper.
 Keep a recycling bin near the printer to recycle paper.

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  Confidential printed material should be shredded. Shredded paper can be used
for packing fragile goods or donated to pet stores for bedding.

Printing Supplies
 Conserve toner in laser printer and photocopiers by printing in draft mode.
 Avoid using thick borders and graphics.
 Empty ink and toner cartridges can be recycled through the Cartridges 4
Planet Ark program.

II. Conserve energy

Saving Energy
 Turn the office lights and air conditioning off at the end of the day or set
timers. Sensor lights can be used in dark areas such as stairwells.
 Photocopiers and printers have energy saving options. Make sure these
options are activated so that the equipment will go into a "sleep" mode
during prolonged period of inactivity.
 Shut down your computer and monitor at the end of the day. Don't just log
off.
 Computers also have energy saving options. The power options can be
managed using the Power Option Properties from the Control Panel.

Standby switches your computer to a low power state. It is useful if you are leaving
your computer for a short period of time. It does not save your desktop state.

Hibernate should be used if you will be away from your computer for more than 1
hour. It saves what is in memory onto disk, turns off your screen and turns off your
computer.

Case Study

It's any exciting time for EZtronics! In recent years, success of the organization‟s
internet search engine has seen the company grow exponentially.
The company is very environmentally conscious and wants to introduce ways and

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means of minimizing energy and resource usage, in an effort to reduce the company's
carbon footprint.

EZtronics' Office Manager asked employee Georgia Ryan to investigate and make
recommendations as to what could be done in the office environment.

Minimizing energy and resource usage

Georgia divides her tasks into a number of steps:
1. Determine which sources of energy and resources have the highest usage and/or
wastage in her office environment
2. Investigate what can be done to reduce the consumption or wastage.
3. Report back to her supervisor.

To determine which sources of energy and resources had the highest

usage and/or wastage in the office, Georgia spoke to a number of
different people in each of the sections to determine what resources they
used to do their job. She also obtained copies of the organization‟s water
and electricity bills. At the end of each day she observed the different
types of rubbish which was being thrown away.

After a week, Georgia determined that the highest usage and/or wastage came from
paper waste and energy usage.
The task of investigating what could be done to reduce the consumption or wastage was
a little bit harder. Georgia searched the Internet and utilised her network of colleagues
to determine some examples of what other businesses had implemented.

Georgia found the following ideas for minimizing paper wastage:

1. Configure the photocopier so that it prints on both sides of the sheet of paper.
Put a notice near the photocopier to remind everyone. For paper which has been
used on both sides, save the paper for recycling.
2. Place a cardboard box beside your desk to collect paper.
3. Paper that has only been printed on one side can be reused. (Be sure to remove
anything confidential first!).
4. Staple the sheets together to form a note pad, and then write on the blank side.
5. Give the paper to preschools and day care centers
6. Instead of using plastic bubble wrap, shred the used paper for packaging
7. Use email to send and read documents electronically rather than printing
documents and putting them into in-trays.
8. If you HAVE to print something, check and proofread the document for errors
on screen before printing.
9. Don't store files as hardcopy documents if they can be saved electronically on
disk.
10. Reuse folders and envelopes rather than throwing them away.
11. Purchase recycled paper for printing and stationery.

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Georgia found the following ideas for conserving energy:
1. Use power save options for equipment which is not being used.
2. Turn off your monitor - it is one of the biggest energy consuming devices of
your PC
3. Turn off hard disk
4. Enable system standby for short breaks - shutting down monitor and hard disk,
no work is lost
5. Enable system hibernations - a longer version of standby where the machine
almost shuts down, no work is lost.
6. Turn the heating system down just one degree, and wear an extra layer of
clothes!
7. Change to more efficient light bulbs
8. Install sensor lighting in less frequently used work areas
9. Turn off lights that are not being used.
10. Only have ONE fridge in the lunchroom - do you really need two?

Georgia was happy with the ideas she had found and carefully documented these as a
report for her supervisor. Of course she emailed it, rather than printing it!

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1.2. Identifying Spreadsheet Requirements

Before you can create a spreadsheet you need to determine the purpose and any special
requirements in relation to how it will be used, stored and accessed. Some spreadsheets
contain confidential information that should only be accessed by authorized staff.
Activities usually have a specific guidelines including timelines and organizational
standards. You also need to ensure data security as required.

Key issues to consider

 Data entry

There are a number of methods of data entry. When creating a spreadsheet document
from scratch you can start with a blank document and create your own spreadsheet from
the keyboard. Alternatively, you can import data from an existing spreadsheet or from
other software application. Accounting programs such as MYOB can export data and
reports into a spreadsheet. You can even export data from websites.

Many internet banking websites allow you to export your bank statement into a
spreadsheet.
Many organizations use templates which is a previously created document that has been
formatted according to approved company colors, logos and design elements. They save
a lot of time as they do not have to be recreated and ensure consistency across all
documents.

Usually an organization‟s Policy and Procedures Manual contains references to

templates and style guides. A style guide is a document which lists the basic principles
for creating documents including spreadsheet. It specifies features such as font, color,
size, placement of charts and other objects in document. A template that has been
created will adhere to the style guide.

 Storage
Your documents or files can be saved electronically in a number of different places.
You could save them on a USB memory stick, the hard disk on your PC or in a location
on your organization‟s network. You should implement a system for naming your files
so they canbe easily located.
Your organization may also wish to save the file as a hardcopy, or printout. These could
be kept in folders and filed appropriately in filing cabinets.

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Whether on disk or in the form of a paper document, the data needs to be stored in a
secure location. If the data is stored on a CD, it could be stored in a rack or storage
cabinet. If it is stored as a document in a filing cabinet, the cabinet should be locked,
particularly if the data is confidential.

If the data is stored electronically, it should be backed up on a regular basis. This is

good practice in the event that our PC has hardware problems or is infected by a virus.
Similarly we would want a backup in the event that we accidentally deleted the file!

 Output

There are a number of different options for to be considered regarding the output of
your spreadsheet. Your spreadsheet may be:
 Included within the text of a report
 Added as an attachment at the end of a report
 Included in an electronic presentation, such as MS PowerPoint
 Printed onto an overhead transparency, or
 Sent as part of an email.

Whichever form of output is utilized you need to ensure that the spreadsheet can be
easily read (details not too big or too small) and that the spreadsheet will fit neatly onto
a page or screen.
Always test to ensure your spreadsheet will output as expected, and then adjust
accordingly.

Reporting and presentation requirements

Each company will have standards which all spreadsheets should follow. This could
include: company details and logos, size and style of fonts, header and footer
requirements, and formats for numbers, paper sizes, standard margins, and saving
conventions. As mentioned above this may be documented in a Style Guide which
forms part of an organization‟s Policies and Procedures.

Example of organization’s spreadsheet requirements

It is important to liaise with relevant personnel to clarify the spreadsheet requirements

and to ensure that documents you create meet the purpose for which they are intended.

Following, you will find an example of spreadsheet design standards or a style guide.

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 .

Jack's Videoland
89 Moviewatch Street
Company
MOVIEWORLD QLD
details
Phone 082 678234
Email: [email protected]

Size of company logo should not be altered

Company logo
Logo to be placed in top right hand corner of spreadsheet.

Standard Font
Comic Sans MS 10 pt.
Main
Comic Sans MS 16 pt.
Headings
Comic Sans MS 14 pt.
1st level
Comic Sans MS 12 pt.
2nd level
Helvetica or Arial 8pt
Header/footer

Header to
Title of worksheet, date.
include

Footer to
Page number, author, filename.
include

A4, Portrait or Landscape to be used dependent on size of worksheet.

Paper Size
Worksheet to be centred horizontally and vertically on the page.

Margins Top and bottom 1.5 cm. Left and right 2 cm

All dollar figures to have dollar sign.

Number No decimal places to be used.
Formats Totals and important result figures to be highlighted using shading 20%
and bold.

All filenames to display abbreviation of company name (Jacks) and

Saving identify purpose of workbook, try to use no more than 20 characters.
Conventions Files to be saved in an appropriately named folder. Make sure a back-
up copy is kept of all files in case of corruption to the original file.

Research your own organization to determine the organizational requirements for

spreadsheets.

If you do not have a suitable work environment, develop your own ideal spreadsheets
requirements for an organization.

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Self-check-1

Test-I Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for
each question. Each question carries 2 Point.
A B
---------1. Reduce A. converting waste into new products
---------2. Recycle B. minimize resources and energy consumption
---------3. Reuse C. converting new product into waste
D. use a product again

Test II: short Answer writing

Instruction: write short answer for the given question. You are provided 3 minute for
each question and each point has 5Points.
1. Write at list two ways of conserving energy?
2. Write at list three methods reduce wastage ofpaper in the office?
3. What is the difference between setting your computer to hibernateand Standby?
4. Write at list three key issues to consider to identify spreadsheet requirements?

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Operation sheet 1.1 Energy and resources conservation

 Operation Title: change power option

 Purpose: Changing the power options of your computer
 Instruction:Follow the instructions below to change power option
 Tools and requirement:
1. This operation sheet
2. Learning guides,
3. Personal computer
 Precautions:
 Procedures in doing the task.
Step 1. Open the Control Panel.
Step 2. Select Power Options.
Step 3. Have a look at the different options and plans available. Select a
plan/options which will conserve energy.
Step 4. Close the Power Options Window.

Operation sheet 1.2 Energy and resources conservation

 Operation Title: How toSet our computer to Hibernate or Standby

 Purpose:Set our computer to Hibernate or Standby
 Instruction:
 Tools and requirement:
1. This operation sheet
2. Learning guides,
3. Personal computer
 Precautions:
 Procedures in doing the task.
Step 1. Click on the Start Menu.
Step 2. Select Shut Down.
Step 3. A Dialog box will appear with a drop down list. Select from the
drop down list Hibernate or Standby.

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Unit Two: Create spreadsheet

This unit to provide you the necessary information regarding the following content coverage
and topics:

 Introduction to spreadsheet
 Use a worksheet
 Formula and Basic Functions
 Access help function on spreadsheet
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:

 know spreadsheet concept

 Know Basic format
 Identify basic formula and function
 Access help function on spreadsheet

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2.1. Introduction to spreadsheet

What is a spreadsheet?
A spreadsheet is a computer program that is used in business to calculate profit
and loss (as well as many other things) using columns and rows. It allows easy
entry and manipulation of text and figures, and can be applied to simple
budgeting, or complex accounting and financial planning.

Spreadsheet software
What are some spreadsheet programs? Microsoft Excel is the software most
widely used in business and education, but there are a number of other
spreadsheet programs, including Lotus, Microsoft Works and Corel.

Terminology
Spreadsheet is a word used to describe the program, but is also used to describe
a sheet with columns and rows. Excel uses the word worksheet to describe a
single sheet and the word workbook to describe collection on one or more
individual worksheets which form a „book‟. You can add hundreds of
worksheets to a single workbook but Excel opens with only three. A workbook
is saved as one file.

Cell is the word used to describe the intersection between a column and a row.
They are referenced by the column heading and the row number eg the cell
reference for Column A and Row 1 would be A1.

Column

Row
Cell

Relative cell reference: a cell reference in formulas that change when excel
copies them to another location

Active cells: the cell in which you are currently working

Active sheet: a sheet that is selected

Function: a built-in or pre-recorded formula that provides a shortcut for complex

calculations.

Range of cell: one or more cells that form a rectangular group

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The new interface

The Ribbon and Quick Access Toolbar are where you will find the commands to
perform common tasks in Excel. The Backstage view gives you various options for
saving, opening a file, printing, and sharing your document.

The Ribbon

Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. You will use
these tabs to perform the most common tasks in Excel.

 Each tab will have one or more groups.

 Some groups will have an arrow you can click for more options.

 Click a tab to see more commands.

 You can adjust how the Ribbon is displayed with the Ribbon Display
Options.

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Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the
Ribbon. These tabs are called add-ins.

Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose
to minimize it if you find that it takes up too much screen space. Click the Ribbon
Display Options arrow in the upper-right corner of the Ribbon to display the drop-down
menu.

There are three modes in the Ribbon Display Options menu:

 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen

mode and completely hides the Ribbon. To show the Ribbon, click
the Expand Ribbon command at the top of screen.

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  Show Tabs: This option hides all command groups when they're not in
use, but tabs will remain visible. To show the Ribbon, simply click a
tab.

 Show Tabs and Commands: This option maximizes the Ribbon. All of
the tabs and commands will be visible. This option is selected by default
when you open Excel for the first time.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it includes the Save, Undo,
and Repeat commands. You can add other commands depending on your preference.

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Tell me:
The Tell me box works like a search bar to help you quickly find tools or commands
you want to use.

Worksheet views

Excel 2016 has a variety of viewing options that change how your workbook is
displayed. These views can be useful for various tasks, especially if you're planning
to print the spreadsheet. To change worksheet views, locate the commands in the
bottom-right corner of the Excel window and select Normal view, Page Layout view,
or Page Break view.

 Normal view is the default view for all worksheets in Excel.

 Page Layout view displays how your worksheets will appear when
printed. You can also add headers and footers in this view.
 Page Break view allows you to change the location of page breaks,
which is especially helpful when printing a lot of data from Excel.

Backstage view
Backstage view gives you various options for saving, opening a file, printing, and
sharing your workbooks.to access backstage view click on filebackstage view will
appear.

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 2.1.1. Navigating around a spreadsheet
You can see the navigating bars to the right of the screen and at the bottom of
the screen. When there is data in the sheet, you can move the sheet to show data
which is out of sight. Here are some basic methods for navigating around a
worksheet.

Keyboard Mouse

A column at a  or or Tab key Move mouse and click

time

A row at a time  or or Enter key Move mouse and click

Cell A1 Ctrl Home Point and drag vertical scroll box

up

Bottom right Ctrl End Point and drag vertical scroll box
corner cell of down
data

Practice to selecting cell

When a cell is selected the name of the cell (also known as cell reference) appears at the
extreme left of the Formula Bar. Can you see it? Notice that there is a black border
around the cell you have selected.

Resize columns and rows

When you do further work with spreadsheets you will sometimes need to resize the
columns and rows of your worksheet to fit the data.

Helpful Hints

if you see hashes ### appear in a column, it means that the

column is not wide enough to hold the data. Widen the
column until the data shows clearly.

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 Toolbars and tool buttons
The conventional way of selecting an action (for example, to open an existing
file) is to use the menu bar at the top of the screen (in this case, to click
File/Open).

Using the tool buttons is faster. These are the little buttons with symbols on them
that are lined up on a toolbar. They may look confusing at first, but are great
once you learnwhat they do. Some programs can have as many as 20 toolbars
that display a variety of tools. Usually the default toolbars are the Standard and
Formatting toolbars. These have the tools you‟ll use most at first.

• To display another toolbar, go to View/Toolbars. This will display a list

of the toolbars available in the program. The toolbars already displayed
will have a tick against them.

• To display another toolbar, just click on it in that list (ie „select‟ it).

• To make a toolbar invisible again, click on it again in the list.

Toolbars can usually be placed anywhere on the screen („floating‟ toolbars) or

„docked‟ at the top, bottom or side of the screen. The program will „remember‟
which toolbars you had displayed and where they were next time you start it.

Note: Don‟t have too many toolbars displayed at any one time. It can be very
confusing and will reduce the size of your on-screen workspace.This will allow
you to create a new toolbar and put your most-used tools on it.

Right-click on any visible toolbar to see the list of available toolbars. This
allows you to bypass the menus.

Keyboard shortcuts
We saw in the previous section that some actions can be carried out using
shortcut keys. These are a combination of two or more key strokes that perform
an action. Over the years, software developers have assigned the same shortcut
keys to most programs, so that if you know what Ctrl+A does in one program,
you can use it to perform the same action in many others.

Listed below are some keyboard shortcuts for some of the more frequently used
spreadsheet program commands.

To use one of these combinations, hold down the Ctrl key and press the letter
key shown.

Those actions marked „toggle‟ will switch that formatting either on or off,
depending on its current state.

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 Shortcut Action
Ctrl+A Selects all data on the active worksheet.

Ctrl+B Toggle. Formats selected data in bold.

Ctrl+C Copies the selection to the clipboard.

Ctrl+F Allows you to find specified data (numbers or text) in the

activedocument.

Ctrl+I Toggle. Formats selected data in italics.

Ctrl+N Opens a new workbook.

Ctrl+O Allows you to open a previously saved workbook.

Ctrl+P Prints the active worksheet.

Ctrl+S Saves the active workbook.

Ctrl+U Toggle. Formats selected data as underlined.

Ctrl+V Pastes the contents of the clipboard into the active cell.

Ctrl+W Closes the active window, but does not exit the program.

Ctrl+X Cuts the selected data and places it on the clipboard.

Ctrl+Y Redoes the previous action.

Ctrl+Z Undoes the last action.

Alt+F4 Closes the program.

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2.2. Using a worksheet

Data entry into a worksheet

Each cell of the spreadsheet can hold figures, text and formulas. The data in
each cell is held in that cell alone. Always put the data only in the cell that has
to hold it.

To enter data, put your cursor into the selected cell and click. Type the data and
press Enter. This moves you to another cell.

NOTE: You can also use the Tab key and your arrows keys to move around the
sheet.

The data appears in the cell as well as in the formula bar.

Saving a workbook
After keying in your data, it is a good idea to save your file on your computer,
before you continue to format it. You must do two things when saving a file for
future use – you must tell your computer where you want to save your file and
what you want to name it. Much the same as you would file a phone bill in a
folder called Accounts in the drawer labelled Household in your filing cabinet,
you must enter which drive and/or folder you want your file to be saved in and
enter in a filename for your spreadsheet.

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2.3. Formulas and Functions

Entering simple formula

Formulas involve making calculations similar to any business document, but
using cell references instead of the actual amounts. Look at the spreadsheet on
your screen. It is clear that you must multiply the Quantity with the Price in
order to produce the Cost. Normally we would write such a calculation as 36 x
25.99.

In Excel you must use the = sign, the multiplication sign *, and cell references to
calculate this formula in your spreadsheet. All formulas must begin with the =
sign.

AutoSum key
You can achieve the same result as above by using the shortcutAutoSumbutton
on the Home tab Ribbon.
Percentages
Using percentages is one of the most important calculations in Excel.
Averages
Normally, to create an average, you add up the amounts that you want to
calculate the average of and divide them by the number of entries you have, eg
2+4+6+3+5=20. There are five entries so the average is 20 divided by 5 = 4

Excel makes it very easy – it gives us a FUNCTION =AVERAGE.

Auto Fill
Up till now you have been typing formulas in each cell, and this has been good
practice.

As you noticed in the previous Activity, it was necessary for you to enter in
formulas for all of the Totals and Averages. This is really good practice,
however the more times you have to enter data, the more likely you are to make
a mistake. To overcome this there is a function called Fill Handle that removes
the need for repetitive work.

The fill handle is used to copy down the contents from one cell to other cells,
whether they are formulas or other data.

The fill handle is the small black square in the bottom right hand corner of a
selected cell.
When you put your cursor on this small black square, the

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 pointer changes to a black cross. To copy contents to cells below the cell or to
fill in a series, such as dates, drag the fill handle while it is in the shape of the
cross.

To display a shortcut menu that contains fill options, hold down the right mouse
button as you drag the fill handle.

Be careful not to confuse the fill handle with the white selection cross or
with the moving cross. The white selection cross appears when you rest your
mouse on a cell without clicking. This is used to select a cell or a
number of cells.

The moving cross appears when you move to the edge of a cell
and four arrows appear. This arrowed cross is used to move the contents of a
cell to another cell.

To get the black cross, you must click on a cell border and then rest your
mouse pointer on the small black square in the bottom right hand corner of
the cell.

The fill handle is not only used to copy formulas, but also to copy a series across
cells, such as numbers that go up by increments, days of the week, months and
so on.

Auto Fill Options

When you are filling, a small options button will
appear called Auto Fill Options, click on the down
arrow on this button if you want to use any of the
options.

Cell Addresses / Referencing

A cell address or reference identifies a cell or a range of cells in a worksheet.
These include the following:

Types of cell addresses

 Relative cell referencing

The structure of the formula remains the same when it is copied to other cells but
the cells change relative to the position of the formula.

E.g. Consider the formula =A1+B1 entered in C1. What happens when it is copied
into B2 through B10?

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  Absolute cell referencing

When a formula is copied to other cells, the cell references remain unchanged. A
dollar sign is placed before the column and the row

e.g. $B$20

 Mixed cell referencing

Either the column or the row is absolutely referenced but not both

e.g. $B20, B$20

Summary of Formulas and Functions

Simple Formulas
Add two cells =A2+B2 Adds cell A2 and B2
Multiply two cells =A2*C2 Multiplies cell A2 by cell C2
Divide one cell by =A2/D2 Divides cell A2 by cell D2
another
Subtract one cell =A2 – A3 Subtracts cell A3 from cell A2
from another
Functions
Adding more than two =SUM(B5:B10) Adds all cells between B5 and
cells B10
Finding the average of =AVERAGE(B5:B10) Finds the average of Cells B5 to
a groups of cells B10
Maximum =MAX(B5:B10) Finds the largest amount
between cells B5:B10
Minimum =MIN(B5:B10) Finds the smallest amount
between cells B5:B10
Percentage =15%*A4 OR Finds what is 15% of the
=A4*0.15 contents of cell A4
=115%*A4 OR Produces an amount with an
=A4+(15%*A4) increase of 15% of the original
amount.

=85%*A4 OR Produces an amount with a

=A4 -(15%*A4) decrease of 15% of the original
amount.
Count =COUNT(B5:B10) Finds out how many Numbers
there are between cells B5 and
B10
Today =TODAY() Shows today‟s date
Now =NOW() Shows today‟s date and time

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2.4. Accessing Help in spreadsheet
 Just type your query in the Tell me what you want to do box. From the search results, you
can quickly get to features you want to use or actions you want to perform. For help
content on your search phrase, click the option Get Help on "search phrase".

 You can also access Help from the File menu. In any Office app, Click File and in the
top right corner, click the familiar? Button.

 Or use the F1function key anytime to open the Help Viewer window for the Office app
you are working on.
By default Excel Help loads in a browse format which gives you a range of topics you
can choose from by the click of a button.
The first two buttons across the top of the help screen allow you to move back and
forward through your result pages.

The next two are there to help when you are working on-line.
 The Home button will take you back to the beginning screen you see when you load
Help.

The next group of buttons, across the top of the help screen, allow you to print, change
your font size, show the table of contents and keep the Help screen on top. It is
interesting to note that you can work in Excel with the help screen open which is helpful
for following the instructions in Help.

To search for a specific topic, click in the search box.

At the bottom right hand corner of the Help screen you will be notified if you are
working Off-Line or On-Line. If you are working off-line you have access to the built in
help topics. If you are working on-line then you will have access to the full help of
Microsoft Office.

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Self-check-1

Test-I Multiple choose

1.What is the name of the feature that saves copies of your files at specified intervals?
A. Protect Sheet C. Auto Recover
B. Track Changes D. Document Recovery
2. Which of the following is a selected cell?
A. current command C. active cell
B. default option D. default cell
3. Which is a small green square in the lower-right corner of a selected cell or range
that you can use to copy one cell to adjacent cells or to create a series?
A. Fill handle C. Cell pointer
B. Column marker D. Formula bar
4. How many worksheets does a new Excel 2016 workbook open with?
A. three C. two
B. one D. four
5. Which function in Excel tells how many numeric entries are there?
A. NUM C. SUM
B. COUNT D. CHKNUM
6. Which of the following is the intersection of a row and column?
A. Range C. bar chart
B. tab D. cell
7. Which tab of the ribbon should you go to for removing gridlines on a worksheet?
A. Formula C. review
B. View D. developer
8. Which of the following is an example of a mixed cell reference?
A. A9$ C. A$9
B. A9:E9 D. A$9
9. Which of the following is where you can save, select a template, change document
properties, and close or exit Excel?
A. Backstage C. Edit
B. Print D. Window
10. Out of the following alternatives a valid formula on excel
A. B2+C2 C. =C2+D2
B. A1*B1 D. E1/F1

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Test-II Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 2 Point.
A B
---------1. Normal view A. a search bar help to quickly find tools or commands
---------2. Page Layout view B. the cell references remain unchanged
---------3. Tell me C. the default view of worksheets
---------4. Page Break view D. Identifies a cell or a range of cells in a worksheet.
---------5.cell address E. Displays how your worksheets will appear when
printed.
F. To change the location of page breaks

Test-IIIFill in the blank

Instruction: Fill the correct answer for the give blank space. You have given 1 Minute for each
question. Each question carries 2 Point.
1. _________ is used to copy down the contents from one cell to other cells
2. Columns and rows are defined by _____ and _______ respectively.
3. Cells are defined by the _______ and ________ at which they intersect.
4. ________ is a working area that you can store, manipulate, calculate, and analyze data.
5. _________are defined by the column and row at which they intersect

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Operation sheet 2.1 Use a worksheet

 Operation Title: Customize worksheets

 Purpose:To create, rename,delete, copy/move worksheet
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Open your spreadsheet program.

Step 2. Go to File/New, then in the dialogue box select „Blank workbook’.

Step 3. The bottom of the screen shows three tabs for the three worksheets this blank
workbook contains. (By default, a new workbook usually has one
worksheets, but you can add more or delete some.)

Step 4. Right-click on the Sheet1 tab and select „Rename‟ from the pop-up menu.
Type „January‟ and press Enter.

Step 5. The first sheet should now be named January.

Step 6. Right-click on the Sheet1 tab and select „Insert’ from the pop-up menu.
Select „Worksheet‟ from the dialogue box and press OK.

Step 7. An extra worksheet should have been added to the workbook.

Step 8. Rename the second sheet ‘Feb’, the third ‘Mar’ and the fourth ‘Apr’.

Step 9. Right-click on the ‘Mar’ tab and select „Delete from the pop-up menu.
„Mar’ Tab should have been deleted from workbook.

Step 10. Right-click on the ‘Apr’ tab and select „Move or Copy’ from the pop-up
menu. Select „Feb’ Tab.Then where you want to place the copied worksheet.
Tick Check the box for the Create a copy option at bottom of pop-up menu,
then click OK.

Step 11. You are found copyApr on workbook

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 Step 12. Save the workbook by selecting File/Save As and giving it the filename
‘Wages’. Make sure you save the file to your „Projects‟ folder on my
document or your USB thumb drive.

Step 13. Close the file (File/Close).

Operation sheet 2.2 Use a worksheet

 Operation Title: Text formatting

 Purpose: To formatting data on worksheet
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Open the file formatting.

Step 2. Select cells A4 to D4. Click the Bold button on the Formatting toolbar.

Step 3. Repeat for cells A19 to D19 and cells C27 to D27.

Step 4. Select cells C17 to D17. Click the Italics button on the Formatting toolbar.

Step 5. Repeat for cells C25 to D25 and cells C27 to D27.

Step 6. Select cells A1 to D1. Click the Merge and Centre alignment button on the
Formattingtoolbar.

Step 7. Select cells B4 to D4. Click the Centre alignment button on the Formatting
toolbar. Repeatfor cells B19 to D19.

Step 8. Select cell C17. Click the Align Right button on the Formatting toolbar.
Repeat for cells C25and C27.

Step 9. Select cells A5 to A15. On the menu bar, go to Format/Cells (shortcut

Ctrl+1).

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 Step 10. When the Format Cells dialogue box appears, click on the Alignment tab (if
it‟s not alreadyselected).

Step 11. Use the up arrow key to increase the indent to 2.

Step 12. Repeat for cells A20 to A23.

Step 13. Select cell A1. Click the Font Size drop-down menu on the Formatting
toolbar, and choose14 point.

Step 14. Select cell A1 again. Click the Font Colour drop-down on the Formatting
toolbar, andchoose a dark colour.

Step 15. Repeat for row 4 and row 19. (Clicking on a row number on the left-hand
side of the screenwill select the whole row).

Step 16. Select cells A4 to D4. Click the Fill colour button on the Formatting toolbar,
and select apale colour. Repeat for cells A19 to D19 and for cell A1.

Step 17. Select cell A1. Click the Borders drop-down menu on the Formatting toolbar,
and choosethe Outside borders button.

Step 18. Repeat for Cells C27 to D27.

Step 19. Select cell D17. On the menu bar, go to Format/Cells.

Step 20. When the Format Cells dialogue box appears, click on the Number tab.

Step 21. Select Currency. Check that the Decimal places window is showing „2‟, and
click OK.

Step 22. Repeat for cells D25 and D27.

Step 23. Save your file

 Quality Criteria:Your worksheet should now look something like this

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  Precautions: use the formatting file from resource folder.

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Operation sheet 2.3 Formulas and functions

 Operation Title: Basic formulas

 Purpose:Applying basic formulas in worksheet
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Open a new workbook (go to File/New/Workbook).

Step 2. Save the workbook by going to File/Save as and giving it the file name
„Formulas 1‟.

Step 3. In cell B5, type 12. In cell C5, type 6.

Step 4. Note: Before entering a formula, you must select the cell where you want
the result ofthe calculation to appear.

Step 5. All formulas in a spreadsheet must start with an equals sign (=). When you
type anequal‟s sign into a cell, the program knows to treat whatever
follows as a formula.

Step 6. In cell D5, type =b5+c5 and press Enter.Cell D5 should now contain the
sumof cells B5 and C5.With cell D5 selected, look at the formula bar. It
should show the formula in that cell.

Step 7. Note: Capital and lower-case letters don‟t matter in formulas. Whether
you type „b5‟or „B5‟ in a formula, the program will treat them the same.

Step 8. Select cells B5 and C5 and drag downwards to fill the next four rows
(down to row 9).

Step 9. Select cell D6. Type = (the equals sign) and then click on cell B6. Type +
(the plus sign)and then click on cell C6. Press Enter.

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 Step 10. Cell D6 should now contain the sum of cells B6 and C6.Note that when
you were entering the formula, clicking on a cell resulted in the samething
as typing the cell‟s address – it was entered into the formula. That‟s the
easyway to do it.

Step 11. Select cell D7. Type = and then click on cell B7. Type - (the minus sign)
and then click oncell C7. Press Enter.

Step 12. Do the same thing in cells D8 and D9, but make the formula multiply ( * )
and divide ( / )the two preceding cells.

 Quality Criteria:You should end up like this.

 Precautions: The result D should be 18, 18, 6, 72, 2

Operation sheet 2.4 Formulas and functions

 Operation Title: functions

 Purpose: Applying basic functions in worksheet
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Open the file Rows and columns from resource folder.

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 Step 2. Select cell B15.

Step 3. Click on the Functions button.

Step 4. From the „Or select a category‟ list, select All. In the „Select a
function‟ box, select Average,then click OK.

Step 5. The spreadsheet program assumes you want to find the average of
cells B5 to B14. Thisincludes the total in B13, which would skew the
average.

Step 6. Override this by changing the B14 in the dialogue box to B12, then
click OK.

Step 7. The spreadsheet program has found the average revenue for all
branches for January.Find the averages for the other months by
grabbing the handle of cell B15 and filling itscontents across to the
right.

Step 8. Select cell H18.

Step 9. Click on the Functions button and, from the Statistical category, select
Max.

Step 10. Change the suggested function arguments in the dialogue box by
clicking and dragging sothat you select the cells from B5 to G12. Click
OK.

Step 11. The spreadsheet program has found the cell in that range that holds the
largest number.

Step 12. Repeat the steps to find the lowest revenue by using Min function.

Step 13. Save and close the file

Operation sheet 2.5 using a worksheet

 Operation Title: Adjust Rows and columns

 Purpose:Row heights and column width can be adjusted
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet

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 2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Open the file Rows and columns.

We‟re going to amend this worksheet to include the figures for June.

Step 2. Right-click anywhere in column G. From the pop-up menu, select

Insert.

Step 3. From the choices available, select Entire column, then click OK.

Step 4. The data that was in column G is now in column H, and we have a
new, empty column G.

Step 5. Select cells E4 and F4, and fill their contents across to G4 (the heading
should be „Jun‟).

Step 6. Click on H5 to see the formula in that cell – at the moment it‟s =SUM
(B5:F5).

Step 7. In cell G5, type 1234567 (Perth‟s revenue for the month of June).
Then press Enter.

Step 8. The total for row 5 has updated. If you click on cell H5, you‟ll see that
the formula hasautomatically updated to include our new column.

Step 9. Put some data in the rest of column G‟s cells. Make them seven-digit
figures so that thedata remains meaningful.

Step 10. Select cell F12 and fill the formula across to cell G12 (i.e. drag the
cell‟s handle).

Step 11. Right-click anywhere in row 8. From the pop-up menu, select Insert.

Step 12. From the choices available, select Entire row, then click OK.

Step 13. The spreadsheet program has moved all the data below down one row,
so we now havean empty row 8.

Step 14. Type the word „Canberra‟ in cell A8.

Step 15. Type 1234567 into cell B8.

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 Step 16. To save time, rather than type figures into the rest of Canberra‟s Feb to
Jun cells, just usethe Fill function to fill January‟s figures across to
June (very steady sales in Canberra!).

Step 17. Select cell H7, and fill its formula into cell H8.

Notice that grand total in cell H13 isautomatically updating each time you add
data to the worksheet.

Setting column widths

Step 1. Right-click on the letter „F‟ at the top of column F.

Step 2. From the pop-up menu, choose Column width and change the width from
11 to 8, thenclick OK.

Notice how some of the data in column F has turned to hash symbols
(######). This isbecause the program can‟t fit the data in those cells into
the narrower column width.

Step 3. We could fix the width of the column by entering a different width (as we
did above), butwe‟ll do it differently.

Step 4. Hover the cursor over the border between the „F‟ and the „G‟ at the top of
column F. Noticethat the cursor changes to a double-headed arrow.

Step 5. Left-click and hold. A box appears showing the width of column F. Drag
the cursor to theright until the box shows 15.00, then let go. The column is
now wider than it was to startwith.

Step 6. Double-click on the border between the „F‟ and the „G‟ at the top of
column F. The columnis automatically resized to suit the widest data in it.

Step 7. To test this, click on cell D20 and type some characters so that they spill
well to the right ofthe cell.

Step 8. Go to the top of column D and double-click its right-hand border. The
column will resizeitself to fit the data in cell D20.

Step 9. Delete the data in cell D20 and resize the column width using the double-
click method.

Setting row heights

You probably won‟t be surprised to learn that row heights can be adjusted too.

Step 1. Select row 13 by right-clicking on the „13‟ at the left-hand edge of the

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 worksheet. From thepop-up menu, select Row height and change the value
to 20, then click OK.

Step 2. Row 13 is now higher than it was.

Step 3. Hover the cursor between the „13‟ and the „14‟ on the left-hand side of the
worksheet. Clickand drag downwards, then let go. You‟ve manually
changed the row height.

Step 4. Select an empty cell in row 20. Type a small number into it (such as 23).

Step 5. With the cell still selected, change the font size to 24 point.

Notice that the row height has automatically increased to fit the larger font
size.

Step 6. Compare this to column widths, which may need to be manually increased
after a largenumber has had its font size increased.

Step 7. Save the file, then close it.

Operation sheet 2.6 Access help

 Operation Title: Add a help shortcut to the Quick Access Toolbar

 Purpose: Add a help shortcut to Quick Access Toolbar to get easily
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
 Precautions:
 Procedures in doing the task.

Step 1. Select File > Options > Quick Access Toolbar.

Step 2. Under the dropdown where it says Choose commands from, select All
Commands.
Step 3. Select Help from the list of commands to add to the Quick Access
Toolbar.

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 Step 4. Click Add.

Step 5. When you're done, click OK. The shortcut to help will be added to your
Quick Access Toolbar in the upper-left corner.

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Lap Test 1– Instructions
Task 1 Adjust your workstation to suit OHS requirements and energy and resource
conservation techniques.
Task 2 Open a new workbook, and create a spreadsheet that will calculate the
weeklywages for A1 Constructions.

Below is the information for their six employees for the week ending 19 April.

The overtime (OT) rate is 1.5 times the ordinary rate. Tax is calculated at 32 cents
inthe dollar, after the $104 tax-free deduction.

Layout
Task 3 Your spreadsheet columns should be laid out something like this example.

Your spreadsheet should have the nine columns shown above, and formulas should
calculate amounts for the Pay hours, Gross pay, Tax and Net pay columns.

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 Formatting
Task 4 Finally, give your spreadsheet a heading, and apply some formatting to enhance
the appearance of your worksheet, such as bold, text colour, text size, borders,
etc.

Before printing your spreadsheet, put your name in cell J3.

Printing
Task 5 When your worksheet is complete, preview, adjust, save and print it and give the
printout to your trainer

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Unit Three: Produce simple charts

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Introduction to chart
 Create chart
 Customize and organize chart
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Identify types of chart
 Create chart
 Customize and organize chart

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 3.1. Produce simple charts

Charts
Charts provide a visual representation of statistical data.The numerical data contained in
columns and totals and percentages can be rather daunting for an audience to understand.
The power of an appropriate chart is that the use of chart devices will give the audience
or reader a visual representation of the data. The information represented via the use of a
chart is easier to explain and quicker to understand. As they say "a picture says a
thousand words".

Types of charts.
I. Column chart

Useful for comparison. In the 3-dimensional chart below we are comparing the scores for
each match by player.

II. Bar chart

This is similar to a Column Chart. Below is a 2-dimensional bar chart showing the same
information as above.

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 III. Pie chart

Shows the proportions of individual components compared with a whole. In the 3-

dimensional example below, the scores have been converted to a percentage of the whole.

IV. Line Chart

Used for comparing separate sets of data. In the chart below you can see that Ian is
improving overall, whereas David is not.

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 Those are some of types of chat listed above.

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Self-check-3

Test-II Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 3 Point.
A B
---------1. Pie chart A. 2-dimensional chart
---------2. Column chart B. Shows the proportions of individual components
compared with a whole
---------3. Bar chart C. Useful for comparison3-dimensional
---------4. Line Chart D. Used for comparing separate sets of data
E. To display data visual

Test II: short Answer writing

Instruction: write short answer for the given question. You are provided 3 minute for each
question and each point has 5Points.
1. Define chart?

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 Operation sheet 3.1Produce simple charts

 Operation Title: Charts

 Purpose: Create and modify charts
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
4. printer with A4 paper
 Precautions:
 Procedures in doing the task.

Step 1. Open the file Rows and columns.

Step 2. Select cells A4 to G11. This range includes the branch names, the months,
the sales figures and the branch totals (a deliberate mistake which we‟ll fix
later).

Step 3. Click the Chart Wizard button (on the Standard toolbar). (The Chart Wizard
button might be in a different place in your spreadsheet program. If you
can‟t find it, ask your trainer for help.)

A dialogue box will appear, showing a range of chart types. Clicking on one
of these reveals several sub-types. The first sub-type will already be
highlighted.

Step 4. Press the „Press and hold to view sample‟ button, and a preview of what the
chart would look like using that sub-type appears.

Step 5. Experiment with various chart types and sub-types. Some chart types will be
inappropriate for the type of data to be used. For our current spreadsheet, the
„Clustered Column‟sub-type will be best. Select this, then press the Next
button.

Step 6. Press the Next button again, then next again, then the Finish button.

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 The chart should appear, superimposed on the spreadsheet.

Step 7. Save the file with the „Save as‟ command, and give it the name „Rows and
columns with chart‟, but don‟t close the file.

Note the following.

 The cell range you selected is highlighted with three coloured

boxes (if you look carefully).

 The Value axis at the left-hand side of the chart shows dollar
amounts.

 The Category axis at the bottom shows the branches.

 The legend shows the colour-coded months.

 You can move the chart around or resize it, just like any other
graphic.

You can edit the chart, which we‟ll do now.

Because we selected data in column G (the branch totals), the chart is skewed (the
Totals data is forcing the monthly data to appear too small).

Note: You may need to shift the chart if it‟s in the way of the spreadsheet data.

Step 8. On the spreadsheet, „grab‟ the bottom right-hand handle on the blue box and
move it to the left so that only columns A to F are selected.

The chart automatically updates, and now shows the data more meaningfully.

You can now see how useful charts can be. We can see at a glance which branch had
the most sales, and in which month, etc. We can also see that some
branches‟ January figure was their highest, while for some it was their
lowest. Very interesting to the general manager!

Step 9. Try right-clicking on various parts of the chart – pop-up menus for those
parts will appear.

Step 10. Right-click on the Legend at the right-hand side. Choose Format Legend
and, from the choices available, change the border colour and line weight
and the font size and font.Click OK. The legend now looks different.

Step 11. Do something similar to the Category axis (across the bottom of the chart).

Step 12. Right-click and select Format Axis for the Value axis at the right-hand side

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 of the chart.

Step 13. Select the Number tab, then Currency from the category. Choose the $
symbol and reduce the decimal places to zero. Change the font, font colour
and alignment if you want. Then click OK.

Step 14. Right-click in a blank area just inside the chart border, and select Format
Chart Area.

Step 15. Change the border of the chart, and select a pale colour in the Area options
section. Click OK. Now our chart‟s looking quite good, but it still lacks a
title!

Step 16. Click in a clear area, and choose Chart Options.

Step 17. Give the chart a title (perhaps „Sales figures‟) and try other options,
including selecting the two options on the data table tag.

Step 18. Move the chart across so that it‟s under the data in the spreadsheet, then
resize it so it fits on the page.

Step 19. Click anywhere in row 1 and click Print Preview. Your chart would be
printed on top of your spreadsheet.

Step 20. Press the Escape key, then select the chart. Press Print Preview and you
will see that just your chart would be printed.

Step 21. Save and close the file.

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 Lap Test 2– Create and print a spreadsheet with a chart

Task 1 Shown here is some data for the 10 house contracts your company has carried out
this year. Create a spreadsheet containing the headings, names and Figures shown.

Task 2 In the appropriate cells, enter formulas to calculate the following

missinginformation for each contract:

• profit of 11% on the estimated cost

• contract price (estimated cost + profit)

• actual profit (contract price – actual cost)

• profit % made (actual profit ÷ actual cost)

• totals (four cells only)

• Averages (five cells only).

Task 3 Save your spreadsheet with the name „Lap Test 2‟.

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 Task 4 Apply the following formatting:
 figures are to show a space as a „thousands separator‟, but no cents and nodollar
sign

 profit % to show two decimal places

 column headings to be in bold

 negative numbers to be in red (go to Format/Cells/Number/Number)

 enough borders should be shown to make the spreadsheet look clear

 „Total‟ row to have bold green text

 „Average‟ row to have bold plum text

 header to have your company name in 18pt bold italics and „2009 Profits‟ in14pt
bold

 Footer to have your name and today‟s date.

Task 5 Preview, adjust, print and save your spreadsheet.

Chart
Task 6 Select the „Contract‟ data (including the heading), the „Contract price‟ data and
the„Actual profit‟ data (use the Ctrl key to select the additional data).

• Using the Chart Wizard, create a „Line with markers‟ chart.

• Add the chart title „By actual profit‟, and your name.

• Apply some formatting to the chart to make it look more professional.

Task 7 Print, review, adjust, print and save the chart only. (Tip: Select the chart first.)

Give both printouts to your trainer

Task 8 Repeat actions of 1.6–1.7 and modify your existing chart to be a bar graph.

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Unit Four: finalize spreadsheet

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Prepare to print
 Finalize spreadsheet
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this module, you will be able to:
 Prepare to print
 Finalize spreadsheet

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4.1. Preparing to print

Adjusting content
On occasion, you may need to make small adjustments from the Print pane to fit your
workbook content neatly onto a printed page. The Print pane includes several tools to help fit and
scale your content, such as scaling and page margins.
Types of page orientation:
Excel offers two page orientation options: landscape and portrait. Landscape orients the
page horizontally, while portrait orients the page vertically. In our example, we'll set the page
orientation to landscape.
Navigate to the Print pane.
Select the desired orientation from the Page Orientation drop-down menu. I we'll
select Landscape Orientation.

I. The page can be changed in to Landscape orientation

To fit content before printing:

If some of your content is being cut off by the printer, you can use scaling to fit your workbook
to the page automatically.

Navigate to the Print pane. In our example, we can see in the Preview pane that our content will
be cut off when printed.

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Select the desired option from the Scaling drop-down menu. In our example, we'll select Fit All
Columns on One Page.

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The worksheet will be condensed to fit onto a single page.

Keep in mind that worksheets will become more difficult to read as they are scaled down, so
you may not want to use this option when printing a worksheet with a lot of information. In our
example, we'll change the scaling setting back to No Scaling.

To include Print Titles:

If your worksheet uses title headings, it's important to include these headings on each page of
your printed worksheet. It would be difficult to read a printed workbook if the title headings
appeared only on the first page. The Print Titles command allows you to select specific rows
and columns to appear on each page.

I. Click the Page Layout tab on the Ribbon, then select the Print Titles command.

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 II. The Page Setup dialog box will appear. From here, you can choose rows or columns to
repeat on each page. In our example, we'll repeat a row first.
III. Click the Collapse Dialog button next to the Rows to repeat at top: field.

IV. The cursor will become a small selection arrow, and the Page Setup dialog box will be
collapsed. Select the row(s) you want to repeat at the top of each printed page. In our
example, we'll select row 1.

V. Row 1 will be added to the Rows to repeat at top: field. Click the Collapse
Dialog button again.

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The Page Setup dialog box will expand. To repeat a column as well, use the same process
shown in steps 4 and 5. In our example, we've selected to repeat row 1 and column A.
When you're satisfied with your selections, click OK.

In our example, row 1 appears at the top of every page, and column A appears at the left of every
page.

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To adjust page breaks:
Click the Page Break Preview command to change to Page Break view.

Vertical and horizontal blue dotted lines denote the page breaks. Click and drag one of these
lines to adjust that page break.
A margin is the space between your content and the edge of the page. Sometimes you may need
to adjust the margins to make your data fit more comfortably. You can modify page margins
from the Print pane.
Navigate to the Print pane.
Select the desired margin size from the Page Margins drop-down menu. In our example, we'll
select Narrow Margins.

The new page margins will be applied

You can adjust the margins manually by clicking the Show Margins button in the lower-right
corner, then dragging the margin markers in the Preview pane.

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4.2. Finalizing spreadsheet

Printing
As we‟ve already seen, clicking the Print Preview button lets you to see what yourprinted
spreadsheet will look like. This allows you to check and adjust the format, etc,without wasting
paper.

Once you‟re ready to select the Print function (shortcut Ctrl+P), you‟ll be presented witha
dialogue box that allows you to choose various options, including:

 which printer to use (if there is more than one available printer)

 how much of the document to print (all of it or just certain pages)

 How many copies to print.

The Properties button opens another dialogue box with options for the printer youselected.

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Activity 14.5 Print preview

1. Open the file Print preview.

2. Press Ctrl+Home to move to cell A1, and then zoom out. This will give you an idea of howbig
the spreadsheet is.

3. Click Print Preview. You‟ll see that this spreadsheet would actually run across severalpages if
it was printed (but don‟t worry about that for now).

4. Press Escape to get back to the edit screen.

5. Go to the View menu. This will give you some choices in a drop-down box.

6. Select Page Break Preview. This will show you where the page breaks are (the way you

saw in Print Preview).

7. Click and drag the blue lines around a bit (don‟t worry – you can‟t break anything!), then

click on Print Preview again. You‟ll see that the data on the spreadsheet will be spread

around the various pages differently. In other words, you can tell the program how much

data to put on each page.

8. Close the file without saving it.

Reference

https://www.tutorialspoint.com/
https://www.myamcat.com/samplePapers/SP_MS-EXCEL.pdf
https://edu.gcfglobal.org/en/topics/excel/
https://www.dtwd.wa.gov.au/sites
https://aspire-solidus-production.s3-ap-southeast-2.amazonaws.com

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 Participants of this Module (training material) preparation
No Name Qualification Field of Organization/ Mobile E-mail
(Level) Study Institution number
1 A(MSC)

2
3
4
5
6
7
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