SAS #22 - Nursing Informatics
SAS #22 - Nursing Informatics
A. LESSON PREVIEW/REVIEW
Answer this question: How would you describe the significance of data processing in a clinical setting?
B. MAIN LESSON
SPREADSHEET
● Electronic sheet of paper organized by columns & rows
● Advantage of an electronic spreadsheet is it allows you to easily change data and have all “related”
calculations automatically update.
MS EXCEL
● is the most widely used spreadsheet program and is part of Microsoft Office suite. It can handle various types of
data and is very good for the purpose of calculations. Excel has been rightly called a word processor for numbers.
● is a spreadsheet program that is used to record and analyze numerical data
An excel document is referred to as a workbook. A workbook holds one or more worksheets (Spreadsheets). In other
words, a workbook is a collection of worksheets stored in a single file. A workbook is useful for grouping the worksheets of
a project together.
A worksheet is a table-like document containing rows and columns that holds data and formulas.
● is a collection of rows and columns? When a row and a column meet, they form a cell. Cells are used to record
data.
● There are 16,384 columns and 10,48,576 rows in each worksheet.
● The columns are named A, B, C.....up to Z, then AA, AB, AC.....up to ZZ, and then AAA, AAB, AAC....up to XFD.
● Rows are numbered from 1 to 10,48,576.
● A box (column-row intersection) in a worksheet is called a cell.
● There are 17,179,869,184 cells in each worksheet.
● Each cell has a cell address or cell reference. A cell address is formed by column letter and row number. Ex: B12
is the cell address for the cell located in column B and row 12
✔ Page Layout View: View the document as it will appear on the printed page.
✔ Page Break Preview: View a preview of where pages will break when the document is printed.
✔ Zoom Level: Allows you to quickly zoom in or zoom out of the worksheet.
Below is a table that will assist you with navigating/moving around in the Excel environment.
Key Description
Move one cell up, down, left, or right in a worksheet. SHIFT+ARROW KEY extend the
ARROW KEYS
selection of cells by one cell.
Deletes one character to the left in the Formula Bar. Also clears the content of the active
BACKSPACE cell.
In cell editing mode, it deletes the character to the left of the insertion point.
Removes the cell contents (data and formulas) from selected cells without affecting cell
DELETE formats or comments.
In cell editing mode, it deletes the character to the right of the insertion point.
Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on.
Also selects the last command on the menu when a menu or submenu is visible.
CTRL+END moves to the last cell on a worksheet, in the lowest used row of the rightmost
used column. If the cursor is in the formula bar, CTRL+END moves the cursor to the end of
END
the text. CTRL+SHIFT+END extend the selection of cells to the last used cell on the
worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END select
all text in the formula bar from the cursor position to the end—this does not affect the height
of the formula bar.
Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by
ENTER
default).
Cancels an entry in the cell or Formula Bar. Closes an open menu or submenu, dialog box,
ESC
or message window.
Moves to the beginning of a row in a worksheet. CTRL+HOME moves to the beginning of a
HOME
worksheet.
In a dialog box, performs the action for the selected button, or selects or clears a check box.
CTRL+SPACEBAR selects an entire column in a worksheet. SHIFT+SPACEBAR select an
SPACEBAR
entire row in a worksheet.
CTRL+SHIFT+SPACEBAR selects the entire worksheet.
Entering Text
Any items that are not to be used in calculations are considered, in Excel’s terminology, labels. This includes numerical
information, such as phone numbers and zip codes. Labels usually include the title, column and row headings.
To Enter Text/Labels:
1. Click in a cell
2. Type text
3. Press Enter
NOTE: By default, pressing the Enter key will move you to the cell below the active cell.
The label actually “lives” in the cell you typed it into. If you type long text it might appear to be in multiple columns. It
is important to understand this concept when trying to apply formatting to a cell. Using the formula bar will confirm
where the label actually “lives.”
Autofill
Frequently, it is necessary to enter lists of information. For example, column headings are often the months of the year or
the days of the week. To simplify entering repetitive or sequential lists of information, Excel has a tool called Autofill. This
tool allows preprogrammed lists, as well as custom lists, to be easily added to a spreadsheet.
Entering Values
Numerical pieces of information that will be used for calculations are called values. They are entered the same way as
labels. It is important NOT to type values with characters such as “,” or “$”.
To Enter Values:
1. Navigate to a cell
2. Type a value
3. Press Enter
Creating Formulas
Formulas perform calculations or other actions on the data in your worksheet. A formula starts with an equal sign (=). It is
possible to create formulas in Excel using the actual values, such as “4000*.4” but it is more beneficial to refer to the cell
address in the formula, for example “D1*.4”.
One of the benefits of using a spreadsheet program is the ability to create a formula in one cell and copy it to other cells.
Most spreadsheet formulas use a concept called relative referencing.
- Subtraction
* Multiplication
/ Division
To Create a Formula:
1. Click in a cell 3. Type the formula
2. Press the = key 4. Press Enter
Copying Formulas
Like many things in Excel, there is more than one way to copy formulas. Feel free to choose what works best for you.
Autosum Function
The most common formula in Excel is SUM, or the addition of multiple values. In this example, we could create a formula
that reads =C6+D6+E6+F6+G6+H6. That’s a lot of typing! Instead, we can use the SUM function and specify a range of
cells.
Functions are more complex formulas that are invoked by typing their name. In this example, we will use the SUM
function. Excel has over 200 functions that can be used. Because SUM is the most common function, it is the only one
with its own toolbar button.
When working with functions, the cells used in the formula are referred to as the range. A range is a group of cells that are
specified by naming the first cell in the group and the last cell. For example, A1:D1 is a range that includes cells A1, B1,
C1 and D1.
Saving a Worksheet
When working in Excel it is necessary to save your files. It is also very important that while working, your file is saved
frequently. When naming a file, you are restricted to 255 characters. Avoid most punctuation; spaces are acceptable.
Editing Cells
Excel provides a major enhancement over earlier spreadsheet products in its ability to edit cells easily. There are various
methods for cell editing, including double-clicking in the cell, using the F2 key, and typing in the formula bar.
~OR~
Undo
Excel and other Windows applications have a convenient method of correcting mistakes known as Undo. In many
applications, including Excel, you can undo an almost limitless number of commands. The Undo button has a small down-
pointing arrow next to it. When pressed, it will display a list of actions that can be undone. Redo works in the same way,
allowing you to repeat actions.
Excel will undo actions in reverse chronological order, meaning that the most recent command is reversed first, then the
one prior to that, and so on. You cannot reverse an earlier action using Undo without first undoing the actions that were
performed after it.
NOTE: The list of commands to undo is reset after the file is saved. You cannot use Undo to fix an error after the file is
saved.
To Undo a Command:
Click Undo
Clearing Cells
As we begin to look at formatting, it is important to understand what makes up the contents of a cell. There are three
distinct items that can be in a cell:
✔ Contents
✔ Formats
✔ Comments
These allow items to be formatted properly, even if the values change. However, when trying to delete or clear a cell, it
can be a bit tricky. Excel stores formats and contents separately, simply deleting the contents does not delete the format.
Formatting Labels
A Label or text formatting is applied virtually the same way it is done in word processing programs.
Format Painter
Frequently, you will need to take a format that is applied to one cell and apply it to other cells. A quick way to do this is by
using the Format Painter.
Tips and Tricks: If you would like the Format Painter to remain active, double-click the Format Painter. It will remain active
until you press the Esc key.
NOTE: Each cell must be done individually. Excel will delete the contents of all but the top most cell if multiple cells are
selected.
This option basically takes all the cells in the highlighted range and merges them into one large cell. For example, the
range A1:F1 became cell A1 after the Merge Cells button was selected. There is no cell B1, C1, etc. any longer.
When the chart is selected you will notice a new tab “Chart Tools” on the Ribbon. If you do not see the Chart Tools, click
on the chart to select it. Under Chart Tools you will find 2 tabs:
✔ Design
✔ Format
Excel Functions
As we have previously seen, the power of Excel lies in its ability to perform calculations. The real strength of this is
shown in Functions. Functions are more complex formulas that are executed by using the name of a function and
stating whatever parameters the function requires.
Function Defined
=SUM(range of cells) returns the sum of the selected cells
=AVERAGE(range of cells) returns the average of the selected cells
=MAX(range of cells) returns the highest value of the selected cells
=MIN(range of cells) returns the lowest value of the selected cells
=COUNT(range of cells) returns the number of values of the selected cells
3. Click on Min
4. Highlight the range of cells be calculated
5. Press ENTER
Printing a Worksheet
To Print, Preview and Modify Page Setup
1. Click on the File tab
2. Click on Print
The spreadsheet shows as it will be printed. You can proceed to print the document from here, or you can change
things to make the printed output look different.
Page Setup
You can change options under Settings or you can click on Page Setup.
Clicking on Page Setup will open a dialog box with four tabs:
✔ Page ✔ Header/Footer
✔ Margins ✔ Sheet
Page:
1. Change the Orientation
2. Adjust the Scaling
3. Change the Paper Size
Margins:
1. Change the margins
2. Center on the page either horizontally, vertically or select both
Header/Footer:
1. To select from one of the already created headers/footers, click on the drop-down arrow for Header and also for
Footer and choose from the list
2. To create a custom header and/or footer, click on Custom Header and Custom Footer
This area is made of three sections – left, center and right. Any information added in these sections will appear in
that area (left, center or right) in the header or footer. You will also see a row of buttons in this dialog box.
Following are their functions:
Page Number
Date
Time
File Path
Filename
Sheet Name
Picture
Format Picture
Sheet Tab:
1. Repeat Rows and Columns under Print Titles
2. Check off what to print under Print
3. Change the Page Order
2. To copy cell contents, you can select the cell and then press the _____ keys.
a. CTRL+V c. CTRL+B
b. CTRL+X d. CTRL+C
Answer: ________
Rationale:
_________________________________________________________________________________________________
3. It is the most widely used spreadsheet program and is part of Microsoft Office suite.
a. MS Word c. MS Excel
b. MS PowerPoint d. None of the above
Answer: ________
Rationale:
_________________________________________________________________________________________________
4. It is a table-like document containing rows and columns that holds data and formula.
a. Row c. Spreadsheet
b. Columns d. Worksheet
Answer: ________
Rationale:
_________________________________________________________________________________________________
5. To paste copied cell contents, you can press the _____ keys.
a. CTRL+C c. CTRL+V
b. CTRL+P d. CTRL+X
Answer: ________
Rationale:
_________________________________________________________________________________________________
6. Deletes one character to the left in the Formula Bar. Also clears the content of the active cell.
a. Delete c. End
b. Backspace d. Arrow keys
Answer: ________
Rationale:
_________________________________________________________________________________________________
7. Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default).
a. Enter c. Alt
b. Escape d. Home
Answer: ________
Rationale:
_________________________________________________________________________________________________
8. Refers to the numerical pieces of information that will be used for calculations.
a. Numbers c. Letters
b. Values d. Formula
Answer: ________
Rationale:
_________________________________________________________________________________________________
9. The place to keep the items that you not only need to access quickly, but want to be immediately available
regardless of which of the Ribbon's tabs you're working on.
a. Tell me c. Page layout
b. Formula bar d. Quick access toolbar
Answer: ________
Rationale:
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
10. Cancels an entry in the cell or Formula Bar. Closes an open menu or submenu, dialog box, or message window
a. Esc c. Enter
b. Home d. Page down
Answer: ________
Rationale:
_________________________________________________________________________________________________
C. LESSON WRAP-UP
K-W-L
The letters KWL form an acronym for "Know, What, Learn." This is a strategy is an instructional technique used to
improve reading comprehension.
K WHAT I KNOW
L WHAT I LEARNED