GE-161L

Introduction to Information and Communication Technologies

Laboratory 07

Introduction to Microsoft ® Excel Spreadsheet – II

Version: 1.0.0

Release Date: 21-02-2022

Department of Information Technology

University of the Punjab
Lahore, Pakistan
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Contents:
 Learning Objectives
 Required Resources
 General Instructions
 Background and Overview
o Microsoft ® Excel
 Activities
o Pre-Lab Activity
 Renaming worksheet
 Reposition worksheet
 Change color of worksheet tab
 Hide/Unhide worksheets
 Task 01: Creating a Workbook
o In-Lab Activity
 Importing data
 Allow specific value
 Record a Macro
 Running a Macro
 Advanced Formulas
– SUMIF
– COUNTIF
– IF
– AND
– OR
– PROPER
– CONCATENATE
 Creating Charts
 Format Chart
 Add / Delete Chart elements
 Add Sparklines
 Creating PivotTable
 Filter PivotTable
 Securing Workbook
 Task 01: Checking Exam Status
 Task 02: Creating Chart
o Post-Lab Activity
 Task 01: GPA Calculation
 Submissions
 Evaluations Metric
 References and Additional Material
 Lab Time and Activity Simulation Log

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Learning Objectives:
 Import data in Microsoft ® Excel
 Advanced Formulas in Microsoft ® Excel
 Macros
 Charts in Microsoft ® Excel
 PivotTable in Microsoft ® Excel
 Securing Workbook

Resources Required:
 Computer / Laptop
 Microsoft ® Excel

General Instructions:
 This is an individual lab, you are NOT allowed to discuss your solution with your colleagues,
not even allowed to ask how is he/she doing, this may result into negative marking. You can
ONLY discuss with your TAs or with course instructor.
 Your TAs will be available in the lab for your help. Alternatively, you can send your queries
via email.

Teachers:
Course Instructor Prof. Dr. Syed Waqar ul Qounain [email protected]

Usman Ali [email protected]

Teacher Assistants Saad Rahman [email protected]
Mahreen Asama [email protected]

Background and Overview:

What is Microsoft ® Excel?
Microsoft ® Excel is a commercial spreadsheet application that is produced and distributed by
Microsoft for Microsoft ® Windows and Mac OS operating systems. It features the ability to perform
basic calculations, use graphing tools, create pivot tables and create macros, among other useful
features.
Microsoft ® Excel uses a collection of cells arranged into rows and columns to organize and manipulate
data. The data could also be displayed using charts, histograms, and line graphs.

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Activities:
Pre-Lab Activities:
Renaming worksheet:
 Double click the “Sheet 2” worksheet tab to select its name

Fig. 1 (Renaming worksheet)

 Type “Monday” and press “Enter”. New name will appear on the tab.
 Repeat the steps for “Sheet 3” and name it “Tuesday”

Fig. 2 (Renaming Worksheet)

Reposition worksheets :

 Click the “Wednesday” worksheet tab. On the Home tab, in the Cells group, click “Format”
 Click “Move or Copy Sheet”

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Fig. 3 (Reposition Worksheet)

 Move or Copy dialog will appear

 Select “(move to end)”. Then click “OK”

Fig. 4 (Move or Copy dialog)

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Wednesday worksheet will be moved to the end of the tab.

Fig. 5 (Reposition Worksheet)

Change color of worksheet tab:

 Right-click the “Monday” worksheet tab

 In the shortcut menu, click “Tab Color”

Fig. 6 (Tab Color)

 Select “Red” color

 Similarly change colors of “Tuesday” and “Wednesday” worksheets

Fig. 7 (Tab Color)

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Hide/Unhide worksheets:

 Right-click the “Monday” worksheet tab

 In the shortcut menu, click “Hide”

Fig. 8 (Hide worksheet)

 Similarly, to unhide a worksheet, right click the worksheet tab

 In the shortcut menu, click “Unhide”

Fig. 9 (Unhide worksheet)

 Unhide dialog box will appear

 Select the worksheet you want to unhide
 Click “OK”

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Fig. 10 (Unhide dialog)

Task 01: Creating a Workbook [Estimated 20 minutes / 20 marks]

 Show your daily University time table

 Create a separate worksheet for each day
 Apply different colors to worksheet tabs
 Hide any two worksheets
 Save the document named “Your Roll No”
 Email the document named with your roll no like “BSEF19M021” to the respective TA.
 The subject of your email should be “Your RollNo_Pre-Lab07”.

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In-Lab Activities:
Importing data:
 Click the “Data” tab
 In the “Get External Data” group, click “From Text”

Fig. 11 (Importing data)

 In the “Text Import Wizard” dialog, choose the option that best describes your data
 Click “Next”

Fig. 12 (Text Import Wizard dialog)

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 Select the delimiters, then click finish

Fig. 13 (Text Import Wizard dialog)

Data from the text file will be added to your worksheet depending on the options you selected.

Allow specific values:

 Select a column C
 On the “Data tab”, in the “Data Tools” group, click “Data Validation”

Fig. 14 (Data Validation)

 Data Validation dialog will appear. Select “text length” in allow tab
 Enter minimum value as “5”
 Enter minimum value as “10”
 Click “OK”

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Fig. 15 (Data Validation dialog)

Now if you enter a value out of the range between 5 to 10, then an error message will appear.

Fig. 16 (Error message)

Macro in Microsoft ® Excel:

If you have tasks in Microsoft ® Excel that you do repeatedly, you can record a macro to automate
those tasks. A macro is an action or a set of actions that you can run as many times as you want. When
you create a macro, you are recording your mouse clicks and keystrokes.
Record a Macro:

 Click the “View tab” on the Ribbon

 Click “Macros” in the “Macros group”
 Select “Record Macro” from the drop-down list

Fig. 17 (Macros)

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The “Record Macro” dialog box appears.

 Type “First Macro” in Macro name box

 Click “OK”

Fig. 18 (Record Macro dialog)

 Create a table
 Click the “View tab” on the Ribbon
 Click “Macros” in the “Macros group”
 Select “Stop Recording” from the drop-down list

Fig. 19 (Macros)

Running a Macro:

 Click the “View tab” on the Ribbon

 Click “Macros” in the “Macros group”
 Select “View Macros” from the drop-down list

Fig. 20 (Macros)

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 Click the Macro name in the Macro dialog box

 Click the “RUN” button

Fig. 21 (Macro)
Advanced Formulas:
Function Syntax
SUMIF SUMIF (Range, Criteria, Sum_range)
SUMIFS SUMIFS (Sum_range, Criteria_range1, Criteria1, Criteria_range2,
Criteria2, ...)
COUNTIF COUNTIF (Range, Criteria)
COUNTIFS COUNTIFS (Criteria_range1, Criteria1, Criteria_range2, Criteria2, ...)
AVERAGEIF AVERAGEIF (Range, Criteria, Average_range)
AVERAGEIFS AVERAGEIFS (Average_range, Criteria_range1, Criteria1,
Criteria_range2, Criteria2, ...)
VLOOKUP VLOOKUP (Lookup_value, Table_array, Col_index_num,
Range_lookup)
HLOOKUP HLOOKUP (Lookup_value, Table_array, Row_index_
num, Range_lookup)
IF IF (Logical_test, Value_if_true, Value_if_false)
AND AND (Logical1, Logical2, ...)
OR OR (Logical1, Logical2, ...)
LEFT LEFT (Text, Num_chars)
RIGHT RIGHT (Text, Num_chars)
MID MID (Text, Start_num, Num_chars)
TRIM TRIM (Text)
PROPER PROPER (Text)
UPPER UPPER (Text)
LOWER LOWER (Text)
CONCATENATE CONCATENATE (Text1, Text2, ...)

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SUMIF Function:
The SUMIF function is used to sum the values in a range that meet a specific criteria. For example,
suppose that in a column that contains numbers, you want to sum only the values that are less than
300000. You can use the following formula: =SUMIF(C3:C6,"<300000"). It will result the sum of all
those values which are less than 300000 in cells C3, C4, C5 and C6.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Math & Trig”.
Scroll to and click “SUMIF”

Fig. 22 (SUMIF Function)

The Function Arguments dialog box opens with text boxes for the arguments, a description of the
formula, and a description of each argument

Fig. 23 (Function Arguments dialog)

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 In “Range” box, select the cell range C3:C6. Press “Enter”. By doing this, you apply the cell
range that the formula will use in the calculation
 In the “Criteria” box, type “< 300000” and then press “Tab”. “Sum_range” is not bold, that
means this is optional
 Click “OK”

Fig. 24 (Function Arguments dialog)

Result will be displayed in the active cell.

Fig. 25 (SUMIF Function)

COUNTIF Function:
COUNTIF function is used to count the number of cells that meet a criterion; for example, to count the
number of times the Revenue was more than 400000.

 Click the “Formulas Tab” and then in the “Function Library” group, click “More
Functions”. In “Statistical” group, scroll to and click “COUNTIF”

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Fig. 26 (COUNTIF Function)

The Function Arguments dialog box opens with text boxes for the arguments

Fig. 27 (Function Arguments dialog)

 In “Range” box, select the cell range D3:D6. Press “Enter”. By doing this, you apply the cell
range that the formula will use in the calculation
 In the “Criteria” box, type “> 400000”
 Click “OK”

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Fig. 28 (Function Arguments dialog)

Result will be displayed in the active cell.

Fig. 29 (COUNTIF Function)

IF Function:
The IF function is one of the most popular functions in Excel, and it allows you to make logical
comparisons between a value and what you expect. So an IF statement can have two results. The first
result is if your comparison is True, the second if your comparison is False.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Logical”. Click
“IF”

Fig. 30 (IF Function)

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The Function Arguments dialog box opens with text boxes for the arguments.

Fig. 31 (Function Arguments dialog)

 In “Logical_test” box, type C3 > D3. Press “Enter”. This component defines whether the
sales of 2010 are more than 2011 and vice versa
 In the “Value_if_true ” box, type “More sales in 2010” and then press “Tab”
 In the “Value_if_false” box, type “More sales in 2011” and then press “Tab” and Click “OK”

Fig. 32 (Function Arguments dialog)

Result will be displayed in the active cell.

Fig. 33 (IF Function)

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We can also use IF function with text data. For example if you type, =IF(C2=”Yes”, 1, 2) in a cell it
means, IF the value in the cell C2 is equal to Yes, then return a 1, otherwise return a 2.

Fig. 34 (IF Function)

AND Function:
The AND function is used to determine if all conditions in a test are TRUE. The AND function returns
TRUE if all its arguments evaluate to TRUE, and returns FALSE if one or more arguments evaluate to
FALSE.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Logical”. Click
“AND”. The Function Arguments dialog box opens with text boxes for the arguments.

Fig. 35 (AND Function)

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Fig. 36 (Function Arguments dialog)

 In “Logical 1” box, type “C3 < D3”. Press “Tab”

 In “Logical 2” box, type “C3 < E3”. Press “Tab” and
 Click “OK”

Fig. 37 (Function Arguments dialog)

Result will be displayed in the active cell. It will return TRUE if all logical conditions are true else will
return FALSE.

Fig. 38 (AND Function)

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We can also use AND function in an IF function. For example if you type, =IF( AND(A2=10, B2=20),
1, 0) in a cell it means, IF the value in the cell A2 is equal to 10, AND the value in the cell B2 is equal
to 20 then return 1, otherwise return 2.

Fig. 39 (AND Function)

OR Function:
The OR function is used to determine if any conditions in a test are TRUE. The OR function returns
TRUE if any of its arguments evaluate to TRUE, and returns FALSE if all of its arguments evaluate to
FALSE.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Logical”. Click
“OR”

Fig. 40 (OR Function)

The Function Arguments dialog box opens with text boxes for the arguments.

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Fig. 41 (Function Arguments dialog)

 In “Logical 1” box, type “C3 > D3”. Press “Tab”

 In “Logical 2” box, type “C3 > E3”. Press “Tab” and
 Click “OK”

Fig. 42 (Function Arguments dialog)

Result will be displayed in the active cell. It will return FALSE if all logical conditions are false else
will return TRUE.

Fig. 43 (OR Function)

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We can also use OR function in an IF function. For example if you type, =IF( OR (A2=10, B2=20), 1,
0) in a cell it means, IF the value in the cell A2 is equal to 10, OR the value in the cell B2 is equal to
20 then return 1, otherwise return 2.

Fig. 44 (OR Function)

PROPER Function:
The PROPER function capitalizes the first letter in a text string and any other letters in text that follow
any character other than a letter. Converts all other letters to lowercase letters. For example

The function =PROPER (“pakistan zindabad”) written in any cell of the worksheet will return the
text Pakistan Zindabad in the same cell.

The function =PROPER (C2) written in any cell of the worksheet will return the text of the cell C2 in
the current cell in proper form as described above.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Text”. Scroll to
and click “PROPER”

Fig. 45 (PROPER Function)

The Function Arguments dialog box opens with text boxes for the arguments

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Fig. 46 (Function Arguments dialog)

 In “Text” box, enter any text. Press “Tab” and Click “OK”

Fig. 47 (Function Arguments dialog)

Result will be displayed in the active cell. Text will be returned in proper case

Fig. 48 (PROPER Function)

PROPER can also be used directly to convert text any cell to PROPER case as follows

 In cell B4 type pakistan zindabad. In any cell for example cell D4 type =PROPER (B4) and
press Enter. This will convert text of cell B4 into PROPER case in cell D4.

Similarly the functions of UPPER convert a text string into upper case. For example the function
=UPPER (“pakistan zindabad”) written in any cell of the worksheet will return the text PAKITAN
ZINDABAD in the same cell.

The functions of LOWER convert a text string into lower case. For example the function =LOWER
(“PAKITAN ZINDABAD”) written in any cell of the worksheet will return the text pakistan
zindabad in the same cell.

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Fig. 49 (PROPER Function)

CONCATENATE Function:
The CONCATENATE functions is used to join two or more text strings into one string. For example if
one types =CONCATENATE("Mr Ahmad obtained ", A2, " marks in exams."). Assume that the
cell A2 contains the value 998 than this will return the string Mr. Ahmad has obtained 998 marks in
exams. The value 998 would be taken from the cell A2.

 Click the “Formulas Tab” and then in the “Function Library” group, click “Text”. Scroll to
and click “CONCATENATE”

Fig. 50 (CONCATENATE Function)

The Function Arguments dialog box opens with text boxes for the arguments

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Fig. 51 (Function Arguments dialog)

 In “Text 1” box, enter any text or Cell No. Press “Tab”

 In “Text 2” box, enter any text or Cell No. Press “Tab”
 Click “OK”

Fig. 52 (Function Arguments dialog)

Result will be displayed in the active cell. Concatenated text will be returned.

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Fig. 53 (CONCATENATE Function)

Concatenate can also be used directly to combine text in two cells as follows

 In cell B4 type Pakistan, and cell D4 type Zindabad. In any cell for example cell B6 type
=CONCATENATE (B4, D4) and press Enter. This will join text from both cells and display
it in the cell B6.

Fig. 54 (CONCATENATE Function)

Creating Charts:

 Select the data

 Click the “Insert tab” on the ribbon
 Click the “Insert Column Chart” on the ribbon

Fig. 55 (Creating Charts)

The 2-D column, 3-D Column chart options are displayed. Further, More Column Charts… option is
also displayed. Move through the charts to see the preview.

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Fig. 56 (Creating Charts)

 Click any of the chart, it will be displayed on the worksheet.

Fig. 57 (Creating Charts)

Format Chart:
 Select the chart
 Click on “Chart Design Tab”
 Click on “Quick Layout”. As you move to each of the options, the chart changes to preview
what it will look like if you select the option
 Select any option you want

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Fig. 58 (Format Charts)

Add / Delete Chart elements:

 Select the chart

 Click the “Charts Element” button

Fig. 59 (Format Charts)

 Check the “unchecked boxes” to add elements

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Fig. 60 (Add Chart Elements)

 Uncheck the “checked boxes” to delete elements

Fig. 61 (Delete Chart Elements)

Add Sparklines:
 On the Insert tab go to the Sparklines group and click Line

Fig. 62 (Sparklines)

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 Create Sparklines dialog will appear.

 Select “data range” for which you want to create sparkline
 Select “location range ” according to the data range
 Click “OK”

Fig. 63 (Create Sparklines dialog)

 Sparklines will be created at specified location range.

Fig. 64 (Sparklines)

Creating PivotTable:

 Select the data you want to use in PivotTable

 On “Insert tab” in “Tables” group, click “PivotTable” then click “From Table/Range”

Fig. 65 (PivotTable)

 Click “OK” on the dialog box

 The worksheet now shows the layout for PivotTable. You will also see the PivotTable Fields
which shows the column tiles from the source data

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Fig. 66 (PivotTable)

The PivotTable is created by moving fields from the Fields to the layout area. What you drag where
depends on what question you are trying to answer. This can be done in four ways:

 Select the check box next to the field name. Excel will automatically put the field in place.
o Non-numeric fields are automatically placed in Row Labels on the left side of the report.
As you add more non-numeric fields, Excel places them on the inside of fields already on
the PivotTable report, building a hierarchy.
o Numeric fields will be placed in Column Labels.
 Right click the field name and select desired locations of the field
 Drag the field name to the locations listed below the field list
 Drag the field name directly to the layout are

Fig. 67 (PivotTable)

Filter PivotTable:
Filtering specific student marks.

 Move “Student” to the “Filters” field. PivotTable will be updated

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Fig. 68 (Filter PivotTable)

 From the drop-down menu against Student in the layout area, select “Ali”
 Click “OK”

Fig. 69 (Filter PivotTable)

Marks of Ali will be shown against each subject.

Fig. 70 (Filter PivotTable)

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Securing Workbook:
 On “Review tab” in “Protect” group, click “Protect Workbook”

Fig. 71 (Secure Workbook)

 Enter password in the “Protect Structure & Windows” dialog and click OK

Fig. 72 (Secure Workbook)

 Press “Esc” and then click the “File tab”. Select “Save As” and then click the “Browse”
button
 In the Save As dialog box, click the “Tools” button
 Select “General Options”

Fig. 73 (Secure Workbook)

 In “General Options”, enter Password to open and Password to modify and Click “OK”

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Fig. 74 (General Options dialog)

 Save the workbook

 Now password will be required every time when you open the workbook.

Task 01: Checking Exam Status [25 minutes / 30 marks]

Fig. 75 (In-Lab task)

 Create above shown worksheet with at least 10 rows

 Student_ID column will contain only whole numbers
 Dues Remaining column will also contain whole numbers with range (0,30000)
 Fee Status should be PAID (If Dues Remaining are equal to zero) and UNPAID (If Dues
Remaining are greater than zero)
 Exam Status should be TRUE (If Fee Status is PAID and Absentees are less than eight)
otherwise FALSE
 Remove duplications on the basis of Student_ID
 Formulas must be used where required
 Freeze only first row of the data
 Name excel file with “Your Roll No”
 Email the file to the TA, the subject should be “Lab 07_Task 01_Your Roll No”

Task 02: Creating Chart [20 minutes / 20 marks]

Fig. 76 (In-Lab task)

 For the above data, create a 3D bar chart

 Only the following elements should be the part of the chart:
o Axes, Data Table, Gridline, Legend

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Post-Lab activities:
Task 01: GPA Calculation [Estimated time 60 minutes / 50 marks ]

Fig. 77 (Post-Lab task)

Create a worksheet as shown above.

 Marks & Total Marks column should have a data validation of whole numbers with a range
between 0 to 100
 Percentage should be calculated by the formula
 Use Multiple IF Functions to fill Grade and Grade Points columns

Fig. 78 (Marks, Grade, and Grade Point (GP) Table)

 Grade Points (GPs) in a course are equal to grade point obtained by the candidate multiplied by
number of credit hours of the course for example if a student obtains 75 marks in a three credit
hours course then his/her Grade Points in this course would be
Grand Points = Grade Point x Credit Hours
= 3.3 x 3
= 9.9
 Use SUM function to calculate GPA (Grade Point Average) cell using following criteria
GPA = (sum of all grade points) / total credit hours

 Secure your Workbook (Password must be your Roll No)

 Following are some samples of the GPA calculation sheet

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Fig. 79 (Sample Post-Lab task)

 Draw a bar chart of marks obtained by the student having course code on x- axes

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Fig. 80 (Sample Post-Lab task)

Submissions:
 For Pre-Lab Activity:
o Perform Pre-Lab as mentioned above.
o Save the respective document in folder “RollNo_Pre-Lab-07”.
o Then zip the whole folder (RollNo_Pre-Lab-07.zip), and email it to your respective
TA.
 For In-Lab:
o Perform mentioned tasks of In-Lab activity.
o Make a folder on Desktop by the name “RollNo_In-Lab-07”.
o Then save each document in folder “RollNo_In-Lab-07”.
 For Post-Lab Activity:
o Perform Post-Lab as mentioned above.
o Save the respective document in folder “RollNo_Post-Lab-07”.
o Then zip the whole folder (RollNo_Post-Lab-07.zip), and email it to your respective
TA.

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Evaluations Metric:
 All the Lab tasks will be evaluated offline by TA’s.
 Division of In-Lab tasks: [50 marks]
o Task 01 (Checking Exam Status) [30 marks]
o Task 02 (Creating Chart) [20 marks]
 Division of Pre-Lab tasks: [20 marks]
o Task 01 (Creating Workbook) [20 marks]
 Division of Post-Lab tasks: [50 marks]
o Task 01 (GPA Calculation) [50 marks]

References and Additional Material:

 Joyce J. Nielsen, Microsoft Official Academic Course, Microsoft Excel 2016, Wiley Publisher,
2016. ISBN: 978-111-927300-4
https://drive.google.com/drive/u/1/folders/1V9nh8WIKOIQvi_ig98_YCaP7Vvei-tQz

 Learn Microsoft ® Excel:

https://support.microsoft.com/en-us/excel

Lab Time Activity Simulation Log:

 Slot – 01 – 00:00 – 00:15: Settlement and attendance
 Slot – 02 – 00:15 – 00:30: Demonstration on screen (Microsoft ® Excel)
 Slot – 03 – 00:30 – 00:45: Demonstration on screen (Microsoft ® Excel)
 Slot – 04 – 00:45 – 01:00: Demonstration on screen (Microsoft ® Excel)
 Slot – 05 – 01:00 – 01:15: Demonstration on screen (Microsoft ® Excel)
 Slot – 06 – 01:15 – 01:30: Demonstration on screen (Microsoft ® Excel)
 Slot – 07 – 01:30 – 01:45: Demonstration on screen (Microsoft ® Excel)
 Slot – 08 – 01:45 – 02:00: Discussion on In-Lab Task
 Slot – 09 – 02:00 – 02:15: In-Lab Tasks
 Slot – 10 – 02:15 – 02:30: In-Lab Tasks
 Slot – 11 – 02:30 – 02:45: In-Lab Tasks
 Slot – 12 – 02:45 – 03:00: Discussion on Post-Lab Task

Laboratory 07 – Introduction to Microsoft ® Excel Spreadsheet – II Page 39 of 39