European

Computer Driving
®
Licence

Syllabus 4
Module 4 - Spreadsheets
Using Microsoft® Excel XP

Release ECDL45v1
Module 4 - Spreadsheets ECDL
SCC

ISBN 1 86005 132 4

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 CiA Training Ltd 2003 2 Excel XP

 ECDL Module 4 - Spreadsheets
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Aims
To provide the student with an understanding of fundamental spreadsheet
concepts, practical experience in spreadsheet design and implementation of
the basic functions involved within spreadsheets.

Objectives
After completing the guide the user will be able to:

 Start and exit a spreadsheet program

 Use Help and the Office Assistant
 Open, edit, save, print and close a spreadsheet file
 Create a spreadsheet including numbers, text and formulas
 Format cells
 Use the basic functions of a spreadsheet, such as sum and average
 Create headers and footers on every page
 Understand relative and absolute cell referencing in formulas
 Create, format and print charts
 Work with more than one spreadsheet
 Move information between worksheets and workbooks

Assessment of Knowledge
At the end of this guide is a section called the Record of Achievement Matrix.
Before the guide is started it is recommended that the user complete the matrix
to measure the level of current knowledge.
Tick boxes are provided for each feature. 1 is for no knowledge, 2 some
knowledge and 3 is for competent.
After working through a section, complete the Record of Achievement matrix
for that section and only when competent in all areas move on to the next
section.

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Contents
SECTION 1 GETTING STARTED.....................................................................................................................7
1 - STARTING EXCEL...........................................................................................................................................8
2 - THE EXCEL SCREEN.......................................................................................................................................9
3 - MENUS.........................................................................................................................................................11
4 - TOOLBARS...................................................................................................................................................12
5 - THE WORKSHEET WINDOW.........................................................................................................................14
6 - MOVING AROUND........................................................................................................................................15
7 - HELP............................................................................................................................................................16
8 - THE OFFICE ASSISTANT...............................................................................................................................18
9 - PREFERENCES..............................................................................................................................................20
10 - CLOSING EXCEL.........................................................................................................................................22
11 - REVISION...................................................................................................................................................23
12 - REVISION...................................................................................................................................................24

SECTION 2 OPEN AND CLOSE WORKBOOKS..........................................................................................25

13 - OPENING A WORKBOOK............................................................................................................................26
14 - CLOSING A WORKBOOK............................................................................................................................27
15 - USING SCROLL BARS.................................................................................................................................28
16 - OPENING MULTIPLE WORKBOOKS............................................................................................................29
17 - REVISION...................................................................................................................................................30

SECTION 3 CREATING AND SAVING WORKBOOKS..............................................................................31

18 - STARTING A NEW WORKBOOK..................................................................................................................32
19 - ENTERING LABELS.....................................................................................................................................33
20 - ENTERING NUMBERS.................................................................................................................................34
21 - SAVING A NEW WORKBOOK.....................................................................................................................35
22 - SAVING A NAMED WORKBOOK.................................................................................................................36
23 - SAVING IN DIFFERENT FORMATS..............................................................................................................37
24 - SAVING AS WEB PAGE..............................................................................................................................38
25 - REVISION...................................................................................................................................................40
26 - REVISION...................................................................................................................................................41
27 - REVISION...................................................................................................................................................42

SECTION 4 FORMULAS...................................................................................................................................43
28 - FORMULAS.................................................................................................................................................44
29 - BRACKETS..................................................................................................................................................45
30 - AUTOSUM..................................................................................................................................................46
31 - CHECKING FOR ERRORS.............................................................................................................................48
32 - REVISION...................................................................................................................................................50
33 - REVISION...................................................................................................................................................51
34 - REVISION...................................................................................................................................................52

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SECTION 5 WORKBOOKS...............................................................................................................................53
35 - MULTIPLE WORKSHEETS...........................................................................................................................54
36 - SWITCH BETWEEN OPEN WORKBOOKS.....................................................................................................55
37 - RENAMING SHEETS....................................................................................................................................56
38 - COPYING AND MOVING SHEETS................................................................................................................57
39 - INSERTING AND DELETING SHEETS...........................................................................................................59
40 - REVISION...................................................................................................................................................60

SECTION 6 EDITING.........................................................................................................................................61
41 - EDITING CELLS..........................................................................................................................................62
42 - DELETING CELL CONTENTS.......................................................................................................................64
43 - USING UNDO AND REDO...........................................................................................................................65
44 - RANGES.....................................................................................................................................................66
45 - USING THE FILL HANDLE..........................................................................................................................68
46 - DUPLICATING CELLS.................................................................................................................................69
47 - MOVING CELLS..........................................................................................................................................71
48 - FINDING SPECIFIC TEXT............................................................................................................................73
49 - REPLACING TEXT.......................................................................................................................................74
50 - SORTING....................................................................................................................................................75
51 - REVISION...................................................................................................................................................76
52 - REVISION...................................................................................................................................................77
53 - REVISION...................................................................................................................................................78

SECTION 7 PRINTING......................................................................................................................................79
54 - PRINTING...................................................................................................................................................80
55 - PRINT PREVIEW.........................................................................................................................................81
56 - PAGE SETUP...............................................................................................................................................82
57 - MARGINS...................................................................................................................................................84
58 - PRINTING A SELECTION.............................................................................................................................85
59 - HEADERS AND FOOTERS............................................................................................................................86
60 - PRINT TITLES.............................................................................................................................................88
61 - PRINT OPTIONS..........................................................................................................................................89
62 - DISPLAYING & PRINTING FORMULAS........................................................................................................90
63 - REVISION...................................................................................................................................................91
64 - REVISION...................................................................................................................................................92

SECTION 8 FORMATTING..............................................................................................................................93
65 - FORMATTING.............................................................................................................................................94
66 - BOLD, UNDERLINE & ITALIC.....................................................................................................................95
67 - FONTS & FONT SIZE..................................................................................................................................96
68 - FORMAT NUMBER......................................................................................................................................97
69 - DATES........................................................................................................................................................99
70 - ALIGNMENT.............................................................................................................................................100

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SECTION 8......................................................................................................................................CONTINUED
71 - CHANGING COLUMN WIDTH...................................................................................................................102
72 - CHANGING ROW HEIGHT.........................................................................................................................103
73 - INSERTING ROWS AND COLUMNS............................................................................................................104
74 - DELETING ROWS AND COLUMNS............................................................................................................105
75 - ADDING BORDERS...................................................................................................................................106
76 - ADDING COLOUR.....................................................................................................................................108
77 - ROTATE TEXT..........................................................................................................................................109
78 - FREEZING PANES.....................................................................................................................................110
79 - ZOOM.......................................................................................................................................................111
80 - REVISION.................................................................................................................................................112
81 - REVISION.................................................................................................................................................113
82 - REVISION.................................................................................................................................................114

SECTION 9 FUNCTIONS & ADDRESSING.................................................................................................115

83 - FUNCTIONS..............................................................................................................................................116
84 - COUNT & AVERAGE................................................................................................................................117
85 - MAXIMUM AND MINIMUM.......................................................................................................................118
86 - IF.............................................................................................................................................................119
87 - RELATIVE ADDRESSING...........................................................................................................................120
88 - ABSOLUTE ADDRESSING..........................................................................................................................121
89 - MIXED ADDRESSING................................................................................................................................122
90 - REVISION.................................................................................................................................................124
91 - REVISION.................................................................................................................................................125
92 - REVISION.................................................................................................................................................126

SECTION 10 CHARTS.....................................................................................................................................127
93 - INTRODUCING CHARTS............................................................................................................................128
94 - CREATING CHARTS..................................................................................................................................129
95 - EMBEDDED CHARTS................................................................................................................................131
96 - CHART TYPES..........................................................................................................................................132
97 - FORMATTING CHARTS.............................................................................................................................134
98 - PRINTING CHARTS...................................................................................................................................136
99 - REVISION.................................................................................................................................................137
100 - REVISION...............................................................................................................................................138
101 - REVISION...............................................................................................................................................139

ANSWERS..........................................................................................................................................................140

GLOSSARY........................................................................................................................................................142

INDEX.................................................................................................................................................................143

RECORD OF ACHIEVEMENT MATRIX.....................................................................................................145

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 ECDL Module 4 - Spreadsheets
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Section 1
Getting Started

By the end of this Section you should be able to:

Understand Spreadsheet Principles

Start a Spreadsheet Program

Recognise the Spreadsheet Screen Layout

Work with Menus and Toolbars

Use Help and the Office Assistant

Change Preferences

Close a Spreadsheet Program

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 1 - Starting Excel

Park and Read
A spreadsheet package is a computer program created specifically to help in
the processing of tabular information, usually numbers. The spreadsheet stores
information in rows (across the screen) and columns (down the screen),
forming a worksheet (the Excel term for a spreadsheet).
Spreadsheets are most commonly used to manipulate figures. They can be
used for accounting, cash flows, budgeting, forecasts, etc. Any job that involves
the use of numbers can be done on a spreadsheet.
The biggest advantage that a spreadsheet has over other methods of
manipulating data is its ability to constantly update figures without the user
having to do any calculations. Once a spreadsheet is set up, its calculations
will always be correct and any changes in data are automatically updated.
Spreadsheets can also take raw data and present it in an attractive way, with
formatted tables and graphs.

Manoeuvres
1. There are numerous ways to start Excel depending on how the computer
has been set up. The following method is recommended for beginners.
Starting the computer will automatically show the Windows desktop. Click

once on to show the list of start options available. All

Windows applications can be started from here.
2. Move the mouse pointer to All Programs.

3. Click on .

The PC setup may have Microsoft Excel grouped under Microsoft Office or
XP within Programs. If this is the case then click on Start, select Programs
and Microsoft Office (or similar), then click Microsoft Excel.
4. The spreadsheet program Excel starts.

5. The Office Assistant may be displayed. Click on it

with the right mouse button and select Hide to
remove it from the screen. This will be explained in
more detail later.

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 ECDL Module 4 - Spreadsheets
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Driving Lesson 2 - The Excel Screen

Park and Read
On starting, Excel displays a blank workbook, as below, named Book1 as
shown in the Title Bar. A workbook is a file that can contain many
worksheets but usually has 3.

Manoeuvres
1. The Excel screen will be similar to the diagram below. Check the captions
and identify the parts on the screen. Sheet1 is displayed.

Title Bar
Menu
MenuBar
Bar
Formatting
Toolbar
Standard
Toolbar

Task Pane
Worksheet Area

Status
Bar

Some of the buttons may be different, because Excel automatically customises

the Toolbars and Menu lists to reflect commonly selected options.
2. The Title Bar is the top line of the Excel screen. It shows the application
and the name of the workbook that is on the screen. Identify the Title Bar.
3. The name of the current workbook is Book1 or similar. Check this in the
Title Bar.
4. The second line is the Menu Bar, containing menus from File to Help.
Check that there are nine menus.
5. The next line is called the Toolbar. The left side is the Standard Toolbar
and the right side the Formatting Toolbar. These have buttons to click to
quickly select an action or basic feature. Move the cursor over any button
but do not click. Read the ToolTip, which gives the name of that button.

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Driving Lesson 2 - Continued

6. At the right of the screen is an area called the Task Pane, if this is not
displayed click on the View menu and then click on Task Pane to display
it.
7. The Task Pane provides options for performing some common tasks. It
appears, disappears and changes depending on the task currently being
performed. On starting Excel, the first Task Pane deals with opening and
creating various types of workbook. Look at the list of options available.
8. To see the other available versions of Task Panes, click on the down
arrow at the right of the pane title bar.

9. Click on Search to display the Task Pane for that process.

10. In the same way, look at each of the available Task Panes.
11. Make sure the New Workbook Task Pane is selected. At the bottom of
the pane is a Show at startup box.
12. Click in the box to remove the check. Now, when Excel starts, the pane
will not appear unless requested.

The Task Pane can be hidden or displayed by using the View | Task Pane
command. Having the Task Pane displayed is a personal preference of the
user. This guide chooses not to have it displayed in order to see more of the
worksheet.
13. To hide the Task Pane, select View | Task Pane or click the Close button
at the right of the pane title bar.
14. The Status Bar runs along the bottom of the window. This displays
messages as tasks are performed. Check that the current message is
Ready.

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 ECDL Module 4 - Spreadsheets
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Driving Lesson 3 - Menus

Park and Read
The Menu Bar is displayed under the Title Bar and consists of drop down
menus that contain commands to perform actions. The commands under each
Menu name are personalised, unused items are hidden.

Manoeuvres
1. Move the mouse pointer to the Menu Bar.

2. To open the Edit menu, position it directly over the menu name, Edit, and
click once. A short list will appear as a drop down menu. This list of
commands shows what actions can be carried out. Chevrons at the
bottom indicate that not all options are visible. After a few seconds the list
expands to show all the items. Double clicking Edit or clicking the
chevrons, will display the full list immediately.
3. Some command names may appear as dim, pale,
beige (ghosted) text. This indicates that these
commands are not available for selection at the
moment.
4. A picture alongside a command indicates that there
is a button on a toolbar that will execute this
command more easily.
5. Move to View on the Menu Bar. Ticks () before
command names are used to show which display
options are in use.

6. Options with after the name lead to a sub menu

so that further choices can be made. Place the
mouse on Toolbars to display a sub menu.

7. On the Menu Bar move to File. Three dots after a command leads to a
dialog box. Point to Print and click once to select that option.

8. Read the dialog box and click

Cancel to close it.

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Driving Lesson 4 - Toolbars

Park and Read
Under the Menu Bar there are two toolbars, the left one is the Standard
Toolbar and the right is the Formatting Toolbar.

Standard Toolbar Formatting Toolbar

There are buttons on each of these toolbars that carry out specific tasks when
they are clicked. To save space on the screen many buttons are hidden, but
they are easily displayed. As buttons are used they replace others, which are
then hidden.

Manoeuvres
1. The Standard Toolbar performs general tasks mainly from the File and
Edit menus. Place the mouse pointer over the first button on the
Standard Toolbar but do not click. Excel displays the tooltip New.

2. Move the mouse pointer from button to button and read the ToolTips.
These explain what each button is used for.
3. The Formatting Toolbar is to the right of the Standard Toolbar, by
default. This is used for presentation, to make the spreadsheets easy to
read by changing the way they look. Place the mouse pointer over the first
button on the Formatting Toolbar but do not click. Excel displays the
ToolTip.
4. Chevrons, on a toolbar indicate that more buttons are available. Click
on the chevrons at the right of the Standard Toolbar. All the buttons not
displayed for the Standard and Formatting Toolbars are shown.

Remember the buttons listed will be different from those displayed here because of the customisation.

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 ECDL Module 4 - Spreadsheets
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Driving Lesson 4 - Continued

5. Point the mouse away from the chevrons to any button on the toolbar to
hide the extra buttons again.
6. There are several Toolbars within Excel and they can be displayed or
hidden. Select View | Toolbars to display the list.

7. Note that the Standard and Formatting toolbars are checked. The Task
Pane is included here. Any items can be displayed or hidden by checking
or un-checking from this list.
8. Click on Formatting to hide it. Only the Standard Toolbar is displayed
now.
9. A quicker method to modify the toolbar display is to point at any toolbar
and right click with the mouse. This displays a shortcut menu - the toolbar
list from which any toolbar can be displayed or hidden. Right click on the
Standard Toolbar and click on Formatting to display this toolbar again.
10. Use the Shortcut Toolbar menu again to make sure that the Standard
and Formatting toolbars are the only toolbars displayed.

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Driving Lesson 5 - The Worksheet Window

Park and Read
Spreadsheets help in the processing of numbers. They store information in
rows (across the screen) and columns (down the screen). A cell is the
intersection of a row and column. All the cells form a worksheet (the Excel
term for a spreadsheet). Several worksheets are bound together and called a
workbook.

Manoeuvres
1. Move the mouse pointer to cell B3 and click. The Current or Active cell is
now B3. It has a dark border. Each cell is identified by the column letter
and row number, which form the intersection, e.g. the cell formed where
column D and row 8 meet is known as cell D8.

Active Cell Formula

Reference Bar
Active
Cell

Column
Headings

Row
Border

Sheet Tab
Scroll Bars

2. Look for the Active Cell Reference, which is shown in the Formula Bar.
It displays B3.
3. Click in cell C6. The Active Cell Reference now shows C6. These letters
and numbers are shown highlighted in the Row and Column Headings
on the worksheet. C6 is now the Current or Active cell.
4. The active cell can be moved using various key presses. Press the right
cursor key . The active cell moves right into cell D6.
5. Press the down cursor  to move into cell D7. Press the left cursor  to
move into C7.
6. Press the up cursor The active cell should now be C6 again.

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Driving Lesson 6 - Moving Around

Park and Read
A worksheet is very large. The arrow keys are used for moving small distances.
Other keys are used to move bigger distances.

Manoeuvres
1. Use the right cursor key repeatedly to move to the column after Z. The
alphabet is used again with A in front, i.e. AA AB, etc.
2. The <End> key followed by an arrow key moves to the edge of the
worksheet when empty. To move to the last column press <End> then the
right arrow key . The last column is IV.
3. Press the <Home> key, this always returns the active cell to column A on
the same row.
4. Click on cell D3. Press <End> followed by the  key to move to IV3.

5. Press the <Home> key to return to cell A3.

6. Press <End> then the Down cursor key . The active cell moves down to
the last row, 65536.
7. Press <Ctrl Home> (hold down the Control key and press the Home key)
to move back to cell A1. The key press <Ctrl Home> always moves the
active cell back to A1.
8. Click on a cell in the centre of the screen and press <Ctrl Home> to move
to A1.

There are other key presses and mouse actions that also move the active cell
around a worksheet. These are covered later when a completed workbook is
open.

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Driving Lesson 7 - Help

Park and Read
Excel includes a useful help facility to assist the user when problems occur or
when there is confusion as to the use of a particular feature.

Manoeuvres
1. Select Help | Microsoft Excel Help from the menu.

If the Office Assistant appears, disable it by clicking the Options button

(inside the speech bubble), uncheck Use the Office Assistant and click OK.
Select Help | Microsoft Excel Help again.

2. To see Help more fully, click the Maximize button, , at the top right
corner of the Help window.

3. The Help window is split into two sections. At the left are the Contents,
Answer Wizard and Index tabs, allowing quick access to all Excel help
topics. At the right is the display area, which contains the actual help
requested. This area also contains hyperlinks to other, related help items.
4. Click on the Contents tab if not already selected. Click on the to the
left of the Microsoft Excel Help entry to display more topics.
5. Click the to expand the Data in Worksheets section, then Entering
and Selecting Data, then Entering Data.

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Driving Lesson 7 - Continued

If the full title of the topics cannot be read, move the mouse pointer over the
area between the help sections until it changes to . Click and drag the
area to the right until the titles are visible.
6. Click Enter data in worksheet cells, then in the window at the right, point
at any of the topics in blue. The pointer changes to a . Click to display
the relevant information.
7. Click on the Index tab in the left half of the Help window and type chart
into the Type keywords area, then click on Search. The list of help topics
is displayed in section 3. Click Create a chart and then read some of the
topics in the right window.
8. Click on the Answer Wizard tab and type date, then press <Enter> or
click the Search button.
9. Select About dates and date systems.

10. Select another date topic. Read the Help, then click the Back button,
at the top of the Help window to move back to the previous item.

11. Click the Close button, , at the top right of the Help window to close it.

Help also contains a Detect and Repair feature, which repairs some registry
and application settings. If problems are experienced running Excel, select
Help | Detect and Repair, then follow the on screen instructions.
12. Excel contains a useful function called What’s This? Select Help |
What’s This? or press <Shift F1>.
13. Select File | Save As from the Menu Bar. A quick help box appears
giving information on this menu command.

14. Click anywhere on the screen to remove the help box.

15. Another feature is the Ask a Question box on the right of the Menu Bar,
(this shows the most recent query used).
16. Click on the box and then type how to print. Press <Enter>.
17. Make any selections from the displayed dialog boxes to obtain the
required help.
18. Close any open dialog boxes.

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Driving Lesson 8 - The Office Assistant

Park and Read
The Office Assistant is a way of providing instant help on tasks being
undertaken. It consists of an animated character that displays a light bulb
when it knows a quicker way of doing the task being undertaken or knows a
handy tip.

Manoeuvres
1. Select Help | Show the Office Assistant to display the Office Assistant,
which appears with a What would you like to do? dialog box.

2. If the dialog box is not visible, click once on the Assistant. The dialog box
will show data from any previous query or tips. The Assistant character
may be different to the one shown above.
The Assistant can be displayed by pressing <F1>.
3. Overtype the existing highlighted query text with Format.

4. Click on Search.

5. Click on See more... to display more topics.

6. Click on See previous… to display the original topics.
7. Move the mouse pointer over Troubleshoot formatting worksheets until
the cursor changes to and the blue button next to the selected Help
lights up, then click once to display the relevant Help.

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Driving Lesson 8 - Continued

If the Assistant dialog box obscures the Help text, click once on the Assistant
to remove it.
8. Click on a topic. Read the Help.

9. Click the Close button, , at the top right of the Help area.

10. Click again on the Office Assistant and type AutoSum in the Search
text box.
11. Click on Search to view the results of the search.
12. Select Add numbers to display Help. Click on any topic to read it.
13. Return to the Assistant by closing all open Help windows.
14. Right click on the Office Assistant.

The above Assistant shown is the default, Clippit.

15. Select Animate! to see one of the character’s animations. Repeat to see
the various animated feats that Office Assistant can perform.
16. Right click on the Office Assistant and select Hide from the list to
remove it. There may be a message offering the option of permanently
turning off the Office Assistant, if so select No, just hide me.

From now on, until it is disabled, the Assistant will appear whenever Help is
requested and sometimes even when it is not.

To disable the Assistant, display it, then click the Options button to display the
Office Assistant dialog box. Within the Options tab, uncheck Use the Office
Assistant and click OK.

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Driving Lesson 9 - Preferences

Park and Read
Basic options (preferences) can be changed in Excel, for example, the user
name, which is added to certain templates. By default workbooks are opened
from, and saved to, the My Documents folder. These locations can also be
changed.

Manoeuvres
1. Select Tools | Options. This dialog box sets and controls user
preferences.
2. The View tab is displayed by default, there are various options and check
boxes, do not make any changes. Some of these settings are changed
while working through this module.
3. Display each tab in turn to see the available preferences.

4. Select the General tab.

5. To change the user details enter your own name in User name.

6. Note that the Default file location is My Documents.

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Driving Lesson 9 - Continued

7. This location can be changed to any folder on your computer, e.g. the
working folder for this module is My Documents\Ecdl\4 Spreadsheets
and this could be entered in the Default file location box.

Setting the Default file location is a useful feature and will save time when
opening and saving files. However, the location above could only be used
temporarily while completing this guide. The setting would then need changing.
8. Click OK.
9. Select File | Properties and the Summary tab.

10. Each workbook has a Summary attached. The author name is taken from
User name in Options. The Author name shown is still the previous one.
Your name will be displayed as the Author for every new workbook
started from now.
11. Click Cancel.

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Driving Lesson 10 - Closing Excel

Park and Read
If any workbooks are still open when Excel is closed, a warning will be
displayed with an option to save the changes.

Manoeuvres
1. Double click the File menu to display the full drop down menu.

2. Place the mouse pointer over Exit at the bottom of the list and click once.

3. Select No if there is a prompt to save.

Excel can also be closed by clicking the close button, in the top right corner
of the screen.

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Driving Lesson 11 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Close down Excel, if in use.

2. Start Excel using the Start button.

3. Use the mouse pointer to find ToolTips for the following buttons:

a)

b)

c)

d)
4. How many options are listed within the Edit Menu, including those that
are ghosted?
5. How many options are ghosted?

6. Use the Help command to view the help menu showing how to move
around in a workbook (Tip: use the Contents or the Index tab).

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 12 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Use the What’s This? command to display the quick help box for the
following buttons or menu options:

a)

b)

c)

2. Display the WordArt Toolbar.

3. With a key press move to column IV. What did you press?

4. Move down to the last row, what is the row number?

5. Return to cell A1 with a key press. What did you press?

6. Hide the WordArt Toolbar.

7. Leave Excel open for the next section.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 2
Open and Close
Workbooks

By the end of this Section you should be able to:

Open a Workbook

Open Multiple Workbooks

Use Scroll Bars

Close a Workbook

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 13 - Opening a Workbook

Park and Read
Workbooks saved to disk can be opened to use again.

Manoeuvres
1. To open an existing workbook, select the File | Open command from the
Menu Bar. This will display the Open dialog box.

2. My Documents is the default location. Double click on Ecdl and then

double click on 4 Spreadsheets to display the data files used with this
module. Change the View to List if necessary, using the View button.

View button

This guide assumes that the folder being used for the storage of files is
My Documents\Ecdl\4 Spreadsheets on the hard drive. If this is not the case,
then select the appropriate drive/disk and folder.
3. The Excel files will be displayed. Excel can also display files of other types
if necessary by selecting from Files of type box.
4. In the list of files, click on Hotel. This is the workbook which is to be
opened. Click on the Open button.
Double clicking on its name in the list can also open the file.

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Driving Lesson 14 - Closing a Workbook

Park and Read
Once a workbook has finished being used it needs to be closed.

Manoeuvres
1. The workbook Hotel should still be on the screen from the previous
Driving Lesson. If not, then open it.
2. Select File | Close to close the workbook. If changes had been made to
the workbook, the following dialog box would be displayed to prevent the
accidental loss of the changes. In this instance, no changes have been
made to the workbook, so it should close without displaying the dialog box
(if the dialog box does appear, click on No, which will close without
saving).

If closing a workbook created in an earlier version of Excel, a slightly different

dialog box will be shown.

The Close Window button can be used to close the workbook. Be careful not
to close Excel.
Close Excel button

Close Window button

3. There should be no Workbooks open. The screen is different, the centre

part is blank and most of the buttons are ghosted.

If a blank workbook is still displayed, close it, using File | Close.

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Driving Lesson 15 - Using Scroll Bars

Park and Read
Small movements between adjacent cells are usually achieved using the cursor
keys. However, when moving to a different area of the worksheet, the mouse
and Scroll Bars are used.

Manoeuvres
1. Open the workbook Spires and click on cell C3 to make it the Active Cell.

2. The screen has a horizontal and vertical

scroll bar, which can be used to scroll Scroll Bar
around the worksheet. Arrows Vertical
Scroll Bar
3. Click on the down arrow of the vertical scroll
bar to move the worksheet down by one Scroll Buttons
row. Continue to do this until row 6 is at the
top of the screen. If you go too far this can
be reversed by clicking on the up arrow.
4. Click on the right arrow of the horizontal scroll bar Horizontal Scroll Bar
to move the worksheet right by one column.
Continue to do this until column D is at the left of the screen.
5. Notice that the Active Cell Reference field still reads C3. Even though it
is not currently on the screen, C3 is still the Active Cell.
6. To move a whole screen view down, click once on the vertical scroll bar
between the scroll button and the bottom arrow.
7. To move a whole screen view right, click once on the horizontal scroll bar
between the scroll button and the right arrow.
8. Now click on the vertical scroll button and drag it up. The work area scrolls
continuously up until the mouse button is released.
9. Now drag the horizontal scroll button to the left. The work area scrolls
horizontally.
10. Now use the scroll buttons to view cell A1, then click on cell B3 to make it
the active cell.
11. Use the scroll buttons to scroll to the right and down as far as possible.
Press <Enter> and the worksheet view will reset so that the new active
cell (B3) is in the top left corner.
12. Leave the workbook Spires open.

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Driving Lesson 16 - Opening Multiple

Workbooks
Park and Read
More than one workbook can be open at the same time.

Manoeuvres
1. The workbook Spires should still be open, if not, open it.

2. Open the workbook Grades.

3. Both of these workbooks are now open. The Taskbar along the bottom of
the screen shows each open workbook as a button.

If these two buttons are not on the Taskbar, select Tools | Options | View tab
and check Windows in Taskbar. Click OK.

There may be many other buttons on the Taskbar depending on the

configuration of your computer and what other applications are running.
4. Notice how the button representing the workbook (Grades) being viewed
appears to be pressed down.
5. Click on the Spires button to view that workbook. This workbook is now
active.
6. Open the workbook Budget. The Taskbar now shows three workbooks
as buttons.
7. Which workbook on the Taskbar appears to be pressed?

8. Display Spires.

9. Close all the open workbooks without saving.

Answers to this exercise can be found at the end of this guide.

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Driving Lesson 17 - Revision

This is Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Hotel. Maximise the window if necessary.

2. Use the scroll bars to navigate to the edges of the blocks of occupied
cells.
3. Make A1 the active cell in the Hotel workbook.

4. Scroll down with the scroll button to display Row 15 as the first row on the
screen.
5. Leave the Hotel workbook open and open the workbook Grades.

6. Make Hotel the active workbook.

7. Close the workbook Hotel without saving.

8. Close the workbook Grades without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 3
Creating and Saving
Workbooks

By the end of this Section you should be able to:

Start a New Workbook

Enter Text and Numbers

Save a New and Named Workbook

Save Workbooks in Different Formats

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 18 - Starting a New Workbook

Park and Read
A blank workbook or a template must be started to begin creating a new
spreadsheet.

Manoeuvres
1. Start a new workbook by selecting File | New.

2. This displays the New Workbook Task Pane. The 4 main options are to
open an existing workbook, start a new blank workbook, create a new
workbook based on an existing one, or create a new workbook based on
a template.
3. Under the New heading, select Blank Workbook to create a new blank
workbook.

4. Close the current workbook using the Close Window button,

5. A new workbook can also be started with the New button. Click the New
button, , on the Standard toolbar to start a new workbook.

This method starts a new workbook without displaying the New Workbook
Task Pane.
6. Leave this blank workbook open for the next Driving Lesson.

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Driving Lesson 19 - Entering Labels

Park and Read
Labels are normally used for describing the contents of the worksheet, as
columns or row titles. When entering information into a cell, notice that the text
appears in the Formula Bar as well as in the cell.

Manoeuvres
1. With a blank workbook on screen, click on cell A3 to select it.

2. Type the label Fruit. Notice Enter appears on the Status Bar, and that
the Enter button appears in the Formula Bar. Press the <Enter> key to
place the label into cell A3.

Enter button

The entry can also be completed by clicking on the Enter box

3. Move to cell B3 and type Apples. Place Apples in B3 by pressing the
right cursor key . This automatically enters the data into B3 and moves
the active cell to the right, ready for the next entry.

Selecting Tools | Options | Edit allows a choice of where the next entry will be
placed after <Enter> is pressed. Found under Move selection after Enter, any
direction may be selected. If listing labels along a row or down a column, use
this to determine the direction after pressing <Enter>.
4. Select Tools | Options | Edit and check that Move selection after Enter
is Down, then select OK. Complete the table by entering the data as
below. If any mistakes are made, leave the errors.

5. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 20 - Entering Numbers

Park and Read
Numbers must begin with one of the following characters: 0 1 2 3 4 5 6 7
8 9 . + - or a currency symbol.

Manoeuvres
1. Click on cell B4 and type 36, followed by <Enter>. The active cell is
placed in cell B5 ready for the next entry.

2. Enter the rest of the above information into the correct cells, using the
cursor movement keys to complete each entry.

Any instruction to enter or type information into a cell will assume that the entry
is completed with a movement key, <Enter> key, clicking on another cell, etc.
3. Do NOT close the workbook as it is saved in a later Driving Lesson.

By default, all numeric values are right aligned (placed to the right edge of the
column) and the labels (text) are left aligned. Alignment is dealt with in a later
Driving Lesson.

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Driving Lesson 21 - Saving a New Workbook

Park and Read
After creating a worksheet, it needs to be saved as a workbook so it can be
used again. The Save process includes selecting the location to save to, giving
the workbook a name and selecting the type of format to save it in.

Manoeuvres
1. With the worksheet open from the previous Driving Lesson, select the
Save button, , or File | Save from the menu.
2. The Save As dialog box appears as this workbook has not been saved
previously and no old version exists to overwrite.
3. In the File name box overtype to change the default workbook name to
Fruit. The files for this guide are stored in the 4 Spreadsheets folder, a
sub folder of Ecdl and My Documents.

After moving to the 4 Spreadsheets folder earlier, Excel remains there until it is
closed down or another location is selected. Excel, when restarted, will revert to
the default folder, My Documents.

4. Click on the Save button to save the file.

5. Check the Title Bar for the file name.

6. Leave the workbook Fruit open.

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Driving Lesson 22 - Saving a Named Workbook

Park and Read
There are two commands used when saving a workbook.
Save saves the file under the same name as previously used and
overwrites an earlier version.

Save As allows changes to be made to the initial save options

creating a different version of the original, or to overwrite
the original by confirming the replacement. This option can
be used to create a backup of a file to a diskette (a floppy
disk).

Manoeuvres
1. The workbook Fruit should still be on screen from the last Driving Lesson.
Select cell A1 and enter your name, then complete the entry.
2. This workbook will now be saved as Fruit2. Select File | Save As to
display the dialog box.
3. Type or edit the name in the File name box to Fruit2 to save the file with
the new name. Check that the current folder is correct in the Save in box.
4. Click on Save.

5. This workbook has not changed but it can still be saved to overwrite the
first copy. Select File | Save As, leave the filename as Fruit2, click the
Save button to begin saving.

6. Click Yes to replace the existing file. The workbook is saved.

7. Close the workbook Fruit2.

8. Excel can display the most recently opened workbooks at the bottom of
the File menu. Open the workbook Fruit by selecting File and then
clicking on Fruit. It should be exactly as saved earlier, i.e. without your
name.
9. Close the workbook Fruit.

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Driving Lesson 23 - Saving in Different

Formats
Park and Read
Workbooks can be saved in a variety of formats: Text, Web Page, older
versions of Excel and associated products.

Manoeuvres
1. Open the workbook Grades.

2. This workbook cannot be opened in older versions of Excel or other

spreadsheet programs without being saved in the correct format. To save
the workbook in a different format select File | Save As.
3. In the File name box enter Test Format.

4. Click on the drop down box of Save as type.

5. Scan the list to display all the available formats that Excel can use.
Choose the Microsoft Excel 5.0/95 Workbook, a previous version of
Excel. Click Save.

If a workbook contains features that are not supported in the chosen format, an
error message is displayed about losing formatting.
6. T o save the workbook as Text, select File | Save As and from the Save
as type box, select Text (Tab delimited) (*.txt) and then click Save.
Select Yes at the prompt, The workbook is saved as Test Format.txt.
This text file can be opened in Notepad, WordPad or Word.

A workbook can be saved as a Template using the Save as type box. A

Template is a base workbook that is stored with other templates. They have an
.xlt extension and are shown with a , icon.
7. Close the workbook.

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Driving Lesson 24 - Saving as Web Page

Park and Read
An Excel worksheet can be saved as a Web Page in HTML format, so that it
can be viewed on the World Wide Web.
HTML stands for Hypertext Markup Language.

Manoeuvres
1. Open the workbook World Population.

2. To save in Web format, select File | Save as Web Page.

3. In the File name box, enter Test and click Save to save the workbook as
a Web page.

The Web page is stored in the same location as all the other workbooks, i.e.
My Documents\Ecdl\4 Spreadsheets, as .
4. The file can be previewed as a Web Page. Select File | Web Page
Preview.

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Driving Lesson 24 - Continued

5. Close the Browser by clicking its Close button.

6. Close the workbook Test.

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Driving Lesson 25 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Start with a new workbook.

2. Create the following worksheet in the columns and rows indicated.

3. Save the workbook as Maths and close it.

4. Start a new workbook.

5. Create the following worksheet:

6. Save the workbook as Formatting Section and close it.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 26 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Calories.

2. Enter your name in cell A3.

3. Test the calories counter, using your own details.

4. Save the workbook as a Web Page, named Calorie Intake.

5. Preview the web page.

6. Close the browser.

7. Open the workbook Weight.

8. Save the workbook as a Web Page, named Frames.

9. Preview the web page.

10. Close the browser.

11. Close all open workbooks.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 27 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Start with a new workbook.

2. Create the following worksheet in the columns and rows indicated.

3. Save the workbook as Satellite.

4. Save the workbook as Satellite4 in a worksheet format that can be

opened in Excel 4.0. As Excel 4.0 does not support multiple worksheets,
a message box is displayed, click OK to save the active worksheet.
5. Close the workbook Satellite4.

6. Open the workbook Quickloan.

7. Save the worksheet in HTML format, as Loan.

8. Preview the Web Page in a browser.

9. Close the browser.

10. Close the workbook.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 4
Formulas

By the end of this Section you should be able to:

Enter Basic Formulas

Use AutoSum

Check Formulas

Check Spelling

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 28 - Formulas

Park and Read
A calculation in Excel is called a Formula.
All formulas begin with an equals = sign, followed by the calculation. The
calculation consists of cell references or numbers separated by a mathematical
symbol (+ add, - subtract, * multiply, / divide), e.g. =A1+A2
Formulas are used to calculate answers from numbers that are entered on to a
sheet. Changes made within referenced cells will cause the formulas to be
recalculated.

Manoeuvres
1. Start a new workbook, move the cell pointer to B2 and type in 66. Move to
cell B3 and type 34.
2. Move to cell B4 and enter the formula to add the contents of cells B2 and
B3 by typing in =B2+B3 <Enter>. Click in cell B4 and note the cell display
of 100 and the formula in the Formula Bar.

3. In B6 type in this formula, which divides B2 by B3: =B2/B3. The answer

is 1.941176.
4. Move to cell A8 and enter the following numbers (use the right directional
arrow to complete each entry) into these cells:
A8 35, B8 23, C8 56, D8 99, E8 55.
5. Move to cell F8 and type in this formula =A8+B8+C8+D8+E8 <Enter>.
The answer should be 268.
6. Move back to cell F8 and enter an = sign to begin the formula. Select cell
A8, it appears in the Formula Bar. Type in the + symbol, then select cell
B8 and continue entering the + symbol and selecting the other cells until
the formula is complete. Press <Enter>.
7. Move to cell B8 and change the value to 43 by over-typing the original
value. Press <Enter> and the formula in cell F8 is instantly recalculated. A
spreadsheet containing formulas is never out of date.

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8. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 29 - Brackets

Park and Read
When more than one symbol is used in a formula, then the order becomes
important, e.g. A1+A2/A3. Excel performs calculations in this order: Brackets
over Division, Multiplication, Addition and finally Subtraction (the BODMAS
theory).

Manoeuvres
1. Click on the Sheet2 tab, (there is more than one worksheet in each
workbook, clicking on a Sheet tab displays that sheet) and create the
following small worksheet.

2. To calculate the profit, click on cell B5 and type the formula =B2-B3*B4
and press <Enter> to complete the formula.
3. The answer is given as -14, this is because multiplication is carried out
before the subtraction, according to the BODMAS theory.
4. Click on cell B5 and re-enter the formula, this time add the brackets
around the subtraction part of the formula, the old formula is replaced by
the new.

5. Check the answer displayed. Profit per item 10-6, which is 4, multiplied by
the number sold, 4, giving 16.
6. Close the workbook without saving the changes.

Brackets are added to force Excel to perform calculations in a different order.

The calculation in the brackets will be performed first no matter what
mathematical operation is used.

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Driving Lesson 30 - AutoSum

Park and Read
The most common mathematical operation is addition. This calculation has
been simplified by the use of a Function called AutoSum, , on the
Standard Toolbar. AutoSum adds the contents of cells automatically.

Manoeuvres
1. Start a new workbook.

2. In the following cells, enter the following numbers:

3. Click in cell B5 and click on the AutoSum button, , on the Standard

Toolbar.

4. Press <Enter> to complete the entry. The answer should be 9.

5. Repeat this in cells C5 and D5.

6. AutoSum also adds cells across. Click on cell E2 and click the AutoSum
button. Press <Enter> to complete the entry.
7. Close the workbook without saving.

8. Open the workbook Sum.

9. Select cell B7. The three numbers above need to be added together to
find the number of apples sold in the three month period.

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Driving Lesson 30 - Continued

10. Click the AutoSum button, .

11. Finish the formula by pressing <Enter> to sum the numbers above. The
answer should be 129.

12. Move to cell E4 and click the AutoSum button, . The January figures
are selected, press <Enter> to complete the formula. The answer should
be 100.

AutoSum adds the cells above or left depending on where the figures are
located. If AutoSum has figures in both directions it will sum the cells above by
default, if no other formulas are involved.
13. Use AutoSum to calculate the totals for the rest of the worksheet, even
E7 the grand total (adding cells to the left or above displays the same
result).

Be careful with cell E6. After clicking you will need to click with the mouse
and drag to select the cells from B6 to D6, as the cells above E6 are selected
by default.
14. Save the workbook as Sum Complete and close it.

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Driving Lesson 31 - Checking for Errors

Park and Read
A worksheet is of little use if one formula within it is incorrect or a cell contains a
typing or spelling error. It is important that workbooks that are to be distributed
are checked so that the worksheets contain no text or formula errors.
Formulas must be checked to see that they refer to the correct cells. Some
formulas produce #MESSAGE denoting an error. Types of errors include:
#NULL! The two areas specified do not intersect
#DIV/0! Division by zero
#VALUE! The wrong argument used
#REF! Cell referenced is not valid
#NAME? Does not recognise text in a formula
#NUM! Error with number in formula
#N/A The value used in the formula is not available
###### The result is too long to fit into the cell
Typing and spelling mistakes can be checked either visually or better still by
using the spell checking facility within Excel.

Manoeuvres
1. Start a new workbook.

2. In cell B3 type 6, in cell D3 type 8, in cell B5 type 10 and in cell D5 enter

the formula =B3+B5-D3. Press <Enter>.
3. Double click on cell D5 to check the formula.

4. Excel uses a different colour for each part of the formula.

5. If your screen matches the above diagram then it is correct. Press

<Enter>.
6. Close the workbook without saving.

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Driving Lesson 31 - Continued

7. Open the workbook Formulas. Check the formulas on row 6 and cell B12
for errors by double clicking on each cell. Remember to press <Esc> to
cancel after checking.
8. There is an error in cell D6, it contains a value, not a formula. Enter a
formula in cell D6 to multiply the two numbers above (=D4*D5).
9. Click on cell E5 and enter 0. The cell E6 displays the #DIV/0! error
message, division by zero.
10. Close the workbook without saving.
11. Open the workbook Spell.

12. With A1 the active cell, click the Spelling button, , or select Tools |
Spelling.

13. The Spelling dialog box will show the first mistake. A1 is highlighted. The
cell should read House. The Suggestions box displays House, click on
the Change button to correct the error.
14. The Spelling dialog box finds the next mistake in cell A4. The cell should
read Other, the h has been missed out. Click on Other in the
Suggestions list and click on the Change button.
15. Correct the other mistakes on the worksheet.
Text can directly be entered into the Change to box if the required word is not
in the Suggestions list or the error can be ignored.
16. When finished spell checking, select OK.

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17. Close the workbook without saving.

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Driving Lesson 32 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. On a blank worksheet enter the numbers in the cells to match below.

2. Click in cell E9. AutoSum is to be used. Will it sum the column or the
row?
3. Click the AutoSum button. Press <Enter>. What is the answer?

4. Delete the answer in cell E9 by clicking in cell E9 and pressing the

<Delete> key. You now need to sum the row of numbers. Click the
AutoSum button, then click and drag from A9 to D9 or D9 to A9. Press
<Enter> to complete the formula. What is the answer?
5. Click on cell E3 and delete the contents.

6. Delete the answer in E9.

7. With cell E9 active click the AutoSum button. You need to add all the
column, click and drag the range E1:E8, press <Enter>. What is the
answer?
8. Close the workbook without saving it.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 33 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Start a new workbook and create the following worksheet.

2. In C5 calculate the area (length x breadth) using the information on row 5

by typing the formula.
3. Calculate the area in cells C6, C7 and C8 by pointing at the cells.

4. What is the area of each rectangle?

5. Type your name into cell A1.

6. Save the workbook as Area and close it.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 34 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Start a new workbook. The worksheet below contains data on boxes of

fruit. Insert the following information in the cells indicated.

2. Use AutoSum to sum the sales for each fruit (in Row 7) and for each
month (in Column E). Calculate a grand total in cell E7 (using either the
column totals to the left or the row totals above).
3. The selling prices of the three fruits are 9, 11 and 13 for the apples, pears
and oranges respectively. Enter this information.
4. The Income row contains formulas that multiply the Total by the Sell
Price. Complete the three cells.
5. The buying prices of the three fruits are 5, 6 and 7 for the apples, pears
and oranges respectively. Enter this information.
6. The Profit is a more complicated formula, containing brackets. Work out
the profit for one box of fruit using subtraction in brackets and multiply by
the total number of boxes sold. The result in cell B11 should be 96.
7. Create similar formulas to calculate the profit for the pears and oranges.

8. Use AutoSum to calculate the total income in cell E9 and total profit in
cell E11. This should be 377.
9. Check all the formulas by double clicking on each in turn and then save
the completed workbook as Fruit Sales and close it.
If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 5
Workbooks

By the end of this Section you should be able to:

Use Multiple Worksheets, Workbooks

Switch Between Open Workbooks

Rename Worksheets

Copy and Move Between Worksheets, Workbooks

Insert and Delete Worksheets

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 35 - Multiple Worksheets

Park and Read
A workbook can contain up to 255 different worksheets, each with a different
name. This allows related information to be kept together in the same workbook
and complicated spreadsheet models to be created.
Data and objects can be copied or moved between worksheets.
More than one workbook can open at the same time. This allows data, sheets
and other objects to be copied or moved between workbooks.

Manoeuvres
1. Open the workbook CIA. This is a workbook containing 16 worksheets,
representing a company with sixteen area divisions around the country.

2. Notice the sheet tabs across the bottom of the screen. Click on tab
Sheet3. This makes the sheet active. All the 16 sheets are not displayed
because of the amount of space.

First Left Right Last

3. There are 4 buttons to the left of Sheet1 that control the sheet display.
Click on the Last Sheet button to show Sheet16. Click on the sheet tab to
make it active, the division name is in cell B9.
4. Move the divider between the tabs and the scroll bar to give more space
to show more tabs.

Move pointer until appears and drag

until the required distance is achieved

5. Practise using the sheet display buttons to view all the sheets.

6. Leave the workbook open for the next Driving Lesson.

To adjust the number of sheets in a default workbook from 3. Select Tools |

Options, General tab and change the value in the Sheets in new workbook
box. Click OK.

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Driving Lesson 36 - Switch Between Open

Workbooks
Park and Read
More than one workbook can be open at the same time. When a workbook is
opened, it is displayed in the active window. Any previously opened workbooks
are still open, but are hidden and not active.

Manoeuvres
1. The CIA workbook should still be open. If not, open it. Open the workbook
Computer Sales.
2. Remember each workbook is displayed with its own button on the
Taskbar. The active book has its button highlighted.
3. Click on CIA to make it active.

An alternative method to display a workbook is to select Window on the Menu

Bar. The open books are numbered and listed at the bottom of the menu (the
active book has a tick next to it). Selecting a name displays it.
4. Open the workbook Climate and then open Company.

5. To display all open workbooks, double click on the Window menu and
select Arrange.

6. Tiled is the default, click OK to display all open books tiled. The four
books are displayed. Use the same command to display each
arrangement in turn.

Cascade is now rarely used, as the Taskbar is more effective for switching.
7. To display a single book, click the Maximize button of its window.
Maximise Climate.
8. Close Climate, then Company, then Computer Sales. Leave the CIA
workbook open for the next Driving Lesson.

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Driving Lesson 37 - Renaming Sheets

Park and Read
The names Sheet1, Sheet2, etc. are not very helpful for finding information.
The sheet tabs can contain up to 31 characters including spaces. Duplicate
names are not allowed.

Manoeuvres
1. The workbook CIA should still be open. If not, open it.

2. To rename Sheet1 as North, double click on the Sheet1 tab, the name
Sheet1 is highlighted.

3. Type the new name North.

4. Either press <Enter> or click on any cell on the sheet.

An alternative method is to use the menu command Format | Sheet | Rename.

5. Rename Sheet2 as North East.
6. Rename all the other sheets with the name of the Division in cell B9,
using any method.
7. Save the workbook as Divisions.

8. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 38 - Copying and Moving

Sheets
Park and Read
Sheets within a workbook can be moved or copied within the same, or to a
different workbook.

Manoeuvres
1. The workbook Divisions should still be open. If not, open it.

2. Sheets can be moved and copied within the same workbook by dragging
the sheet tab with the mouse. Move the North Midlands sheet between
South Wales and Midlands by clicking and dragging to the correct
position (a black triangle shows where the sheet will be inserted).

Use the Sheet scroll buttons to locate the sheets that are not visible.
3. Move the North West sheet to between North and North East.

4. A sheet is copied within the same workbook by holding <Ctrl> while

dragging the sheet tab. Make a copy of the North sheet. Click and drag
the North sheet tab while holding <Ctrl> across to the right, next to
North. Release the mouse button first before <Ctrl>.

The name of the copied sheet is North (2). Duplicate sheet names are not
allowed.
5. If a sheet is to be moved or copied to another workbook the shortcut
menu is used. Right click on the North (2) sheet.

6. This menu controls all the actions relating to sheets. Select Move or
Copy.

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Driving Lesson 38 - Continued

7. To create a copy the Create a copy box is checked, otherwise the sheet
is moved. Check the Create a copy box.
8. To move or copy to a different workbook, it is selected from the To book
box. Drop down the list to see the available open workbooks A new
workbook is to be created to contain the copied sheet. Select (new book).

To move or copy to an existing workbook it must be open, so it is displayed in

the To book box.
9. The Before sheet box is empty for a new workbook. An existing one
would display all the sheets for a selection to be made on the placement.
Click OK.
10. A new workbook is created with just the sheet North (2) in it. Click
Divisions on the Taskbar and check that North (2) is still in this book and
that it was copied.
11. Leave both workbooks open for the next Driving Lesson.

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Driving Lesson 39 - Inserting and Deleting

Sheets
Park and Read
Once a workbook is open, sheets can be inserted or deleted to suit. The
maximum number of sheets in a workbook is limited only by available memory.

Manoeuvres
1. Two workbooks, a new Book and Divisions are open from the previous
Driving Lesson. The South division is to be closed because it is making
vast losses. Right click on the South tab in the Divisions workbook and
select Delete from the shortcut menu.

2. Click Delete to complete the deletion.

An alternative method is to use Edit | Delete Sheet and confirm with OK.
3. The Midlands division is also doing poorly. Make Midlands active and
delete it.
4. Sheets are inserted before the active sheet. A new division called
Western is to be created and it is to be located before the Eastern
division. Right click on Eastern and select Insert. The Worksheet icon is
selected, click OK to insert the sheet before Eastern.

To insert a new worksheet the command Insert | Worksheet can be used.

5. Creating a new sheet similar to all the others will take too long. Delete
the new sheet.
6. Make Eastern active and create a copy. The new sheet is named
Eastern (2). Rename the sheet and cell B9 to Western.
7. Save the workbook Divisions using the same name and then close it.

8. Close the unsaved workbook without saving.

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Driving Lesson 40 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Computer Sales.

2. Delete the Sales sheet.

3. Copy the Fruit sheet to a new workbook.

4. Save the workbook as Copy and then close it.

5. Insert a new sheet in Computer Sales ready to add more detailed

information.
6. Rename the new sheet Accounts.

7. Save as Computer Sales to replace the earlier version.

8. Close the workbook.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next.

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Section 6
Editing

By the end of this Section you should be able to:

Edit Data in the Formula Bar and Cells

Select Ranges of Data

Use Undo and Redo

Use the Fill Handle

Erase and Sort Data

Cut, Copy and Paste

Find and Replace Text

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 41 - Editing Cells

Park and Read
Changes can be made to data in cells in a variety of ways. The easiest way is
to overtype one entry with another. When a cell entry is long or complicated
small changes are either made in the Formula Bar or in the cell itself.

Manoeuvres
1. Open the workbook CD Sales.

2. Click on the cell to be changed, in this case B5, Quarters.

3. Enter the new data label, Months to replace Quarters.

4. Before <Enter> is pressed, click on the Cancel button on the Formula

Bar. This action cancels the new input, leaving the originally entered data
unchanged.

Cancel
Button

5. Click on cell C8 and type in Months. This time press the Escape key
<Esc>. This cancels the input and is quicker when typing. These methods
to cancel are used when data is accidentally entered into the wrong cell.
C8 contains a formula to calculate the profit.
6. Type Months into cell B5 again and press <Enter> to complete the entry.
The new information replaces the old.

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Driving Lesson 41 - Continued

7. Move into cell B7. Observe the cell contents in the Formula Bar. Click in
the Formula Bar and change Turnover to Income using the Backspace
key <> to delete the text and typing in Income. Press <Enter> to
complete the change.

When editing, the <Enter> key must be used to complete the changes.
8. In cell B8 edit Profit to Gross Profit.

The full label cannot be seen. Do not worry about this. Widening columns is
covered in Driving Lesson 71.
9. Enter your first name in cell A1 and complete the entry.

10. Double click in cell A1. A cursor is placed inside the cell to allow editing of
the cell contents within the cell. If the cursor is not at the end of your first
name, press the <End> key. Add a space and then your surname, press
<Enter> to complete the entry.
11. Double click in cell A1 to edit the contents. Click and drag to highlight your
first name. Press the <Delete> key to remove it. Press <Enter> to leave
just your surname in the cell.
12. Close the workbook CD Sales without saving.

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Driving Lesson 42 - Deleting Cell Contents

Park and Read
Excel allows the user to erase or delete data in many ways. Cell contents are
erased by selecting Edit | Clear | Contents or by using <Delete> on the
keyboard.

Manoeuvres
1. On a blank worksheet enter a number into cell B4. With B4 selected erase
the contents by selecting Edit | Clear | Contents.

2. Enter any two numbers into cells B2 and B3.

3. Select cell B2 and then press <Delete>. The cell is now blank.

4. Clear cell B3.

5. Close the workbook without saving.

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Driving Lesson 43 - Using Undo and Redo

Park and Read
As it is so easy to remove the contents of a cell, Excel has Undo to reverse any
mistakes that may have been made. After undoing the action, it can be redone,
if necessary, using Redo.

Manoeuvres
1. Open the workbook CD Sales.

2. Click in cell E6 and press <Delete> to remove the cell contents.

3. Now delete the contents of cell F6.

4. Select Edit | Undo Clear to reverse the last action, i.e. put the contents
back in F6.

The exact wording after Undo is dependent on the action that has just been
carried out.
5. Now click on the Undo button, , to replace the deletion before last.

6. After undoing an action, it can be redone by either selecting Edit | Redo…

or clicking the Redo button, . Click the Redo button, , to reverse the
last action, the Undo.
7. Use Undo to return the worksheet to its original state.

8. Delete the contents of cells B5, C5, D5, E5 and F5 one at a time. All
actions that can be undone are stored in the Undo history.

9. To use this, click the drop down list next to the Undo button, .

10. Click on the last Clear to Undo 5 Actions (there are a maximum of 16).
The 5 deletions are restored.

11. Close the workbook CD Sales without saving the changes.

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Driving Lesson 44 - Ranges

Park and Read
A range is a rectangular selection of cells. Just as a single cell is identified by a
cell reference, ranges are identified by the cells of their outer limits, e.g. the four
cells B2, B3, C2 and C3 is the range B2:C3. Ranges are selected by clicking
the mouse button and dragging to highlight a range of cells (known as Click
and Drag).
Entire rows, columns, multiple rows, multiple columns and the entire worksheet
can be selected using a similar technique.
Selections are made to allow the highlighted cells to be worked on, i.e.
formatted, copied, moved, deleted, etc.

Manoeuvres
1. On a new worksheet click on cell B2. Click and drag down and to the right
so that a range of four cells is highlighted, as shown below.

Active Cell

Selected
Range

2. Release the mouse button. Notice that the first cell in the range remains
white and the other cells are highlighted.
3. Selected ranges can be increased and decreased from the first cell in the
range. Hold down the <Shift> key and select cell E7. The range is
increased. Select cell C2 while holding down <Shift> and the range is
decreased.
4. Click anywhere on the worksheet to remove the highlighted range.

5. Select the range B2:C3 again. Press and hold down the <Ctrl> key. Click
and drag the range C5:D6. Release the <Ctrl> key. There should now be
two separate ranges highlighted.
6. Click anywhere on the sheet to remove the selected ranges.

7. Click on the B in the column border. Column B is now highlighted.

8. Click on any cell to remove the selection.

9. To select adjacent multiple columns, click in the column border and drag
to select the required columns. Select columns C to E.

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Driving Lesson 44 - Continued

These diagrams
have been
captured running
Excel in Windows
XP.

10. To select multiple adjacent rows, click and drag in the row border. Click
and drag from 3 to 5. Several rows are highlighted.

11. Click anywhere to remove the highlight.

12. Non adjacent rows or columns can be selected using the same technique
as for ranges, i.e. hold down the <Ctrl> key to select the separate part.
Select rows 2 to 5 and 8 to 10.

13. Select columns B, C and E.

14. To select the entire worksheet, click the Select All button (to the left of A
and above 1).

Select All
button

15. Click on any cell to remove the highlighting.

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Driving Lesson 45 - Using the Fill Handle

Park and Read
The Fill Handle quickly copies or increments data to a range of cells. If the
data is in the form of days, dates, time, months or text with a number then the
Fill Handle will increment as it fills, otherwise the data will be copied.

Fill Handle

It is only possible to drag in one direction at one time, i.e. across a row or down
a column.

Manoeuvres
1. On a blank worksheet enter your first name in B2.

2. Select B2 and move the mouse pointer to the fill handle of B2. Click and
drag the cell along to G2.
3. Your name will be copied into the cells and a Smart Tag
will be displayed. Click the tag to see what options are
available for this operation but do not select any.
4. In C4 enter January. Click and drag the fill handle of C4 along to G4.

5. In B6 enter today's date in the format dd/mm/yyyy.

6. Click and drag the fill handle of B6 down to B12. The default is to
increment each date by one day. Click the Smart Tag and select the Fill
Years option. Each date is now incremented by one year.
7. Experiment using the fill handle with the following examples:
Mon 9:00 am Order No 999
1-Jan 1st Quarter Hello

8. Select tab Sheet2 and enter 123 in cell C3. Click and drag the fill handle
to cell F3. The entry 123 is repeated.
9. Select cell C3 hold down the <Ctrl> key and click and drag with the fill
handle to cell C11. The values are incremented.
10. In cell B14 enter 10 and in cell C14 enter 15. Click and drag to highlight
the range B14:C14. Use the Fill Handle for the selected range to click
and drag to cell H14. The values are incremented by the original step (5).
11. Close the workbook without saving.

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Driving Lesson 46 - Duplicating Cells

Park and Read
Rather than repeatedly typing the same data into several cells, the Copy
command can be used to Duplicate labels, values and formulas. The selected
cells are placed in an area of Windows called the Clipboard, from there they
can be Pasted to other locations.

Manoeuvres
1. On an empty worksheet, click on cell B3, type HELLO then press
<Enter>.
2. To copy this cell, click on cell B3 and then click the Copy button, .

Excel places a Marquee (a moving dashed line) around the selected cell(s) to
show which cells are to be copied.
3. Notice that the message Select destination and press ENTER or
choose Paste is displayed in the Status Bar.
4. Move to cell B7 and press <Enter>. The contents of B3 will now be
pasted into B7. The contents of B3 will remain unchanged. Note that B3
no longer has a dashed line around it.
5. Enter 65 into cell C6 and with cell C6 active, click the Copy button.

6. Move to B9 and click the Paste button, . The value is pasted into the
new location and a Smart Tag , is displayed. Click the tag to see a list
of options concerning the pasting process. Do not select any.
7. Note that C6 still has a dashed line, indicating that its contents can be
pasted again if required. Move to B10 and paste again. Press <Esc> to
end the pasting and remove the dashed line around C6.
The Paste command is used for pasting repeatedly, the <Enter> key is used to
paste a single copy and to end the copy process.

The menu commands Edit | Copy and Edit | Paste can be used instead of the
Copy, and Paste, , buttons.
8. Select Edit | Office Clipboard to display the Clipboard Task Pane if not
already shown. Because the clipboard is common to all Office
applications, it may contain many items already. Click to
remove any existing items.

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Driving Lesson 46 - Continued

9. To copy a range, highlight the range B7:B10 and click the Copy button.
The values will appear in the Clipboard Task Pane.

10. As well as using the Paste button or the <Enter> key , items can be
pasted directly from the Clipboard. Click the destination cell, H5, which
will become the top left cell of the pasted range and then click the entry in
the Clipboard to paste the range.
11. Cells can be copied from sheet to sheet within the same book and can be
pasted more than once from the Clipboard.
12. Click on the Sheet3 tab at the bottom of the worksheet area to display
that sheet.
13. Click on cell A2 and then click the entry in the Clipboard to paste the
range. The four cells from Sheet1 are copied to Sheet3.
14. Click back on Sheet1 to check that the original range is still present, then
save the workbook as Practice.
15. Information can also be copied from workbook to workbook. Open the
workbook Growth.
16. Highlight the range A3:D12 and then click the Copy button, .

17. Click on the Practice workbook name on the Taskbar or select Window
and click Practice to display the Practice workbook.
18. Click on the Sheet3 tab.
19. Click on cell C5 (the cell to place the copy) and then press <Enter>. The
range is copied from Growth to Sheet3 in the Practice workbook.

Single cells are copied from sheet to sheet and book to book in exactly the
same way as a range.
20. Make Growth the active workbook and close it.
21. Leave the Practice workbook open for the next Driving Lesson.

The Clipboard can also be used to copy information between any Microsoft
Office application.

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Driving Lesson 47 - Moving Cells

Park and Read
The Cut and Paste commands allow the user to move the content of a cell or a
range of cells to other parts of the worksheet, other worksheets or other
workbooks.
Care should be taken when moving numbers into cells that are referenced by
formulas.

Manoeuvres
1. The Practice workbook should still be open, if not, start a new one.

2. Click on the tab Sheet2. Enter any two numbers in E5 and E6. In E7 enter
a formula to add the two numbers.

3. Select the range E5:E6. Click on the Cut button, , to cut the selected
cells from the worksheet (they are still there at this point until pasted).
4. Move the pointer to G7 and click the Paste button, . The values
appear in the new location and disappear from the original cells, i.e. they
are moved.
5. Notice that the calculation in E7 is still correct. Click on cell E7 to see that
the calculation now references the new locations.

The menu commands Edit | Cut and Edit | Paste can be used instead of the
buttons.
6. In C8 enter the formula =C6+C7, the cell should display zero.

7. Select cell G7 and G8, click with the right mouse button and select Cut
from the shortcut menu.
8. Move to cell C6 right click, and select Paste. The result calculated now
shows #REF! an error message.

Take care when pasting into cells that contain data as the original information is
overwritten. If cells are referenced by formulas those cells are shown as errors.
9. Click the Undo button to reverse the last paste. Press <Esc> to remove
the marquee.
10. In cell G9 use AutoSum to add the two numbers. These three cells can
be cut or copied and pasted on the same sheet.
11. Highlight the range G7:G9 and click Cut.

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Driving Lesson 47 - Continued

12. Click on cell B3 and use Paste to place the three cells. Click on cell B5
and note the formula references the two cells directly above.

Cells or ranges that are Cut also appear on the Clipboard as with the Copy
function, but if they are pasted from there, the original entries are NOT
removed.
13. As well as moving cells on the same sheet they can also be moved
between sheets in the same book. Highlight the range B3:B5 and click
Cut.
14. Select the Sheet3 tab, click on cell H4 and click Paste or click on the item
on the Clipboard. The cell contents are removed from Sheet2 and placed
on Sheet3. Check both Sheet2 and Sheet3.
15. Close the Clipboard by clicking the Close button.
16. On Sheet2 delete the cell contents of cell C8 and E7. The sheet should
now be blank.
17. Not only can cells be cut or copied between sheets they can be moved
between workbooks. Open the workbook Grades.
18. Highlight the range A2:K22. Click Cut.
19. Select Practice on the Taskbar.
20. On Sheet2 make the active cell B3 and Paste the cells. Column B is not
wide enough to hold all the text. The widening of columns is covered later.
Leave it for now.
21. Check back to the workbook Grades, to see if the data has been
removed.
22. Move to the Practice workbook and type your first name in cell A1.
23. Cut the cell contents and move them to cell G1 by clicking Paste.
24. Cut the contents of G1 and select the Sheet3 tab. Paste the cut cell
contents in B4.
25. Cut the contents of B4. Switch to the workbook Grades.
26. Paste the cut cells in A2. This moves the cells to a different workbook.
27. Close the open workbooks without saving.

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Driving Lesson 48 - Finding Specific Text

Park and Read
Specific text can be found in formulas, labels, comments, etc. and even
replaced if necessary. The search starts at the active cell.

Manoeuvres
1. Open the workbook Hotel.

2. With A1 the active cell, select Edit | Find.

If a simpler version of this box appears, click the Options button to display this
version. Available choices are whether to search by row or column, whether the
text is part or all of the cell content, and whether the text case is important.
3. In the Find what box, enter Daily Rate and click on Find Next.

4. The active cell will now be R3, the Daily Rate.

It may be necessary to move the Find dialog box so that the results of the
search can be seen.
5. Close the Find and Replace dialog box and use the key press <Ctrl
Home> to move to cell A1.
6. Find Tax. Select By Rows in the Search box, if not already selected.
Click on Find Next.
7. The active cell will be Q22, the Tax Rates label. To find any other
occurrences of Tax, click on Find Next.
8. The active cell is now A36, the Company Tax.

9. Click Find Next. There should be no others. Close the dialog box.

10. Leave the workbook open as it is used in the next Driving Lesson.

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Driving Lesson 49 - Replacing Text

Park and Read
In a similar manner to finding text, it can be found then replaced.

Manoeuvres
1. Use Hotel, with A1 the active cell, select Edit | Replace. Ensure that the
full version of the dialog box is displayed. Click Options if necessary.
2. In the Find what box, enter room and in Replace with, enter chamber.

3. Ensure that Match case is not checked and select Replace All.
It may be necessary to move the Replace dialog box so that the affected cells
can be seen.
4. All occurrences of Room have now been replaced with Chamber. Click
OK at the confirmation message.
5. In the Find what box, enter chamber, and in Replace with enter room.

6. Click on Find Next. The first occurrence of chamber is highlighted. Click

on Replace to change it to room.
7. Continue clicking Replace to change all of the chambers back to rooms.

8. When all are replaced a message dialog box is displayed.

9. Click OK and then close the Replace dialog box.

10. Close the workbook without saving.

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Driving Lesson 50 - Sorting

Park and Read
In a list, the rows can be arranged in a specific order using the column
headings, C, D, etc., or column titles, e.g. a header row or labels, as a
reference. The Sort Ascending button, and the Sort Descending button,
, on the Standard Toolbar can be used to sort information. The rows are
sorted automatically on the column containing the active cell.

Manoeuvres
1. Start a new workbook.
2. Enter a column of 8 names (surnames or first names) starting in cell B3.

3. Sort the names into ascending alphabetic order, click in an occupied cell
in column B and then click the Sort Ascending button, .

4. With the active cell still in column B click the Sort Descending button,
. The names are sorted into descending order.
5. Add ages (in years) in column C adjacent to the names.

6. To sort the ages list into ascending order, click in an occupied cell in
column C and click the Sort Ascending button, . The ages are sorted
in ascending order with the names in column B kept with correct ages.
7. Sort the ages into descending order.

More complicated sorting can be carried out using the Data | Sort command,
via the Sort dialog box.
8. Close the workbook without saving.

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Driving Lesson 51 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.
1. Open the workbook Home Finances.
2. Examine your finances to decide whether you can afford to buy a new
camera, costing £90, for your holiday in August. Go to cell N16 and look
at your total savings for the end of the year. They are estimated to be less
than you need to buy that camera, so drastic action is needed if you do
not want to owe money at the end of the year.
3. From the beginning of January you decide to stop using your car and save
petrol by cycling to work for three months. Select the range of cells for
Petrol expenses from Jan through to Mar. As you feel extremely health
conscious you decide to extend your cycling through to July, use the
<Shift> key to extend the range to Jul and clear the cell contents.
4. Check N16. How much savings do you now have?

5. This good news is short lived as you realise that you do not own a bike
and will have to continue to use the car. Click on the Undo button to put
the figures for your petrol back into the worksheet.
6. You now decide to limit your Leisure expenses to a maximum of £50 per
month from Jan through to Jul. Type 50 in Jan Leisure (cell B7) and use
the fill handle to copy this through to Jul.

7. Check N16, how much have you now saved?

8. You intend to purchase the camera in July so add 90 to the figure already
in Others for July.
9. How much will you have in your savings by the end of the year now?

10. Close the workbook without saving.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 52 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.
1. Create a blank spreadsheet. Enter February in B2, Week 1 in C3 and
Mon in B4. Use the Fill Handle to produce the following sheet.

2. The first day of February 2003 is a Saturday. Type 01/02/03 into cell C9.
Use the Fill Handle to drag C9 to C10.
3. Enter 03/02/03 in cell D4, 10/02/03 in cell E4, 17/02/03 in cell F4 and
24/02/03 in cell G4.
4. Fill the blank days of the week using the Fill Handle. What day of the
week is the last day of February and is 2003 a leap year?
5. In cell B12 type Year. In cell B13 type the year you were born, e.g. 1983.

6. Use the <Ctrl> key to fill the cells below B13 by dragging down the
column until the series of dates reaches the present year.
7. In cell C12 type Age and in cell C13 type 0, as you were born in that year.

8. Fill the column down increasing the series by 1 each time until you reach
the current year. You should now see how old you will be this year.
9. In cell D12 type Days Old. In cell D13 type 0 and in D14 type 365.
Highlight the two numbers and use the Fill Handle to fill down the column.
Remember that this is an approximate figure as no account is taken for
leap years.
10. Continue to increase the series in column C until you are 65 years old.
Increase column B and D also to match column C. How many days old
will you be when you are 65?
11. Close the workbook without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 53 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Sicklist. All the employees in the Computer

Services department are to be copied to another range starting A25.
2. Select the range A3:D3 and copy it down to the range starting A25.

3. Copy the other members of the Computer Services department into A26
onwards.
4. Sort the range starting at cell A25 into ascending alphabetical Surname
order.
5. Save the workbook as Sicklist2 and close it.

6. Open the workbook Accounts and close the Clipboard, if it is open.

7. Click on cell B14. The formula to sum the above cells has been entered.
Use the Fill Handle to copy this formula across the row to cell M14.
8. Click on cell N14 and use AutoSum to total the range B14:M14.
(AutoSum selects the range N4:N13, this will have to be manually
changed to B14:M14).
9. Search and replace all the occurrences of Rooms with Suites.

10. The February Function Suites should have been 1490. Make the
change.
11. The Games Machines were taken out of the hotel at the end of October.
Delete the range L11:M11.
12. The Games Machines were not taken out, use Undo to redisplay the
figures.
13. Save the updated workbook as Accounts2.
14. Close the workbook.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 7
Printing

By the end of this Section you should be able to:

Print a Worksheet and Workbook

Use Print Preview

Change the Page Setup

Add Headers and Footers

Use Print Titles

Display and Print Formulas

Print Specified Areas of a Worksheet

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 54 - Printing

Park and Read
Worksheets can be printed out to give a hard copy. It is possible to choose the
sheet, the pages printed and the number of copies.
It is customary to Print Preview the worksheet before printing, as it may not fit
on the paper, as required.

Manoeuvres
1. Open the workbook Company. This is a small worksheet and therefore
fits easily on one piece of paper.

Make sure that the appropriate printer is attached to your computer and that it
is switched on and is on-line before attempting to print.
2. Select File | Print to display the Print dialog box. The bottom part of the
dialog box controls what is printed.

3. The default settings are All for the Print range, Active sheet(s) for Print
what and 1 for the Number of copies. Click OK to print one copy of the
worksheet.
4. When the worksheet will print as required, the Print dialog box can be
bypassed by clicking on the Print button. This uses the default settings
described above and prints a single copy. Click the Print button .
5. All the worksheets in a workbook can be printed. Select File | Print and
under Print what select the Entire workbook option and click OK. The
two sheets are printed.
6. Close the workbook without saving.

It is usual to Print Preview the worksheet before printing, as it may not fit on
the paper and Page Setup many need to be used to fit the worksheet to the
paper size. These topics are covered in the following Driving Lessons.

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Driving Lesson 55 - Print Preview

Park and Read
Print Preview is used before printing to show the layout of the worksheet on
the page(s). Changing Page Setup and Printing can both be done within Print
Preview.

Manoeuvres
1. Open the workbook Exam Results and select File | Print Preview or
click the Print Preview button, .

Status Bar

2. This shows how the worksheet will be printed. The worksheet covers five
pages. Look on the Status Bar, it displays Preview: Page 1 of 5. Click on
the Next button to view the second page.
3. The Next and Previous buttons are used to view the rest of the pages of
a multi-page worksheet. This is a five page document. Return to Page 1.
4. The key presses <Page Up> and <Page Down> can also be used to view
other pages. Press <Page Down> to move to Page 3. Use <Page Up> to
return to Page 1.
The Print button within Print Preview is used when the preview is satisfactory.
5. Click the Close button to close Print Preview but leave the workbook
open for the next Driving Lesson.

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Driving Lesson 56 - Page Setup

Park and Read
Page Setup is used to change the way a worksheet is displayed on the pages.
Pages can be printed in either Portrait or Landscape view or can be scaled to
fit on a number of pages.

Manoeuvres
1. Use the workbook Exam Results.

2. To change the appearance of the worksheet before it is printed select File

| Page Setup.
3. The Page Setup dialog box has four option tabs. Click the Page tab, if
this is not selected already.

4. There are three main areas, Orientation, Scaling and Paper size. Make
sure that the Portrait option is selected and click .
5. Notice there are 5 pages.

6. Click on the Setup button to return to Page Setup.

7. Select the Landscape option.

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Driving Lesson 56 - Continued

8. Click OK to close Page Setup and return to Print Preview.

9. There are three pages, notice that Landscape is where the largest edge
of the paper is at the top. Use the Next and Previous buttons to view all
the pages.
10. Click on the Setup button to return to Page Setup.
11. Use the Fit to option in Scaling to fit the worksheet to a set number of
pages, e.g. 1 page(s) wide by 1 tall will print the worksheet on a single
page. Select to fit the worksheet onto a single page.

The Fit to option can be set to any number of required pages, e.g. 1 wide by 3
tall. The worksheet will be scaled to fit within the 3 pages. It may occupy less
pages but not more.
12. Click OK to close Page Setup and return to Print Preview. The
worksheet is placed on one page. It is a little difficult to read.
13. Click on the Setup button to return to Page Setup and select the Adjust
to option and change back to 100% by either typing in the value or using
.
14. The default Paper size is A4, but this can be changed if working with
different sized paper. Click on the drop down arrow to the right of A4.

The actual Paper size options available will depend on the model of printer in
use.
15. Examine the list and then select A5.
16. Click OK to close Page Setup and return to Print Preview. The
worksheet is now on 10 pages.
17. Click on the Setup button to return to Page Setup and change the paper
size back to A4.
18. Click OK to close Page Setup and return to Print Preview.
19. Close Print Preview.
20. Leave the workbook open.

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Driving Lesson 57 - Margins

Park and Read
Margins can be reduced or enlarged to give more or less white space around a
worksheet. Margins are normally reduced to allow more of a worksheet to fit on
each piece of paper.

Manoeuvres
1. Use the workbook Exam Results.

2. Select File | Page Setup and then select the Margins tab.

3. To change Margin settings (values are in centimetres), either type in the

values or use to increase or decrease the values within the Top,
Bottom, Left and Right boxes. The worksheet is Landscape and fits
across three pages; reduce the Left margin down to 0.4 by clicking in the
box and changing the amount.
4. Change the Right margin down to 0.4 by clicking three times on the down
spinner (the down triangle).
5. Click the Print Preview button to view the changes. There are now only
two pages. Click the Setup button.
6. Clicking in the Center on page boxes can centre the worksheet
horizontally and/or vertically. Select the option Vertically. Click OK to
return to Print Preview to view the change.
7. Close Print Preview and close Exam Results without saving.

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Driving Lesson 58 - Printing a Selection

Park and Read
It is possible to print just a part of a worksheet.

Manoeuvres
1. Open the workbook Hotel.

2. Select the range A3:E17, i.e. the first four months of receipts.

3. Select File | Print ensure Print what is set to Selection.

4. Click OK to print the selection.

The selection can be previewed but only after the Selection option has been
chosen.
5. Close the workbook without saving.

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Driving Lesson 59 - Headers and Footers

Park and Read
Headers and Footers are lines of text at the top/bottom of every printed page.
They can contain text or field codes in the three areas: Left section, Center
section and Right section.

Manoeuvres
1. Open the workbook League. This is a workbook that contains various
hockey leagues, similar to the World Cup in football.
2. Select File | Page Setup and click on the Header/Footer tab.

3. Click on the Custom Header button.

4. Place the cursor in the Center section and type the title World Hockey
League Tables. Any text can be entered by typing in any of the sections.

There are various buttons that place field codes into Headers and Footers and
these are explained when adding a Footer.
5. Click OK then OK again to complete the Header.

6. Print Preview the worksheet with the new header. View the two pages to
see the header on both pages. The title on row 1 of the worksheet is now
duplicated by the Header. On page two only the header is displayed.
When adding a title choose between using a cell on the worksheet or a
Header.
7. Close Print Preview.

8. Select File | Page Setup and click on the Header/Footer tab, if it is not
already selected.

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Driving Lesson 59 - Continued

9. Click the Custom Footer button.

Font Page No No of Pages Date Time Path Filename Sheet tab name Insert Picture Format Picture

10. Click in the Left section and then click the Date button, , this places
the field code &[Date] in the box. This code displays the current date
whenever the worksheet is printed. Add a space and then click the Time
button, to add the current time.
11. Click in the Center section and type Page (followed by a space) and click
on the Page number button, . Excel places the field code &[Page] in
the box.
12. Click in the Right section and click the Sheet tab button, , press / and
then click the File Name button, . The field codes are &[Tab] and
&[File]. This identifies the printout, it displays the sheet and book names.

13. Click on OK to close the Footer dialog box, then click on the Custom
Header button.
14. Highlight the text World Hockey League Tables in the Center section
(added in step 4). The text can be modified, click the Font button, . In
the Font dialog box, click Bold under Font Style and either type or select
16 in the Size box. The title is bigger and bold. Click OK three times.
15. Print Preview the worksheet to see the new Header and Footer. Click on
the footer area to zoom in to that part of the page. Click again to zoom
out. Check each part of the Footer. Check both pages.
16. Click the Setup button. The worksheet has two pages in Landscape
view. Click on the Page tab and change to Portrait. Click OK to return to
Print Preview. The worksheet should only be one page. Close Print
Preview.
17. Save the workbook as League2 and close it.

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Driving Lesson 60 - Print Titles

Park and Read
Rows and columns of the worksheet (usually containing labels) may be
specified as titles, and these will be printed on each printed page.

Manoeuvres
1. Open the workbook Survey.

2. Select File | Page Setup and click the Sheet tab.

3. Click in the Rows to repeat at top box, click the Collapse button, and
select rows 1 to 5 (the dialog box may have to be moved to do this). Click
to expand the dialog box and then select OK.
4. Print Preview the worksheet. Use the Next and Previous buttons to see
the other pages. Notice that the first five rows of the worksheet are
repeated on every page.
Columns to repeat at left can be set for worksheets that are short and wide.
Both rows and columns cannot be set as Print titles at the same time.
5. Close Print Preview and close the workbook without saving.
Print titles cannot be set using Setup from within Print Preview.

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Driving Lesson 61 - Print Options

Park and Read
The Print dialog box includes options that control what and how information is
printed. Print Preview is used to check that the layout is correct prior to
printing.

Manoeuvres
1. Open the workbook League2.

2. Select File | Print to display the Print dialog box.

3. From the Print what options choose either to print a Selection (a

highlighted range on worksheet), Active sheet(s) (the current worksheet)
or Entire workbook (all the sheets in the workbook). Make sure Active
sheet(s) is selected.
4. The Number of copies is set at 1. This option is changed when more
copies are required. Change Number of copies to 2.
This worksheet fits on one page. Selected pages of larger worksheets are
printed using the From, To Page(s) option under Print range. For a single
page use the same number, e.g. From 1 To 1.
5. To print two copies of the active worksheet click OK.

6. Close the workbook League2 without saving.

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Driving Lesson 62 - Displaying & Printing

Formulas
Park and Read
Formulas can be displayed on screen instead of the results and then printed.
This is useful when checking whether formulas are correct.

Manoeuvres
1. Open the workbook Formulas, which contains some simple calculations.

2. Enter 6 in cell B4. Is the answer correct in B6? Click on cell B6. Check the
Formula Bar for the formula.
3. To display all the formulas on a worksheet to check them, select Tools |
Options, make sure that the View tab is selected and check the
Formulas box under Window options.

Formulas
checked

4. Click OK to close Options and return to the worksheet. The formulas are
displayed (the columns are widened to display more text). If the Formula
Auditing toolbar appears, close it.
5. There is a problem with cell D6, it contains the number 10. Enter the
formula to multiply the two numbers =D4*D5.
6. To turn the Formula display on and off using the menus is time
consuming. A key press, <Ctrl `>, can be used. This is Ctrl and the key to
the left of the 1 key and under the Escape <Esc> key. Press <Ctrl `>.
The formulas are no longer displayed.
7. Press <Ctrl `> to display the formulas.
8. If this worksheet was printed, it would be difficult to check if the rows and
columns were correct. To help with checking, the headings and the
gridlines can also be printed. Select File | Page Setup and choose the
Sheet tab. Check Row and column headings and Gridlines.
9. Click the Print Preview button to see the formulas and the headings with
the gridlines displayed.
10. Click the Print button, then click OK to print a copy of the worksheet.
11. Close the workbook without saving.

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Driving Lesson 63 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Oscar.

2. Print Preview the worksheet.

3. Add the header Oscar Winners and insert page numbering in the footer.

4. Change the page orientation to Landscape.

5. Change the top and bottom, margins to 2.0.

6. Change the left and right margins to 0.4.

7. Select and print the last 10 Oscar winning films.

8. Change the Page Setup options to print the titles.

9. Print a copy of the worksheet.

10. Close the workbook without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 64 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Hotel.

2. Alter the page setup for printing to the following:

Header - Change to Company Finances (centred)
Footer - Remove the word Page to leave just the page number
Margins - Top and Bottom 2cm and Left and Right 1cm
3. Print Preview the worksheet.

4. Print out Page 2 only.

5. Print out the range A1:E17.

6. Close the workbook without saving.

7. Open the workbook Company. This is a small workbook containing two

worksheets, Actual and Forecast as printed earlier.
8. The worksheets are very similar and it is difficult to identify which is which
from the printed copies. Add a centred sheet tab code to each of the
worksheets in the footer.
9. Print a copy of the entire workbook.
10. Close the Company workbook without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 8
Formatting

By the end of this Section you should be able to:

Format Numbers, Dates & Percentages

Change Cell Alignment and Rotate Text

Add Borders and Colour

Change Row Height and Column Width

Insert and Delete Rows and Columns

Use Freeze & Zoom

Use the Format Painter

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 65 - Formatting

Park and Read
To Format is to change the way cells look in order to improve the overall
appearance of a worksheet. The Format Menu is used to achieve the full range
of formatting. However, the Formatting Toolbar provides buttons to format
more quickly.
Formatting can change the style, size, colour, alignment and number format of
text and numbers, the border style, colour and pattern of cells.

Manoeuvres
1. Open the workbook Climate.

2. Select Format | Cells. The cells to be formatted (normally a range) must

be selected before using this command.

3. The Format Cells dialog box is displayed. This is a six tabbed dialog box.

4. The Number tab is the first, if this is not displayed, click Number. This tab
controls the way numbers are shown, including dates and times.
5. Click Alignment, this positions information in cells. Click Font, this
changes the text style, size and other text features.
6. Click Border, this controls lines around cells. Click Patterns, this controls
background cell colour. Click Protection, this is part of a system to stop
information being lost.
7. Click Cancel to close the Format Cells dialog box.

8. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 66 - Bold, Underline & Italic

Park and Read
The easiest way to make a cell stand out is to use Bold. This works well with
titles.
Underline is a line under the cell contents (not a cell border).
Italic gives you leaning text, similar to handwriting.

Manoeuvres
1. Use the workbook Climate.

2. Select the cells B2:K2.

3. To make this range of cells Bold, click the Bold button, , on the
Formatting Toolbar.

The button is displayed with a blue border when the feature is active. This
applies to all formatting buttons.

4. Select the cells A2:A18 and click once on the following buttons, Italic,
and Underline, .
5. Click anywhere on the worksheet to remove the highlighted selection and
see the results. The underlining of a column of labels is not very effective.

6. Select cells A2:A18 again and click the Underline button again to turn
off the underlining. Click anywhere on the worksheet to remove the
highlighted section.
7. There are quick key presses for bold, italic and underline. Click on cell A2.
Press <Ctrl B> to add Bold, and to add Underline, press <Ctrl U>. The
key press for Italic is <Ctrl I>, this cell already has Italic added.
8. The same keys turn off the formatting. Press <Ctrl I> and <Ctrl U> to turn
off italic and underline for cell A2.

The Font tab within the Format | Cells command could have been used to
apply this formatting but the buttons and key presses are quicker.
9. To double underline the contents of cell A2, select Format | Cells and
click the Font tab. Click the drop down arrow of the Underline box and
select Double. Click OK to apply the formatting.
10. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 67 - Fonts & Font Size

Park and Read
A Font is a type or style of print. Examples of fonts are Arial, Times New
Roman, Modern, Script, etc. The default font and font size is Arial 10. Font
Size is measured in points, more points means a larger size.

Manoeuvres
1. Using the workbook Climate, highlight the cells B2:K2, select Format |
Cells and the Font tab.
2. Choose any Font from the Font box and view the results in the Preview
box. Repeat to view other Fonts.
3. Select Times New Roman and click OK to add the formatting.

4. Select cell A2, the title. To change the font, a selection can be made using
the drop down list (the down triangle) on the Formatting toolbar,
. This is quicker when applying a different font. Change
the font to Algerian (if not available, any other font).
5. To make the titles bigger you can change the Font Size. With cell A2 still
selected, change the size by clicking on the drop down Font Size box,
, on the Formatting Toolbar.
6. Select 14. Clicking on the 10 and typing 14 also works. This is especially
useful when a size is not displayed in the list.
If row height has not been manually changed then an increase in font size
automatically increases row height to display the text correctly.
7. Select cells B2:K2. To change the font size select Format | Cells, the
Font tab and from the Size box try a variety of different font sizes and
view the results in the Preview box. Change the Size to 11 and click OK.
8. The formatting on any cell can be copied to other cell(s) using the Format
Painter. Click on cell B2, click the Format Painter button, and then
click and drag the range B3:K4. On release of the mouse button the
formats from cell B2 are painted to the range B3:K4.
9. Check that the cells in the range B3:K4 are Times New Roman font, size
11pt and bold (the labels are not fully displayed).
To use the Format Painter repeatedly, double click when selecting it and when
finished painting the format, press <Esc> to turn it off.
10. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 68 - Format Number

Park and Read
Numbers can be displayed in various styles, with decimal places, including a £
sign, % signs, etc.

Manoeuvres
1. Use the workbook Climate.

2. Select the range B5:K16.

3. Select Format | Cells. With the Number tab selected, click on each of the
categories, to see the type of formatting available in each.
4. Select Number from the Category list.

5. Check that the number of Decimal places is set as 2.

In the section Negative numbers there are options to display any negative
values in red, with or without a minus sign.
6. Click OK to apply the chosen formats. All the numbers in the range are
now formatted to two decimal places.

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Driving Lesson 68 - Continued

7. There are also buttons on the toolbar to Increase Decimal places and
Decrease Decimal places, by one place for each click. With the cells
B5:K16 still selected, click the Decrease Decimal button, . The
numbers are displayed with one decimal place.
After applying number formats, cells may display #######. This means that
the number is too big for the cell. The data is not lost but the column must be
widened. This is covered in Driving Lesson 71.
8. Close the workbook without saving.
9. Open the workbook Budget. This workbook contains cells with large
numbers and currency values.
10. Highlight the range B7:N7. To format this range as numbers with comma
separators, select Format | Cells and from the Number tab, click
Number in the Category list. Change the Decimal places to 0 and check
Use 1000 Separator (,). Click OK.
11. The tax rates are shown as decimals and would be better shown as
percentages. Highlight the range B12:M12, select Format | Cells and
from the Number tab, click Percentage in the Category list. Change the
Decimal places to 0 and click OK.
12. The total rows are to be formatted as currency. Highlight the range B4:N4,
and while holding down the <Ctrl> key, select the ranges B10:N10 and
B14:N14. The three separate ranges are now highlighted. Select Format |
Cells and click Currency in the Category list. Change the Decimal
places to 0, add the £ sign from the Symbol drop down list and under
Negative numbers select to display negative numbers in red.

13. Click OK.

14. Format the ranges B2:N2, B11:N11 and B13:N13 as numbers, with no
decimal places but with comma separators.
15. Print a Landscape copy of the worksheet, on a single sheet of A4 paper.
16. Save the workbook as Budget2 and close it.

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Driving Lesson 69 - Dates

Park and Read
Date and Time are stored as numbers. The Date is a number representing the
number of days since 1 January 1900. The Time is a decimal, as part of a day.
Both the Date and Time can be displayed in various formats including numbers
and text.

Manoeuvres
1. Start a new workbook.

2. In cell B2 enter your birthday, in the form of 24/2/88. Press <Enter>.

3. Make B2 the active cell.

4. Select Format | Cells, choose the Number tab.

5. Select Date from the Category section and select each format from within
Type. A preview is available in the Sample box.

6. Scroll down the list and select 14 March 2001 format. Click OK.

7. Click in cell B4 and enter today’s date by pressing <Ctrl ;>. This is the
quick key press for the current date, it is entered as text. Press <Enter> to
complete the entry.
8. Repeat the above steps to display today’s date in a different format.

9. Click in cell B6 and enter the current time by pressing <Ctrl Shift ;> Press
<Enter>.
10. Click in cell B6.
11. To change the format of the time select Format | Cells, the Number tab
is selected. The Category has Custom selected with the Type as
hh:mm.
12. From Category box select Time, then select any format and click OK.
13. Close the workbook without saving.

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Driving Lesson 70 - Alignment

Park and Read
Alignment is the positioning of text in a cell relative to its edges. By default
Labels (text) are aligned to the left and Numbers to the right.

Manoeuvres
1. Open the workbook House.

2. Select the range B3:N3. To align these titles differently there are 3
buttons on the toolbar: Align Left , Center and Align Right .

3. Click the Center button, , the labels are centred. Click the Align Right
button, , the labels are moved to the right.
4. For more alignment options the Format | Cells command is used. Click
on cell A1 and select Format | Cells and the Alignment tab.

5. The buttons used above in step 2 are the Horizontal options. The options
in Vertical allow positions Top, Center, Bottom, Justify and
Distributed. From the drop down list in the Vertical box, select Center.
6. Click OK to apply the formatting. The text is in the centre of the cell,
vertically.

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Driving Lesson 70 - Continued

7. The title is in cell A1. To centre it across the width of the worksheet,
highlight the range A1:N1 and click the Merge and Center button, , on
the Formatting toolbar. The cells are merged, with the title in the centre.

Alternatively, highlight the range and select Format | Cells, Alignment tab and
check Merge cells under Text control. This command is used to remove the
merging that has been applied.
8. Rename the sheet as House Finance.

9. Insert a new worksheet.

10. On the new Sheet1, create the following (note that the text Telephone
Extension is all entered in cell B3, it flows into C3):

11. When the label across the top of a column is too long for the information
below, the text can be wrapped within the cell. Click on cell B3 and select
Format | Cells, Alignment tab and check Wrap text.
12. Click OK. The text in B3 is wrapped within the cell and row height is
increased automatically. Column C can now be used normally.

The row height is only adjusted automatically if it has not been adjusted
manually. Row height and column width are covered in the next lessons.
13. Save the workbook as House2 and then close it.

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Driving Lesson 71 - Changing Column Width

Park and Read
Column Width is the distance across a column. It is measured in units. The
size is 8.43 units - do not worry, as column widths are changed by dragging - if
it looks right, then it is right.

Manoeuvres
1. Open the workbook Growth. Enter your full name in A1 and your age in
B1.
2. Your name has probably been chopped off because it extends beyond the
cell boundary. Your age is in cell B1. Column A needs to be widened.
3. Position the cursor in the Column Border, at the join between two
columns, A and B. The mouse pointer changes to .
Click and drag to
change the width of
column A

4. Clicking and dragging to the left or right alters the width of the column to
the left of the pointer (take care when dragging left, as a width of 0 results
in the column being hidden). As the pointer moves, the current column
width measurement is displayed next to the cursor, in units and pixels.
Drag to the right to widen column A until your name is displayed fully.
5. Click the Undo button. To widen a column to fit to the largest entry, place
the cursor between A and B in the column heading as before and double
click. The column on the left is automatically adjusted to the widest entry
in that column.
6. The longest cell is POPULATION GROWTH (Millions), cell A3. Reduce
the size of column A so that it only fits the width of your name.
7. More than one column can be adjusted at the same time. To adjust
several columns, click and drag across the letters in the Column Border.
Click on C and drag across to D to select two columns. Adjust either C or
D to a width of 12 units.
8. Leave the workbook open for the next Driving Lesson.

There is also a menu option to change Column Width, which is Format |

Column | Width. A number is then entered into the dialog box. Click OK to
adjust the width.

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Driving Lesson 72 - Changing Row Height

Park and Read
Row Heights are increased to create more space between rows of data,
making it easier to read the worksheet, or decreased to fit more data on a
page.
Row heights are changed in exactly the same way as changing column widths,
except the adjust cursor is between two rows and the adjustment changes the
row above.

Manoeuvres
1. Using the workbook Growth, point in the Row Border, at the division
between rows 4 and 5. The mouse pointer changes to .
2. The height of each row is 12.75 units. Clicking and dragging up or down
now alters the height of the row above (take care when dragging up as a
row can be hidden - 0 height). Carefully drag down to make the height of
row 4 about 20.
3. Select the rows 5 to 12 by dragging in the Row Border. Adjust any row by
dragging the adjust cursor down to 18.
4. Double clicking the adjust cursor between the rows will automatically
adjust the row above to the highest entry on that row. Click on any cell to
deselect the rows.
5. Place the cursor between the 6 and 7 in the row border, to display the
adjust cursor.

6. Double clicking the adjust cursor between the rows automatically adjusts
the row above to the highest entry on that row. Double click and the row
height is adjusted to the height of the text on row 6.
Double clicking, with the cursor at the division between the rows, is used after
increasing the font size.
7. Click the Undo button to return row 6 to its previous height.

8. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 73 - Inserting Rows and

Columns
Park and Read
Rows and columns can be inserted into a worksheet between existing rows and
columns when items have been forgotten or new data is to be added.
A problem arises if a worksheet is fully developed with formulas in place. Rows
or columns inserted at either end of a range, i.e. the first item or last items, will
mean an adjustment of all the formulas. Check all formulas after inserting
rows or columns.

Manoeuvres
1. Using the workbook Growth, to insert a column between 1975 and 1990
(columns C and D), click on any cell in column D. Select Insert and then
Columns. A new column is inserted to the left of column D.

New columns are inserted to the left of and new rows are inserted above, the
active cell.
2. Click Undo to reverse the action and use another method. Right click on
the column border D and select Insert. A column is inserted.
3. Click Undo to reverse the action. Right click on any cell in column D.
Select Insert and because the column was not selected Excel displays
the Insert dialog box.

4. Select the Entire column option and click OK. Rows are inserted in the
same way.
5. Multiple rows and columns can be inserted by selecting the required rows
or columns first. To insert 2 rows, click and drag the row numbers 4 and 5
and select Insert and then Rows. Two new rows are inserted as 4 and 5
above the selected rows.
6. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 74 - Deleting Rows and

Columns
Park and Read
Unwanted extra rows or columns can be deleted.

Manoeuvres
1. Use the workbook Growth.

2. Column B is blank, except for your age and can be removed. Select
column B by clicking in the column border.
3. Select Edit | Delete. Column B is now deleted and replaced by others
moving across to the left.
4. To delete rows 4 and 5, select the two rows, right click and select Delete.
Rows 4 and 5 are deleted and the other rows move up to fill the space.
5. To remove row 2 by another method, place the cursor in any cell on the
row and either select Edit | Delete or right click and select Delete.

6. Select the required option in the Delete dialog box, in this case, Entire
row. Click on OK to delete the row.
7. Close the workbook without saving.

The results in cell formulas may be altered by deleting parts of the worksheet,
resulting in errors, indicated by #REF in the cells.

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Driving Lesson 75 - Adding Borders

Park and Read
Borders are lines around the edges of cells. Border options are available to
change the line style, colour and placement of border lines.

Manoeuvres
1. Open the workbook Rainfall. One line has already been added under row
1. This line needs to be thicker.

2. Click cell A1 and click the down arrow next to the Borders button, ,
on the Formatting Toolbar to display the drop down list.

3. There are 12 options available. Select the Thick Bottom Border (second
line, second button). A thick lines is added under the selected cell.
4. The last chosen option is displayed for future use on the Borders button.
Highlight the range B1:E1 and click the Borders button to apply the last
chosen option, i.e. a thick line.
5. More options are available using the Format menu. Highlight the range
A1:E13, select Format | Cells and choose the Border tab.

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Driving Lesson 75 - Continued

6. The grey line across the preview shows that there is a line in the selected
range, but not on every cell.
7. Click twice on the centre line of the preview to remove it. If you have a
problem click the None button in the Presets.
8. Lines are added to the range of selected cells by clicking the Presets, the
Border buttons or the Preview diagram. To add a double line around the
outside of the selected cells, click the last option under Style, the double
line and then click the Outline button under Presets.
9. To add gridline strength lines to the inside of the selected area, click the
dotted line style option within the Line Style box and then click Inside.
The Preview should look like below.

10. Click OK to add the lines.

11. When adding your own lines the gridlines on the worksheet can normally
be turned off. Select Tools | Options, View tab and uncheck Gridlines
under Window options. Click OK to return to the worksheet.
12. Add a thin line to all the cells in the range A1:E1 (All Borders) using the
Border button.

The Format Painter, can be used for copying borders as well as text,
alignment and colour to other cells.
13. Print a copy of the worksheet.
14. Close the workbook without saving.

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Driving Lesson 76 - Adding Colour

Park and Read
Changing the colour of the text is similar to adding bold or italic - it highlights
the text and it looks better. Excel calls text colour, Font Color.

Manoeuvres
1. Open the workbook Format.
2. On the Format sheet, select the range A2:A16. Click the Font Color
button, . Click away from the range to see that it has changed to the
colour shown on the Font Color button (Red is the default).
3. Select the same range, A2:A16 and click the drop
down arrow, , next to the button to display the
colour box.
4. Select any Blue colour. Selecting a colour
automatically closes the drop down box and adds
that colour to the text in the selected range.

The Font Color can also be changed using Format |

Cells, Font tab, Color box, but it takes longer.
5. Highlight the range B1:N1 and change the text to any colour other than
red, blue or black.

The last colour used will be displayed on the button as the colour for the rest of
the current working session. Red is displayed as the text colour if the program
is restarted.
6. As well as changing the colour of the text the cell background can be
coloured. Highlight the range A16:N16 and click the drop down arrow on
the Fill Color button, . Click on Light Yellow to add the background
colour.
7. Fill cell A1 with a pale green. To copy the formatting from this cell, click
Format Painter, .
8. Click on cell A16 and notice how the format changes.

9. To fill the range B1:N1 with pale yellow, select B16:N16, then click
and click and drag over B1:N1.
10. Only if a colour printer is attached, print a copy of the worksheet.
11. Close the workbook without saving.

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Driving Lesson 77 - Rotate Text

Park and Read
Text can be displayed vertically or at any angle within a cell.

Manoeuvres
1. Start a new workbook.

2. In cell A2 enter Candidate and your full name into cell B2.

3. Click on cell B2 and select Format | Cells, Alignment tab.

4. Text is rotated using the Orientation section. Click on the vertical box
with Text written in it. Click OK. Your name is vertical and the row is
increased in height automatically to hold the text.

If the height of the row had been changed manually previously, then the row
height will not change automatically. Adjust the row height manually.
5. Click the Undo button, , to return the text to normal.

6. Display the Format Cells dialog box again and use the Rotation box on
the right to drag the red diamond up to 45 degrees. Click OK.
7. Repeat the last step but drag up to 90 degrees. Click OK. Double click the
column heading border between B and C to reduce the width of column to
fit the entry. This could be used to create a candidate register or for a form
to log assignment results.
8. Print a copy of the worksheet.

9. Close the workbook without saving.

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Driving Lesson 78 - Freezing Panes

Park and Read
Freeze Panes is used to keep some rows and/or columns on the screen all the
time. This is generally used for labels, while scrolling through a large
worksheet. Placement of the active cell is important before freezing as all rows
above and all columns to the left are frozen.

Manoeuvres
1. Open the workbook Accounts. This shows the cash flow of a small hotel.

2. Before freezing the panes, one question: how much did the hotel pay in
October for Wages/Nat. Ins. (National Insurance)?
3. Scrolling to the right loses columns at the left and, scrolling down, rows
from the top. These important rows/columns on the screen can be frozen.
Press <Ctrl Home> to return to cell A1, then click in cell B4 (the first cell
containing data).
4. Select Window | Freeze Panes. This freezes column A and rows 1 to 3.
Find October’s Wages/Nat Ins, by scrolling down and across.

If panes are frozen when a worksheet is saved, they will be still be frozen when
the workbook is re-opened.
5. When removing the frozen panes, the placing of the active cell is not
important. Select the command Window | Unfreeze Panes.
6. Click on cell A4 and select Window | Freeze Panes. This freezes rows 1,
2 and 3 only. Scroll around the worksheet to see the effect.
7. Select Window | Unfreeze Panes to remove the frozen panes.

8. Click on cell B1 and select Window | Freeze Panes. This freezes column
A only. Scroll around the worksheet to see the effect.
9. Select Window | Unfreeze Panes to remove the frozen panes.

10. Close the workbook without saving.

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Driving Lesson 79 - Zoom

Park and Read
Zoom is used to control the magnification of the worksheet window to see more
by making the worksheet smaller, or to see less by making it bigger. The Zoom
percentage is saved with the worksheet. Zoom is purely visual and does not
affect the printing of the worksheet.

This Driving Lesson is affected by the screen resolution. This was prepared on
a screen with a 800x600 resolution. More or less of the worksheet may be
seen.

Manoeuvres
1. Open the workbook Shop. This is a worksheet to show the profitability of
a small market stall, selling one item.

2. The Zoom box, is on the Standard Toolbar. This

contains a drop down list of several options. Click on the down
arrow, next to 100% and select 75%. The worksheet window is
resized to 75%.
3. Select each size in turn, except Selection to see the effect. Set
the Zoom percentage to 100%.
4. Before the Selection option is used, a range to which the zoom is to be
applied must be selected. Highlight the range A1:N1 (the whole width of
the worksheet) and select the Selection option within Zoom.
5. The Zoom box can also be set to any percentage by typing directly into
the box. Click on the percentage and type 120, press <Enter>.
6. The same effects can be achieved by using Zoom on the View Menu.
Select View | Zoom. This displays the Zoom dialog box. Choose 75%
and click OK.

7. Close the workbook without saving.

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Driving Lesson 80 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Balance Sheet and Print Preview it.

2. Add Freeze Panes to keep Row 1 and Columns A & B on the screen
permanently.
3. Scroll to see the effect of the freeze.

4. What was the shareholders equity for Aug?

5. Remove the Freeze.

6. Using the zoom control display the information to fit within the screen.

7. Change the Zoom back to 100%.

8. Which year has been the most profitable?

9. Change the orientation of the page to Landscape and Preview the

worksheet.
10. Change the print options to fit the worksheet to one piece of paper.
11. Preview the worksheet.
12. Print one copy of Balance Sheet 1999.
13. Close the workbook without saving the changes.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 81 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Register.

2. Select the title IT Evening Class and change the font size of the title to
14pt and embolden.
3. Format the titles Surname, Firstname and Contact Tel as step 2.

4. Change the width of columns A to C to 16.00 units (117 pixels).

5. Merge and Centre the title within cells A1:C1 then left align.

6. Use the fill handle to fill in the date to WK20.

7. Centre align all the dates and change the text orientation to 90°.

8. AutoFit columns D to W.

9. Select the range A1:W26 and add an double line outer border and a
single line inner border.
10. Insert information into the register where 1 represents attendance and 0
represents absence, using column D as an example.
11. Save the workbook as New Register then close it.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 82 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Apples.

2. Change the contents of cell A1 to font size 16pt.

3. Right align the labels at the top of the columns, including Total, i.e. the
range B3:E3.
4. Change the Zoom percentage to 125.

5. Change the display format for the numbers in the range B8:E11 to
currency with no decimal places, with negative numbers shown in red.
6. Change the width of Column A to 12.00 units

7. Widen columns B to E to 10.00 units.

8. Increase the row height of Row 3 to 19.50 units.

9. Increase to height of rows 4 to 11 to 15.00 units.

10. Change the vertical alignment of the range A3:E3 to Center.

11. Insert a new column D to add Grapes to the worksheet. Add the title,
Grapes. The numbers sold are 0, 1 and 5.
12. Complete the formula to total the new column in D7.
13. Grapes are bought at £8 and sold at £15. Add this data and the
appropriate formulas to cell D9 and D11.
14. Add lines to the inside of the range A3:F11 and a double line to the
outside and remove the gridlines from the screen.
15. Change the colour of the labels to Blue and the background colour (Fill
Color button) to the range A3:F11 to Light Yellow.
16. Print a copy of the worksheet.
17. Save the workbook as Apples2 and close it.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent

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move on to the next Section.

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Section 9
Functions &
Addressing

By the end of this Section you should be able to:

Use Paste Function

Use the Functions Sum, Count & Average

Use the Functions Max, Min and IF

Use Relative, Absolute and Mixed Addressing

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 83 - Functions

Park and Read
Functions are specialised formulas that make a calculation easier. Just as
Sum totals a range of cells, other functions such as Average, Min, Max and
Count can be used to simplify calculations.
Functions can be typed directly into a cell, e.g. =SUM(A1:B6) or Insert
Function can be used to insert the formula structure e.g. =SUM(), prior to
selecting a range of cells to complete the formula.

Manoeuvres
1. On a new worksheet, enter a column of 10 numbers, starting in B3.

2. Add the numbers by typing =Sum(B3:B12) in cell B13.

3. Enter numbers into the cells D2, D3, D4 and D5. Click on cell D7.
4. Click the Insert Function button, , on the Formula Bar to display the
Insert Function dialog box.
If the Office Assistant is displayed, click No, don’t provide help now.
5. Click on each Category in the drop down list to see all available functions.

6. Click on the category Math & Trig and from Select a function select
Sum. An explanation of the function is given.
7. Click on the OK button and a prompt for a range to be summed appears
(it may already contain a guess as to the range required). If this box hides
the required range, drag it to the right of the screen. Click and drag to
select the range D2:D5.
8. Click on OK. The function is entered into the worksheet and the result is
displayed.
9. Close the worksheet without saving.

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Driving Lesson 84 - Count & Average

Park and Read
The function Count counts the cells that contain numbers in a range. Average
adds a list of numbers and divides by the number of numbers.

Manoeuvres
1. Open the workbook Marks. This shows the exam results for one pupil,
Gerrupta Singh. The task is to add the calculations in the form of
functions to be able to rate the candidate's performance.
2. Click on cell E7 and click the Insert Function button, .

3. Click on Statistical in the Select a category list and then select COUNT
in the Select a function list.
4. Click OK to display the Function Arguments box. Move the dialog box to
the right, if necessary.
5. Select the range B4:B21 (the cells that might contain numbers).

Even though the number of subjects is required the number of marks must be
counted. Count only works on cells that contain numbers.
6. Click OK to complete the function.

7. Gerrupta failed to turn up for the German exam. Enter 0 in cell B8. The
number of subjects now shows one more as Zero counts as a number.
8. Click in cell E8. Click the Insert Function button, .

9. Click on Statistical in the Function category list and select AVERAGE in

the Select a Function list.
10. Click OK to display the AVERAGE box. Drag it to the right of the screen,
away from the marks.
11. Select the range B4:B21 (the cells that might contain numbers, the box
collapses and on release of the mouse expands again).
12. Click OK to complete the function.
13. The 0 for German is reducing the average. It is decided that Gerrupta
should not have been registered for German, delete the zero in cell B8.
Note the increase in Average mark.
14. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 85 - Maximum and Minimum

Park and Read
MAX the function for maximum, finds and displays the largest number in the
selected range.
MIN the function for minimum, finds and displays the smallest number in the
selected range.

Manoeuvres
1. The workbook Marks should still be open. If not, open it.

2. Enter the text Highest Mark in cell D9 and Lowest Mark in cell D10.

3. Click in cell E9. Click the Insert Function button, .

4. Click on Statistical in the Function category list and select MAX in the
Select a Function list.
5. Click OK to display the MAX box.

6. Click the Collapse button, , at the right side of the Number1 box.

7. Select the same range as before B4:B21.

8. Click the Expand button, , in the box and click OK to complete the
function. The highest mark is 95.
9. In cell E10 enter the MIN function using the same range to display the
lowest mark.
10. To test the four functions created, change the marks in B17 to 50 and B6
to 83 and note the changes in the function values.
11. Save the workbook as Marks2 and then close it.

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Driving Lesson 86 - IF
Park and Read
The logical function IF compares the contents of a cell and, if a logical test is
met, performs one action; if not, it performs another.
=IF(Logical_test,Value_if_true,Value_if_false)
For instance, if the value in cell A1 is greater than 10 then multiply it by 3, if not,
multiply it by 2. This is expressed as: =IF(A1>10,A1*3,A1*2)
The IF function is sometimes described as IF THEN ELSE. IF the condition is
true THEN do this ELSE do that. The parts are separated by commas.

Manoeuvres
1. On a blank worksheet, enter the labels Interest Calculation in B1,
Balance in cell B3 and Interest in cell B4.
2. Enter 200 in C3 for your bank balance.

3. The interest on your money depends on whether the balance is over or

under £100. Click in cell C4, click the Insert Function button, . Select
IF from the Logical category.
4. Click OK and enter the following parts of the test with a mixture of pointing
at cell references and typing.

5. Click OK to complete the function. The function looks at the value of cell
C3 and if it is less than 100, calculates the interest at 6% of the value,
otherwise it calculates it at 8%.
6. The result of the function, the interest, depends on the balance. Move to
C3 and enter 1000. The interest is £80, the higher rate (8%). Enter 50 and
the interest is £3 (6%). Experiment, change the balance and see the
interest change. The IF function is very powerful.

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7. Close the workbook without saving.

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Driving Lesson 87 - Relative Addressing

Park and Read
As a formula is copied to a new location, by default the cell references in the
formula change automatically. The new calculation is performed on cells in the
same positions relative to the original formula, e.g. references to B2+B3
become C2+C3 then D2+D3, as the formula is copied to the right from column
to column. This is Relative Addressing.

Manoeuvres
1. Start a new workbook.

2. In B2 enter 7 and B3 enter 8.

3. Select cell B4 and click the AutoSum button, , to add the contents of
the two cells above. Press <Enter> to accept the range and perform the
calculation. The answer should be 15 and the formula =SUM(B2:B3).
4. Use the Fill Handle to copy this formula across to cell C4. The displayed
answer is 0 because the two cells above are empty. Click on cell C4 to
display the formula, it is =SUM(C2:C3). It sums the two cells directly
above.
5. Enter 3 in cell C2 and 5 in cell C3. The answer in cell C4 is 8.

6. Copy cell B4 to cell E8. What is the formula in cell E8?

7. Enter any two numbers in the cells E6 and E7 to test the formula.

8. Close the workbook without saving.

9. Open the workbook Accounts. This is basic cash flow (the flow of money
in and out) for a small hotel.
10. Click on cell B14. This sums the cash coming into the hotel for January
(Turnover).
11. Use any method to copy this formula to the range C14:N14.
12. Click on cell E14 (the turnover for April). It sums the same range of rows
as in cell B14, except using the cells in column E.
13. Close the workbook without saving.

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Driving Lesson 88 - Absolute Addressing

Park and Read
Absolute addressing is used when the same cell is to be used even when
copying formulas. When formulas use the same cell, it is easy to make changes
to all the formulas.
The Absolute reference key is the $ sign. D7 is a Relative address that will
change if the formula is copied and $D$7 is an Absolute address that will stay
the same. The dollars fix the cell so that it copies without changing.

Manoeuvres
1. Open the workbook World Population. This workbook contains
information on the world’s population.
2. The population of Europe in 1975 was 424 million. The world population
was 1953 million. Click on cell C8, Europe’s population as a percentage of
the world. Note the formula =B8/$B$11. The cell B11 has been made
Absolute and does not change in the formulas in column C.
3. Close the workbook without saving.

4. Open the workbook Absolute.

5. The average mark is calculated in cell B23 as 63. Click in cell B23 and
view the formula (the Average function).
6. To compare each mark with the average, click in cell C4 and enter the
formula =B4-B23 using any method. The answer is 2 (65 is 2 marks
above the average of 63).
7. If the formula is left as Relative, the other cells will not work. Copy the
formula in cell C4 to cell C5. The formula is =B5-B24 the cells have
moved down one row. B24 is empty, therefore the answer is 55.
8. Delete the contents of cell C5. Click in cell C4. The cell reference B23
needs to be fixed, i.e. made Absolute. Change B23 in the Formula Bar
to $B$23.
9. Use the Fill Handle or any other method to copy cell C4 down the range
C5:C21. The average mark 63 is used in all the formulas in column C.
10. Change the English Literature mark to 72.

All the cells in the range C4:C21 have changed because B23 has changed.
11. Close the workbook without saving.

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Driving Lesson 89 - Mixed Addressing

Park and Read
Mixed Referencing is a cross between Absolute and Relative. One part of
the reference is fixed with a $ symbol and the other part is not, e.g. $A15
(column A fixed) or A$15 (row 15 fixed).

Manoeuvres
1. Start a new workbook.

2. Create the following spreadsheet.

3. In cell B3 enter the formula =A3*B2, to calculate 10% of 5.

4. Use the Fill Handle to drag the formula across to F3.

5. With the range still highlighted, drag the Fill Handle down to row 7 to fill
the rest of the range.

6. Double click on cell D5 to check the formula and which cells it uses. The
formula is =C5*D4 because of Relative Addressing.
7. The formula should be =A5*D2. Highlight and delete the range B3:F7.

8. Try and use Absolute Referencing to overcome this problem. In cell B3

type the formula =$A$3*$B$2.
9. Drag this formula across to column F and then down to row 7.

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Driving Lesson 89 - Continued

10. Double click on cell D5 to check the formulas and which cells it uses. The
formula is =$A$3*$B$2, so all of the formulas are now the same, which is
not correct.

11. Mixed Referencing can be used to fix the column as A and row as 2,
allowing the other reference to change, to calculate the formulas.
12. Highlight, then delete the range B3:F7 again and move back to cell B3.
13. Type the formula =$A3*B$2. The first value will always come from column
A (Absolute) but its row will be the same as the row of the formula
(Relative). The second value will always come from row 2 (Absolute) but
its column will be the same as the column of the formula (Relative). The
absolute parts of the reference are defined by the position of the dollar
signs.
14. Drag this new formula across to F3 and then down to row 7.

15. Double click in cell D5 and check that the formula is =$A5*D$2.

16. This worksheet is now correct. Save the workbook as Mixed.

17. Close the workbook.

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Driving Lesson 90 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Start a new workbook and create the worksheet below.

2. The reason for using column D for the numbers is that the text is too long
for column B. It spilled over into column C. Widen column B to hold all the
text.
3. Delete column C.

4. Calculate the Profit in C6 (remember brackets).

5. Change the Number Sold to 534, the Buying Price to 2.56 and the
Selling Price to 3.99.
6. Format cell C6 to display currency with two decimal places.

7. How much is the Profit?

8. Close the workbook without saving.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 91 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What name is given to cell references in a formula which change when

the formula is copied to a new location?
2. What symbol is used to show that references are Absolute?

3. If a formula in a cell is =C2+$E$5 what would the formula be if this was

copied a) down one cell? b) to the right one cell?
4. If you copied the formula =B3+D4 in C6 to cell F8, what would the formula
be in cell F8? You can create this on a worksheet if it helps.
5. When would you use Absolute Addressing?

6. Close any open workbooks without saving.

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 92 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. The following data represents sales figures for a group of salespersons.

Construct the spreadsheet and add the data at the positions shown.

2. Enter the functions for Total and Average Sales in B12 and B13.

3. The number of salespersons is calculated using the COUNT function

(Remember to count the sales figures, not the salespersons’ names).
4. The high and low sales use MAX and MIN. Similar to Count but display
the largest and smallest. They can be found in Statistical.
5. The Average +/- column is to be the variation of an individual’s sales
compared to the average, calculated by subtracting the average sales
value from the individual's sales. For C4 this is =B4-B13 (Remember
Absolute and Relative addressing if copying formulas down the column).
6. Print a copy of the worksheet.

7. Save the workbook as Sales then close it.

It is very important to decide whether to put a zero in cell B8 or to leave it blank.
Try it! The answers will be different.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 10
Charts

By the end of this Section you should be able to:

Create a Chart

Create an Embedded Chart

Copy Charts

Format a Chart

Print Charts

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 93 - Introducing Charts

Park and Read
It can be difficult to find vital information like changes in trends or performance
from rows and columns of numeric data. A picture of the figures, a graph or
chart, helps to identify subtle changes that may have otherwise been missed.
Some of the standard chart types available are:
Column - Shaded vertical columns
Bar - Shaded horizontal bars
Line - Points connected by a line
Pie - Data as slices of a circular pie

There are also various 3-D versions and different versions of the same chart
type.
There are two ways in which charts can be created: as part of a worksheet,
appearing on the sheet, with the data (an Embedded chart) or as a completely
separate sheet, Chart1.

Manoeuvres
1. Open the workbook Charts. This workbook contains both an embedded
chart and charts created on separate sheets.
2. Click on the London Rainfall sheet. This is a chart that has been created
on a separate sheet.
3. Click on the Data sheet. This sheet contains the source information used
for the charts. Scroll down the worksheet to see the embedded chart
under the data.
4. Click on the Bombay Rainfall sheet. This is a chart similar to the London
Rainfall on a separate sheet.
5. Close the workbook Charts without saving.

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Driving Lesson 94 - Creating Charts

Park and Read
Charts are created using the Chart Wizard. It consists of four steps as follows:
Chart Type - Select the type and subtype
Source Data - Select the Data Range on the worksheet to be
charted
Chart Options - Select the Titles, Legends, Labels, etc.
Chart Location - As new sheet or as an object in a named sheet

Manoeuvres
1. Open the workbook Rainfall. This workbook contains the average rainfall
for four major cities in the world. Charts are to be created to show this
information.
2. When creating a chart the data can either be highlighted before starting,
or within a step in the Chart Wizard. If it is highlighted first then the
results can be previewed. To chart London’s rainfall, select the range
A1:B13 (this is the rainfall and the labels).

3. Either select Insert | Chart or click the Chart Wizard button, . The
Chart Wizard starts at Step 1 of 4 - Chart Type.

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Driving Lesson 94 - Continued

4. Column is the selected Chart type, the Chart sub-types are shown on
the right. Select the first on the second row (Clustered column with a 3-
D visual effect). Press and hold down the mouse button on the Press
and Hold to View Sample button.
5. Click Next. Step 2 of the wizard is the Chart Source Data, the data has
already been selected. Click Next.
6. Step 3 of the wizard is the Chart Options. Click on each of the 6 tabs in
turn to see the available options.

7. Click back on Titles. Type Rainfall (cm) under Value (Z) axis.

8. Click the Legend tab (Legends show which columns belong to which data
series). There is only one set of data, so uncheck Show legend. Click
Next.
9. Step 4 of 4 is Chart Location.

10. Select the As new sheet and enter the sheet name London Rainfall as a
replacement for Chart1. Click Finish to create the chart.
11. Save the workbook as Rainfall2 and leave the workbook open for the
next Driving Lesson.

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Driving Lesson 95 - Embedded Charts

Park and Read
As well as creating charts on a sheet by themselves, they can be placed on the
same sheet as the data. This is called an Embedded Chart. When complete,
the chart is placed on the worksheet and can be moved, resized or deleted.

Manoeuvres
1. The workbook Rainfall2 should still be open, if not, open it.

2. Select the sheet Rainfall. An embedded chart of the rainfall in Bombay is

going to be created.
3. Two separate ranges need to be selected to chart Bombay’s rainfall, the
labels and the actual rainfall data. Select A1:A13 and hold <Ctrl> down
while selecting the other range C1:C13.

4. Click the Chart Wizard button, , to start creating the chart. The creation
of the chart is exactly the same as in the previous Driving Lesson. Make
the same choices for steps 1 to 3 of the wizard (title Bombay Rainfall).
5. At step 4 of the wizard the option As object in and the sheet Rainfall are
already selected. Click Finish. The chart is placed over the data on the
sheet.
6. The chart can be moved by clicking and dragging. Click on the Chart
Area and drag it below the data.
7. To resize the chart, click and drag on the black handles around it. Click on
the black handle in the centre on the right and drag to the right to make
the chart wider, till all the months are displayed on the chart horizontally.
Any handle can be used to resize.

To delete an embedded chart, click on it to select it and press the <Delete>

key.
8. Save the workbook as Rainfall2 and close it.

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Driving Lesson 96 - Chart Types

Park and Read
Different types of chart are used for different data. The most common type of
chart is a Column chart as seen already. It displays the data in columns and is
used to compare values. Bar charts are column charts where the values are
horizontal bars and not vertical columns. Line charts are used to display the
movement of values as with sales or profits from month to month. Pie charts
display the values as slices of circle. The size of each slice represents the
value of the data on which it is based, as a fraction of the total. Pie charts are
used to show values as a part of the whole as with product costs or
expenditure.

Manoeuvres
1. Open the workbook Computer Data. Four different types of chart are to
be created using the same data to show the different representations of
each.
2. Highlight the data in the cells A3:B8 (includes the titles but not the totals,
as they are rarely included in charts).

3. Click the Chart Wizard button, .

4. From the Chart type list, select the option, .

5. From the Chart sub-type area, choose the first option, a basic pie chart.

6. Click Next.

7. The dialog box displays the Chart Source Data, the data to be used has
already been selected, click Next.
8. The third dialog box allows the Chart Options to be changed, the Chart
title, Computer Sales should be entered automatically.
9. Click Next.

10. The final step allows the location of the pie chart to be selected. Select the
As new sheet option and enter the name, Pie Chart.
11. Click Finish. The Pie Chart is created on its own sheet next to Data.
12. Return to the Data sheet and using the same range, create a Column
chart with the default sub-type on a new sheet named Column Chart.

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Driving Lesson 96 - Continued

13. Repeat the last step to create a Bar Chart and then again to create a
Line Chart. The sheet tabs should be as in the diagram:

14. Charts can be copied from one sheet to another. Click on the Bar Chart
sheet tab. Move around the chart and when the Chart Area tooltip is
displayed, click to select the whole chart.

15. Click the Copy button, .

16. To copy the chart to the Data sheet, display it and then click the Paste
button, , to paste the chart on to the Data sheet.
17. The chart is too big and is transparent. Drag a corner handle towards the
centre of the chart to reduce its size till the whole chart fits on the screen.
18. Charts can be copied from workbook to workbook. Copy the Line Chart
and start a new workbook. Click to paste the chart on to Sheet1.
19. If the chart is required on a separate sheet and not embedded as it is
now, with the chart highlighted, select Chart | Location and select the As
new sheet option, name the sheet as Line Chart and click OK.
Embedded charts are moved from book to book using Cut, and Paste, ,
the same method used for moving a range. Charts on separate sheets are
moved from book to book using the same method as moving a normal
worksheet, see Section 5.
20. Close the new workbook without saving.
21. Display the Data sheet of the Computer Data workbook.

22. Click on the bar chart to select it and then click .

23. Place the active cell beneath the chart and click to create a duplicate.

24. To delete the second, embedded chart, click on the chart to display its
handles and then press <Delete>. The embedded chart is removed.
25. Delete the first bar chart.
26. Save the workbook as Computer Data2.
27. Leave the workbook open for the next Driving Lesson.

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Driving Lesson 97 - Formatting Charts

Park and Read
All parts of a chart, including the colours, axes, text, gridlines, chart and plot
area, can be changed.

Manoeuvres
1. The workbook Computer Data2 should still be open, if not open it.
2. Select the Bar Chart sheet tab. Place the mouse cursor on different parts
of the chart and read the ToolTips.
3. Click on the chart title Computer Sales and press <Delete>. The title is
removed.
4. Any and every part of a chart can be changed by formatting. Point at the
grey background, the Plot Area and double click. The Format Plot Area
dialog box is displayed.
5. It has a Patterns tab. This deals with the Border around the title and the
Area (background colour). Select a light yellow Area colour and click OK.

The colour of the background to a chart is more important if viewed on screen.

Printed charts can have the Plot Area set to none to save ink or toner.
6. Click on the Column Chart sheet to make it active.
7. To change the colour of the columns, point at any column and then double
click to display the Format Data Series dialog box.

Any part of a chart can be double clicked to display the Format box for that
item. Only the options that can be changed will be available.
8. Click on the Patterns tab, if not already selected. Under Area select Red
as a colour for all the columns. The sample box shows what it will look
like. Click OK.
9. The colour of a single data point can also be changed. To change the
Sunderland column to blue, the correct column has to be selected. Click
away from the columns. Click on the Sunderland column (to select the
entire series) and click again to select the single data point (handles are
displayed around it). Either double click on the selected column or select
Format | Selected Data Point.
10. Select Blue under Area and click OK.
11. Display the Pie Chart and using the same technique change the colour of
the Sunderland slice to Blue. Click OK.

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Driving Lesson 97 - Continued

12. A feature specific to Pie Charts is the ability to explode all or a single
slice. With the Sunderland slice selected, click and drag outwards slightly
from the centre, release the mouse to drop the slice; this slice is now
highlighted to draw attention to it.
13. Text can be added to charts via text boxes. If the Drawing toolbar is not
displayed, (usually along the lower edge of the screen), select View |
Toolbars and click Drawing.
14. Click the Text Box button, , on the Drawing toolbar and then click and
drag a rectangle in the centre of the Sunderland slice. On releasing the
mouse the cursor is placed in the box, type Sunderland and click away
from the box when complete. A text box is moved by dragging its border.
15. Click once on the text box, to select its contents. The text can now be
changed and formatted. Highlight the word Sunderland, increase the font
size to 14 and make it italic. Click away from the box to deselect it.
16. To delete the text box, click it once then click again on the box border.
The pattern of the border will change. Press <Delete>. Delete the
Sunderland label from the Pie Chart in this way.
17. Data labels can be displayed on the chart. Select Chart | Chart Options
and the Data Labels tab. From Label Contents, check the Category
name and value options and click OK.
18. To remove the data labels, select Chart | Chart Options again and in
Label Contents click to remove the checks and then click OK.
19. Display the Bar Chart. To add a title to a chart, select Chart | Chart
Options. This dialog box controls many of the chart features. With the
Titles tab active, enter Computer Sales 2002 as the title.
20. With Chart Options still displayed, click on the Legend tab and remove
the legend by clicking on Show legend to uncheck it. Click OK to apply
the two changes.
21. The type of chart can be changed after completion. With the Bar Chart
still displayed, select Chart | Chart Type and step 1 of the Chart Wizard
is displayed. With Bar still selected as the main type, select Clustered
bar with a 3-D visual effect. Click OK.

Any chart object can be changed in a similar way.

22. Make the Line Chart active. To change the colour of the line double click
on it to display the Format Data Series dialog box. Under Line using the
Color drop down list, select red as the line colour. Increase the thickness
of the line using the drop down list in the Weight box. Click OK to confirm
the change.
23. Save the workbook using the same name and leave it open for the next
Driving Lesson.

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Driving Lesson 98 - Printing Charts

Park and Read
Charts created on a new worksheet are printed as a normal worksheet, via the
Print button or the File | Print command.
Embedded charts can be printed with the rest of the sheet using the
commands already stated. An embedded chart can be printed by itself by
selecting it before displaying the Print dialog box.

Manoeuvres
1. The workbook Computer Data2 should still be open. If not open it.

2. To print the Column Chart, display the correct sheet. Double click on the
Plot Area and remove the background colour by selecting None and
clicking OK.
3. Select File | Print and click OK. A single copy of the chart is printed using
the default settings.
4. A quicker way to print any worksheet using the default settings is to use
the Print button. Click on the Pie Chart tab and then click the Print
button, . A single copy of the chart is printed.
5. Click on the Data sheet, highlight the range A3:B8, click the Chart
Wizard button, and proceed to create an embedded Column Chart as
an object in the Data sheet.
6. Move the chart away from the data.

7. With the chart active (handles on the object) select File | Print. The Print
dialog box shows Selected Chart as the chosen option. Click OK to print
just the chart.

Embedded charts are seldom printed by themselves as the quality is always of

a poorer standard. Resizing does not help.
8. Resize the chart to display all the column labels. Print a copy of the chart
and compare with the previous one.
9. Click away from the embedded chart on any cell and select File | Print
the Print dialog box displays Active sheet(s) as the default option. Click
OK to print a copy of the whole worksheet including the chart.
10. Save the workbook as Computer Data2, the same filename.
11. Close the workbook.

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Driving Lesson 99 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What is used to create a chart in Excel?

2. How is this feature started?

3. Would you select the source data before or after starting to create a
chart? Why?
4. Name the three most commonly used types of chart.

5. Name the other chart types.

6. If you were given the weekly sales figures for a company, what type of
chart would you create to best demonstrate the data?
7. What type of chart would you create to represent the breakdown of costs
involved with producing a particular product?
8. A Bar Chart and a Column Chart are similar, but what is the difference?

Answers to this revision exercise can be found at the end of this guide.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

Excel XP 141  CiA Training Ltd 2003

Module 4 - Spreadsheets ECDL
SCC

Driving Lesson 100 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Puppies. This records the breeding success of two
Labrador bitches, Honey and Ebony, over five years.
2. Select the range C5:H6 and create a Column Chart to chart the dogs’
success.
3. The Chart title should be Litters, the Category (X) axis Year and the
Value (Y) axis Number of puppies.
4. Create the chart As an object in Litters.

5. Move the chart beneath the data.

6. Format the chart as follows: Chart Area - Lavender, Plot Area - Pale
Green, Honey’s Data Series - Gold and Ebony’s Data Series - Black.
7. Make sure the chart is not selected and change the Page Setup to
Landscape.
8. Change the chart type to a Clustered column with a 3-D visual effect.

9. Print a copy of the worksheet.

10. The 3-D chart will be displayed with a perspective effect. Right click on a
blank area of the chart and select 3-D View. Click the Right angle axes
box and click OK to remove this effect.
11. Print another copy of the worksheet.
12. Close the workbook without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.

 CiA Training Ltd 2003 142 Excel XP

 ECDL Module 4 - Spreadsheets
SCC

Driving Lesson 101 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Open the workbook Analysis.

2. Create a 2D pie chart on a new worksheet to be called Sales Chart, using

the range A3:B10. At step 3 of the Wizard, add the chart title Sales
Analysis Figures, show a Legend and apply Data Labels to show
Value.
3. Draw a text box over each segment and type in the appropriate name.
Change the Font colour so the names can be easily read. Move each text
box to a central position in the sector.
4. Format the title to be 16 point and Blue text.

5. Remove the Legends and print a copy

6. The final chart should look as below.

7. Close the workbook without saving.

If you experienced any difficulty completing this Revision refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide.

Excel XP 143  CiA Training Ltd 2003

 Answers
Driving Lesson 11
Step 3 a) Save, b) Print, c) New, d) Open
Step 4 18
Step 5 5 or 7. Paste and Paste Special will not be ghosted if any copying
has been carried out since starting the computer.

Driving Lesson 12
Step 3 <End> 
Step 4 65536
Step 5 <Ctrl Home>

Driving Lesson 16
Step 7 The workbook Budget is active as it has just been opened.

Driving Lesson 32
Step 2 Column
Step 3 42
Step 4 21
Step 7 37

Driving Lesson 33
Step 4 48, 56, 40 and 36

Driving Lesson 51
Step 4 £208
Step 7 £170
Step 9 £80

Driving Lesson 52
Step 5 Friday and 2003 is not a leap year
Step 11 23725 days old at age 65 (approximately).

Driving Lesson 80
Step 4 £9876
Step 8 1999
 Answers
Driving Lesson 87
Step 6 =SUM(E6:E7)

Driving Lesson 90
Step 7 £763.62

Driving Lesson 91
Step 1 Relative Addressing
Step 2 $
Step 3 a) =C3+$E$5 b) =D2+$E$5
Step 4 =E5+G6
Step 5 When one cell contains information to be used by formulas in
several locations.

Driving Lesson 99
Step 1 Chart Wizard
Step 2 Selecting Insert | Chart or with the Chart Wizard button, .
Step 3 Can be done either way, but before if possible, to be able to
preview.
Step 4 Column, Line and Pie
Step 5 Bar, XY Scatter, Area, Doughnut, Radar, Surface, Bubble,
Stock, Cylinder, Cone and Pyramid.
Step 6 Line or Column chart
Step 7 Pie chart
Step 8 Column chart the data is represented by vertical columns and a Bar
chart displays horizontal bars. The two axes change places.
 Glossary
Addressing A method of referencing cells, relative, absolute or mixed
Alignment The position of data in a cell
AutoSum A function to sum a range of numbers
Average Function that adds a range and divides the number of
numbers
Border The edge of a cell, type and colour of line
Chart A pictorial representation of data
Count Function that displays the number of numbers in a range
Embedded Chart A chart placed on a standard worksheet, usually with the
source data
Excel Spreadsheet software
Fill Handle A cursor used to copy data
Font A type or style of text
Footer Information appearing on the bottom of every page
Format Changing the appearance of information
Formula A calculation, can use values and/or cell references
Freeze Panes Fixing information on screen so that it is not affected by
scrolling
Function Specialised formulas that make calculations easier
Header Information appearing on the top of every page
HTML A format that can be read over the Internet (HyperText
Markup Language)
IF Logical function that a carries out a test and performs one
action if true and another if false
Maximum Function that displays the largest number in a range
Minimum Function that displays the smallest number in a range
Office Assistant An on-screen help system
Pixel Small squares that make up the screen, normally 800 by 600
Preferences Customisation of basic options
Range A group of adjacent cells
Workbook A spreadsheet file
Worksheet A single page within a workbook
Zoom Worksheet magnification on-screen only
 Index
Addressing Display Formulas 90
Absolute 121
Edit Cells 62
Mixed 122
Relative 120 Enter
Alignment 100 Numbers 34
Text 33
AutoSum 46
Erase Data 64
Average 117
Excel
Bold 95
Exit 22
Borders 106 Screen 9
Start 8
Brackets 45
Exit Excel 22
Calculations
Fill Handle 68
Brackets 45
Formulas 44 Find Text 73
Cells Fonts & Font Size 96
Copying 69
Footers 86
Formatting 94
Moving 71 Formatting 94
Charts 127 Alignment 100
Create 129 Bold, Italic & Underline 95
Embedded 131 Charts 134
Formatting 134 Dates 99
Introduction 128 Font & Font Size 96
Types 132 Merge Cells 101
Numbers 97
Clipboard 69
Wrap Text 101
Close Workbook 27 Formulas 44
Colour AutoSum 46
Background 108 Brackets 45
Text 108 Checking 48
Display 90
Column
Print 90
Changing Width 102
Freeze Panes 110
Delete 105
Insert 104 Functions 116
Count 117 AutoSum 46
Average 117
Copy
Count 117
Copy and Paste 69 IF 119
Using Fill Handle 68 Maximum 118
Cut and Paste 71 Minimum 118

Dates 99 Headers 86

Delete Help 16
Cell Contents 64 Office Assistant 18
Rows and Columns 105 What’s This? 17
Insert
Rows and Columns 104 Rows
Italic 95 Changing Height 103
Delete 105
Labels
Insert 104
Alignment 100
Enter 33 Saving
HTML Format 38
Margins 84
In Different Formats 37
Menus 11 Named Workbook 36
Merge Cells 101 New Workbook 35
Scroll Bars 28
Mixed Addressing 122
Sorting 75
Moving Around 15
Spell Checking 49
Office Assistant 18
Starting
Open Workbook 26
Excel 8
Preferences 20 New Workbook 32
Printing 80 Text
Formulas 90 Entering 33
Options 89 Colour 108
Page Setup 82 Rotate 109
Print Preview 81 Replace 74
Selection 85
Toolbars 12
Titles 88
Worksheet 80 Underline 95
Ranges 66 Undo 65
Fill Handle 68 Workbook
Redo 65 Close 27
Relative Addressing 120 Multiple 29
Open 26
Replace Text 74 Saving Named 36
Revisions Saving New 35
Starting New 32
Charts 137-139
Switching Between 55
Creating and Saving Workbooks 40-42
Editing 76-78 Worksheet
Formatting 112-114 Checking 48
Formulas 50-52 Copying 57
Functions & Addressing 124-126 Deleting 59
Getting Started 23 Inserting 59
Open and Close Workbooks 30 Moving 57
Printing 91-92 Multiple 54
Workbooks 60 Page Setup 82
Rotate Text 109 Printing 80
Renaming 56
Window 14
Zoom 111
 ECDL Module 4 Spreadsheets
SCC

Record of Achievement
Matrix
This Matrix is to be used to measure your progress while
working through the guide. This is a learning
reinforcement process, you judge when you are
competent.

Tick boxes are provided for each feature. 1 is for no

knowledge, 2 some knowledge and 3 is for competent. A
section is only complete when column 3 is completed for
all parts of the section.

For details on sitting ECDL Examinations in your country

please contact the local ECDL Licensee or visit the
European Computer Driving Licence Foundation Limited
web site at http://www.ecdl.com.
Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3: Competent
Section No Driving Lesson 1 2 3
1 Getting Started 1 Starting Excel
2 The Excel Screen
3 Menus
4 Toolbars
5 The Worksheet Window
6 Moving Around
7 Help
8 The Office Assistant
9 Preferences
10 Closing Excel

2 Open and Close Workbooks 13 Opening a Workbook

14 Closing a Workbook
15 Using Scroll Bars
16 Opening Multiple Workbooks

3 Creating & Saving Workbooks 18 Starting a New Workbook

19 Entering Labels
20 Entering Numbers
21 Saving a New Workbook
22 Saving a Named Workbook
23 Saving in Different Formats
24 Saving as a Web Page

4 Formulas 28 Formulas
29 Brackets
30 AutoSum
31 Checking for Errors

5 Workbooks 35 Multiple Worksheets

36 Switch Between Open Workbooks
37 Renaming Sheets
38 Copying and Moving Sheets
39 Inserting and Deleting Sheets
 ECDL Module 4 Spreadsheets
SCC
Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3: Competent
Section No Driving Lesson 1 2 3
6 Editing 41 Editing Cells
42 Delete Cell Contents
43 Using Undo and Redo
44 Ranges
45 Using the Fill Handle
46 Duplicating Cells
47 Moving Cells
48 Finding Specific Text
49 Replacing Text
50 Sorting

7 Printing 54 Printing
55 Print Preview
56 Page Setup
57 Margins
58 Printing a Selection
59 Headers and Footers
60 Print Titles
61 Print Options
62 Displaying and Printing Formulas

8 Formatting 65 Formatting
66 Bold, Italic & Underline
67 Font & Font Size
68 Format Number
69 Dates
70 Alignment
71 Changing Column Width
72 Changing Row Height
73 Inserting Rows and Columns
74 Deleting Rows and Columns
75 Adding Borders
76 Adding Colour
77 Rotating Text
78 Freezing Panes
79 Zoom
Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3: Competent
Section No Driving Lesson 1 2 3
9 Functions & Addressing 83 Functions
84 Count & Average
85 Maximum and Minimum
86 IF
87 Relative Addressing
88 Absolute Addressing
89 Mixed Addressing

10 Charts 93 Introducing Charts

94 Creating a Chart
95 Embedded Charts
96 Chart Types
97 Formatting Charts
98 Printing Charts
 ECDL Module 4 Spreadsheets
SCC

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Notes
 ECDL Module 4 Spreadsheets
SCC

Notes
Notes