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Ict Practical Notes

The document is a guide for using Access 2003, covering topics such as creating databases, importing CSV files, and generating queries and reports. It includes step-by-step instructions for various tasks like fixing boolean data display and creating summary queries. The content is structured into sections, each focusing on different functionalities of Access 2003.

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0% found this document useful (0 votes)

3 views174 pages

Ict Practical Notes

Uploaded by

fakiha tajellie

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 174

Access 2003

Copyright 2009 Steve Copley

www.igcseict.info

This work is licensed under the Creative Commons

Attribution Non-Commercial 3.0 License

To view a copy of this license, visit

http://creativecommons.org/licenses/by-nc/3.0/
1 Getting Data Into Your Database

1.1 Creating a Blank Database 4

1.2 Importing a CSV File 6

1.3 Fixing data in Yes/No Fields that are shown as 0 and -1 10

1.4 Showing Evidence of Your Import 12

2 Creating Queries

2.1 Creating a Simple Query 16

2.2 Query Criteria for Text Fields 19

2.3 Query Criteria for Numeric Fields 23

2.4 Query Criteria for Boolean Fields 26

2.5 Query Criteria for Date Fields 27

2.6 Adding a Calculated Field to a Query 29

2.7 Creating a Summary Query 31

3 Creating Reports

3.1 Creating a Report 34

3.2 Adding a Summary Field to a Report 42

3.3 Creating Labels 46

Getting Data Into
Your Database

Access 2003 - 3 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a Blank Database
This lesson will show you how to create a new, blank database ready to add data to

1. Create a New File

Click the File menu and then New...

2. Chose the Database Type

Select Blank Database... from the list of options

Access 2003 - 4 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

3. Name and Save Your New Database

Navigate to the folder that you want to save your

database in, type in a sensible name and click
Create

4. Finished!

Your new database is now ready for use

Access 2003 - 5 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Importing a CSV File
This lesson will show you how to import data from a CSV file into your new database

Start the import wizard

In the Tables section of your database, click New

and then select Import Table

Go to the CSV file folder

The CSV file may not be visible because, by

default, Access is looking for Access files only

Change the file type

If you change the file type to Text Files, the CSV

file should now be visible

Access 2003 - 6 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

First step of the import wizard

A CSV file is a Delimited file, so no changes here

- just click Next

Second step of the import wizard

Your CSV file probably has a first row containing

field names - Tick this box.

Also, to make sure the fields have the correct data

type, click Advanced

Advanced settings

Check that the Data Types are set correctly

Make sure that all fields have Indexed set to No

If any of the fields contain dates, make sure that

the Date Order matches the data

Access 2003 - 7 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Third step of the import wizard

You want to put the data in a New Table - just

click Next

Forth step of the import wizard

No changes are needed here (you set all this in

the Advanced settings) - just clcik Next

Fifth step of the import wizard

For a simple database with just one table, you

won't need a primary key

Select No Primary Key and click Next

Access 2003 - 8 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Final step of the import wizard

Give your new table a name, and clcik Finish

Success!

You should see this message if everything went

ok.

Your new table

If you get an error message, or you have , throw

your new table away, run the the wizard again,
and follow every step carefully

Open it up and check it looks ok

Access 2003 - 9 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Fixing data in Yes/No Fields that are shown as 0 and -1
When you import data as boolean (Yes/No) from a CSV file, Access shows the data values as
-1 and 0. This is correct (-1 means Yes and 0 means No) but it looks wrong.

This lesson will show you how to change the format of the data so that you can see 'Yes' and
'No'

The problem: Yes is shown as -1, No is shown as 0

Open the table - you should see the Yes/No data displayed as
-1 and 0

Go to Design View

Click the View button to enter the table design view

Access 2003 - 10 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Change the format of the Yes/No (Boolean) field

Clcik the Yes/No data field, then select Yes/No for

the Format menu at the bottom of the window

Back to data view

Click the View button again to go back to the table data view

Check everything looks ok

Your Yes/No data should now be shown as Yes and No

Access 2003 - 11 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Showing Evidence of Your Import
You need to prove tothe examiner that you have imported the CSV data using the correct data
types.

This lesson will show you how to take and print a screenshot to prove the import was correct.

Open the table in design view

Click the table to highlight it, then click Design

Take a screenshot of the table's design view

Press the Print Screen key on your keyboard

(often labeled PrtScr, PrntScr, or something
similar)

Access 2003 - 12 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Paste the screenshot into a word-processor document

Paste the screenshot and add your name and

details below

Select the screenshot to see the Picture Toolbar

Click the screenshot and the Picture Toolbar

should appear (if not, right-click and Show picture
toolbar)

Select the crop tool

Crop the screenshot

You only need to show the field names and data

types, so crop off the rest of the screenshot

Access 2003 - 13 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Resize the remaining screenshot

Turn off the crop tool then resize the remaining

part of the screenshot so that the writing is clear to
read

You can now print the document

Access 2003 - 14 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating Queries

Access 2003 - 15 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a Simple Query
Create a new query

Go to the Queries section and click New

Select Design View

Although the wizard is sometimes quicker to use,

it can't always do what we need - stick to Design
View

Add in the table

Click the Add button to add the table into the

query builder

Access 2003 - 16 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Select the fields you need

Double-click each of the fields that you need -

you will see them added to the query builder grid

(If you add a field by mistake, click the grey bar

above the field to highlight it and then press the
Delete key)

Add the required criteria for each field

Enter the criteria specified for each field.

Criteria on the same row, all have to match (AND)

Criteria on different rows, any can match (OR)

Hide fields that are not required to be shown

Untick the Show boxes for those fields that are

part of the query, but should not be shown

Sort the data

Select Ascending or Descending sorting for the

required fields.

Note: Sorting is applied from left-to-right (so here

the Countries will be sorted first, and then the
Dates within each country)

Run the query

Click the View button to go to the data view and

run the query

Access 2003 - 17 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Check the results

Look at your query's results - do they seem correct?

Go back to design view to make any changes

Click the View button again to go back to the

query builder's design view

Close and save the query

Clcik the red cross to close the query and to save

Give the query a name (e.g. Q37 if it is part of Question 37)

Finished!

Access 2003 - 18 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Query Criteria for Text Fields
Queries work because you set the criteria for the records that you want to find.

This lesson will show you a range of criteria that can be used with text fields.

Find a specific word

Just type the word(s) in. Access will add speech

marks around the word(s) if you don't

Only records with the Country 'France' are shown

Find one of several possibilities

A number of alternatives can be specified by

adding them to different rows

Records with the Country set to either 'France' or

'Germany' are shown

Access 2003 - 19 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Find several different criteria

Criteria can be added to more than one field.

Note: When criteria are on the same row, both

criteria have to match (e.g. 'France' AND 'Paris')

Only records where Country is 'France' AND City

is 'Paris' are shown

Text starts with...

The symbol * represents 'anything'

So the criteria M* means that the data must begin

with the letter M, but the rest of the text can be
anything

Note: Access converts M* to the correct crieria:

Like "M*" (you do not need to type 'Like...' yourself)

Only records with City beginning with 'M' are shown

Text ends with...

The criteria *S means that any text will be

matched as long as the last letter is S

Access 2003 - 20 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Only records with City ending in 'S' are shown

Text contains...

The criteria AN means that the text can start

with anything, and end with anything, as long
as the letters AN are in the text somewhere

Only records with Country containing the letters

'AN' are shown

Word is exactly ... letters long

The symbol ? means any single letter

So the criteria "?????" means any word as long as

it has exactly 5 letters (Note: You need to type the
speech markls around this criteria)

Only the records which have City with 5 letters are

shown

Access 2003 - 21 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Text is not blank

Since * means anything, using it as the criteria for

a field will find those records which have
non-blank fields

Records where Notes contain some text (not

blank) are shown

Text is blank

The word Null means 'nothing'

Using Null as the criteria will find records which

have blank fields

Records where the Notes field is blank (Null) are

shown

Access 2003 - 22 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Query Criteria for Numeric Fields
Queries work because you set the criteria for the records that you want to find.

This lesson will show you a range of criteria that can be used with numeric fields.

Find a specific value

Just enter the number as the criteria

Only records where Quantity is exactly 50 are

shown

Find data that is less than a value

Use the 'less than' symbol (<) before the number

Only records where Quantity is less than 50 are

shown

Access 2003 - 23 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Find data that is less than or equal to a value (... or under)

Use the 'less than' sign (<), followed by the

'equals' sign (=) to make <=

Only records where the Quantity is 50 or less are

shown

Find data that is higher than a value

Use the 'greater than' sign (>)

Only records where Quantity is over 50 are shown

Find numbers that are not equal to a value

Use the word Not before the value

Access 2003 - 24 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Only records that have a Quantity that is not 50
are shown

Find values in a range (from ... to ...)

Write 'Between' the lower value 'And' the upper

value

Only records where the Quantity is between 10

and 20 are shown

Access 2003 - 25 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Query Criteria for Boolean Fields
Queries work because you set the criteria for the records that you want to find.

This lesson will show you a range of criteria that can be used with Boolean fields.

Find values that are Yes / True

Enter Yes as the criteria (without speech marks)

Only records that are Urgent are shown

Find values that are No / False

Enter No as the criteria

Only records that are not Urgent are shown

Access 2003 - 26 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Query Criteria for Date Fields
Queries work because you set the criteria for the records that you want to find.

This lesson will show you a range of criteria that can be used with date fields.

Find a specific date

Type the date as the criteria

Note: Access will add hash symbols around any

dates that you type (you don't need to do this
yourself)

Only records with Date of exactly 01/01/09 are

shown

Find dates after a given date

The 'greater than' sign (>) is placed before the

date

Only records with Dates after 01/03/09 are shown

Access 2003 - 27 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Find dates before a given date

The 'less than' sign (<) is placed before the date

Only records with Dates before 01/03/09 are

shown

Find dates in a given range

Type 'Between' the first date 'And' the last date

Only records with Dates between 01/03/09 and

31/03/09 are shown

Access 2003 - 28 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding a Calculated Field to a Query
New, calculated fields can be added to queries.

This lesson will show you how to add a new, calculated field

Type the calculation into a the query builder

Simply type in the field names and the operation

required (+, -, *, /)

Calculation becomes an expression

Access will convert your calculation into a

standard expression, called Expr1.

Access adds square brackets [ ] around each field

name. You don't need to type these yourself unless
the field name is more than one word, e.g.
[Quantity Ordered]

Change the expression's name

Highlight Expr1 and change it to the required field

name

The expression is now complete

Of course, you could just type this in directly!

Access 2003 - 29 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Alter the field format if needed

Right-click the field name and select Properties

Choose the format required

Pick the required format and/or the decimal

places

Run the query and check the results

Finished!

Access 2003 - 30 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a Summary Query
Summary queries are used to summarise the data from many records.

This lesson will show you how to create a summary query

Start with a normal query

Begin creating a query just as you normally would

Show the Totals row

Click the Totals button to show/hide the Total row

The Totals row is now visible

The Total row is what makes a summary query

different from a normal query

Add fields to the query

Notice that the Total row says Group By under

each new field

Access 2003 - 31 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Choose the summarisation

Under the fields that you want to summarise, pick the how you want
the data summarised: Sum, Avg, Min, Max, Count

In this example, the query will count the number of Items

Leave one field to Group By

One field only must have the Total row set to

Group By - this is the field that you are using to
group the summary data

In this example, the data will be summarised by

Country: For each Country the query will show
Item count and the sum of the Price

Run the query to see the summarised data

The ouput of the query will show the summarised

data.

In this example, you can see the data has been

grouped by country.

(You can see that there are 13 items from

England, worth a total of £71.55)

Access 2003 - 32 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating Reports

Access 2003 - 33 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a Report
Reports are used to present a collection of data, usually ready for printing.

This lesson will show you how to create a well-formatted report

Always start with a query

Your query will do all the hard work of getting the

data for your report together

Check that your query works

Does the data from your query look ok?

Check the correct records are shown, the correct

fields are visible, and the data is sorted correctly

Create a new report

Go to the Reports section and click New

Access 2003 - 34 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Start the Report Wizard

Select the Report Wizard and pick the query that

you created

Step 1 of the Report Wizard - Select the fields

Your query has already chosen fields that you

need - you just need to put them into the report.

Move all of the fields to the Selected Fields box

using the 'Move All' button

All fields are now in the report

Click Next

Access 2003 - 35 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Step 2 of the Report Wizard - No Grouping required

Click Next

Step 3 of the Report Wizard - Select sorting options

Your query should have sorted your data, but

sometimes you need to select the options here too

Step 4 of the Report Wizard - Chose the page orientation

Pick Portrait or Landscape and then click Next

Access 2003 - 36 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Step 5 of the Report Wizard - Pick a style for the report

Select any style (they aren all ugly!) then click

Final step of the Report Wizard - Enter a title for the Report

The title you enter here will appear at the top of

the finished report.

Click Finish

Access 2003 - 37 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Preview your report

There are still a couple of things to do before you

can print the report...

Check the report closely for problems

Sometimes data or labels are truncated (cut off).

These need to be resized

Go to design view

Click the View button to go to the report design

view

Access 2003 - 38 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

The report design view

Adjust the relevent labels and/or fields

The label (the top one) and the data field (the bottom one)
can both be adjusted at the same time...

Click on one, hold down the Shift key, and click the second.

The label and field can now be resized / moved together

Make all labels and/or data fields visible

Check the report

All labels and data should be visible

Make room to add your name to the page footer

Make some room in the Page Footer by dragging

the bottom edge downwards

Access 2003 - 39 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Select a new Label from the Toolbox

For simple items of text, a label is all that is needed.

If the Toolbox is not visible, click the View menu, then Toolbox

Write your name

Click and drag to create a label box, then type

your name into the box

Note: Do not type your name into one of the

textboxes that are already in the page footer (the
date and page number).

You can, however, delete these to make more

room for your name label if you wish

Access 2003 - 40 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Do a final check of the report

If everything is ok, print it!

Access 2003 - 41 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding a Summary Field to a Report
It is quite common to want to see some kind of summary data at the bottom of a report: a total,
an average, etc.

This lesson will show you how to add a summary field under a report data column

The Report Footer is the area just below the last record

Note: The Report Footer is totally seperate from

the Page Footer

The Report Footer appears just once, at the end

of the report (even if the report is 10 pages long)
whereas the Page Footer appears on every page

The Report Footer is the perfect place to add

summary fields, such as totals or averages

Open up the Report Footer

Drag down the bottom edge of the Report Footer

to make room for the summary field

Access 2003 - 42 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Select a new textbox from the Toolbox

You need to use a textbox for the summary since you will be typing in a
formula.

Formulas do not work in labels, only in textboxes

Add the textbox under the column you wish to summarise

The textbox comes with its own label

Type the text for the label

The label text should indicate what the summary

field contains

Type the formula into the textbox

The formula is similar to a spreadsheet formula:

=SUM( field ) to add up the field column

=AVG( field ) to average the field column
=MIN( field ) to find the smallest value
=MAX( field ) to find the biggest value
=COUNT( field ) to count the values

Access 2003 - 43 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Alter the format of the summary field

Right-click, and select Properties

Select the format and/or decimal places

Access 2003 - 44 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Preview the report to check the summary field is ok

Zoom in to check the field

Make sure that the label and data are visible, and
the formatting is correct

Access 2003 - 45 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating Labels
The records from your database can be printed onto sheets of sticky labels

This lesson will show you how to create a label report

Note: just as with a normal report, you should always create a query first to collect the data
you need

Create a new report

Go to the Reports section, then click New

Select the Label Wizard

Select Label Wizard and pick the query that you

created

Access 2003 - 46 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Step 1 of the Label Wizard - Label page layout

Choose a layout that gives you the correct number

of labels across the page (side-by-side). Then
click Next

(Stick to the first label in the Avery collection - the

labels are a good size)

Step 2 of the Label Wizard - Fonts

leave the font on its default settings. Just click Next

Step 3 of the Label Wizard - Layout the label

First add details such as headings and your name

- simply click on the prototype label and type

Add in the fields in the required positions

(normally one per line)

When the label has been designed, click Next

Access 2003 - 47 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Step 4 of the Label Wizard - Sorting options

Your query should have set the sorting options,

but you can do it here too. Click Next

Final step of the Label Wizard - Title

You can use any title - it never gets printed.

Click Finish

Preview your sheet of labels

Check the labels look ok, and that they fit on the
page

Access 2003 - 48 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adjust the label if needed

Go to the label design view to adjust any of the

text / fields.

Select a field and change the font / bold /

alignment as needed

Final check

Preview the labels one last time.

If they look ok, print them

Access 2003 - 49 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

PowerPoint 2003
Copyright 2009 Steve Copley

www.igcseict.info

This work is licensed under the Creative Commons

Attribution Non-Commercial 3.0 License

To view a copy of this license, visit

http://creativecommons.org/licenses/by-nc/3.0/
1 PowerPoint Interface Features

1.1 Different Slide Views 5

1.2 Right Side Task Panes 7

2 Creating a Presentation

2.1 Importing Text to Create Slides 9

2.2 Manually Creating New Slides 11

2.3 Copying Slides to Make New Slides 12

3 Editing the Master Slide

3.1 Opening and Closing the Master Slide 14

3.2 Adding / Removing Master Slide Features 15

3.3 Displaying Slide Numbers and/or Dates on Every Slide 17

3.4 Changing the Background Colour of the Master Slide 19

3.5 Adding a Coloured Block to the Background of the Master Slide 20

3.6 Adding Coloured Lines to the Master Slide 22

3.7 Positioning / Resizing Items on the Master Slide 24

3.8 Changing the Style of Text on the Master Slide 25

3.9 Adding a Heading to the Master Slide so that it Appears on Every Slide 27

3.10 Adding an Image / Logo to the Master Slide so that it Appears on Every
Slide 29

4 Changing the Layout of Slides

4.1 Opening the Slide Layout Pane 32

4.2 Selecting a Suitable Layout for a Slide 33

5 Adding Content to Slides

5.1 Adding Text to a Slide 36

5.2 Adding an Image to a Slide 38

5.3 Adding a Chart to a Slide 40

5.4 Adding Presenter Notes to a Slide 42

6 Animating Items on Slides

6.1 Adding Animations to Slide Items 44

6.2 Showing Evidence of Slide Animations 46

7 Changing the Transistions Between Slides

7.1 Setting Slide Transitions 48

7.2 Showing Evidence of Slide Transitions 50

8 Printing Slides and Handouts

8.1 Printing Slides 52

8.2 Printing Handouts 54

8.3 Printing Presenter Notes 55

8.4 Printing a Presentation Outline 56

PowerPoint Interface
Features

PowerPoint 2003 - 4 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Different Slide Views
This lesson will show you how to change how your slideshow is viewed

Select the type of view from the View menu

Click the View menu, then select:

• Normal to see the slide design view

• Slide Sorter to see an overview of all slides
• Slide Show to view your slideshow

Alternatively, you can use the tiny buttons ate the

bottomp-left of the window

The Normal View

One slide is shown large so that you can edit it

A list of all slides is shown at the left side of the

window

Note: if you close the slide list by mistake, you can

re-open it by clicking the View menu, and then
Normal again

PowerPoint 2003 - 5 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

The Slide Sorter View

All of the slides are shown as small 'thumbnails'

This view makes it easy to rearrange slides, or to

select a group of slides

PowerPoint 2003 - 6 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Right Side Task Panes
This lesson will show you how to display various Task Panes at the right side of the main
window

The Task Pane

The Task Pane is an area at the right of the

window that lets you change settings, perform
actions, etc.

Selecting different Task Panes

Different Task Panes are shown depending on

what you are doing at the time.

E.g. if you add a new slide, the Slide Layout pane

is shown

However, you can select any Task Pane by using

the menu at the top of the Task Pane

PowerPoint 2003 - 7 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Creating a
Presentation

PowerPoint 2003 - 8 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Importing Text to Create Slides
This lesson will show you how you can import an RTF text file to automatically create slides

What is an RTF file?

RTF stands for Rich Text Format. It is a type of

text file that can have formatting (styles, fonts,
colours, etc.)

Styles are added to the RTF file to indicate which

text should go on which slide.

Style Heading 1 will result in a new slide

When this file is imported into PowerPoint, each

line of text that has style Heading 1 will create a
new slide.

The text will be used for the title of the slide.

Style Heading 2 will result in bulleted text on a slide

When this file is imported into PowerPoint, each

line of text that has style Heading 2 will become
bulleted text on the slide.

PowerPoint 2003 - 9 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

In PowerPoint open the RTF file

From the File menu, pick Open...

In the File Open window, make sure that you pick

All Files (*.*) as the file type

Select your RTF file, then click Open

See the automatically created slides

You should see that the RTF file text has been
imported as a set of slides.

Each line of text with style Heading 1 has become

a new slide, with the Heading 2 text appearing as
bulleted text on each slide.

PowerPoint 2003 - 10 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Manually Creating New Slides
This lesson will show you how to manually create new slides from within PowerPoint

Method 1 - Right-click in the slide list panel

In the slide list pane, right-click and select New

Slide from the pop-up menu

Method 2 - Insert from the menu

Click the Insert menu, then select New Slide

Method 3 - New Slide button on the toolbar

Click the New Slide button on the toolbar

PowerPoint 2003 - 11 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Copying Slides to Make New Slides
This lesson will show you how to copy an existing slide to create a new slide

Select the slide that you wish to copy

Copy the slide

Either right-click and select Copy, or press Ctrl-C

Paste the slide wherever you want the new slide

Right-click where you want to put the new slide

and select Paste

PowerPoint 2003 - 12 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Editing the Master
Slide

PowerPoint 2003 - 13 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Opening and Closing the Master Slide
This lesson will show you how to open and close the Master Slide

Open the Master Slide

Click the View menu, select Master, and then

select Slide Master

The Master Slide is shown

The Master Slide will be displayed.

You can tell that you're viewing the Master Slide,

and not just a normal slide, because you will see
the Slide Master View toolbar (and the text
contains lots of references to 'Master'!)

Close the Master Slide

Click Close Master View on the Slide Master

View toolbar

PowerPoint 2003 - 14 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding / Removing Master Slide Features
This lesson will show you how to add or remove Master Slide features, such as the slide
number, date, or footer.

Delete features that you don't need

Click a one of the Master Slide features to

highlight it, then press Delete

Only keep the features that you need

You can delete any / all of the Master Slide features

Add a missing feature (e.g. if you deleted it by mistake)

Click the Master Layout button on the Slide

Master View toolbar

The missing features will be shown next to empty tick-boxes

PowerPoint 2003 - 15 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Tick the box of the feature that you wish to add to the
Master Slide

The missing feature will be restored

PowerPoint 2003 - 16 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Displaying Slide Numbers and/or Dates on Every Slide
This lesson will show you how you can make every slide show a slide number and/or the date.

The Master Slide should have the correct features

Your Master Slide should have the Date Area and

a Number Area

But the date and slide number may not be shown on the normal slides

Even though the Master Slide has the correct

features, they still might not be shown on normal
slides

'Turn on' the automatic date and slide number

Click the View menu, and select Header and

Footer...

PowerPoint 2003 - 17 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

In the Header and Footer window make sure that:

- Date and Time is ticked, and Update

Automatically is selected
- Slide Number is ticked

Check the normal slides to see the date and slide numbers

Close the Master Slide and check the normal

slides.

You should see the date and slide number

displayed

PowerPoint 2003 - 18 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Changing the Background Colour of the Master Slide
This lesson will show you how to change the background of your Master Slide

Select the Background... menu of the Master Slide

Right-click the margin of the Master Slide, then

select Background...

Note: make sure that you don't right-click one of

the dotted boxes - if you do, you will only change
the background of that box!

Select a colour for the background

In the Background window that pops up, select a

colour, then click Apply

The background colour of the whole slide should

have changed

PowerPoint 2003 - 19 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding a Coloured Block to the Background of the Master
Slide
Use the Rectangle tool to draw a coloured block

Select the Rectangle tool from the Drawing toolbar

Note: if the Drawing toolbar is not visible, click the

View menu, go to Toolbars, and tick the Drawing
toolbar

Draw the rectangle where you want the coloured

block to be

Note: you are drawing on top of other items on

the Master Slide - Don't worry! You'll fix this later

Format the rectangle

Highlight the rectangle.

Select the Fill Colour tool on the Drawing toolbar

Pick a colour for your rectangle

PowerPoint 2003 - 20 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Highlight the rectangle

Select the Line Colour tool on the Drawing

toolbar

Select No Line to turn off the rectangle's outside

line

Move the rectangle behind the other items on the Master Slide

Right-click the rectangle and select Order from

the pop-up menu

Click Send to Back

Your rectangle should now be behind all other

objects on the Master Slide

PowerPoint 2003 - 21 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding Coloured Lines to the Master Slide
This lesson will show you how to add coloured lines to the Master Slide

Select the Line tool

Pick the Line tool from the Drawing toolbar

Draw the line(s) on the Master Slide

Click and drag to draw a line on the Master Slide

Change the formatting of the line

Change the Line Thickness using the button on

the Drawing toolbar

PowerPoint 2003 - 22 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Change the Line Colour using the button on the
Drawing toolbar

PowerPoint 2003 - 23 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Positioning / Resizing Items on the Master Slide
This lesson will show you how to position / resize items on the Master Slide

Drag the corners / edges of items to resize or move them

Any of the items on the Master Slide can be

resized or moved by dragging the 'handles' on
the corners / edges

Position all of the Master Slide objects as

instructed

Make sure that objects don't overlap

Make sure that they use the space available well,

and are not too small (especially the main Object
area)

The text in the boxes does not matter!

The text displayed in the Title Area and

AutoLayout Area is just example text. It only there
so that you can see how it looks (the style)

The actual text does not matter!

You can change this text to anything that you like

- it will not affect any of the slides

If your text area is too small for the defualt text,

just change the text

PowerPoint 2003 - 24 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Changing the Style of Text on the Master Slide
This lesson will show you how to change the style of text on your Master Slide (e.g. the title
and bulleted list)

Highlight the box containing the text you wish to change

Click on the edge of the box that contains the text

- this will highlight the whole box

(This is quicker and easier than trying to highlight

the text itself)

Change the styling of the text

Select a font from the Font menu in the toolbar

Select a size from the Font Size menu in the

toolbar

PowerPoint 2003 - 25 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Select a colour from the Text Colour toolbar menu

Change the alignment and/or bold, italic or

underlining using the buttons in the toolbar

Set the styling of all Master Slide items as required

You will probably be asked to set the style for:

• The title text

• The bulleted list text
• The date
• The slide number

Note: If you are asked to set the style of the

sub-title text, it is easiest to do this directly on the
title slide (normal slide 1, not the Master Slide)

PowerPoint 2003 - 26 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding a Heading to the Master Slide so that it Appears on
Every Slide
This lesson will show you how to add heading text that will appear on every slide.

(Note that you can use the same technique to add your name to every slide)

Make room for the heading text

Resize / move objects to make room for the

heading text

Note: the Title text is not the same as a heading.

Every slide has a different title. We need to add a
separate heading that will be the same on every
slide

Add a textbox for the heading

Click on the Textbox button in the Drawing toolbar

Click and drag a textbox for the heading

PowerPoint 2003 - 27 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Type in the heading text

Change the style of the heading

Set the font, font size, colour and alignment

Check that the heading is the same on every slide

Close the Master Slide

Check that the heading is visible on every slide

Note: here you can see that each slide has a

different title, but all slides have the same
heading

PowerPoint 2003 - 28 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding an Image / Logo to the Master Slide so that it
Appears on Every Slide
This lesson will show you how to add an image / logo to the Master Slide so that it appears on
every slide

Select the type of image that you want to use

Click the Insert menu, then select Picture

If you already have a picture saved on disk, select

From File... then locate the image file and click
Ok to insert it

Otherwise select Clip Art to search for a suitable

image

Find a suitable image

Use the Clip Art side panel to search for a

suitable image

Double-click the image you want to use to add it

to the Master Slide

PowerPoint 2003 - 29 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adjust the image

The image can be resized, rotated and moved

by dragging the corner / edge 'handles'

The Picture toolbar can be used to crop the

image and/or adjust the colour, brightness, etc.

Check that the image appears on every slide

Close the Master Slide

You should see the image on every slide

PowerPoint 2003 - 30 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Changing the Layout
of Slides

PowerPoint 2003 - 31 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Opening the Slide Layout Pane
This lesson will show you how to open and access the Slide Layout pane

Open the Slide Layout pane

In the slide list, right-click the slide you wish to

change the layout of

Select Slide Layout... from the pop-up menu

The Slide Layout pane will be shown at the right

of the window

(You can close this pane by clicking the small

cross at the top-right of the pane)

PowerPoint 2003 - 32 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Selecting a Suitable Layout for a Slide
This lesson will help you understand how to select a suitable layout for a slide using the Slide
Layout task pane

Open the Slide Layout task pane

To open the Slide Layout task pane:

• Right-click a slide and select Layout

• Pick Slide Layout from the Task Pane menu

Pick a layout from the Slide Layout task pane

This is the default layout for new slides:

• Heading on top
• Bulleted list below

(Note: the layout is based on the Master Slide)

This is the Title Slide layout, normally used for the

first slide in a presentation

• Heading in the middle

• Sub-heading below

PowerPoint 2003 - 33 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Text layouts

Different combinations of text headings and/or

bulleted lists

Content (images, tables, charts, diagrams) layouts

Different combinations of text headings with

content area(s)

These areas can contain a range of different

content:

• images
• tables
• charts
• diagrams

Text and content layouts

Different combinations of text headings, bulleted

lists, and graphical content

PowerPoint 2003 - 34 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding Content to
Slides

PowerPoint 2003 - 35 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding Text to a Slide
This lesson will show you how to add text to a slide, either in the pre-defined areas, or as new
blocks of text

Adding text to pre-defined areas

Normal slides have a heading area and/or a

bulleted text area

The areas have prompts telling you that you can

add text by clicking...

... and then typing

With a bulleted list, each time you press Enter, a

new bullet is created

Adding a new block of text

Select the Textbox button from the Drawing toolbar

PowerPoint 2003 - 36 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Click and drag to create a text box area

Type in your text

Style the textbox using the Fill Colour, Line

Colour, Text Colour, Line Thickness and Line
Type buttons on the Drawing toolbar

Or change the Font, Font Size, text alignment,

etc. from the top toolbar

The textbpx can be moved, resized and rotated

PowerPoint 2003 - 37 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding an Image to a Slide
This lesson will show you how to add images to your slides, either from a saved file, or by
searching for clip art

Chose a layout for your slide that has a 'content' area

It is easier to work with a layout that is setup

ready for images

In the content area, select the type of image that you wish to add:

• Image from file (bottom-left button with mountains)

• Clip art (top-right button with person)

Or insert an image using the Insert menu

If your slide layout is already fixed, but you stil

wish to add an image, click the Insert menu,
select Picture, and then pick either Clip Art... or
From File...

PowerPoint 2003 - 38 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Images from a file

Navigate to your saved image, select it and click

Insert

Images from Clip Art

Type in a search word or two, click Go and wait

(it can take a while for PowerPoint to find clip art
on the Internet)

Select the image that you like, and then click Ok

Adjust your image

Images can be moved, resized and rotated by

dragging the edge / corner 'handles'

Images can be cropped, have borders added,

and colour adjusted by using the Picture toolbar

(Note: if you cannot see the Picture toolbar, try

right-clicking an image and selecting Show
Picture Toolbar)

PowerPoint 2003 - 39 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding a Chart to a Slide
This lesson will show you how to add a chart to a slide

PowerPoint has a built-in chart creator - but it's horrible to use!

Select a layout with a chart area

The chart creator opens up

However, it can be rather confusing to use (and

why learn another way of doing something when
you already know how to make charts in Excel?)

So don't use it!

Instead use Excel to create any charts that you need

Since you already know how to create charts in

Excel, stick to what you know

PowerPoint 2003 - 40 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Copy and paste the chart from Excel to PowerPoint

Copy your finished chart from Excel...

... and paste it onto your PowerPoint slide

PowerPoint 2003 - 41 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding Presenter Notes to a Slide
This lesson will show you how to add presenter notes to your presentation.

These notes are used by the person giving the presentation, to remind him/her what to say

Type your notes into the Notes area below each slide

Simply click in the Notes area and start typing

(Remember that these notes are a reminder of

what to say for the presenter)

PowerPoint 2003 - 42 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Animating Items on
Slides

PowerPoint 2003 - 43 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Adding Animations to Slide Items
This lesson will show you how to animate objects on your slides

Open the Custom Animation task pane

Right-click the object that you wish to animate,

and select Custom Animation...

The Custom Animation task pane will open at

the right of the window

Select the animation effect that you want to use

Click Add Effect

Select Entrance - you usually want objects to

appear on the slide

Select the effect that you like (there are many to

choose from)

PowerPoint 2003 - 44 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Your animation effect should now be listed in the
Custom Animation task pane

(Note: if you make a mistake, and you want to

remove an effect, simply highlight it and press
Delete)

And you should see numbers next to the object

that will animate

The numbers 1, 2, 3, 4 show the sequence of the

animation: each bullet point will appear one-by-one

Decide how you want the animation to start

Click the Start menu and select:

• On Click (mouse icon) - the slideshow will wait

for you to click the mouse before animating the
object
• After Previous (clock icon) - the animation will
happen automatically when the slide is shown

PowerPoint 2003 - 45 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Showing Evidence of Slide Animations
This lesson will show you how to provide evidence so that the examiners know that you have
used animations

Make all animation effects visible in the Custom Animation task pane

Groups of animations are often hidden

Click the expand arrow below the group...

... and all of the individual, numbered animations

will be shown

Take a screenshot the window showing the animation settings

Press the Print Screen (PrtScr) key on your

keyboard to take a screenshot of the window

Paste the screenshot into Word so that you can

add your name, etc.

The features that the examiners are interested in:

• The numbered object(s) - these are the things

that will animate
• The animation effects listed in the Custom
Animation task pane
• How the animations start - automatic or on
mouse click

PowerPoint 2003 - 46 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Changing the
Transistions Between
Slides

PowerPoint 2003 - 47 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Setting Slide Transitions
This lesson will show you how to add effects to the way slides change from one to the next (
transitions)

Open the Slide Transition task pane

Click the Slide Show menu and select Slide

Transition...

The Slide Transition task pane will open at the

right side of the window

PowerPoint 2003 - 48 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Select the transition that you want to use

From the list of transition effects, select the one

that you like

Adjust the transition settings

In the Advance Slide section of the task pane:

• On mouse click - means the slides will change

when you click the mouse
• Automaticlly after - means the slides will
change automatically after a set time

Apply the transition effect to every slide

Click the Apply to All Slides button in the task pane

PowerPoint 2003 - 49 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Showing Evidence of Slide Transitions
This lesson will show you how to obtain evidence that you have used slide transtions

Switch to Slide Sorter view

Click the View menu, then select Slide Sorter

Take a screenshot showing the slides and the Slide Transition task pane

Press the Print Screen (PrtScr) key on your

keyboard to take a screenshot of the window

Paste the screenshot into Word so that you can

add your name, etc.

The features that the examiners are interested in:

• The stars under each slide - these show that the

slide has a transtion
• The transition effect listed in the Slide
Transition task pane
• How the transitions start - automatic or on
mouse click

PowerPoint 2003 - 50 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Printing Slides and
Handouts

PowerPoint 2003 - 51 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Printing Slides
This lesson will help you print out your presentation

For all printing, use the Print Preview window

Click the File menu, then select Print Preview

The Print Preview window will open

(Always use this when priting from PowerPoint - it

makes choosing what you want to print very easy)

Use the Print What menu to select what you want to print

Click the Print What menu at the top of the Print

Preview window...

PowerPoint 2003 - 52 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

... and you will see a range of priting options

When you are ready to print, click the Print... button

Click the Print... button at the top of the Print

Preview window

Select the printing options required

Note: Most of these options will already have been

set for you by the Print Preview window (e.g. Print
What, Slides per Page, etc.)

Select the Print Range (which slides you wish to

print):

• All - print every slide in the presentation

• Slides - only print the slide numbers given

Either click Ok to print, or Preview to go back to

the Print Preview window

PowerPoint 2003 - 53 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Printing Handouts
This lesson will show you how to print a presentation handout

Select one of the 'Handouts' from the Print What menu

Select the handout that has the number of slides

per page required

The Print Preview window will show how your

handouts will look

(In the case of the 3 slides per page handout,

room is provided for people to write notes next to
the slides)

Click the Print... button and select which slides

you wish to print

PowerPoint 2003 - 54 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Printing Presenter Notes
This lesson will show you how to print handouts that include the presenter notes

Select Notes Pages from the Print What menu

Click the Print What menu, and select Notes

Pages

The Print Preview window will show how your

handout wil look

Each page will have one slide with the presnter

notes below

Click the Print... button and then choose which

slides to print

PowerPoint 2003 - 55 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Printing a Presentation Outline
This lesson will show you how to print an outline of your presentation.

An outline shows only the titles and text from each slide. It is useful to get an overview of
what the presentation includes

Select Outline View from the Print What menu

Click the Print What menu, then select Outline

View

The Print Preview window will show your

presentation outline

Clcik the Print... button to print the page(s)

PowerPoint 2003 - 56 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Excel 2003
Copyright 2009 Steve Copley

www.igcseict.info

This work is licensed under the Creative Commons

Attribution Non-Commercial 3.0 License

To view a copy of this license, visit

http://creativecommons.org/licenses/by-nc/3.0/
1 Cell and Range References

1.1 Cell and Range References 4

1.2 Absolute (Locked) and Relative (Unlocked) References 6

2 Entering Formulae

2.1 Typing Formulae into Cells 10

2.2 Using the FX button to Help Enter Functions 12

3 Examples of Formulae and Functions

3.1 Basic Arithmetic (Add, Subtract, Multiply, Divide) 16

3.2 SUM - Adding up a Range of Numbers 18

3.3 AVERAGE - Finding the Average of a Range of Numbers 19

3.4 MIN - Finding the Lowest Value in a Range of Numbers 20

3.5 MAX - Finding the Highest Value in a Range of Numbers 21

3.6 COUNT - Finding How Many Numbers are in a Range 22

3.7 COUNTA - Counting the Number of Items in a Range 23

3.8 INT - Converting Numbers to Integers 24

3.9 ROUND - Rounding Up/Down Numbers 26

3.10 VLOOKUP - Looking up What Particular Values Mean 28

3.11 COUNTIF - Counting the Number of Specific Items in a Range 30

3.12 SUMIF - Adding up Specific Values in a Range 32

3.13 IF - Deciding What Will Go Into a Cell 34

3.14 Multiple IFs - Deciding Between More Than Two Things 36

4 Printing Your Spreadsheet

4.1 Setting Up Your Page for Printing 39

4.2 Printing Formulae 41

Cell and Range
References

Excel 2003 - 3 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Cell and Range References
You refer to specific cell(s) in your spreadsheet using cell references

This lesson will explain what cell and range references are

Single cell reference

This cell is refered to using its column letter (B)

and row number (2)

The cell reference is B2

Referring to a group (range) of cells

A group of cells is called a range

This range of cells starts at cell B2 and goes down

to cell B6

The range reference is B2:B6

Note: the colon (:) is used to mean 'through to', as

in 'B2 through to B6'

Excel 2003 - 4 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Larger cell ranges

When ranges go across multiple columns and

rows, we use the top-left and bottom-right cells

The reference of this range is B2:D5

Excel 2003 - 5 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Absolute (Locked) and Relative (Unlocked) References
Sometimes, before we copy a formula to another cell, we need to lock some of the cell
references

This lesson will show you how to create locked (absolute) cell references

Relative references

In this example, the range B2:B6 is 'unlocked'

B2:B6 is a relative reference

This means that if the formula is copied from B8

to C8...

The relative cell references in formula will adjust

automatically: Now the formula refers to cells
C2:C6

Note: Most of the time, this is exactly waht you

want to happen - it is very convenient!

Excel 2003 - 6 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Absolute cell references

In this example the cell reference E2 is 'locked'

$E$2 is an absolute reference

The dollar signs ($) lock the cell reference

Note: You can lock any cell reference by

highlighting it and pressing F4 - you don't need
to type the dollar signs yourself

The absolute cell reference is needed so that

when we copy the formula from B8 to C8...

The formula still refers to the cell E2

Absolute cell references do not adjust

automatically

(Note: The relative reference B2:B6 was adjusted

to C2:C6)

If E2 was left unlocked (a relative reference) and

the formula was copied from B8 to C8...

The adjusted formula would now point to the

wrong cell

Excel 2003 - 7 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Absolute range references

In this example, the range B5:B11 has been

locked

$B$5:$B$11 is an absolute reference

(Note: Reference B2 is left unlocked (relative)

since we want it to adjust when we copy the
formula down to cell D3)

When the formula is copied from D3 to D4...

The relative reference, B2, is adjusted to B3

But the absolute reference, $B$5:$B$11, remains

unchanged

If we didn't lock the range there would be a

problem...

When we copied the formula down, the range

would refer to the wrong group of cells

Note: The coloured boxes really help you to notice

problems like this

Excel 2003 - 8 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Entering Formulae

Excel 2003 - 9 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Typing Formulae into Cells
Formulae can be simply typed directly into a cell

This lesson will show you how to type a formula into a cell

Go to the cell where you want to put the formula

Click on the cell

Start entering the formula

Type an equals sign (=)

(All formulae begin with an equals sign)

Excel 2003 - 10 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Complete the formula

Type in the remainder of the formula

Notice how the cells that you reference in your

formula are coloured and highlighted

Note: Instead of typing cell references such as

B4, you can just click on the cell - the reference
will be typed for you

Press Enter to finish

You should see the result of your formula

Notice that you can still see the formula in the

Formula bar

Excel 2003 - 11 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Using the FX button to Help Enter Functions
When entering functions, the FX button can really help you

This lesson will show you how to use the FX button to find and enter functions

Press the FX button

Click the cell where you want to add the function

Click the FX button, next to the Formula bar

The Insert Function window

The function search window appears

Excel 2003 - 12 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Search for the Function you want

Type in a word related to the function and then

click Go

Choose the function from the search results

Check the description to make sure it's the

function you need, then click Ok

The Function Arguments (data) window

The Function Arguments (arguments means data

, or values) window for your chosen function will
appear

Note...

- Required arguments are in bold

- Optional argumnets are not bold
- As you click in an argument box, you will see a
description below

Add cell / range references to the Function Arguments

Highlight the cells that will provide the data

(argument) for the function

Note: If you highlight cell(s) with the mouse, the

cell/range reference will be typed for you

Excel 2003 - 13 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Finish the Function

Click Ok and you will see the result of your function

If you double-click the function cell, you will see

that the function has been created for you - no
typing needed!

Excel 2003 - 14 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Examples of
Formulae and
Functions

Excel 2003 - 15 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Basic Arithmetic (Add, Subtract, Multiply, Divide)
As well as complex functions and formulae, spreadsheets can do basic arithmetic

This lesson will show you how to write formulae for basic arithmetic

Addition (+)

Use the plus sign to add cells

(Note: you only need to use SUM if you are adding

up lots of cells in a range. For simple addition of
just a couple of cells, use plus)

Subtraction (-)

Use the minus sign to subtract cells

Multiplication (*)

Use the star to multiply cells

Excel 2003 - 16 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

Division (/)

Use the forward slash to divide cells

Combination

The arithmetic signs operations can be combined

however you like

Check the result

Make sure the result of the function seems correct

Note: the COUNT function only counts numeric

values

Text and blank spaces are ignored

Excel 2003 - 22 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed

COUNTA - Counting the Number of Items in a Range
The COUNTA function is used to count the number of items (text or numbers) in a range of
values

This lesson will show you how to use the COUNTA function

Use the FX button to create the function

Highlight the range of items that you want to

count

Check the formula

Double-click the formula to open it

Check the correct cells are highlighted

Check the results

Make sure the result of the function seems correct

Note: the COUNTA function counts both

numeric and text values

(Think of the 'A' in COUNTA meaning 'all' or '

anything' - unlike the COUNT function which just
counts numbers, COUNTA counts any items)

INT - Converting Numbers to Integers
The INT function is used to find the whole part of a number - the integer part

Note: The integer part of a number is different from rounding the number - the integer part of
1.9999 is just 1 (the whole part, ignoring the decimal part)

This lesson will show you how to use the INT function

Use the FX button to create the function

Click the value that you want to find the whole

part of

Check the formula

Double-click the formula to open it

Check the correct cell is highlighted

Check the results

Make sure the results of the formulas look correct

Here you can see that the INT function always

takes the whole part of the number

It does not round the number - it simply ignores

the decimal part

ROUND - Rounding Up/Down Numbers
The ROUND function is used to find the nearest whole number to a numeric value -
rounding it up or down

This lesson will show you how to use the ROUND function

Use the FX button to create the function

Click the value that you want to round up or down

The num_digits (number of digits) is the number

of decimal places that are required.

We want whole numbers, so num_digits should

be set to 0

Check the formula

Double-click the formula to open it

Check the correct cell is highlighted

Check the results

Make sure the results of the formulas look correct

Here you can see that the ROUND function rounds

values:

- Rounds up if decimal is .5 or more

- Rounds down if decimal is less than .5

VLOOKUP - Looking up What Particular Values Mean
The VLOOKUP function is used to find the meaning of a particular value. It does this by '
looking up' the value in a lookup table

(Think of this process working in the same way you might lookup a word in a dictionary - you
search for the word, and find its meaning)

This lesson will show you how to use the LOOKUP function

Consider this example

In our main data table we have a series of codes

We want to know what these codes mean

We also have a small lookup table containing the

meanings

We will use a VLOOKUP function in cell F4 to

lookup the code DU (in cell E4) in the lookup table
...

Use the FX button to create the function

The Lookup_value is the item that you want to

lookup informatiion about

The Table_array is the lookup table - the table

that contains the meanings/definitions of the
items you want to lookup

Note: Only highlight the data in the lookup table -

do NOT highlight the table headings

The Col_index_num (column index number) is

set to 2 - this means that the meaning/definition is
in the 2nd column of the lookup table

Check the formula

Double-click the formula to open it

Check the correct cell is highlighted

(In this example you can see that we are looking

up the code DU in the lookup table)

Lock the lookup table reference before copying

We always want the table reference to point to the

same place

So we need to lock it (make it an absolute

reference)

Even after the formula has been copied down into

other rows, the table reference points to the
correct cells

Check the results look ok

In this example you can see that the correct

Animal names are being looked up from the
lookup table

The process involves:

1. DU is taken to the lookup table

2. The 1st column is searched for a match
3. When DU is found, the definition is taken from
the 2nd column

COUNTIF - Counting the Number of Specific Items in a
Range
The COUNTIF function can be used to count the number of specific values in a range of cells

This lesson will show you how to use the COUNTIF function

Consider this example

In this example, we want to count the number of

Cats, Dogs and Goats in a list

We start by counting the Cats using a COUNTIF

function...

Use the FX button to create the COUNTIF

The range is the group of cells that you want to

count (the list in range B2:B9)

The criteria is the specific thing that you are

looking for in the range (the word Cat in cell D2)

Check the formula

Double-click the formula to open it

Check the correct cells are highlighted

Lock the range before copying

The range must be locked (made absolute)

The criteria must be left unlocked (relative)

This is so that when the formula is copied down

the correct list is still referred to

Check the results

Make sure the results of the functions look ok

Here we see that there are 4 Cats, 2 Dogs and 2

Goats in the list, which seems correct

SUMIF - Adding up Specific Values in a Range
The SUMIF function can be used to add up values in a range of cells when cells in another,
parallel range match a given specific criteria

This lesson will show you how to use the SUMIF function

Use the FX button to create the SUMIF

In this example, we are adding up the value of

Cats, Dogs and Goats in a list

We start by adding up the value of the Cats...

The range is the group of cells that you want to

look through (the list in range B7:B14)

The criteria is the specific thing that you are

looking for in the range (the word Cat in cell B2)

The sum_range is the group of cells that you

want to add up if the criteria matches (the list in
range D7:D14)

(Note: If you're confused about which range is

which.... the sum_range must be the range with
numbers in!)

Check the formula

Double-click the formula to open it

Check the correct cells are highlighted

Lock the ranges before copying

The ranges must be locked (made absolute)

The criteria must be left unlocked (relative)

This is so that when the formula is copied down

the correct list is still referred to

Check the results

Make sure the results of the functions look ok

Here we see that Cats are worth 29, Dogs are worth
13 and Goats are worth 26, which seems correct

IF - Deciding What Will Go Into a Cell
The IF function is used to make choices or decisions about what will appear in a cell

This lesson will show you how to use the IF function

Consider this example

Here we have a set of student marks.

If the mark is more than 50, the student passes

We will use an IF function in cell D3 to decide if

Bob has passed...

Use the FX button to create the function

The Logical_test is the test that decides what we

should put into the cell

Note: The test almost always involves an item of

data in a cell being compared with a value, e.g.
B3 = 1
C4 <= 25
D2 = "DOG"

The Value_if_true is what should be placed in cell

D3 if the test is true
The Value_if_false is what should be placed in
cell D3 if the test is false

Note: These values can be anything that you

would normally put into a cell, e.g.
Numbers: 3, 0.5, 125%
Text: "Yes", "No", "Timmy"
Formula: D4*25

Check the formula

Double-click the formula to open it

Check the correct cell(s) is highlighted

Check the results

After copying the formula down, we can see that

'Yes' appears next to the correct marks

Multiple IFs - Deciding Between More Than Two Things
The IF function is used to make choices or decisions about what will appear in a cell

This lesson will show you how to use multiple IF functions to chose between several items

Consider this example

Here we have a set of student marks.

If the mark is:

- 80 or more, the student gets a grade A
- 60 or more, the student gets a grade B
- 40 or more, the student gets a grade C
- Anything else, the student Fails

We will use a number of nested IF functions in cell

D3 to decide Bob's grade...

(Note: 'Nested' means that one IF function will be

inside another which will be inside another... and
so on)

Type in the start of the first IF function

(Note: Because we are nesting function we cannot

Complete the lF functions

If the student didn't get an A, B or C, they must

have failed

So, we will placethe word Fail in the cell

Finally, finish all of the IF functions by closing

the brackets (3 brackets for 3 IFs)

Check the results

After copying the formula down, we can see that

the correct grades appear next to the marks

Printing Your
Spreadsheet

Setting Up Your Page for Printing
This lesson will show you how to best setup your page for printing your spreadsheet

Open the Page Setup window

Click the File menu, then Page Setup...

Set the page Orientation and Scaling

Select the Page tab

Chose the page orientation that you want:

Portrait or Landscape

Scale the page so that it fits on 1 page wide.

Allow the page to be several pages tall

Setup the page Header/Footer

Chose the Header/Footer tab

Click Custom Header

Add information to the header sections (name, etc.)

(Note: There are buttons that allow you to add

page number, date, etc. if required)

Preview the page

Click the Print Preview button on the toolbar

Check that your spreadsheet:

- Fits on the correct number of pages

- Doesn't have any data / formulae chopped off
- Is readable
- Has the correct header / footer information

Printing Formulae
This lesson will show you how to print the formulae that you have created in your spreadsheet

Show the formulae

Click the Tools menu, then Options...

Select the View tab

Tick the Formulas box

Note: There is a keyboard shortcut for this: Ctrl

+ `(backward apostophe - usually top-left key on
most UK / US keyboards)

Each time you press this key, the spreadsheet will

toggle between showing values and formulae

Resize the columns to make all formulae visible

Some of your longer formulae not be fully visible

You need to resize the columns so that the full

formulae can be seen

There is a very quick way to do this...

Click in the top-left corner of the spreadsheet

This will highlight the whole spreadsheet

Then double-click the line between any two of

the column headings

All of the columns will be resized to fit the
formulae exactly

Setup your page ready for printing: portrait /

landscape, fit to one page, etc. (See the Page
Setup lesson)

You can now print your formulae

Go back to showing the normal spreadsheet values

To hide the formulae and show the values again:

Untick the Formulas box in the Options window

Or press Ctrl-` again

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Attribution Non-Commercial 3.0 License

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1 Creating a Website Folder

1.1 Downloading Files for a Website 4

1.2 Opening a Folder as a Site 6

2 Creating and Editing Stylesheets

2.1 Creating a New Stylesheet 9

2.2 Creating Styles for HTML Tags 10

2.3 Modifying Styles to Use Several Fonts and/or Generic Fonts 13

2.4 Colour Codes in Stylesheets 15

3 Adding Things to a Web Page

3.1 Linking and Unlinking a Stylesheet to a Web Page 19

3.2 Creating Links to Other Web Pages 22

3.3 Creating Links to Anchors Within the Same Page 24

Creating a Website
Folder

Downloading Files for a Website
Whenever you are downloading files for a website, always create a new folder for them to be
placed in

This lesson will show you how to download files for a website

Create a new folder for your website files

Whenever you start a new website, always create

a new folder for the files...

- Go to your Documents folder

- Right-click
- Click New
- Click Folder

Using a new folder for each websiite keeps all of

the files together, and stops them getting mixed
up with saimilar files from other websites

Give the new folder a name

Download the files that you need

If you are instructed to download some files...

- Right-click each of the files

- Select Save Target As... (if your are using
Internet Explore)
- Select Save Link As... (if you are usinf Firefox)

Save the file(s) in your new folder

When asked where to save the file(s), go to the

new folder that you made

You should see each of the file(s) downloaded

into your folder

Check your folder and files

Open the folder you created and check that all of

the files are present

Opening a Folder as a Site
FrontPage works best when you open a folder as a 'site'. Doing this measn that FrontPage
knows where all of the files for a website (HTML files, stylesheets, images, etc.) are located

This lesson will show you how to open a folder as a site

Open the folder with your files in as a 'Site'

Click the FIle menu, then click Open Site...

Note: This is NOT the same as Open...

Find the folder that you created to hold all of your

website files

Click the folder once to select it

Then click Open

All FrontPage to convert your folder into a website folder

Click Yes to allow FrontPage to add a few extra

things to your folder

(Note: These extra things (special folders) can be

ignored, but Frontpage needs them)

Your website is now ready to work with

You should see your website folder and any files

you put in it

Note: If you cannot see the list of files on the left of

the window...

Click the View menu, then Folder List

Creating and Editing
Stylesheets

Creating a New Stylesheet
Stylesheets contain code that describes how various parts of webpages should look (font,
colour, etc.)

This lesson will show you how to create a new stylesheet

Open the Page Templates window

Click the menu arrow next to the New Page button in the
toolbar

Then click Page...

Note: Don't click the page icon itself - this will give you a new
web page, not a stylesheet

Create a blank stylesheet

Select the Style Sheet tab

Then select Normal Style Sheet

Your new stylesheet is ready to use

You should see a new, blank stylesheet

The file extention will be .CSS

The Style toolbar should be visible

Save the stylesheet in your website folder

Make sure you keep the .css file extension

You should see the stylesheet in the left side file

list

Creating Styles for HTML Tags
Creating stylesheet code for HTML tags is fairly straightforward

This lesson will show you how to create and modify stylesheet code

Open the Style window

Click the Style... button on the Style toolbar

Select the HTML tag that you want to create a style for

Select the HTML tag from the list

Then click Modify...

Choose what you want to chnage about the style

From the Modify Style window, click the Format

menu button

From the menu select what you want to change...

- Font... for font, colour, bold, italic, size

- Paragraph... for align left / right / centre
- Numbering... for numbers and bullets

The Font window

1. Choose a font...
- Arial if a sans-serif font is needed
- Times New Roman if a serif font is needed

2. Choose a font style (bold, italic)

3. Chose a size (use pt for points, px for pixels)

4. Choose a colour

The Paragraph window

Choose a text Alignment

The Bullets and Numbering window

Choose the style of Bullets or Numbers that you

want

Create styles for other HTML tags

Your Styles list will only show the styles that you
have created

To get back to the full list of HTML tags, select HTML

tags from the List menu

See the code in your stylesheet

After you have finished creating / modifying the

styles for your HTML tags you will see the code
that has been created

Modifying Styles to Use Several Fonts and/or Generic Fonts
Web designers cannot guarantee which fonts a computer will have installed, so they often
specify a list of preferred fonts in their stylesheets

This lesson will show you how to modify styles to include a list of fonts

Create the styles in the normal way

Use the Style window...

Choose the colour, size, alignment, etc.

Choose the font that is your first choice - your

preferred font

(Note: The Style window will only let you choose

one font)

Add other fonts as required

To add another font to a style...

Click just after the font name (before the

semi-colon)

Type a comma

Then type in the name of the second choice font

Add generic fonts if needed

You can specify a generic font at the end of the

list...
- Either serif
- Or sans-serif

Using generic fonts means that if the fonts in the

list cannot be found, any serif / sans-serif font will
be used

Examples of font lists with generic fonts

Here you can see that the styles for H1 and H2

specify...
- Use Times New Roman if possible
- Use any serif font if Times New Roman is not
available

And the style for P specifies...

- Use Arial if possible
- Use Verdana if Arial is not available
- Use any sans-serif font if the other fonts are not
available

Colour Codes in Stylesheets
Colours are specified in stylesheets using rather strange codes called hexadecimal codes

This lesson will show you how to choose the correct colour codes

Open the More Colors window

When picking the colour for a style, select More

Colors... from the Color menu

Pick the colour required

You can click on the colour required whilst

watching the colour code at the top-right

Or you can type values directly into the colour

code at the top right

Explanation of the strange colour codes

The colour code has three parts...

RED, GREEN, BLUE

Different values entered into these three parts can create any colour required

The code values are a bit strange:

FF = 100% (maximum)
C0 = 75%
80 = 50%
40 = 25%
00 = 0% (none)

Examples of the strange colour codes
Pure colours (use 100%)...
Pure RED is FF,00,00 (100% RED, no GREEN, no BLUE)
Pure GREEN is 00,FF,00 (no RED, 100% GREEN, no BLUE)
Pure BLUE is 00,00,FF (no RED, no GREEN, 100% BLUE)
Pure YELLOW is FF,FF,00 (100% RED, 100% GREEN, no BLUE)
Pure BLACK is 00,00,00 (no RED, no GREEN, no BLUE)
Pure WHITE is FF,FF,FF (100% RED, 100% GREEN, 100% BLUE)

Darker colours (use 50%)...

Dark RED is 80,00,00 (50% RED, no GREEN, no BLUE)
Dark GREEN is 00,80,00 (no RED, 50% GREEN, no BLUE)
etc...

Example: Pure RED

Here you can see that the colour code is...

FF,00,00

(100% RED, no GREEN, no BLUE)

Example: Pure Green

Here you can see that the colour code is...

00,FF,00

(no RED, 100% GREEN, no BLUE)

Example: Pure Blue

Here you can see that the colour code is...

00,00,FF

(no RED, no GREEN, 100% BLUE)

Example: Dark Red

Here you can see that the colour code is...

80,00,00

(50% RED, no GREEN, no BLUE)

Example: Modifying a colour

This colour has a mixture of RED, GREEN and

BLUE values

To remove the GREEN part we need to edit the

colour code...

Here we have changed the GREEN part from FF

(100%) to 00 (none)

Now the colour is just a mixture of RED and BLUE

(with no GREEN)

Adding Things to a
Web Page

Linking and Unlinking a Stylesheet to a Web Page
A stylesheet will only change how a web page looks when the stylesheet is linked to the page

This lesson will show you how to link a stylesheet to a web page

Open your web page

Open the web page in Design view

Make sure that your stylesheet is saved, and is

visible in the file list

Drag and drop the stylesheet onto the page

Pick up the stylesheet with your mouse and drop

it anywhere on the page

See the styles applied to the web page

You should see the styles of the various parts of

the page change

Check the stylesheet link code

Switch to Code view

Look in the <head> section of the page code

You should see a <link> tag containing the

stylesheet filename

Removing a stylesheet link

Go to the page Code view

Highlight the stylesheet <link> tag

Delete the whole <link> tag

You should see that the styles are no longer

being applied to the HTML tags

Creating Links to Other Web Pages
Hyperlinks allow us to jump from one web page to another by clicking on text or images that
have been made into links

This lesson will show you how to create hyperlinks

Select the text that you want to make into a link

Highlight the text

Create the link

Right-click the text

Select Hyperlink...

Enter the address of the page to link to

Make sure Existing File or Web Page is selected

Type in the address or filename of the page to

link to

If the link must open in a new window, chnage the Target Frame

Click the Target Frame button

Type in the name to be used for the new window

Check the link works

Save the web page

Open the page in a browser

Click the link

Image links

Exactly the same steps can be followed to make

images into links

(Right-click, the Hyperlink...)

Creating Links to Anchors Within the Same Page
Sometimes, especially with long web pages, links are provided that jump to another location
in the same page

This lesson will show you how to add 'anchors' to you page and then create links to them

Here is a long web page

The page has a lot of sections

We need a link to go back to the top of the page

This text will become a link to an anchor at the

top of the page

Insert the anchor (bookmark)

Click where you want the anchor (bookmark) to

In this case we click right at the top of the page

(The anchor will mark the place that our link will
jump to)

Click the Insert menu, then Bookmark...

(Note: FrontPage uses 'bookmark' to mean an

anchor)

Give the anchor (bookmark) a name

Type in a name for the anchor (bookmark)

In this case, we name it TOP as it is at the top of

the page

The anchor is inserted

You should see a little flag to indicate that the

anchor (bookmark) is in place

Create the link to the anchor

Highlight the text

Then right-click and select Hyperlink...

Create the link

Make sure Place in This Document is selected

Click the anchor (bookmark) that you want to

link to

Test the link

Your text should now be a link

Save the page and open it in a browser

Scroll to the link and click it...

You should be taken back to the top of the page

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