Ecdl Manual Module 4

Mastering the ECDL / ICDL
ECDL / ICDL Training Manual

Module Four
Spreadsheets
Courseware from
Cheltenham Computer Training
Contact Information
Cheltenham Computer Training

Crescent House
24 Lansdown Crescent Lane
Cheltenham
Gloucestershire
GL50 2LD
United Kingdom
Tel: +44 (0)1242 227200

Fax: +44 (0)1242 253200
Email: sales@cctglobal.com
Internet: http://www.cctglobal.com/
All trademarks acknowledged. E&OE.
NOTE: All reasonable precautions have been taken in the preparation of this document, including
both technical and non-technical proofing. Cheltenham Computer Training and all staff assume
no responsibility for any errors or omissions. No warranties are made, expressed or implied with
regard to these notes. Cheltenham Computer Training shall not be responsible for any direct,
incidental or consequential damages arising from the use of any material contained in this
document.
If you find any errors in these training modules, please inform Cheltenham Computer Training.
Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors
you may detect. All courses are updated on a monthly basis, so your feedback is both valued by
us and will help us to maintain the highest possible standards.
Cheltenham Computer Training 2000 No part of this document may be copied without written
permission from Cheltenham Computer Training unless produced under the terms of a site
license agreement with Cheltenham Computer Training.
Please Note:
Information Is core ECDL version 3 material

displayed like
this: -
Information Is not core ECDL version 3 material, but has been included as additional
displayed like material by Cheltenham Computer Training
this: -
PLEASE READ
This courseware should be used by candidates holding an official ICDL/ECDL Skills Card or Log
Book, and should lead to the taking of official ICDL/ECDL tests. These are available from your
national ICDL/ECDL office. See www.ecdl.com for details.
ECDL Approved Courseware
IMPORTANT - PLEASE READ

As a condition of providing official approval for this courseware, the ECDL
Foundation demand that the following statement appear within all approved
ECDL courseware, produced by third party courseware providers: -
""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of
the European Computer Driving Licence Foundation Limited in Ireland and other countries.
Cheltenham Computer Training is an independent entity from the European Computer Driving
Licence Foundation Limited, and not affiliated with the European Computer Driving Licence
Foundation Limited in any manner. This product may be used in assisting students to prepare for
the European Computer Driving Licence Examination. Neither the European Computer Driving
Licence Foundation Limited nor Cheltenham Computer Training warrants that the use of this
product will ensure passing the relevant Examination. Use of the ECDL-F approved Courseware
Logo on this product signifies that it has been independently reviewed and approved in complying
with the following standards:
Acceptable coverage of all courseware content related to ECDL Syllabus Version 3.0. This
courseware material has not been reviewed for technical accuracy and does not guarantee that
the end user will pass the associated ECDL Examinations. Any and all assessment tests and/or
performance based exercises contained in this product relate solely to this product and do not
constitute, or imply, certification by the European Driving Licence Foundation in respect of any
ECDL Examinations. 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.
References to the European Computer Driving Licence (ECDL) include the International
Computer Driving Licence (ICDL). ECDL Foundation Syllabus Version 3.0 is published as the
official syllabus for use within the European Computer Driving Licence (ECDL) and International
Computer Driving Licence (ICDL) certification programme"
IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Computer

Training.
Before making ANY changes to this product you must first contact the ECDL Foundation for
approval of the changes that you wish to make. Please contact Aisling Mulqueen, at the ECDL
Foundation using this email address aisling.mulqueen@ecdl.com. In the event of this email not
working, please contact the ECDL via their web site. Or write to Aisling Mulqueen, ECDL
Foundation. Block B #6 Leopardstown Office Park, Sandyford Industrial Estate, Dublin 18.
Cheltenham Computer Training accept no liability whatsoever arising from any changes
that you make to this courseware, with, or without, ECDL Foundation approval.
CONTENTS
4.1 GETTING STARTED..............................................................................................................................1

4.1.1 - FIRST STEPS WITH SPREADSHEETS............................................................................................................2
4.1.1.1 Open a spreadsheet application...................................................................................................2
To start Excel using the Windows Start menu......................................................................................2
To start Excel using the "New Office Document” icon........................................................................2
What are Workbooks and Worksheets?................................................................................................3
4.1.1.2 Open an existing spreadsheet - make some modifications and save............................................4
To open an existing workbook..............................................................................................................4
4.1.1.3 Open several spreadsheets...........................................................................................................4
To select, and open a continuous block of files....................................................................................4
To select, and open, multiple files that are not in a continuous block..................................................4
4.1.1.4 Create a new spreadsheet and save.............................................................................................4
To create a new default workbook........................................................................................................4
To create a new workbook file using a specified template...................................................................5
To save the workbook...........................................................................................................................6
4.1.1.5 Save an existing spreadsheet onto the hard disk or a diskette.....................................................7
To save a workbook..............................................................................................................................7
To save a backup copy..........................................................................................................................7
To save summary information..............................................................................................................7
To save a file to a diskette....................................................................................................................7
4.1.1.6 Close the spreadsheet...................................................................................................................8
To close a file........................................................................................................................................8
To minimize a workbook window........................................................................................................8
To exit Excel ........................................................................................................................................8
4.1.1.7 Use application Help functions....................................................................................................8
What is the Microsoft Office Assistant?...............................................................................................8
Today's Tip...........................................................................................................................................8
To display the Office Assistant.............................................................................................................8
Displaying Tips via the Office Assistant..............................................................................................9
To hide the Office Assistant ................................................................................................................9
4.1.2 - ADJUST BASIC SETTINGS.....................................................................................................................10
4.1.2.1 Change spreadsheet view mode.................................................................................................10
To change the View options...............................................................................................................10
4.1.2.2 Use the page view magnification tool/zoom tool........................................................................10
To zoom the view...............................................................................................................................10
4.1.2.3 Modify toolbar display...............................................................................................................11
To display or hide a toolbar................................................................................................................11
To move a toolbar...............................................................................................................................11
4.1.3 - DOCUMENT EXCHANGE.........................................................................................................................12
4.1.3.1 Save an existing spreadsheet under another file format: txt file, document template, software
type or version number etc.....................................................................................................................12
To save a file in a format other than Excel format, such as Lotus 123...............................................12
To save a file in an earlier Excel format ............................................................................................12
Saving a workbook as a template file.................................................................................................13
What are Templates?..........................................................................................................................13
To use a template................................................................................................................................13
4.1.3.2 Save a document in a format appropriate for posting to a Web Site.........................................14
To save a file in a format suitable for posting on a Web site.............................................................14
4.2 BASIC OPERATIONS...........................................................................................................................15
4.2.1 - INSERT DATA......................................................................................................................................16
4.2.1.1 Enter numbers in a cell..............................................................................................................16
To enter numbers................................................................................................................................16
To enter dates or times........................................................................................................................16
4.2.1.2 Enter text in a cell.......................................................................................................................17
To enter text into a cell.......................................................................................................................17
AutoComplete.....................................................................................................................................17
To use a Pick List................................................................................................................................17
4.2.1.3 Enter symbols or special characters in a cell............................................................................18
Using non-standard characters............................................................................................................18
Using AutoCorrect to insert symbols..................................................................................................18
Inserting special character of symbols using the Windows Character Map.......................................19
4.2.1.4 Enter simple formulas in a cell...................................................................................................20
To enter a formula...............................................................................................................................20
To enter a cell or range reference by pointing....................................................................................20
Operator Evaluation Order Within Excel...........................................................................................21
4.2.1.5 Use the undo command..............................................................................................................21
To undo a command...........................................................................................................................21
To repeat a command..........................................................................................................................21
4.2.2 - SELECT DATA....................................................................................................................................22
4.2.2.1 Select a cell or range of adjacent or non-adjacent cells............................................................22
To select a cell....................................................................................................................................22
To select non-adjacent cells................................................................................................................22
To select a range of cells by dragging the mouse...............................................................................22
To select a range of cells (making up a rectangular block)................................................................22
To select an entire worksheet..............................................................................................................22
To select several sheets.......................................................................................................................22
To select all sheets..............................................................................................................................23
4.2.2.2 Select a row or column. Select a range of adjacent or non-adjacent rows or columns.............24
To select a row....................................................................................................................................24
To select a range of adjacent rows......................................................................................................24
To select a range of non-adjacent rows..............................................................................................24
To select a column..............................................................................................................................24
To select a range of adjacent columns................................................................................................24
To select a range of non-adjacent columns.........................................................................................24
4.2.3 - COPY, MOVE, DELETE.........................................................................................................................26
4.2.3.1 Use the Copy and Paste tools to duplicate cell contents in another part of a worksheet..........26
To copy data to a different location on the same page.......................................................................26
To use the Clipboard to copy data to other programs.........................................................................26
To copy multiple items to the Clipboard............................................................................................26
To view the Clipboard toolbar............................................................................................................26
Pasting multiple items from the Clipboard.........................................................................................27
To move and copy data to another worksheet....................................................................................27
To copy data to another workbook.....................................................................................................27
To copy data over several cells (fill)..................................................................................................27
To use the Clipboard to copy an object between pages, workbooks, or programs.............................27
To copy an object to a different location on the sheet........................................................................28
To insert new cells to make space for the copied data........................................................................29
To copy a numeric value down a column...........................................................................................29
To copy a column of text into a row...................................................................................................29
To copy a formula across several cells in a column or row................................................................29
4.2.3.2 Use the Cut and Paste tools to move cell contents within a worksheet......................................30
To move cell contents within a worksheet (using Cut and Paste)......................................................30
To move cell contents within a worksheet (using drag and drop)......................................................30
4.2.3.3 Move cell contents between active worksheets...........................................................................30
To move cell contents between active worksheets (within a workbook) (using Cut and Paste).......30
4.2.3.4 Move cell contents between active spreadsheets........................................................................32
To move cell contents between active spreadsheet (i.e. workbooks), using Cut and Paste...............32
4.2.3.5 Delete cell contents in a selected cell range..............................................................................32
To delete the contents of a cell or range.............................................................................................32
To delete data without removing the underlying cell formats............................................................32
To delete rows and columns...............................................................................................................32
To delete cells or ranges.....................................................................................................................33
4.2.4 - SEARCH AND REPLACE..........................................................................................................................34
4.2.4.1 Use the search command for specified cell content...................................................................34
To find text in a worksheet.................................................................................................................34
4.2.4.2 Use the replace command for specified cell content..................................................................34
To find and replace text within a worksheet.......................................................................................34
4.2.5 - ROWS AND COLUMNS..........................................................................................................................36
4.2.5.1 Insert rows and columns.............................................................................................................36
To insert a row into a worksheet.........................................................................................................36
To insert columns into a worksheet....................................................................................................36
4.2.5.2 Modify column width and row height.........................................................................................36
To change the width of a column........................................................................................................36
To set the column width to match the data automatically..................................................................36
To change the width of multiple columns to match the data..............................................................37
To set new default column widths......................................................................................................38
To change the height of a row............................................................................................................38
To automatically change a row height to match the data...................................................................38
4.2.5.3 Delete selected rows or columns................................................................................................38
To delete a row or column..................................................................................................................38
4.2.6 - SORT DATA........................................................................................................................................39
4.2.6.1 Sort selected data in ascending or descending numeric order...................................................39
To sort data numerically.....................................................................................................................39
4.2.6.2 Sort selected data in ascending or descending alphabetic order...............................................39
Sorting a list using the Sort icons.......................................................................................................39
Sorting a list using the Sort command................................................................................................39
To sort the data within a database.......................................................................................................40
Using the “Then by” Sort option........................................................................................................40
4.3 FORMULAS AND FUNCTIONS.........................................................................................................41
4.3.1 - ARITHMETIC AND LOGICAL FORMULAS....................................................................................................42
4.3.1.1 Use basic arithmetic and logical formulas in a spreadsheet addition, subtraction,
multiplication, division...........................................................................................................................42
To enter formulas into the worksheet cell..........................................................................................42
4.3.1.2 Recognize standard error messages associated with formulas..................................................42
Common formula error messages.......................................................................................................42
On-line Help with formula error messages.........................................................................................44
4.3.1.3 Use the autofill tool/copy handle tool to copy or increment data entries..................................45
To use AutoFill...................................................................................................................................45
To see what AutoFill options are available........................................................................................45
4.3.1.4 Understand and use relative cell referencing in formulas or functions.....................................46
What is relative addressing?...............................................................................................................46
4.3.1.5 Understand and use absolute cell referencing in formulas or functions....................................47
What is absolute addressing?..............................................................................................................47
4.3.2 - WORKING WITH FUNCTIONS...................................................................................................................49
4.3.2.1 Use the sum function..................................................................................................................49
To sum numbers automatically...........................................................................................................49
To use the SUM function....................................................................................................................49
Common Functions.............................................................................................................................49
4.3.2.2 Use the average function............................................................................................................50
To use the AVERAGE function.........................................................................................................50
4.4 FORMATTING......................................................................................................................................51
EXTRA – RENAMING WORKSHEET TABS.........................................................................................................52
To rename a worksheet tab.................................................................................................................52
4.4.1 - FORMAT CELLS - NUMBERS..................................................................................................................53
4.4.1.1 Format cells to display different number styles: number of decimal places, number of zeros
after the decimal point, with or without commas to indicate thousands................................................53
To change number formatting ............................................................................................................53
To establish a fixed number of decimal places for cell formats.........................................................53
To format a cell using commas...........................................................................................................53
4.4.1.2 Format cells to display different date styles...............................................................................55
To format date styles...........................................................................................................................55
4.4.1.3 Format cells to display different currency symbols...................................................................55
To format cells using currency symbols.............................................................................................55
4.4.1.4 Format cells to display numbers as percentages.......................................................................55
To format numbers as percentages.....................................................................................................55
4.4.2 - FORMAT CELLS - TEXT.......................................................................................................................57
4.4.2.1 Change text size. Format text: bold, italic, font type..................................................................57
To change text size............................................................................................................................57
To format text as bold.........................................................................................................................57
To format text as italic........................................................................................................................57
To modify the font type used by text..................................................................................................57
4.4.2.2 Change text font color................................................................................................................58
To modify the color used by the text..................................................................................................58
4.4.2.3 Adjust text orientation................................................................................................................58
To modify text orientation..................................................................................................................58
4.4.3 - FORMAT CELLS - CELL RANGES............................................................................................................59
4.4.3.1 Centre and align cell contents in a selected cell range: left and right; top and bottom............59
To align data between the left and right sides of a cell.......................................................................59
To align data between the top and bottom of a cell............................................................................59
To change the “read” orientation of data in cells................................................................................59
To wrap multiple lines of data in a cell..............................................................................................60
To indent data within a cell.................................................................................................................61
To rotate text to any angle..................................................................................................................61
To center a heading over multiple columns........................................................................................61
To center data within a cell.................................................................................................................61
4.4.3.2 Add border effects to a selected cell range................................................................................61
To apply a border to cells or ranges....................................................................................................61
To use the Format Cells (Border) dialog box.....................................................................................62
To remove a border from cells or ranges............................................................................................62
To change the style and color of borders............................................................................................63
To AutoFormat a table........................................................................................................................63
4.4.4 - SPELLING............................................................................................................................................64
4.4.4.1 Use a spell-check program and make changes where necessary...............................................64
To check spelling in a worksheet........................................................................................................64
To view items that will be corrected by AutoCorrect.........................................................................65
To add items to AutoCorrect..............................................................................................................65
To delete an AutoCorrect entry..........................................................................................................65
4.4.5 - DOCUMENT SETUP...............................................................................................................................66
4.4.5.1 Modify document margin settings..............................................................................................66
To modify margin values....................................................................................................................66
4.4.5.2 Adjust document setup to fit one page........................................................................................66
To force a worksheet to print on a single page...................................................................................66
4.4.5.3 Add a Header and Footer...........................................................................................................67
To use standard headers and footers...................................................................................................67
To create custom headers and footers.................................................................................................67
4.4.5.4 Change document orientation - portrait or landscape, page size etc........................................68
To set orientation and page size..........................................................................................................68
4.5 PRINTING..............................................................................................................................................69
4.5.1 - PRINTING SIMPLE SPREADSHEET DOCUMENTS.............................................................................................70
4.5.1.1 Use basic print options...............................................................................................................70
To change Page Setup options............................................................................................................70
To set print quality..............................................................................................................................70
To set the scale of the page.................................................................................................................70
To change the margins........................................................................................................................70
To change header and footer margins.................................................................................................70
To change margins in Print Preview...................................................................................................70
To change the way the data is centered on the page...........................................................................72
To center your printed output on a page.............................................................................................72
To change sheet options......................................................................................................................72
To select a printer...............................................................................................................................74
To change the printer settings.............................................................................................................74
To set the print area............................................................................................................................74
4.5.1.2 Preview a spreadsheet................................................................................................................74
To preview a spreadsheet....................................................................................................................74
4.5.1.3 Print a spreadsheet or a worksheet............................................................................................75
To print a worksheet...........................................................................................................................75
4.5.1.4 Print part of a worksheet or a pre-defined cell range................................................................75
To print parts of a workbook / worksheet...........................................................................................75
4.6 MORE ADVANCED FEATURES........................................................................................................76
4.6.1 - IMPORTING OBJECTS............................................................................................................................77
4.6.1.1 Import objects into a spreadsheet: image files, graphs, text files etc.........................................77
Why Import Data?..............................................................................................................................77
The Text Wizard.................................................................................................................................77
To import text into Excel using the Text Wizard...............................................................................78
To import a picture into a worksheet..................................................................................................79
To copy a graph (chart) into a worksheet, from a different worksheet..............................................79
To copy a graph (chart) into a worksheet, from a different workbook...............................................79
4.6.1.2 Move and resize imported objects within a spreadsheet............................................................81
To move an object...............................................................................................................................81
To copy an object................................................................................................................................81
To re-size an object ............................................................................................................................81
4.6.2 - CHARTS AND GRAPHS...........................................................................................................................82
4.6.2.1 Produce different types of charts and graphs from spreadsheet figures to analyze data, e.g. pie
charts, column charts, bar charts...........................................................................................................82
To use the Chart Wizard to create a chart...........................................................................................82
4.6.2.2 Edit or modify a chart or graph: add a title or label, change the scale. Modify the colors in the
chart or graph........................................................................................................................................83
To add a title to a chart.......................................................................................................................83
To change the chart scale....................................................................................................................84
To modify the chart colors..................................................................................................................85
4.6.2.3 Change the chart type.................................................................................................................86
To use the Chart Type icon.................................................................................................................86
Area Chart...........................................................................................................................................87
4.6.2.4 Move and delete charts or graphs..............................................................................................91
To move a chart..................................................................................................................................91
To re-size a chart.................................................................................................................................91
To delete a chart..................................................................................................................................91
APPENDIX....................................................................................................................................................92
The Standard Toolbar............................................................................................................................92
The Formatting Toolbar.........................................................................................................................93
Navigating through worksheets and workbooks....................................................................................94
To move to a cell using the mouse.....................................................................................................94
To move to a particular cell (quick way)............................................................................................94
To move from cell to cell using the keyboard....................................................................................94
To move within a selection.................................................................................................................94
To move between worksheets using the mouse..................................................................................95
To move between worksheets using the keyboard.............................................................................96
To move using Go To.........................................................................................................................96
To move to a different worksheet within a workbook........................................................................96
To move to the first or last worksheet in a workbook........................................................................96
To move between worksheet tabs using the keyboard.......................................................................96
To insert cells or ranges......................................................................................................................97
Module Four - Manual
ECDL/ICDL [Module Four] 1
Spreadsheets TRAINING MANUAL
4.1 Getting Started
FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 227200 - Fax: +44 (0)1242 253200
2 ECDL/ICDL [Module Four]
TRAINING MANUAL Spreadsheets
4.1.1 - First Steps with Spreadsheets
4.1.1.1 Open a spreadsheet application.
To start Excel • Click on the Start icon to display the Start menu and then move the
usin mouse pointer onto Programs.
g • From the sub-menu select Microsoft Excel.
the
Win
dow
s
Start
men
u
To start Excel • Click on the Start icon to display

usin the Start menu.
g • Click on New Office Document.
the
"Ne This will display the New Office Document
w dialog box, as illustrated, and by default the
Offic General tab will have been selected. If you
e have previously changed to a different tab
Doc this will automatically be selected when you
ume next enter the dialog box.
nt”
icon
• Select the Blank Workbook icon and click on the OK button.

NOTE: Alternatively you could have clicked on the Spreadsheet tab and
have selected a workbook template, such as Expense Statement or
Invoice.
What are You enter your data into a worksheet. It consists of rows and columns and
Wor is essentially a very large table.
kbo
oks The worksheets in turn are grouped together into workbooks. By default
and each workbook in Excel contains 3 worksheets, which are identified by
Wor tabs displayed along the bottom of your screen, which identify the
kshe individual worksheets making up the workbook. By default the first
ets? worksheet is called Sheet1, the next is Sheet2 and so on.
By default each new workbook you open will contain 3 blank worksheets,
although you can increase this number or reduce it down to a workbook,
which only contains one worksheet.
Within Excel, you can have up to 65,536 rows in a worksheet and up to

256 columns! That's room for a lot of data!

4.1.1.2 Open an existing spreadsheet - make some modifications

and save.
To open an • From the File menu, choose Open

exist
ing OR click on the Open icon on the Standard toolbar.
work
boo • Locate the file that you wish to open and then double click on the file
k name to open it. If you need to change to a different folder, then you
can use the Up One Level icon
OR you can click on the down arrow next to the Look in field.
4.1.1.3 Open several spreadsheets.
To select, and • Click on the Open icon which will display the file Open dialog box. Click
ope on the first file of the block you wish to select, then while depressing the
na Shift key, click on the last file of the required block. When you release
cont the Shift key the entire block will remain selected.
inuo
us
bloc
k of
files
To select, and • Click on the Open icon which will display the file Open dialog box. Click
ope on the first file that you wish to select and while keeping the Ctrl key
n, depressed, click on the other files that you wish to select. When you
mult release the Ctrl key, the selected files will continue to be highlighted.
iple
files
that
are
not
in a
cont
inuo
us
bloc
k
4.1.1.4 Create a new spreadsheet and save.
To create a • Click on the New icon located within the Standard toolbar
new
defa OR press Ctrl+N
ult
work

boo
k
To create a • Click on the File drop down menu, and then click on the New
new command. The New dialog box will be displayed. To create a
work workbook using the default template, click on the Workbook icon,
boo located within the General tab. Click on the OK button to continue.
k file
usin To create a new specialist workbook, using a pre-defined template, click
ga on any of the other tabs that may be displayed, such as Spreadsheet
spec Solutions, and then select the required icon (such as Invoice). Click
ified on the OK button to continue.
tem
plate

To save the • To save the workbook, click on the Save icon, and you will see the
work Save As dialog box.
boo
k
• In the section of the dialog box called File Name, enter a name for your
file. Then click on the Save button to save the file.

4.1.1.5 Save an existing spreadsheet onto the hard disk or a

diskette.
To save a • From the File menu, select Save

work
boo OR press Ctrl+S
k
OR click on the Save icon on the Standard toolbar.
• If it is a new file, the Save As dialog box will appear. If necessary

select a different folder that you may wish to save the file in.
• Enter a name in the File name text box.
• Select Save.
To save a • From the File menu, select Save As to display the Save As dialog box.
back • Insert a name for the file in the File name text box.
up • Select Save. To work on the original file again, select it from the list
copy displayed at the bottom of the File drop down menu.
To save • From the File menu, select Properties.

sum • Enter the required information in the Properties dialog box.
mar • Select OK to save the information within the file.
y
infor
mati
on
To save a file • Click on the File drop down menu and select the Save As command. A
to a dialog box will be displayed similar to that illustrated.
disk
ette
• Click on the down arrow to the right of the Save in section of the dialog
box, which will display a drop down menu, as illustrated.
• Select the 3 1/2 Floppy (A:) icon.

• Enter a file name and then click on the Save button.

4.1.1.6 Close the spreadsheet.
To close a file • From the File menu, select Close.

• You will be asked if you wish to save any changes you have made to
the file. Select Yes to save, or No to ignore the changes.
• If you are saving a new file, the Save As dialog box will be displayed.
In the File name text box, enter a name and click on the Save button.
To minimize a • Click on the Minimize button in the top right-hand corner of the
work workbook window.
boo • If the workbook is maximized, restore it first by clicking the Restore
k button, which appears in the top right-hand corner of the workbook
wind window.
ow
To exit Excel • From the File menu, select Exit
OR press Alt+F4
OR click on the Excel Close icon (top-right or the Excel program

window)
4.1.1.7 Use application Help functions.
What is the By default this friendly little creature will watch what you do and offer tips on
Micr how to work more productively.
osof
t
Offic
e
Assi
stan
t?
Today's Tip By default Excel will display a tip of the day each time you start Excel. If
you take the time to read these when they are displayed, then you will soon
find that you are on the way to becoming an Excel expert!
To display • Click on the Office Assistant icon located within the Standard
the Toolbar.
Offic
e
Assi
stan
t

Displaying The Office Assistant will display a light bulb, as

Tips illustrated. If you click on the Assistant with the
via bulb displayed, then you will see a tip offering
the advice.
Offic
e
Assi
stan
t
To hide the • Right click on the Office Assistant, and from the
Offic pop-up menu displayed, select Hide.
e
Assi
stan
t

4.1.2 - Adjust Basic Settings
4.1.2.1 Change spreadsheet view mode.
To change • From the Tools menu, select Options to display the Options dialog box.
the • Select the View tab.
View
opti
ons
• Select options as required. Use the built-in Help facility for more
information.
4.1.2.2 Use the page view magnification tool/zoom tool.
To zoom the • Use the Zoom icon within the Standard Excel toolbar.
view

4.1.2.3 Modify toolbar display.
To display or • To display a
hide toolbar, select the
a Toolbars command
tool from the View menu to
bar display the Toolbars
drop down menu. A list
of toolbars is displayed.
• Choose the
Toolbar you want to
display by clicking on it
from the list.
To move a • Click on the toolbar you wish to move. Make sure you click on the
tool toolbar background, not the buttons.
bar • Drag the toolbar to a new location.

4.1.3 - Document Exchange
4.1.3.1 Save an existing spreadsheet under another file format:

txt file, document template, software type or version
number etc.
To save a file • From the File drop down menu, click on the Save As command.
in a • If necessary, select the folder that you wish to save the file in from the
form Look in list box.
at • Click on the down arrow to the right of the Save as type: box, and select
othe the type of file format that you wish to save the file as, i.e. HTML, RTF
r etc.
than
Exce
l
form
at,
such
as
Lotu
s
123
• Enter a file name.
• Click on the Save button to save it in the required format.
in an • If necessary, select the folder that you wish to save the file in from the
earli Look in list box.
er • Click on the down arrow to the right of the Save as type: box, and select
Exce the type of file format that you wish to save the file as, such as the
l example shown where we have selected the Microsoft Excel 5.0/95
form format.
at


Saving a • You may save your workbook as an Excel template, by selecting

work Template from the Save as type section of the Save dialog box.
boo
k as
a
tem
plate
file
What are Frequently when working with spreadsheets you want to use the same
Tem layout or design. You can re-create the design every time you want to use
plate it, or you can create a spreadsheet to use as a pattern. The spreadsheet
s? pattern is called a template.
Templates can be produced that include the following elements:

• Text and graphics
• Formatting information - Layouts, Styles
• Headers and Footers
• Formulas
• Macros
Templates are stored with the extension .XLT and when they are
accessed to create a new sheet, a copy of the original is made. The
original template is left untouched ready for further use.
A template is produced by creating a spreadsheet that contains all the

elements you want, and then saving it as an .XLT file.
To use a • From the File menu, select New to display the New dialog box.
tem • Select the template you require. Notice that you normally see a number
plate of tabs on this dialog box, such as General and Spreadsheet
Solutions. If you wish to use the default template, select Workbook
from the General tab.
• Select OK to open a copy of the template, i.e. a Workbook.

4.1.3.2 Save a document in a format appropriate for posting to a

Web Site.
in a • Click on the down arrow to the right of the Save as type: box, and select
form the type of file format that you wish to save the file as, i.e.
at Web Page (.htm:*.html)
suita
ble
for
post
ing
on a
Web
site

NOTE: Some formatting information that is contained in the original may be

lost in the process!

4.2 Basic Operations

4.2.1 - Insert Data
4.2.1.1 Enter numbers in a cell.
To enter • Select the cell in which you want to enter a number and type in the
num number. If you want to make the number a negative, type a minus sign
bers in front of it or enclose it in parentheses (i.e. brackets).
• To indicate decimal places, you type a full stop.
• The numbers will be right aligned by default. If you wish to enter a
number or formula as text, type an apostrophe before it.
To enter • Select the cell in which you want to enter the date or time and then type
date in the date or time. Separate the date with either hyphens or slashes.
s or • To enter the current date, press Ctrl+; to enter the current time, press
time Ctrl+:
s

4.2.1.2 Enter text in a cell.
To enter text Simply click on the cell and start typing the text that you wish to appear
into a in that cell. Remember that to move to the next cell use the Tab key.
cell To move down a cell press the Enter key.
AutoComplete • Say you have entered the following data.
• Click on the cell directly below the existing

list.
• In this case as soon as we enter the letter
C, then Excel will offer the rest of the word
Car, as illustrated.
• At this point you can continue to enter the
rest of a word and then press the Enter key
OR you can press the Enter key as soon as

the AutoComplete offers to enter the word
Car, and the word Car will be inserted into
the cell.
To use a Pick Similar to AutoCorrect in concept.

List
• Position the active cell below to a list.
• Point at the cell and depress the right-hand mouse button.
• Select Pick From List.
• Select the required item and click the left mouse button
OR select the required item and press Enter.
An example of • Say you have entered the

using a Pick following data.
List
• Click on the cell directly below the

existing list
• Right click to display a pop-up
menu.
• Select Pick From List and you
will see the following.
• Click on the required item. In this

example we selected the word
Truck. It is then displayed as
illustrated.

4.2.1.3 Enter symbols or special characters in a cell.
Using non- Sometimes you may wish to insert a symbol into your workbook that is
stan not displayed on your keyboard, such as the © or ® symbols.
dard
char There are basically two ways of inserting these special characters.
acte
rs.
Using • Click on the Tools drop down menu and select the AutoCorrect
Auto command, which will display the AutoCorrect dialog box.
Corr
ect
to
inse
rt
sym
bols
As you can see, a number of symbols have been pre-defined as

AutoCorrect entries. What this means is that if you were to enter the
following, (r) you would actually see ® displayed within the cell.

Inserting • Click on the Windows Start icon and from the pop-up menu displayed
spec select Programs. From the sub-menu select either Accessories or
ial System Tools (depending on your version of Windows), and then
char select the Character Map utility. This will display the Character Map
acte dialog box.
r of
sym
bols
usin
g
the
Win
dow
s
Char
acte
r
Map If you see the character or symbol you required select it and them click on
the Copy button to copy it to the Windows Clipboard.
If you do not see the character or symbol you require, click on the down
arrow next to the Font selection box and select a different font, such as
Wingdings, as illustrated.
Once you have selected the required character or symbol, switch back to
your workbook, and position the insertion point at the location you wish to
insert the symbol.
Click on the Paste icon in the standard Excel toolbar, and the symbol will
be displayed.

TIP: The Character Map displays the key shortcut that will display the
selected symbol character that you have selected. Thus if you are using
the Wingdings font and press M, you will see the "bomb" symbol.
NOTE: If you see an M rather than the bomb symbol, this is because you
have not used the Wingdings font. Try typing M (using CAPS) into your
workbook, and them format it using the Wingdings font. You should now
see the bomb symbol, as illustrated.
4.2.1.4 Enter simple formulas in a cell.
To enter a • Place the cursor in the cell where the formula will appear.
form • Enter an = (equal) sign.
ula • Enter the expression that will produce the result you want. This can
consist of operands, values, variables, and symbols which represent
mathematical procedures such as + or - to add and subtract, e.g.
A5+E5.
• When the formula is complete, press Enter. The result of the formula
will be calculated and displayed in the cell.
• You can display the formula itself in the Formula bar at the top of the
screen by placing the cell pointer on the cell.
• If there is an error in a formula, an error message is displayed which will
begin with a # sign.
To enter a • Enter the formula up to the point of the cell or range reference, e.g. to
cell enter the formula =E2+E5, only enter the equal (=) sign.
or • Move the cell pointer to the first cell reference using the arrow keys.
rang The formula will track your progress and enter the current address into
e the formula.
refer • Press Enter to complete the formula when you have reached the cell
ence you require.
by
poin
ting

Operator In Microsoft Excel operators are executed in this order:

Eval
uati AND, OR, NOT functions
on + or - (unary)
Orde ^
r * or /
With + or -
in &
Exce = < > <= >= <>
l
NOTE: When using Lotus 1-2-3, the exponentiation operator (^) is

evaluated before the negation operator (-), whereas in Microsoft Excel,
negation is evaluated first. This will produce different results in the same
complex formula, when these operands are used in both products!
4.2.1.5 Use the undo command.
To undo a • Click the Undo icon on the Standard toolbar

com
man OR select Undo from the Edit menu
d
OR press Ctrl+Z.
To repeat a • Click the Repeat icon on the Standard toolbar

com
man OR press F4
d
OR select Repeat from the Edit menu.

4.2.2 - Select Data
4.2.2.1 Select a cell or range of adjacent or non-adjacent cells.
To select a • Click on the cell you wish to select.

cell
To select • Click on the first cell you wish to select.

non- • Depress the Control key
adja • Click on the other cells that you wish to select.
cent • Release the Control key when you have finished.
cells
To select a • Click on the first cell in the range.

rang • Hold down the left-hand mouse button and drag over the cells you wish
e of to include in the selection.
cells
by
drag
ging
the
mou
se
To select a • Click on the first cell of the rectangular block that you wish to select (i.e.
rang the top-left hand corner).
e of • Move down to the cell that marks the bottom-right corner of the
cells rectangular block.
(mak • Depress the Shift key (and keep it depressed).
ing • Click once on the last cell of the required block.
up a • Release the Shift key.
rect
ang
ular
bloc
k)
To select an • Click the Select All icon in the top, left-

entir hand corner of the worksheet where the
e row heading and column heading meet,
work
shee OR press Ctrl+A.
t
To select • Click on the first sheet tab.

seve • Click on other sheet tabs you wish to select whilst depressing the Ctrl
ral key.
shee
ts

To select all • Click on a sheet tab using the right-hand

shee mouse button to display the shortcut menu.
ts • Choose Select All Sheets.

4.2.2.2 Select a row or column. Select a range of adjacent or

non-adjacent rows or columns.
To select a • Click the row heading number.

row
To select a • Click the row heading number of the first row that you wish to select.
rang • Position the mouse button at the last row in the range that you wish to
e of select.
adja • Depress the Shift key and keep it depressed.
cent • Click on the last row in the range that you wish to select.
rows • Release the Shift key.
To select a • Click the row heading number of the

rang first row that you wish to select.
e of • Position the mouse button at another
non- row heading of a row that you wish
adja to select.
cent • Depress the Control (Ctrl) key and
rows keep it depressed.
• Click on further row heading
numbers that you wish to select
• Release the Control (Ctrl) key. The
selected row(s) will remain selected,
as illustrated.
To select a • Click on the column-heading letter.

colu
mn
To select a • Click the column heading number of the first column that you wish to
rang select.
e of • Position the mouse button at the last column in the range that you wish
adja to select.
cent • Depress the Shift key and keep it depressed.
colu • Click on the last column in the range that you wish to select.
mns • Release the Shift key.
To select a • Click the column heading number

rang of the first column that you wish
e of to select.
non- • Position the mouse button at
adja another column heading of a
cent column that you wish to select.
colu • Depress the Control (Ctrl) key
mns and keep it depressed.
• Click on further column heading
numbers that you wish to select
• Release the Control (Ctrl) key.
The selected columns will remain

selected, as illustrated.

4.2.3 - Copy, Move, Delete
4.2.3.1 Use the Copy and Paste tools to duplicate cell contents in
another part of a worksheet.
To copy data • Select the cell or range you wish to copy.

to a • Click on the border edge of the highlighted range with the mouse
diffe pointer, whilst holding down the Ctrl key. Before you click, the mouse
rent pointer should turn into an arrow.
locat • Whilst holding down the mouse button, drag the selection to the
ion required location.
on • Release the mouse button to insert the selection.
the
sam NOTE: Any formulae contained in the copy of the selection will
e adjust relative to the new location.
page
To use the • Select the cell or range you wish to copy.

Clip • From the Edit menu select Copy (or press Ctrl+C, or click on the Copy
boar icon on the Standard toolbar).
d to • Switch to the required destination program.
copy • Place the cursor where you want the data to appear.
data • Select Paste from the Edit menu (or press Ctrl+V or select the Paste
to icon from the Standard toolbar).
othe
r Note: With the introduction of Office 2000 more than one item may be
prog stored on the Clipboard at the same time, however the facility is only
ram available within Office 2000 compatible programs. Normally if you
s copy more than one item to the Clipboard, the previous item will be
lost.
To copy • As Microsoft Office (Office 2000 onwards) now supports up to 12 items

mult on the Clipboard, when you have copied 12 items you will see a
iple message similar to that illustrated. To copy multiple items, simply select
item items, one at a time, and copy them to the Clipboard.
s to
the
Clip
boar
d
To view the • If the Clipboard toolbar is not displayed, then you can display it by
Clip clicking on the View drop down menu, selecting Toolbars, and then
boar selecting Clipboard.
d
tool Icons on this toolbar include Copy, Paste All and Clear Clipboard.
bar

Pasting • If the Clipboard toolbar is not displayed, then

mult you can display it by clicking on the View drop
iple down menu, selecting Toolbars, and then
item selecting Clipboard.
s • Icons on this toolbar include Copy, Paste All
from and Clear Clipboard. If you move the mouse
the over one of the icons held within the
Clip Clipboard toolbar, then you will see the first
boar 50 characters displayed. If the item is a
d picture, then the pictures will be labeled in the
order in which they were copied to the
Clipboard.
To move and • Select the cell or range that contains the data to be copied.
copy • Press and hold the Alt key and drag any edge of the selected range to
data the required worksheet tab.
to • Place the range where required and release the mouse button.
anot • To copy the data carry out the above procedure holding down both the
her Ctrl and Alt keys.
work
shee
t
To copy data • Open the other workbook.

to • Select the Window menu and choose Arrange.
anot • Choose Tiled and click on the OK button.
her • Select the cell range you wish to copy.
work • Press and hold the Ctrl key and drag any edge of the selected range to
boo the required position in the destination workbook.
k
• Release the mouse button.
To copy data • Select the cell or range that contains the data you wish to copy.
over • Click and drag on the bottom-right corner of the selected cell or range.
seve • The corner has a small box in it and the mouse pointer will change to a
ral plus sign.
cells • Drag the selection up, down, left, or right to copy the data over several
(fill) cells.
• Release the mouse button when you have finished.
To use the • Click on the object to select it and choose Copy from the Edit menu (or
Clip press Ctrl+C, or click on the Copy icon on the Standard toolbar).
boar • Move to a different application, or move to the new sheet or workbook.
d to • Select a location for the top left-hand corner of the object.
copy • From the Edit menu, choose Paste (or press Ctrl+V, or click on the
an Paste icon on the Standard toolbar).
obje
ct
betw
een
page
s,
work

boo
ks,
or
prog
ram
s
To copy an • Click on the object to select it.

obje • Click and drag the object whilst holding down the Ctrl key. The copy
ct to will move with the mouse pointer as you drag.
a • Place the object in a new location and release the mouse button.
diffe
rent
locat
ion
on
the
shee
t

To insert new • Select the cell or range you wish to copy.

cells • Click and drag on the border edge of the selected range whilst holding
to down the Ctrl and Shift keys.
mak • As you drag, the insert indicator shows you where the copied cells will
e be inserted. A vertical indicator shows that the cells to the right will be
spac moved to make room, a horizontal indicator shows that cells below will
e for be moved to make room.
the • When you release the mouse button, the copy will be inserted into the
copi worksheet at the desired location. Existing data will move to make
ed space for the copied data.
data
To copy a • In the first cell of the column, enter the first numeric value or formula.
num • Select the second cell in the column.
eric • To copy the data in the selected cell, press Shift+Ctrl+”
valu • Press Enter to insert the value into the selected cell.
e
dow NOTE: If there is already a formula in the original cell, the copied
na version will only contain the value for the formula. If you want to copy
colu the whole formula, press Ctrl + ’ (Apostrophe).
mn
To copy a • Select the range of data you wish to copy and transpose.
colu • From the Edit menu, choose Copy (or press Ctrl+C, or click on the
mn Copy icon on the Standard toolbar).
of • Highlight the cell where you want to place the range.
text • Select Paste Special from the Edit menu, to display the Paste Special
into dialog box.
a • Select the Transpose check box and select OK.
row
To copy a • Insert the formula, which you require in the first cell of the row or
form column.
ula • Select the cell, which contains the formula you want to copy.
acro • Click on the bottom right-hand corner of the cell border, the mouse
ss pointer will change to a plus sign. Drag the selection over the row or
seve down the column.
ral
cells
in a
colu
mn
or
row

4.2.3.2 Use the Cut and Paste tools to move cell contents within
a worksheet.
To move cell • Click on a cell to select it (or select a range of cells by clicking on the
cont first cell within the range and while keeping the mouse button
ents depressed drag across the rest of the required range).
withi • Click on the Edit drop down menu and select the Cut command.
na • Click on the location that you wish to cut (i.e. move) the cell or
work selected range to.
shee • Click on the Edit drop down menu and select the Paste command.
t
(usi
ng
Cut
and
Past
e)
To move cell • Click on a cell to select it or select a range of cells by clicking on the
ents depressed drag across the rest of the required range.
withi • Move the mouse pointer to the edge of the selected cell or range until
na the pointer changes from a cross to an arrowhead shape.
work • Drag the cell or selected range to a new position on the workbook.
shee
t
(usi
ng
drag
and
drop
)
4.2.3.3 Move cell contents between active worksheets.
betw • Click on the Edit drop down menu and select the Cut command.
een • Click on the sheet tab at the bottom of the screen that you wish to
activ paste (i.e. move) the data to.
e
work
shee
ts
(with • Click on the location, within the worksheet that you selected, that you
in a wish to cut (i.e. move) the cell or selected range to.
work • Click on the Edit drop down menu and select the Paste command.
boo
k)

(usi
ng
Cut
and
Past
e)

4.2.3.4 Move cell contents between active spreadsheets.
betw • Click on the Edit drop down menu and select the Cut command.
een • Click on the Excel icon at the bottom of the screen, that represents
activ the other Excel Workbook that you wish to cut (i.e. move) the data to.
e NOTE: This assumes that you have already opened or created a
spre second Excel Workbook. If not, create or open one first!
adsh
eet
(i.e.
work
boo
ks),
usin • Click on the location, within the workbook that you selected, that you
g wish to cut (i.e. move) the cell or selected range to.
Cut • Click on the Edit drop down menu and select the Paste command.
and
Past
e
4.2.3.5 Delete cell contents in a selected cell range.
To delete the • Select the cell or range that you want to delete.
cont • Press the Delete key. NOTE: If you delete values from cells,
ents which are used in formulas, the formulas will return errors.
of a
cell
or
rang
e
To delete • Select the cell or range containing the data you want to remove.
data • From the Edit menu, choose Clear Contents. The data will be
with removed from the cell, or range, without removing the formatting.
out • If you want to remove the formatting from a cell without removing
rem the data, select the Clear Formats command from the Edit menu.
ovin
g
the
und
erlyi
ng
cell
form
ats
To delete • Click on the row number or column letter to highlight the rows

rows and/or columns you want to delete.

and • From the Edit menu, choose Delete. The row or column will be
colu deleted and the other rows or columns will move to account for the
mns deletion.
To delete • Select the cell or range you wish to delete, and select Delete from
cells the Edit menu to display the Delete dialog box.
or • To make the remaining cells shift up to fill the space left by the
rang deleted cells, choose Shift cells up. To make the remaining cells shift
es left to fill the space left by the deleted cells, choose Shift cells left, and
click on OK.

4.2.4 - Search and Replace
4.2.4.1 Use the search command for specified cell content.
To find text in • Place the insertion point where you want to begin the search.
a • Select the Find command from the Edit menu, or press Ctrl+F to
work display the Find dialog box.
sheet • Type the text you wish to find in the Find what text box, this can be up
to 255 characters in length.
• Click on the Find Next button to find the next occurrence of the text
you are looking for.
4.2.4.2 Use the replace command for specified cell content.
To find and • Place the insertion point where you want to begin the search.
repla • Select the Replace command from the Edit menu, or press Ctrl+H to
ce display the Replace dialog box.
text • Type the text you wish to find and replace in the Find what text box,
withi this can be up to 255 characters in length.
na
work
sheet
• Type the replacement text in the Replace with text box. Select from the
following:
Find Next Finds the next occurrence of the text

Replace Replaces this instance of the text.
Replace All Will replace all occurrences of the text in the Find What
section with the text in the Replace With section.
• Select Cancel to stop the search or to close the dialog box.


4.2.5 - Rows and Columns
4.2.5.1 Insert rows and columns.
To insert a • Select the row you want to move down when the new row is inserted
row above it.
into • To select more than one row, drag the mouse pointer across the
a required row headings (with the mouse button depressed).
work • Right click over the selected row(s) to display a pop-up menu.
shee • Select Insert. Any existing data will move down to accommodate the
t new cells.
To insert • Select the column you want to move to the right when the new row is
colu inserted.
mns • To select more than one column, drag the mouse pointer across the
into required column headings (with the mouse button depressed).
a • Right click over the selected column(s) to display a pop-up menu.
work • Select Insert. Any existing data will move right to accommodate the
shee new cells.
t
4.2.5.2 Modify column width and row height.
To change • Find the right-hand border of the column you wish to change and follow
the it to the top of the worksheet into the area of the column heading.
widt • When the mouse pointer is moved in this area, it changes to a thick
h of crosshair.
a • Click on the right-hand column heading border and drag the mouse to
colu the left to reduce the column, or to the right to increase the column size.
mn
NOTE: If you enter text, which exceeds the column width, it will spill over
into the next column as long as the cell does not contain any data. If it
contains data the entry will be truncated at the edge of the cell. Although
the entire entry does not appear, it will still be intact. If you enter a number
which exceeds the width of a column, ### signs will be displayed in the cell
to let you know that the column is not wide enough.
To set the • Find the right-hand column border in the column heading area.
colu • Double click on the border to make the column change to fit the
mn data in it. The column will be as wide as the largest entry in it.
widt
h to
matc
h
the
data
auto
mati

cally
To change • Click on the heading (column letter) of the first column you want to
the change, and drag to highlight the other columns.
widt • Double click on the right-hand border of the column heading of any
h of of the highlighted columns.
mult • The column widths will change to match their largest entry.
iple
colu
mns
to
matc
h
the
data

To set new • From the Format menu, choose Column Standard Width to
defa display the Standard Width dialog box.
ult • Enter a new width for standard columns (measured in characters).
colu • Select OK.
mn
widt
hs
To change • Select the row(s) you wish to change.

the • From the Format menu, select Row and choose Height from the
heig Format Row menu. The Row Height dialog box is displayed.
ht of • Enter the value you want (from 0-409) in the Row Height text box.
a The value represents the row height in points.
row • Select OK.
To • Select the row(s) you wish to change.

auto • From the Format menu, select Row and choose AutoFit from the
mati Format Row menu.
cally
chan
ge a
row
heig
ht to
matc
h
the
data
4.2.5.3 Delete selected rows or columns.
To delete a • Select the row(s) or column(s) you wish to delete.

row • Right click on a selected row or column and choose Delete from the
or pop-up menu.
colu
mn

4.2.6 - Sort Data
4.2.6.1 Sort selected data in ascending or descending numeric

order.
To sort data • Click on cell, within a column that you wish to sort numerically.
num • Click on the either the Sort Ascending or Sort Descending icons, and
erica observe the effect.
lly
4.2.6.2 Sort selected data in ascending or descending alphabetic

order.
Sorting a list • Within your data, click within the column that you wish to sort by. Then
usin click on the either the Sort Ascending or Sort Descending icons.
g
the
Sort
icon
s
Sorting a list In this example

usin we will use the
g internal Excel
the database shown
Sort right, which is for
com recording books
man that have been
d purchased.

To sort the • Select any cell within the

data database range.
withi • From the Data drop down
na menu, select the Sort
data command, which will open the
base Sort dialog box.
• As you can see Excel has
automatically placed the first
field name (Book Name), in
the Sort by box. This was
because the active cell was in
the Book Name field (i.e.
column), when the Sort
command was issued.
WARNING: If your database contains a Header Row, but you specify No

header row in the Sort dialog box, then the header will be sorted (and get
mixed up) along with the rest of the information contained within the
database.
To sort the • From the Sort by box, select Supplier Email, and click on the OK
database by button.
Supplier
Email NOTE: By default the Supplier Email addresses are sorted in ascending
order.
• To sort the Supplier Email in descending order, repeat the sorting

procedure, but click on the Descending radio button, next to the Sort
by box.
Using the The optional Then by fields allow a total of up to three sort fields to be
“The specified.
n
by” For instance, you could sort this database by supplier (in ascending order),
Sort and then by price (in descending order).
opti
on

4.3 Formulas and Functions

4.3.1 - Arithmetic and Logical Formulas
4.3.1.1 Use basic arithmetic and logical formulas in a

spreadsheet addition, subtraction, multiplication, division.
To enter • Place the cursor in the cell where the formula will appear.
form • Enter an = (equal) sign.
ulas • Enter the expression that will produce the result you want. This can
into consist of operands, values, variables, and symbols which represent
the mathematical procedures such as A5+E5.
work
shee
t cell
You can use the following symbols: -
+ to add
- to subtract
* to multiple
/ to divide
• When the formula is complete, press Enter. The result of the formula
will be calculated and displayed in the cell.
• You can display the formula itself in the Formula bar at the top of the
screen by placing the cell pointer on the cell.
• If there is an error in a formula, an error message is displayed which will
begin with a # sign.
• NOTE: If you cannot find an error in a function you can use the Paste
Function to debug it. Highlight the problem cell and click on the Paste
Function icon on the formula bar or Standard toolbar.
4.3.1.2 Recognize standard error messages associated with

formulas.
Common When writing formulas it is easy to make a mistake, listed below are some
form common error messages.
ula
error
mes
sage
s
Message Meaning
##### The contents of the cell cannot be displayed correctly
as the column is to narrow.

#REF! Indicates that a cell reference is invalid. This is often

displayed when you delete cells that are involved in a
formula.
#NAME? Excel does not recognize text contained within a

formula.

On-line Help You can use the on-line Help to get further information about errors within
with formulas and the meaning of the error messages.
form
ula
erro • Click on the Microsoft Excel Help icon.
r
mes
sag
es
• When the Office Assistant is
displayed, enter the word error,
and then click on the Search
button.
• Select "Trouble shoot formula

and error values".
You will then see the following displayed. From this screen you can get
detailed information about each type of error message.

4.3.1.3 Use the autofill tool/copy handle tool to copy or

increment data entries.
To use • Enter a starting value for the series that you wish to create.
Auto • Enter the second value in the next cell.
Fill • Move the mouse pointer to the "fill handle" (this is the small black
square at the bottom, right of the selected area). When the mouse
pointer is over the fill handle, it will change shape, from a large white
cross to a small black cross.
• Depress the mouse button and drag as far as you wish to extend the
range.
• When you release the mouse button the range will have been filled
with incremental values.
Autofill can be used for number sequencing, days of the week, or months
of the year.
Before using Autofill After using Autofill
To see what • Click on the Tools drop down menu and select the Options
Auto command. From the dialog box displayed select the Custom Lists
Fill tab. You will see a number of pre-lined lists displayed here.
opti NOTE: You could add your own custom lists using this dialog box.
ons
are
avail
able

4.3.1.4 Understand and use relative cell referencing in formulas

or functions.
What is By default Excel uses relative addressing. This means that when you use
relat a formula the components in the formula are relative. What does this
ive mean? Consider the following example:
addr
essi
ng?
The VAT (Value Added Tax) rate is contained in cell 1E.
In cell B6 is the price of a laser printer, in this case £500

In cell C6 is the formula =B6*E1%
In cell D6 is the formula =B6+C6
If we used drag and drop techniques to highlight cells C6 and D6 and

extend the formulas down the page, we might expect this to work OK but
it does not.
• To try this click on cells C6 and while keeping the Control key
depressed click on cell D6. Release the Control key and the two cells
will remain selected.
• Move the mouse pointer to the fill handle, i.e. the small, square black
dot at the bottom right corner of the selected range.
• Depress the mouse button and drag down for two rows, then release
the mouse button.
What you see is the following. If you look in cells C7 and C8 there is no
VAT calculated!
Clicking on cell C7 gives us the clue as to why this did not work. It
contains a formula as follows:
=B7*E2%

I.e. instead of picking up the VAT rate from cell E1, the formula is pointing
to E2 (which is blank).
This illustrated relative referencing, the referencing is using an X (i.e.

right-left) and Y (i.e. up-down) set of co-ordinates rather that an absolute
addressing system, that would always point to the contents of a particular
cell.
4.3.1.5 Understand and use absolute cell referencing in formulas

or functions.
What is Following on from the previous example, were relative reference was
abso used we can fix the problem by using an absolute address. Remember
lute that we had a VAT percentage amount in a cell, and when this was
addr referenced in a relative manor while dragging and dropping formulas,
essi then the formula no longer worked.
ng?
Again we will start with the following:
The VAT rate is contained in cell 1E.
In cell B6 is the price of a laser printer, in this case £500

In cell C6 is the formula =B6*$E$1%
In cell D6 is the formula =B6+C6
If we used drag and drop techniques to highlight cells C6 and D6 and

extend the formulas down the page, we might expect this to work OK and
this time it does!
• To try this click on cells C6 and while keeping the Control key
depressed click on cell D6. Release the Control key and the two cells
will remain selected.
• Move the mouse pointer to the fill handle, i.e. the small, square black
dot at the bottom right corner of the selected range.
• Depress the mouse button and drag down for two rows, then release
the mouse button.
As you can see to use absolute addressing, you prefix both parts of the
cell address, by a dollar ($) symbol.
While entering formula into a worksheet your can use the F4 key to
quickly convert a relative cell reference to absolute, e.g. Select a cell and
type =B4 and press the F4 key, Excel will insert the dollar symbols for

you.

4.3.2 - Working with Functions
4.3.2.1 Use the sum function.
To sum • Select the cell you want to contain the sum formula.
num • Click the AutoSum icon on the Standard toolbar. Excel will create a
bers sum formula, using with the range it thinks you want to sum.
auto • If the range is correct, press Enter. If it is incorrect, select the range
mati you want to sum and press Enter.
cally
To use the • Select the cell where you want to place the formula.
SUM • Type =SUM(
func • Highlight the range you wish to sum.
tion • Press Enter.
Common Function Name Use

Fun
ctio
ns
AVERAGE Used to determine the average number of the selected
cells.
COLUMNS Used to return the number of columns within a

reference.
COUNT Used to count how many numbers are in the list of

arguments.
MAX Used to return the maximum number from a list of

arguments.
MIN Used to return the minimum number from a list of

arguments.
ROUND Used to round off numbers to a specified number of

decimal points.
SUM Used to add the contents of selected cells.

Commonly used functions, as displayed within the Paste Function
4.3.2.2 Use the average function.
To use the • Select the cell where you want to place the formula.
AVE • Type =AVERAGE(
RAG • Highlight the range of which you wish to calculate the average.
E • Press Enter.
func
tion

4.4 Formatting

EXTRA – Renaming Worksheet Tabs
To rename a • Right click on the worksheet tab that you wish to rename. From the
work popup menu displayed select the Rename command.
shee
t tab
• Your can then type over the default worksheet name, which will become
highlighted.
• In this case the worksheet name Dave has been used.

4.4.1 - Format Cells - Numbers
4.4.1.1 Format cells to display different number styles: number

of decimal places, number of zeros after the decimal point,
with or without commas to indicate thousands.
To change You can quickly change the formatting of a cell or selected range by using
num the following icons on the Formatting toolbar:
ber
form
attin
g
Selecting this icon: Will do this:
23456 will become $23,456.00 (or your
Currency local currency equivalent)
NOTE: In the United States this icon

may contain a $ symbol.
.25 will become 25%
Percent
12345 will become 12,345.00
Comma
23,456.00 will become 23,456.000
Increase Decimal
23,456.00 will become 23,456.0
Decrease Decimal
To establish a • Select the cell, or range, you wish to format with a fixed number of
fixed decimal places.
num • To add a decimal point to the selection, click on the Increase
ber Decimal icon on the Formatting toolbar. You can continue to click to
of add as many decimals as required.
deci
mal
plac
es
for • To remove a decimal point from the selection, click on the
cell Decrease Decimal icon on the Formatting toolbar. Again, you can
form continue to click to remove as many decimals as required.
ats
To format a • Select the cell(s) which contains the value you wish to format.
cell • Click on the Comma Style icon.
usin
g
com
mas


4.4.1.2 Format cells to display different date styles.
To format • Enter a date in a cell.

date • Right click to display a pop-up menu, and select Format Cells, to
style display the Format Cells dialog box. Select Date from the Category
s list and use the Type section of the dialog box to select the required
date format.
4.4.1.3 Format cells to display different currency symbols.
To format • Enter a number in a cell.

cells • Right click to display a pop-up menu, and select Format Cells, to display
usin the Format Cells dialog box. Select Currency from the Category list
g and use the Symbol section of the dialog box to select the required
curr currency format.
ency • Select OK.
sym
bols
4.4.1.4 Format cells to display numbers as percentages.
To format • Click on a cell to select it and then click on the

num Percent Style icon on the Excel formatting
bers toolbar.
as • Enter the percentage value into the cell.
perc
enta NOTE: Formatting a cell using the percentage style,
ges multiplies the value by 100 and displays the results
using a percentage symbol. Thus if you wished to

use a value that would display as 20%, you would

enter 0.2 into a cell formatted this way.

4.4.2 - Format Cells - Text
4.4.2.1 Change text size. Format text: bold, italic, font type.
To change • Select the cell or range that you wish to change the
text text size of.
size • Click on the down arrow to the right of the Font Size
icon located on the Excel formatting toolbar.
• Select the required font size.
To format • Select the cell or range that you wish to apply text
text formatting to.
as • Use the Bold icon located on the Excel formatting
bol toolbar.
d
To format • Select the cell or range that you wish to apply text
text formatting to.
as • Use the Italic icon located on the Excel formatting
itali toolbar.
c
To modify • Select the cell or range that you wish to

the apply text formatting to.
font • Click on the down arrow in the Font
typ section of the Excel formatting toolbar.
e Select the required font.
use
d
by
text

4.4.2.2 Change text font color.
To modify • Select the cell or range that you wish to apply text
the formatting to.
col • Use the Font Color icon located on the Excel
or formatting toolbar. Click in the down arrow to display
use a range of color options.
d
by
the
text
4.4.2.3 Adjust text orientation.
To modify • Select the cell or range that you wish to apply text formatting to.
text • Right click, and from the pop-up menu displayed select the Format
orie Cells command, which will display the Format Cells dialog box.
ntati • Select the Alignment tab and modify the options as required.
on
Horizontal Alignment options

include:
Vertical Alignment options

include:

The orientation can also be

changed to display text at an
angle, which can be very
useful for header formatting.
4.4.3 - Format Cells - Cell Ranges
4.4.3.1 Centre and align cell contents in a selected cell range:

left and right; top and bottom.
To align data • Select the cell(s) you wish to align.

betw • On the Formatting toolbar, click the Align Left icon to align data
een with the left edge of the cell.
the • Click the Align Right icon to align data with the right edge of the
left cell.
and • Click the Center icon to center the data in the cell.
right
side
s of
a
cell
To align data • Select the cell(s) you wish to align. From the Format menu, select
betw Cells to display the Format Cells dialog box.
een • To view the Alignment options, click on the Alignment tab at the
the top of the dialog box.
top • Choose the Top, Center, or Bottom option in the Vertical area to
and align the data in the cell.
bott • To make the lines of data fit evenly within the height of a cell,
om choose the Justify option.
of a • Click on OK.
cell
To change • Select the cell(s) you wish to change and from the Format menu,
the choose Cells or press Ctrl+1, to display the Format Cells dialog box.
“rea • To view the Alignment options, click on the Alignment tab at the
d” top of the Format Cells dialog box.
orie • Click the option you require in the Orientation area.
ntati • Click on OK.
on
of
data

in
cells
To wrap • Type the data you require into the cell and press Enter. The entry
mult will appear as one long line and select the cell(s) you wish to format.
iple • From the Format menu, choose Cells or press Ctrl+1 to display
lines the Format Cells dialog box.
of • Click on the Alignment tab to display the Alignment options.
data • Select the Wrap text check box and click on OK.
in a
cell

To indent • First select the cell(s) that you wish to apply the indenting formatting to.
data • Right click to display the pop-up box, and from the list displayed, select
withi Format Cells. This will display the Format Cells dialog box. Select
na the Alignment tab.
cell • Select Left (Indent) from the Text alignment / Horizontal list, and then
use the spinner controls to add the required indent.
• Select OK.
To rotate text • First select the cell(s) that you wish to

to apply the rotation formatting to.
any • Right click to display the pop-up box, and
angl from the list displayed, select Format
e Cells. This will display the Format Cells
dialog box. Select the Alignment tab.
• From the Orientation section either enter
the exact amount of rotation required into
the Degrees box, or drag the Text dial to
give the desired level of rotation.
• Select OK.
To center a • Type a heading at the top of the left-hand column.

head • Place the cell pointer on the heading cell and highlight it along with
ing all the cells across the columns.
over • On the Formatting toolbar, click the Merge and Center icon.
mult
iple
colu
mns
To center • Highlight the cell(s) which contain the data you wish to center.
data • On the Formatting toolbar, click the Center icon to center the data
withi within the cell(s).
na
cell
4.4.3.2 Add border effects to a selected cell range.
To apply a • Select the cell(s) to which you want to add a border.

bord • To view border options, click on the down arrow next to the
er to Borders icon on the Formatting toolbar.
cells • Select the option you require. Once you have added a border
or using the Borders icon, the border you selected will appear on the
rang Borders icon. You can add the same border simply by clicking on the
es icon after you have select the cell(s) to which you wish to apply the
border.

To use the • You could select a cell, or range of cells, and then click on the
For Format drop down menu, from which you can select the Cells
mat command. This will display the Format Cells dialog box.
Cell • Select the Border tab, as illustrated.
s
(Bor
der)
dialo
g
box
• You can use this dialog box to apply borders and also to vary the type
of border applied.
• First choose a preset format to apply a border style.
• Then click on the Border icons within the dialog box.
• Finally use the Style and Color options to customize your borders. An
example is illustrated below.
• Click on the OK button to apply the border formatting and close the
dialog box.
To remove a • Select the cell(s) that contain the border you wish to remove. If
bord you have a border that appears to be on the left side of a cell, but may
er actually be on the right side of the adjacent cell, select both of the cells.
from • To reveal the border options, click the arrow next to the Borders
cells icon on the Formatting toolbar.
or • Click on the first border option. This contains no border selection
rang and all highlighted borders will be removed.
es

To change • Select the cell(s) that contain a border and then from the Format
the menu, choose Cells, or press Ctrl+1 to display the Format Cells
style dialog box.
and • To display the border options, click the Border tab on the top of
colo the Format Cells dialog box.
r of • Select the border style you require by clicking on it.
bord • From the Color drop-down palette, select the color you require.
ers • Click on the Border options to determine where you want the
colored borders to appear on the selected cells. Click on OK.
To • Place the insertion cell within a table of information.

Auto • From the Format drop down menu, select the AutoFormat
For command.
mat • From the list displayed in the Table format section of the dialog,
a select the required format, and click on the OK button to apply the
table formatting information.
NOTE: Clicking on the Options button within the dialog box allows
you to specify the following customization options.
• Checking any of the above boxes applies the appropriate elements

when AutoFormat is applied.
• If you do not wish to apply a format to a particular element uncheck
the appropriate box.

4.4.4 - Spelling
4.4.4.1 Use a spell-check program and make changes where

necessary.
To check • Select a single cell to check the entire worksheet and then from the
spell Tools menu, select Spelling.
ing • If no incorrect words are found, the Spelling dialog box will not appear.
in a A box will appear to tell you that Excel has finished checking the spelling.
work • If the Spelling dialog box is displayed, select one of the following
shee options:
t
Add Will add the word to the current custom dictionary.
Cancel Will stop the spelling check.
Change Will change this occurrence of the word to the word
displayed in the Change to text box.
Change All Will change all occurrences of the word to the word
displayed in the Change to text box.
Ignore Will ignore the word and continue.
Ignore All Will ignore all further occurrences of the word in the
document.
Suggest Will suggest alternative words from the dictionary.
AutoCorrect The incorrectly spelt word and its correct spelling is added
to the list of words and phrases that are corrected
automatically by AutoCorrect.
• If you began the spelling check in the middle of the worksheet, you may
be asked whether you want to continue checking at the beginning of the
sheet. Select Yes.
• When the spelling check is complete a box will appear. Select OK.

To view items Open the Tools menu and select the AutoCorrect option. Use the scroll
that bars to move through the items listed in the Replace and With section. As
will you can see if you enter (c) this will automatically be replaced by a ©
be symbol.
corr
ecte
d by
Auto
Corr
ect
To add items • Open the Tools menu and select the AutoCorrect option.
to • Enter the incorrect spelling in the Replace box.
Auto • Enter the correct spelling in the With box.
Corr • Click the Add button. The entry is now in the AutoCorrect list.
ect • Click OK to finish.
To delete an • Open the Tools menu and select the AutoCorrect option.
Auto • Select the entry you wish to delete from the scrollable list.
Corr • Click on the Delete button and then click OK to finish.
ect
entr
y

4.4.5 - Document Setup
4.4.5.1 Modify document margin settings.
To modify • Click on the File drop down menu and select the Page Setup
mar command. This will display the Page Setup dialog box.
gin • Select the Margins tab and modify your margins as required.
valu
es
4.4.5.2 Adjust document setup to fit one page.
To force a • Click on the File drop down menu and select the Page Setup
work command. This will display the Page Setup dialog box.
shee • Select the Page tab and modify the Fit to section of the dialog box to
t to print on a single page.
print
on a
singl
e
page

4.4.5.3 Add a Header and Footer.
To use • Excel provides standard header and footer options, which can be
stan selected from the drop down menus in the Page Setup dialog box.
dard From the File menu, select Page Setup to display the Page Setup
head dialog box. Make sure the Header/Footer tab is displayed.
ers
and
foot
ers
• Click on the down arrow to the right of the Header list box to reveal a
list of available headers.
• Click on the header required to select it.
• Click on the down arrow on the right of the Footer list box to reveal a
list of available footers.
• Click on the footer required to select it.
• Click on OK to accept the header and footer and close the dialog box.
To create • From the File menu select Page Setup to display the Page Setup
cust dialog box. Make sure the Header/Footer tab is displayed.
om • Click on the Custom Header or Custom Footer button to display the
head Header (or Footer) dialog box. In the Left section box, enter any data
ers you want to appear at the left margin of the header or footer. In the
and Center section box, enter any data you want to appear at the center of
foot the header or footer.
ers • In the Right section box, enter any data you want to appear at the
right margin of the header or footer. You can also add the date and
time to your header or footer using the Date and Time icons, include
file and sheet names in the header or footer using the File and Sheet
name icons, and determine which pages the header and footer will
appear on using the Page buttons. When you have finished, click on
OK to close the dialog box. Your new header (or footer) will be
displayed in the Page Setup dialog box in the Header or Footer list
box. Choose OK to close the Page Setup dialog box.

4.4.5.4 Change document orientation - portrait or landscape,

page size etc.
To set • Click on the File drop down menu and select the Page Setup
orie command. This will display the Page Setup dialog box.
ntati • Select the Page tab. Select Portrait or Landscape orientation, as
on well as the desired paper size.
and
page
size

4.5 Printing

4.5.1 - Printing simple spreadsheet documents
4.5.1.1 Use basic print options.
To change • From the File drop down menu, choose Page Setup to display the Page
Pag Setup dialog box.
e • Click on the Page tab.
Setu
p Make changes to any of the following:
opti
ons
To change this: Do this:
Orientation Select Portrait or Landscape by clicking the option
button in the Orientation area.
Page numbering To begin page numbering with a different number,
select the First page number text box and enter
the number you want to use.
Paper size Display the Paper size drop-down list box and
select the size you require.
To set print • Display the Print quality drop-down list box and choose the quality you
quali require.
ty
To set the • Choose the Adjust to option button.

scal • Enter a percentage to scale in the Adjust to spin box, or choose the Fit
e of to option and enter the dimensions of the pages in the tall and wide spin
the boxes.
page • Select OK.
To change • From the File menu, choose Page Setup to display the Page Setup
the dialog box.
mar • Select the Margins tab and click on the margin spin box you want to
gins change,
Top, Bottom, Left, or Right.
• Click on the spin box arrows to change the settings and select OK.
head dialog box and click on the Margins tab.
er • Choose the Header or Footer spin box and change the margin settings
and using the spin box arrows.
foot • Select OK.
er
mar
gins
To change • From the File menu, choose Print Preview to display the Print
mar Preview window and click on the Margins button. Dotted guidelines
gins will appear to indicate each margin.

in • Click and drag the margin guideline you wish to change to a new
Print location.
Prev
iew

To change • From the File menu, choose Print Preview to display the Print
the Preview window.
way • Click on the Margins button and dotted guidelines will appear to
the indicate each margin.
data • Click on Setup to display the Page Setup dialog box.
is • Select the Margins tab and click on Horizontally and/or Vertically
cent check boxes in the Center on page section of the dialog box.
ered • Select OK.
on
the
page
To center • From the File menu, choose Page Setup to display the Page Setup
your dialog box.
print • Select the Margins tab.
ed • Click the Horizontally and/or Vertically check boxes in the Center on
outp page area. An example of how your selection will print is displayed on
ut the preview page.
on a • The print block will be centered between the margins which you
page establish.
• When you have selected your options, choose the Print button to
display the Print dialog box.
• Choose OK to print the report.
To change • From the File drop down menu, click on the Page Setup command to
shee display the Page Setup dialog box.
t • Select the Sheet tab and then make changes to any of the following:
opti
ons
To change this: Do this:
Columns or rows to repeat • Click on the icon in the right of the

Rows to repeat at top text box in the
Print titles area and drag over the rows
you wish to repeat at the top of the
page. Click on the icon in the right of
the Columns to repeat at left text box,
and drag over the columns you wish to
repeat at the left of the page.
Elements that will print • Select the elements you wish to print,
i.e. Gridlines, Comments, Draft
Quality, Black and White, Row and
Column Headings.
Order of pages to print • Select Down, then over, or Over, then

down.
Print range • In the Print area text box, enter the

worksheet range you want to print, or
click on the icon in the right of the Print

area text box and drag through the

worksheet areas you wish to print.
• Select OK.

To select a • From the File menu, select Print to display the Print dialog box.
print • From the Printer Name list box, choose the printer you wish to use.
er • Select OK.
the dialog box.
print • Choose the Options button to display the Properties dialog box for the
er printer.
setti • Change the options required. The options will vary depending on what
ngs type of printer you have.
• Select OK, and then select OK to close the Page Setup dialog box.
To set the • From the File menu, choose Page Setup to display the Page Setup
print dialog box.
area • Select the Sheet tab.
• In the Print area text box, enter the print area, or select the worksheet
range by clicking in the Print area text box and dragging through the
worksheet to select the areas you wish to print.
• Select OK.
4.5.1.2 Preview a spreadsheet.
To preview a • Click on the Print Preview icon within the Standard Excel
spre toolbar.
adsh
eet
You will see a new toolbar displayed. Click on the Close button to return to
the normal Excel view of your data.

4.5.1.3 Print a spreadsheet or a worksheet.
To print a • Click on the Print icon, or if you wish more control over what and how
work you print, from the File menu, select Print to display the Print dialog
shee box.
t • Select what you want to print in the Print what area, i.e. Selection,
Active sheet(s), or Entire workbook.
• Specify the number of copies you want to print in the Number of
Copies spin box.
• In the Page range area, select whether you want to print All pages in a
range, or enter the starting and ending page numbers in the From and
To spin boxes.
• Select OK.
4.5.1.4 Print part of a worksheet or a pre-defined cell range.
To print parts • From the File menu, choose Page Setup to display the Page Setup
of a dialog box.
work • Select the Page tab. You can print all or selected pages. You may
boo also print the entire workbook (i.e. all the pages within the workbook).
k/ • If you pre-selected an area of your worksheet, you could decide to just
work print the selection.
shee
t

4.6 More Advanced Features

4.6.1 - Importing Objects
4.6.1.1 Import objects into a spreadsheet: image files, graphs,

text files etc.
Why Import Excel as we have already seen is capable of carrying out analysis of data,
Data and producing graphical representations of the same.
?
If the information you have is in a Word/Text Processor in the form of a
report it would need to be in a format that Excel can recognize in order to
be imported into the spreadsheet, rather than re-entered (typed).
What happens if the text to be imported is not in a recognized format?
If the text to be imported is not in a recognized format Excel will

The following automatically launch the Text Wizard to give you assistance.
Text Formats
are the most
common:
Text Text files are plain text with no formatting information
contained except line returns. It is usual for this file type
to have one record of information per line but the means
of identifying fields varies.
Text In this text file format tabs are used to define fields.
(Tab
Delimited)
Formatted Formatted text files make use of position to define fields,
Text each field starts at a defined position on the line.
You may find this field type also referred to as Space

Delimited, Fixed Width, and Column Delimited.
CSV (Comma Commas are used by CSV text files to delimit (separate)
Separated fields. Whilst these are called Comma Separated Values
Values) text files, commas do not have to be the delimiter.
Comma delimited fields can make use of the vertical bar

( | ) and the at ( @ ) sign as the delimiter.
The Text The Text Wizard is a set of dialog boxes that guide you, the user, through
Wiza the stages of importing text into an Excel spreadsheet.
rd

To import text • Open the File menu and select the Open option.
into • Click on the down arrow next to the Files of type field and select Text
Exce Files.
l • Highlight and choose the file you wish to open and select Open.
usin • You will see the Text Import Wizard (Step 1 of 3) dialog box, as
g illustrated.
the
Text
Wiza
rd
The dialog box has two effective areas, the upper referring to choices you
can make, the lower showing the data you are about to import. The wizard
takes an educated look at your source data and the original file format and
determines whether it is delimited or not. You can choose to alter this
decision if you wish.
• Having made your choices click Next and the Text Import Wizard
(Step 2 of 3) dialog box is displayed. The upper half of this box allows
you to select the required field delimiter. The default is Tab.
• Make the appropriate choice(s) as more than one can be selected.

• When you have chosen your delimiter the data display in the lower half
of the dialog box shows the effect.
• When this is as you want click Next.

• The Text Import Wizard (Step 3 of 3) dialog box is displayed.
You now select the data format for each of the columns. You can also
decide whether you wish to import a column or not.
• When you have made your decisions click on the Finish button to
import the text into your spreadsheet.
To import a • Click on the Insert drop down menu and select Picture.
pict • Choose the From File option from the sub-menu. The Import Picture
ure dialog box will be displayed.
into • Select the picture you wish to insert and click on the Insert button.
a
work
shee
t
To copy a • If there is a chart contained within a different worksheet within your

grap workbook, then you must first switch to the workbook that contains the
h chart (by clicking on the appropriate tab at the bottom of the
(cha workbook). Then click on that chart to select it, then press Ctrl+C to
rt) copy the chart to the Clipboard.
into • Switch back to the worksheet that you wish to insert the chart into and
a then press Ctrl+V to insert the chart.
work
shee
t,
from
a
diffe
rent
work
shee
t
To copy a • If there is a chart contained within a worksheet, within an entirely

grap different workbook, then you must first open the required workbook,
h and then if necessary, switch to the workbook that contains the chart
(cha that you wish to copy (by clicking on the appropriate tab at the bottom
rt) of the workbook). Then click on that chart to select it, then press
into Ctrl+C to copy the chart to the Clipboard.
a • Switch back to the original workbook, that you were working within,
work and if necessary change to the required worksheet that you wish to
shee insert the chart into and then press Ctrl+V to insert the chart.
t,
from
a
diffe
rent
work
boo
k

4.6.1.2 Move and resize imported objects within a spreadsheet.
To move an • Click on the object (chart or picture) to select it. When selected
obje resizing handles (small boxes) will be displayed around the object as
ct illustrated.
• Depress the mouse button and while keeping it depressed move the
mouse pointer to the new location required for the selected object.
To copy an • Click on the object (chart or picture) to select it.

obje • Depress the Ctrl key (and keep it depressed).
ct • Depress the mouse button and while keeping it depressed move the
mouse pointer to the new location required for the selected object.
• Release the Ctrl key.
To re-size an • Click on the object (chart or picture) to select it.

obje • Move the mouse pointer to any corner of the selected object. The
ct mouse pointer should change to the shape of a diagonal line with an
arrowhead at each end.
• Depress the mouse button and while keeping it depressed move the
mouse pointer to re-size the selected object.

4.6.2 - Charts and Graphs
4.6.2.1 Produce different types of charts and graphs from

spreadsheet figures to analyze data, e.g. pie charts,
column charts, bar charts.
To use the • Select the cells you want to include in a chart. If you want to highlight a
Char non-contiguous range, highlight the first range with the mouse, and hold
t down the Ctrl key and click on any other cells.
Wiza • On the Standard toolbar, click on the Chart Wizard icon.
rd to • Step 1 of the Chart Wizard dialog box is displayed.
crea • Continue making your choices via the Chart Wizard until you reach the
te a final step of the Chart Wizard.
char • Select Finish and the chart will appear on your screen.
t

4.6.2.2 Edit or modify a chart or graph: add a title or label,

change the scale. Modify the colors in the chart or graph.
To add a title • Click on the chart that you have created. You will notice that when the
to a chart is selected the drop down menus change:
char
t
I.e. the Data drop down menu is replaced by a Chart drop down menu.
• Click on the Chart drop down menu, and select the Chart Options
command. Make sure that the Titles tab is selected. Enter or modify a
title as required.
• Click on the OK button.

To change • Click on an axis within a chart that you have created, to select it. In the
the example shown we have selected the vertical axis.
char
t
scal
e
• Double click on the selected item to display a dialog box. Click on the
required tab in the dialog box, in this case Scale, as illustrated.
• Modify the scale as required.

To modify the • Select an item, within a chart (by single clicking on it), that you wish to
char change the color of. For example in the illustrated show we have
t clicked on one of the vertical bars.
colo
rs
• Double clicking on the selected item will display a dialog box, as

illustrated. Make sure that in this case you select the Patterns tab of
the dialog box. Select the colors as required.

4.6.2.3 Change the chart type.
To use the • Click on the chart to select it, and click on the drop down
Char arrow next to the Chart Type icon on the Chart toolbar.
t • Select the new chart type you require.
Type
icon
• Clicking on the Chart Type icon will display a drop
down menu containing a range of chart types, from
which you can select the required format.
NOTE: When wishing to convert to a Pie chart you

have to use only one data series.
The following examples were created using the data below.
Sales Rentals
Monday 2 3
Tuesday 8 2
Wednesday 4 6
Thursday 6 3
Friday 8 5
Saturday 9 6
Sunday 1 3

Icon Title Effect
Area Chart
10
8
6 Series2
4 Series1
2
0
1 2 3 4
3-D Area
Chart
3-D
Surface
Chart
Bar Chart

3-D Bar Chart
Radar Chart
Column Chart
3-D Column
Chart

Bubble Chart
Line Chart
3-D Line Chart
X-Y Scatter
Chart

Pie Chart
3-D Pie Chart
Doughnut
Chart
3-D Cylinder
Chart

3-D Cone
Chart
3-D Pyramid
Chart
4.6.2.4 Move and delete charts or graphs.
To move a • Click on the chart you wish to move, so that small rectangular black
char selection handles are displayed around the border of the chart. This
t indicates that the chart is selected.
• Place the mouse pointer on the black border surrounding the chart and
drag the chart to a new location.
• Release the mouse button when you have placed the chart where you
want it.
To re-size a • Move the mouse to one of the corner selection handles (the small
char square black boxes) and drag and drop. The chart is re-sized in the
t same way that any graphic is re-sized within the Microsoft suite of
applications.
To delete a • Click on the chart you wish to delete to select it and press Delete. The
char chart will be deleted.
t

Appendix
The Standard Toolbar
Will create a new workbook.

New Workbook
Will display the Open dialog box.
Open
Will save the workbook.
Save
Will allow you to send the workbook as an email.

Email
Will print the workbook.

Print
Will change to print preview.
Print Preview
Will start the Spelling checker.
Spelling
Will cut the selected range to the Clipboard.
Cut
Will copy the selected range to the Clipboard.
Copy
Will paste the data from the Clipboard.
Paste
Will copy formatting.
Format Painter
Will undo the last action.
Undo
Will repeat the last action.
Repeat
Will create a sum function.
AutoSum
Will start the Paste Function.
Paste Function
Will sort the selection in ascending order.
Sort Ascending
Will sort the selection in descending order.
Sort Descending
Will start the Chart Wizard.
Chart Wizard
Will display the Drawing toolbar.
Drawing
Will enable you to zoom the worksheet to a percentage
Zoom Control
you specify.
Displays the Office Assistant, from where you can get
Office Assistant help to better use the system.

The Formatting Toolbar
This icon: Does this:
Allows you to select fonts from a drop-down list.
Allows you to select a font size from a drop-down list.
Allows you to apply bold to a selected range.
Allows you to apply italics to a selected range.
Allows you to underline a selected range.
Allows you to align a selected range to the left.
Allows you to center a selected range.
Allows you to align a selected range to the right.
Allows you to center text across a selected range.
Allows you to apply currency style to a selected range.
NOTE: In the United States you may see a $ (dollar)

symbol here rather than the coins.
Allows you to apply percentage style to a selected range.
Allows you to apply comma style to a selected range.
Allows you to decrease the number of decimal points

displayed in a selected range.
Allows you to increase the number of decimal points

displayed in a selected range.
Allows you to increase the level of indentation in a

selected range.
Allows you to decrease the level of indentation in a
selected range.
Allows you to select and apply borders to a selected

range.
Allows you to select and apply color to a selected range.
Allows you to select and apply color to text in a selected

range.

Navigating through worksheets and workbooks
To move to a • Place the mouse pointer on the cell and click.

cell
usin
g
the
mou
se
To move to a • Enter the cell that you wish to jump to

parti into the Name Box (at the top, left of
cula the screen, as illustrated). In the
r cell example shown the cell reference J9
(qui has been entered. When you press
ck the Enter key you will jump to the cell
way) you entered.
To move from • To move from cell to cell, use one of the following methods:
cell
to
cell
usin
g
the
keyb
oard
Press this: To move:
→ One cell to the right.
← One cell to the left.
↓ One cell down.
↑ One cell up.
Ctrl + → To the right-hand edge of the current region.
Ctrl+ ← To the left-hand edge of the current region.
Ctrl + ↓ To the bottom edge of the current region.
Ctrl +↑ To the top edge of the current region.
Home To the first cell in the row.
Ctrl+Home To the first cell in the worksheet.
Ctrl+End To the lowest right-hand cell in the worksheet that
contains a data entry.
Page Down One screen down.
Page Up One screen up.
Alt+PgDn One screen to the right.
Alt+PgUp One screen to the left.
To move • Use one of the following key combinations:

withi
na
sele
ctio
n
Press this: To move the active cell:

Tab To the right one cell.

Shift+Tab To the left one cell.
Enter One cell down.
Shift+Enter One cell up.
To move • Place the mouse pointer on the sheet tab you want, and click.
betw
een
work
shee
ts
usin
g
the
mou
se

To move • Use Ctrl+PgDn to move to the next sheet.

betw • Use Ctrl+PgUp to move to the previous sheet.
een
work
shee
ts
usin
g
the
keyb
oard
To move • From the Edit menu, choose Go To in order to display the Go To dialog
usin box.
g Go • In the Reference text box type the cell reference, or click a range name
To in the Go To list box and then select OK.
To move to a • Click on the appropriate worksheet tab displayed along the bottom
diffe of the worksheet.
rent
work
shee
t
withi
na
work
boo
k
To move to • To move to the last worksheet in a workbook, click on this arrow:

the
first
• To move to the first worksheet in a workbook, click on this arrow:
or
last
work
shee
t in a
work
boo
k
To move • Use the following keyboard shortcuts to move between worksheets:

betw
een
work
shee
t
tabs
usin
g
the
keyb
oard

Press this: To do this:

Ctrl+Page Up To move one tab to the left.
Ctrl+Page Down To move one tab to the right.
To insert • Select the cell where you want to insert a new cell.
cells • From the Insert menu, select Cells to display the Insert dialog box.
or • Select one of the following options:
rang
es
Entire column Moves all cells in the column to the right and
inserts a new column.
Entire row Moves all cells in the row down and inserts a new
row.
Shift cells down Moves existing cells down and inserts one cell.
Shift cells right Moves existing cells to the right and inserts one
cell.
• Click on OK.


Ecdl Manual Module 4

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Ecdl Manual Module 4

Uploaded by

Copyright:

Available Formats

Mastering the ECDL / ICDL

ECDL / ICDL Training Manual

Cheltenham Computer Training

Tel: +44 (0)1242 227200

All trademarks acknowledged. E&OE.

Information Is core ECDL version 3 material

IMPORTANT - PLEASE READ

IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Computer

4.1 GETTING STARTED..............................................................................................................................1

4.1 Getting Started

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.1 - First Steps with Spreadsheets

4.1.1.1 Open a spreadsheet application.

To start Excel • Click on the Start icon to display

• Select the Blank Workbook icon and click on the OK button.

FOR USE AT THE LICENSED SITE(S) ONLY

Within Excel, you can have up to 65,536 rows in a worksheet and up to

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.1.2 Open an existing spreadsheet - make some modifications

To open an • From the File menu, choose Open

4.1.1.3 Open several spreadsheets.

4.1.1.4 Create a new spreadsheet and save.

FOR USE AT THE LICENSED SITE(S) ONLY

FOR USE AT THE LICENSED SITE(S) ONLY

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.1.5 Save an existing spreadsheet onto the hard disk or a

To save a • From the File menu, select Save

• If it is a new file, the Save As dialog box will appear. If necessary

To save • From the File menu, select Properties.

• Select the 3 1/2 Floppy (A:) icon.

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.1.6 Close the spreadsheet.

To close a file • From the File menu, select Close.

To exit Excel • From the File menu, select Exit

OR click on the Excel Close icon (top-right or the Excel program

4.1.1.7 Use application Help functions.

FOR USE AT THE LICENSED SITE(S) ONLY

Displaying The Office Assistant will display a light bulb, as

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.2 - Adjust Basic Settings

4.1.2.1 Change spreadsheet view mode.

4.1.2.2 Use the page view magnification tool/zoom tool.

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.2.3 Modify toolbar display.

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.3 - Document Exchange

4.1.3.1 Save an existing spreadsheet under another file format:

• Enter a file name.

FOR USE AT THE LICENSED SITE(S) ONLY

Saving a • You may save your workbook as an Excel template, by selecting

Templates can be produced that include the following elements:

A template is produced by creating a spreadsheet that contains all the

FOR USE AT THE LICENSED SITE(S) ONLY

4.1.3.2 Save a document in a format appropriate for posting to a

• Enter a file name.

NOTE: Some formatting information that is contained in the original may be

FOR USE AT THE LICENSED SITE(S) ONLY

4.2 Basic Operations

FOR USE AT THE LICENSED SITE(S) ONLY

4.2.1 - Insert Data

4.2.1.1 Enter numbers in a cell.

FOR USE AT THE LICENSED SITE(S) ONLY