Spreadsheets: Disco Task (Excel 2007)

1. Open a spreadsheet application

2. Create a folder in your area folder, call the folder ‘spreadsheets’. Save this file as ‘Disco.xlsx’

3. Enter the following data into the worksheet:

4. You are going to widen your columns so that all of the text shows by using the following method:

Select the whole worksheet by clicking in the cell in the top right-hand corner

Now hover your cursor between column A and B so that it changes to a cross. Double click your mouse.

Because your whole worksheet was selected every column will be resized at once. This saves you having to do each one individually.

5a. Make the headings in row 1 bold (Home tab)

5b. Change the heading font colour to a dark blue

6. Make row 1 deeper

Select cells A1:E1

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Whilst cells A1:E1 are selected press the ‘wrap text’ button(Home tab)

Resize the columns so that the text in row 1 appears wrapped.

Centre the headings in row 1 (Home tab)

7. You are going to rename your worksheet.

Right click your mouse on the ‘Sheet 1’ tab

From the menu list that appears, choose ‘Rename’

Rename your worksheet as ‘Disco Costs’

8. You are going to delete the unwanted worksheets in your workbook.

Go to worksheet 2 by clicking on the ‘sheet 2’ tab

On the ‘Home’ tab go to ‘Delete’ in the ‘Cells’ section

From the drop down list, select ‘Delete Sheet’

Repeat these steps to delete worksheet 3.

You should now only have one worksheet left.

9. In cell D2, write a formula to work out the cost per night (hint: multiply).

Replicate that formula in cells D3:D8 by dragging the formula down.

If you don’t know how to do that watch this video:http://www.teach-ict.net/software/excel_2007/formula/basics/autofill.htm

Your answer should look like this:

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10. Highlight cells B2:B8

Format these cells as currency (home tab > currency icon > £ English)

11. Save your spreadsheet as ‘Disco version 2.xlsx’

12. Select Row 1

On the ‘Home’ tab go to the ‘Cells’ section and find ‘Insert’

From the drop-down menu choose ‘Insert Sheet Rows’

You should now have a blank row above the headings.

Insert a second row so that you now have two blank rows above the headings.

13a. In cell A1, type the heading ‘Disco costing sheet’

13b. Make the heading font size 14, bold and change the colour to red.

14. Highlight cells A1:E1.

Merge these cells and centre the heading (home tab > merge and centre icon)

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15. Insert a footer

(Insert tab > Text section > Header and Footer

You will be taken to the ‘design’ tab.

Go to the ‘navigation’ section on the design tab. Choose ‘go to footer’

Add your name and form to the footer.

16. You should notice that your worksheet looks different now. To return to the way it looked before:

> Go to the ‘View’ tab> ‘Workbook Views’> ‘Normal’

Click your mouse out of the footer area to deselect it and return to the main spreadsheet.

17. In cell E4, write a formula to calculate the total cost for the hire of the hall. Hint – cost per night * number of nights (H3).

You MUST replicate the formula by dragging it down to cells E5:E10 Did it work out the cost per night?

The chances are that you either ended up with cells which show £ - (like this image)

Do you think this is the correct answer?

If not, what do you think went wrong?

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It is important that you read the following explanation carefully so that you understand what has happened.

Excel is usually very clever. When you drag a formula down, it knows that it needs to use that formula on the correct row. Just to illustrate this point, check this out (you don’t have to change anything):

Click in cell D4, look in the formula bar, you should see this formula: =B4*C4Now click in cell D5 and you should see =B5*C5 – excel has changed the row number for youNow click in cell D6 and you should see = B6*C6 – again, excel has changed the row number

Excel knew to change the cell numbers as you dragged the formula down to the next row.Lets go back to the formula you wrote in cell E4.

You originally multiplied the cost per night by the number of nights.

As you dragged the formula down, Excel changed the cell number for cost per night correctly. However, it also changed the cell for number of nights.

If you look at your spreadsheet, there is nothing in the cells below number of nights. This is why you got £0.00 in your answers.

We have to find a way of stopping Excel trying to go to the cells below number of nights.

We have to put on something called an ‘absolute cell reference’ which means that no matter how far you drag your formula down, it will stop trying to look at the cells below number of nights and will only ever look at that cell.

To do this is simple, all you need to do is put a $ in front of the column letter and row number of the cell reference for cost per night. A $ tells Excel not to move out of that

cell.

So your formula instead of being =D4*H3 should now be =D4*$H$3

Drag this new formula down and you should see that it works correctly.

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If you saw this appear #######, all it means is that you need to widen the column to display all of the contents

18. In cell D11 write ‘Total cost’.

In cell E11 write a formula to calculate the costs in cells E4:E10. This should be a SUM formula.

19. You are going to put a single underline above cell E11 and a double underline beneath it.

Select cell E11

Go to the ‘Home’ tab

Click on the arrow by the ‘borders’ icon

Select:

Top Border

Bottom Double Border

The result should look like this:

20. Now you are going to try the other way of formatting a cell with a double underline.

Select cell H3

On the ‘Home’ tab click the arrow next to the underline icon

From the menu that appears choose ‘double underline’

The result should look like this:

The difference between the two is that a double line border goes right across the bottom of the whole cell. Whereas a double underline only underlines the text.

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Make sure you know how to do both and use the right one if it appears in an exam.21. In cell G1 enter today’s date in the format DD/MM/YY and press enter

With cell G1 selected change the format of the date to ‘Long Date’ >home tab > number section > date > long date

22. Change the cost of the hire of the hall from £50.00 to £75.00

Use the undo button to put the price back to £50.00

23. Using the fill colour jug, fill cell A3 with a colour of your choice (home tab > font > fill colour)

24. Learn to use the format painter to repeat this formatting to the other cells which contain titles.

Click on cell A3, double click on the format painter tool

(home tab > clipboard > format painter)

then click into cells B3, C3, D3 and E3.

Single click back on the format painter tool to turn it off.

25. Insert a new worksheet(home tab > cells area > insert > insert sheet)

Rename this worksheet tab as ‘spare copy’.

26. Copy your work from the Disco costs sheet by highlighting it, copying, going to the new worksheet, click into cell A1 on the new worksheet and paste.

This is one way of copying work. However, there is a better way.

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Go back to your ‘Disco costs’ sheet and right click on the tab.

Choose ‘move or copy’

Select ‘Disco costs’ from the list

Tick the box on the bottom right which says ‘create a copy’

Click ‘ok’

You should find that you have a new sheet which is an exact copy of your ‘disco costs sheet’

27. If you want to change a particular word or phrase, rather than having to search the document trying to find it, you can use the ‘find and replace tool’

You are going to find every word which says ‘cost’ and replace it with ‘price’.

Go to the ‘find and select’ icon (home tab) then click on the arrow and choose ‘replace’

Set it up as shown here and click ‘replace all’

It should tell you that it has made 9 replacements

28. Now you are going to sort your spreadsheet.

You are going to start off by sorting the ‘item’ column and putting things in ascending order (A-Z).

Click into cell A4, where it says ‘hire of hall’

Go to the ‘data’ tab

Go to the ‘sort & filter’ section

Click ‘sort in ascending order’ (A to Z)

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All of the items in the ‘item’ column should now be sorted into alphabetical order starting with ‘advertising’ and finishing with ‘staff price’

29. Make row A1 wider as shown here

You are going to make your title centred vertically within the cell.

> Go to the ‘Home’ tab> Click into cell A1> Go to the ‘Alignment’ section> Choose the ‘Middle align’ icon

Your text should now be aligned exactly in the middle of the cell like this

30. Now you are going to align your titles in row three diagonally within the cells

> Go to the ‘Home’ tab> Select the titles in cells A3:E3> Go to the ‘Alignment’ section> Select the ‘orientation’ icon> Choose ‘angle Counterclockwise’

Your results will probably look like this

You will need to make row 3 deeper so that you can see the titles – they should end up looking like this:

Save your work.

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