Welcome to Microsoft Excel. Excel is a powerful electronic ... · Page 4 MICROSOFT EXCEL 2000 LEARNING STAGE 3 Insert a picture of a ‘Graduation' to cell A1. INSERTING CLIPART PICTURES

MICROSOFT EXCEL 2000LEARNING STAGE 3

TABLE OF CONTENTS\INDEX

Listed below are functions you will learn as you work through your lessons.

Functions Page NumbersFill .......................................................................................................................2Worksheets, activating, inserting and deleting..............................................3,6,7Pictures................................................................................................................4- Sizing and moving pictures...............................................................................5Page break view ..................................................................................................4Normal view........................................................................................................5AutoFormat .........................................................................................................8Moving toolbars ................................................................................................13Charts .............................................................................................................9-19- Chart titles.......................................................................................................10- Gridlines .........................................................................................................11- Moving and sizing charts................................................................................12- Bar charts ..............................................................................................10.11,12- X and Y axis ..............................................................................................16,17- Legends ......................................................................................................11.15- Value labels.....................................................................................................18- Category labels................................................................................................19- Chart area........................................................................................................14- Plotter area ......................................................................................................15- Patterns and fonts..................................................................................17,18,19- Chart types ......................................................................................................18Drawing arrows.................................................................................................20Pie charts ......................................................................................................21,22- Exploding pie pieces.......................................................................................22Outlines ...................................................................................................23,24.25Paste special \ value ..........................................................................................26Paste special \ transpose ....................................................................................27If formula .....................................................................................................30-33Multiple If formula.......................................................................................32,33Templates .....................................................................................................35-39- Opening a template .........................................................................................37Linking cells......................................................................................................41Saving files to a workspace...............................................................................44

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LESSON 1.This 'Fill' function will save you time on having to enter data that follows a specific pattern.

Step 1. Switch On your computer and run the Excel program. Enter the following data shown below to your sheet. You will need to increase the column widths where necessary.

A B C D E F1 JAN JANUARY PRODUCT 1 10 720 MON2 FEB FEBRUARY PRODUCT 2 20 1440 TUE3

* Notice each column follows a pattern.

Step 2. Select cells A1 to A12, then apply the 'Fill' function to enter the rest of the abbreviated months. The 'Fill' function relies on cells containing data that follows a pattern, based on the

pattern it will automatically enter the data that relates to the pattern.

FILL

a. Click on Edit from the main menub. Click on Fill from the next menuc. Click on Series from the next menud. Click on Date in the Type area which activates the Date Unit areae. Click on Month in the Date Unit area (as we wish to increase by months in this situation)f. Click on Autofill in the Type area (to inform that this section is to be automatically filled)g. Click on the OK button* Notice the rest of the cells now has the continuing months entered

Step 3. Select cells B1 to B12, apply the 'Fill' function so it will enter the rest of the data required. (Repeat the above steps)

The 'Fill' function enures that no mistakes are entered as the data is not entered manually but is enteredby the system.

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Select cells C1 to C12, apply the 'Fill' function. (Click on Edit, click on Fill, click on Series, click on Autofill, click on Ok)

Step 5. Select cells D1 to D12, apply the 'Fill' function. In this case it is increasing by 10. (Click on Edit, click on Fill, click on Series. Notice the 'Step Value' area has 10 entered, click on the Ok button)

Step 6. Select cells E1 to E12, apply the 'Fill' function. In this case it is increasing by 720. (Click on Edit, click on Fill, click on Series, notice the 'Step Value' area has 720 entered , click on the Ok button)

Step 7. Select cells F1 to F12, apply the 'Fill' function. In this case it is increasing by 1 day we will need to activate the 'Date Unit' area. (Click on Edit, click on Fill, click on Series, click on Date to open the Date Unit area, click on Day, click on Autofill, click on Ok)

Step 8. Save the file into your folder and call it ‘FILL’, keep the file opened.

Each spreadsheet actually has several worksheets (pages) so you do not run out of space in aspreadsheet. Often spreadsheets can be very large and this is a program designed to support andorganise large spreadsheets. Notice at the bottom of the sheet you have sheet buttons. The number ofsheets currently presented to each spreadsheet is determined in the Tools\Options\General settingsarea. In our case it is set to 3, you can insert more spreadsheets/worksheets as you need them.

Currently you have saved this spreadsheet and called it ‘FILL’. If we create or go to a new sheetwithin this workbook and add data to it, it will also be saved in the file called ‘FILL’. A workbook canhave many sheets (pages) in it.

Step 9. Go to a new worksheet

GO TO A NEW WORKSHEET

a. Click on the Sheet 2 tag located at the bottom of the current sheet.

In the ‘ClipArt’ gallery there are some pictures available to Excel. The pictures will differdepending upon which version of Windows and Excel you are running. If the picture isnot available for the next step select another picture.

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Insert a picture of a ‘Graduation' to cell A1.

INSERTING CLIPART PICTURES

a. Click on Insert from the main menub. Click on Picture from the next menuc. Click on ClipArt Gallery from the next menu* The Insert ClipArt window appearsd. Click on the All Categories icon which is located top left of this windowe. Click on the Academic option* A group of Academic related pictures are presented

f. Click on the desired picture* A menu will appearg. Click on the Insert Clip icon located at the top of this menu* The picture is now inserted onto your sheetf. Click on the Close Window icon to remove the Insert ClipArt window

Notice the 'Picture' toolbar appearing on your screen. Run your mouse pointer over the icons andread the labels describing the functions available to this picture.

The picture may be quite large in size so we will re-size it. Often when resizing a picture it is easierwhen you can see the entire worksheet.

Step 11. Switch to 'Page Break' view so we can see the total picture on the sheet.

PAGE BREAK VIEW

a. Click on View from the main menub. Click on Page Break View from the next menuc. Read the window, then click on Ok button for the window

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Increase the size of the sheet area so we can see more cells of our sheet, then decrease the size of the picture so it fits neatly between cells A1 to B4.

SIZING THE SHEET AREA

a. Position the cursor bottom right corner of sheet area* A blue line appearsb. Click-drag right and down until you see Page 2 displayed

SIZING A PICTURE

a. Click on the picture to select it (Notice the selection markers around the picture).b. Position the mouse pointer on the bottom right selection marker* Notice it turns into a double- headed arrowc. Click-drag up and in to decrease the picture size to cell B4

Step 13. Switch back to the 'Normal' view.

NORMAL VIEW

a. Click on View from the main menub. Click on Normal from the next menu

Step 14. Go to 'Sheet 1' and view the contents. (Click on Sheet 1 button)

Step 15. Go to 'Sheet 3'. (Click on Sheet 3 button)

Step 16. Insert a picture of a 'tree' from the 'ClipArt' gallery, (the 'Tree' is in the 'Plants' category). (Click on Insert, click on Picture, click on ClipArt, click on the All Category, click on the Plants option, click on the tree, click on the Insert Clip icon, click on the Close window icon)

Step 17. Switch to 'Page Break' view and size the picture so it fits between cells A1 and B6. (Click on View, click on Page Break View, click-drag the picture to size)

Step 18. Return to the 'Normal' view. (Click on View, click on Normal)

Step 19. Move the picture of the 'Trees' so it starts from cell D1.

MOVING AN OBJECT

a. Position the mouse pointer in the middle of the picture* The mouse pointer will change to two double-headed arrows crossed which is indicates moveb. Click-drag it into position

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Currently there are only two or three sheets displayed on your screen, you can have as manyworksheets as you can store in memory.

Step 20. Enter the following data to cells D8 to E9 as shown below. Use the ‘Fill’ function to fill cells D10 to E27. (Select cells D8 to E27, Edit, Fill, Date, Day, Autofill, Ok)

* Notice instead of taking 10 minutes it took less than 1 minute to enter all this data..

D E8 1/04/00 Monday9 2/04/00 Tuesday10 3/04/00 Wednesday11 4/04/00 Thursday12 5/04/00 Friday13 6/04/00 Saturday14 7/04/00 Sunday15 8/04/00 Monday16 9/04/00 Tuesday17 10/04/00 Wednesday18 11/04/00 Thursday19 12/04/00 Friday20 13/04/00 Saturday21 14/04/00 Sunday22 15/04/00 Monday23 16/04/00 Tuesday24 17/04/00 Wednesday25 18/04/00 Thursday26 19/04/00 Friday27 20/04/00 Saturday

There are generally only 3 sheets attached to your workbook. This is set in the Tools\Options\Generalsettings which is an area you should study. (Click on Tools from the main menu, click on Options fromthe next menu click on the General tag) You may need more than 3 sheets, you can insert as manyworksheets as you need. Cancel the Options window. (Click on Cancel button)

Step 21. Insert a new worksheet to your current spreadsheet.

INSERTING WORKSHEETS

a. Click on Insert from the main menub. Click on Worksheet from the next menu (Notice the new worksheet number 4)* Your system may be set to more than 3 sheets so the new worksheet number will differ

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Go to Sheet 2 and take a copy of the picture. (Click on sheet 2 tag, click on the picture to select it, press Ctrl+C or click on Copy icon)

Step 23. Go to the new worksheet (Sheet 4 or the last sheet number) and paste the picture to cell A1. (Click on Sheet 4, press Ctrl+V or click on Paste icon)

Step 24. Go to sheet number 1 and copy the data in cells A1 to C12. (Select cells, press Ctrl+C or click on Copy icon)

Step 25. Go to the new worksheet (Click on the Sheet 4), paste the copy to cell D8. (Press Ctrl+V) This was a simple practice of copying between sheets and re-using the skills you have just

discovered.

Step 26. Go to sheet 2 and delete the sheet.

DELETING A WORKSHEET

a. Have the sheet you wish to delete active (Be in it)b. Click on Edit from the main menuc. Click on Delete Sheet from the next menu* A message will appear, read itd. Click Ok to delete the sheet

Step 27. Insert a new worksheet (Click on Insert, click on Worksheet) create the sheet as shown below using the Fill, Column Width Autofit, Formart\Cell\Alignment, Fill Colour and Bold functions to achieve it.

This should only have taken you 30 seconds. Practice creating it a few times.

Step 28. Practice switching and copying data between sheets, then re-save the file and close it.

At this stage you can exit out of the program and finalise your training or continue to the nextlesson.

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LESSON 2.Step 1. Have your computer switched On and run the Excel program or call a new sheet and set-up the following shown below.

* Center the spreadsheet title across the cells of A1 to G1 (Select cells A1 to E1, Merge and Center icon)

* Center column titles in row 3 (Select all cells, Center icon) * Widen column widths where necessary * Calculate the Totals using the Sum formula, copy the formula and paste it to necessary cells across. (Do not enter any data into shaded cells as they must be calculated with a

formula). * Calculate the Averages using the Average formula, copy the formula and paste to necessary cells. (Do not enter any data into shaded cells as they must be calculated with a formula). (Click in cell for answer, Press =, type Average(, click-drag over what is to

be summed, type ), Press the Enter key)

A B C D E1 NSW SALES FOR FIRST QTR23 JAN FEB MAR TOTAL45 JOHN SMITH 76 33 47 1566 HARRY MATHEWS 54 87 85 2267 FRED SIMONS 34 65 34 1338 WAYNE WILLS 56 56 87 1999

10 TOTAL 220 241 253 71411 AVERAGE 55 60.25 63.25 178.5

Step 2. Add a preset format to cells A3 to E11 using the' Autoformat' function.

AUTOFORMAT

a. Select cells A3 to E11b. Click on Format from the main menuc. Click on Autoformat for the next menud. Scroll down and select List 3 from the Table Format areae. Click on the Ok button or press the Enter key

The 'Autoformat' function is handy for a quick layout. You can change the layout using the skills youalready have by editing the: colours; borders; number formats; column widths etc.

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Step 3. Unselect the cells and Print Preview the file. (Click on the Print Preview icon)

Step 4. Add gridlines, row and column headings to the print. (Setup button, Sheet, Gridlines, Rows and Column headings, Ok)

Step 5. Add your name to the header area and a page number to the footer area. (Click on Setup button, click on the Headers\Footers tag, click on Customise button for the Header area, enter your name to the center area, select the text and click on the Font icon, select Italics/Bold for the Style, 14 for the Size, click on Ok, click on Ok to finalise the Header, click on the Footer Customise button, type the text Page then click on the Page icon, click on Ok to finalise the Footer area, click on Ok to finalise the Setup)

Step 6. Change the 'Page Orientation' to Landscape. (Setup, Page tag, Landscape, OK) Close the Print Preview.

Step 7. Select cells A3 to E11 and clear all formats from the cells. (Click on Edit, click on Clear, click on Formats)

We will need to delete row 4 as it is empty and it will confuse our chart.

Step 8. Select row 4 (Click on the Row label) and delete it. (Click on Edit, click on Delete)

Step 9. Create a 'Column Chart', comparing each sales person’s monthly results.

There are two commonly used chart types, the 'Bar\Column' chart and the 'Pie' chart.

CREATING A BAR CHART

a. Select cells A3 to D7 (To show what data is to be charted)b. Click on the Chart icon located top right of the Standard toolbarc. Click on Columns to select the column typed. Click on the 3D sub-typee. Click on the Next button to move to the next window

There was no need to include the ‘Totals’ and the ‘Averages’in this chart as we wish to compare the actual sales for eachperson for each month.

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Here we can choose, what we want to compare, which can be either, each person and their sales for themonths or each month comparing the sales of the persons. See the difference by clicking on ‘Row’ inthe 'Data Series' area and view the display, then click on ‘Columns’ in the 'Data Series' area and viewthe display.

* Notice the cell range that is being charted is displayed in the Data range area

f. Click on Row for the seriesg. Click on the Next button to move to the next window

h. Click on the Titles tag located at the top left of this windowi. Click in the Chart title area and enter ‘1st Quarter’ (View diagram and notice position)j. Click in the Category (X) Axis area and enter ‘Months’ “ “ “k. Click in the Value (Z) Axis area and enter ‘Units sold’ “ “ “

* This window has the settings for a variety of objects on our chart. The Gridlines, Legend, Data Labels, Data Tale and the Titles.

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k. Click on the Gridline tag so we can set up more appropriate gridlinesl. Click on Major gridlines for Category X Axis (View the diagram)m. Click on Major gridlines for Value Z Axis, (View the diagram)

In this section we can decide whether or not we want a legend. The legend will describe what each barrepresents, in this case the months. Click on No for legend and view the chart without a legend. Thechart becomes bigger as there is now more chart room. We can also add a chart titles, X titles and Ytitles in this section.

n. Click on the Legend window so we can edit the legend placemento. Click on the Bottom in the Placement area

p. Click on the Next button to move to the next window

Legend

Gridlines

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This window will ask us if we want the chart on a new sheet or in the current sheet. We want it in thecurrent sheet which is currently selected.

q. Click on the Finish button as the ‘As Object in’ is currently selected.

Based on your selections the chart is now compiled andplaced on the current sheet as an object. The chart willneed editing as the size is too small, we will need tomove the chart and increase the size.

Step 10. Move the chart down under the spreadsheet so the top left corner starts at cell A12.

MOVING A CHART

a. Position the mouse pointer anywhere on the chart area (the white area)* The mouse pointer will display two crossed double-headed arrows which symbolised the move modeb. Click-drag the chart into position

Step 11. Increase the size of the chart so the chart is placed between A12 to H27.

SIZING A CHART

a. Click on the chart border to call upon the selection markers which will be around the entire chart area (A small chart area label will appear)b. Position the mouse pointer on the bottom right selection marker* The mouse pointer will change into a double- headed arrow which symbolises the size modec. Click-drag the size down and out to cell H27

Each part of the chart can be edited.The actual chart size will depend uponthe chart area size and the titles andlegends size.

Currently you have two main areas you can work with on your sheet, the spreadsheet itself and thechart itself. You may have a Chart toolbar on the screen otherwise you can call it to the screen. (Clickon View from the top menu, click on Toolbars, click on Chart)

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Move the Chart toolbar to the right of the screen.

MOVING A TOOLBAR

a. Position the cursor on the Name bar (the blue area) of the Chart toolbarb. Click-drag the toolbar to the right of the screen (it will change to a vertical bar when it reaches the right side)

There are many parts to a chart.

All the parts (patterns, colours, fonts, size, etc.) can be edited or removed from the chart.

Briefly let’s look at how we created our chart as there was much involved:

- We selected the data range which was to be charted (we included column and row titles)- We chose the 3D column chart and we chose to compare by the rows (months)- We added major gridlines to both the Value and Category axis- We added a chart title, Value title and a Category title- We moved the legend to the bottom of the sheet- We moved and resized the chart on completion

Value labelsand

Value Title

Chart Area (which is theentire background areawithin the border)

Chart title Chart background,gridlines, bars, etc.

Chart Plotterarea0

50

100

Units Sold

JAN FEB MAR

Months

1st Quarter

JOHN SMITH HARRY MATHEWS FRED SIMONS WAYNE WILLS

Legend Category labels and Category Title

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Edit the Chart area itself. Make the background colour light = blue with special effects using the diamond effect, border = thick and with rounded corners.

CHART AREA

a. Click on the Chart area to select it (Notice the selection markers around the entire chart area)b. Click on Format from the main menu (Notice the menu options have changed as the chart is selected)c. Click on Selected Chart area from the menud. Click on the Patterns windowe. Click on Light blue colour palettef. Click on the Weight scroll bar and click on a Thick lineg. Click on the Round corners area to add a tick

h. Click on Fill Effects button* A new window will appear

i. Click on Diagonal down in the Shading style areaj. Click on the Ok button to finalise the Fill effectsk. Click on the Ok button to finalise the chart editing

Always remember the more you read the windows and explore certain areas the more you will knowwhat choices are available.

Now look at your colourful chart.

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Select the Value Axis title and decrease the size to 8.

SIZING TEXT

a. Click on the Value Axis title (Units Sold) to select it (Notice the selection markers)b. Click on the Size icon scroll bar located on the Format toolbar and select 8

Step 15. Select the Category Axis title and decrease the size to 8.

Step 16. Select the Legend and decrease the size to 8, (Click on Legend to select it, click on Size icon and select 8) then place the legend on the right side of the chart area.

REPOSITIONING A LEGEND PLACEMENT

a. Ensure that the Legend is selectedb. Click on Format from the main menuc. Click on Selected Legend from the next menud. Click on the Placement windowe. Click on Right in the Type areaf. Click on the Ok button

Step 17. Move the chart plotter area down a little.

CHART PLOT AREA

a. Position the mouse pointer on the Plot area (a label will appear) informing you that you are on the Plot areab. Click-drag the chart plot area down a little

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Edit the Category title ‘Months’, the Font = Bookman Old, Size = 9, Colour = Green and Underline = Double. The Category X Axis runs horizontally across the bottom of

the chart.

EDITING THE CATEGORY X AXIS TITLE

a. Click on the Category title to select it Monthsb. Click on Format from the main menu or double-click on X-Axis title to editc. Click on Selected Axis Title from the next menud. Click on the Font windowe. Select the Font = Book Man Oldf. Select the Size = 9g. Select the Colour = Greenh. Select the Underline = doublei. Click on Ok button to finish

Depending upon the type of chart, the Value axis may be referred to as either the Y or Z axis.

Step 19. Edit the Value Axis title ‘Units sold’, so the Font = Bookman Old, Size = 9, Colour = Green and Underline = Double then edit the alignment so it is at a 90 degree angle.

a. Click on the Value Axis title to select it ‘Units Sold’b. Click on Format from the main menu or double-click on Value Axis title to editc. Click on Selected Axis Title from the next menud. Click on the Font windowe. Select the Font = Book Man Oldf. Select the Size = 9g. Select the Colour = Greenh. Select the Underline = double

ALIGNMENT

a. Click on the Alignment tagb. Click-drag the orientation arrow upc. Click on Ok button to finish

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Edit the first bar for the 'John Smith' data series, change the pattern to black and white checkers.

EDITING BAR PATTERNS

a. Click on one of the bars to select all the bars in that series (Notice the selection markers on all the bars belonging to that series) (If not click outside the chart then click on a bar again)b. Click on Format from the main menuc. Click on Selected Data Series from the next menud. Click on the Patterns windowe. Click on Fill Effects buttonf. Click on the Pattern tagg. Click on the Solid diamond palleth Click on the Foreground colour area and select Blacki. Click on the Background colour area and select Whitej. View the sample and click on the Ok buttonk. Click on the Ok button to finalise the Fill

Step 21. Select the next bar (Harry Mathews) add a fill effect of green marble, it is available in the texture window. (Select bars by clicking on one of them, Format, Selected data series, Patterns, Fill Effects button, Texture window, Green Marble, Ok Button)

Step 22. Select the next bar (Fred Simons) and add a fill effect of gradient two colours (green

and blue) vertical style. (Select bars, Format, Selected data series, Patterns, Fill Effects button, Gradient window, Two colours,

Colour = green, Colour 2 = blue, Shade styles = Diamond up, Ok button, Ok button)

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Edit the last bar and select your own design from pattern, texture and gradient window.

Step 24. Select the chart area (Click on It,and the entire chart area will be selected)then change the chart type to an Area type.

CHART TYPE

a. Click on the Chart Type icon located on the Chart toolbarb. Click on the Area type icon

* You may need to edit the Value labels and make the size smaller, the chart plotter area may need to be moved and the actual chart size may need to be increased.

EDITING THE VALUE LABELS

a. Click on the Value Label area (click on one of the labels running down the left side of the chart)* Notice the selection markers appear on the Value lineb. Click on Format from the menuc. Click on the Selected Axis area from the next menu ord. Click on the Size icon and select a smaller sizee. Click on the Colour icon and select the desired colourf. Click no the Ok button

1st Quarter

050

100150200250300

JAN FEB MARMonths

Uni

ts S

old WAYNE WILLS

FRED SIMONS

HARRY MATHEWS

JOHN SMITH

Value labelarea

Category label area

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Change the Chart Title ‘1st Quarter’ to Font = Arial Rounded MT Bold, Size = 14 and Colour = Red.

FONTS

a. Click on the Chart Title to select it (Notice the selection indicators around the title)b. Click on Format from the menuc. Click on Selected Chart Title from the next menud. Click on the Font windowe. Click on the Font scroll bar and select Arial Rounded MT Boldf. Click on the Size scroll bar and select 14g. Click on Colour scroll bar and select Redh. Click on the OK button

Currently there are two areas of your worksheet, the worksheet area and the chart area. If you wish to printor print preview the sheet with the chart in it you must have the sheet active (Click on any cell in the sheet).If you wish to print or preview the chart only you must have the chart active (Click on it).

Step 26. Go to the sheet area. (Click on any cell of the sheet)

Step 27. Print Preview the worksheet. (Click on the Print Preview icon)

Step 28. Close the Print Preview. (Click on the Close button or press the Escape key)

Step 29. Select the chart area so we can print only the chart. (Click on chart border)

Step 30. Print Preview the chart only. (Click on Print Preview icon)

Step 31. Cancel the Print Preview. (Click on Close button)

Step 32. Select the chart and change the chart type back to a column type. (Click on chart border to select it, click on chart type icon, click on column type icon)

Step 33. Select the Category X Axis labels and change the size to 10.

EDITING THE CATEGORY X AXIS LABELS

a. Click on the Category Axis areab. Double-click to call upon the edit windowc. Change the Size scroll bar and select the size 10d. Click on OK button

Step 34. Save the file and call it ‘Column Chart 1’, then close the file.

Category Axis(Notice label appear)

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LESSON 3.Step 1. Have your computer switched On and run the Excel program. Open the ‘Column Chart 1’ sheet.

Step 2. Enter 85 to C7 and 65 to D7, notice the chart bars adjust automatically.

Step 3. Draw an 'Arrow' leading from cell G12 to the name ‘Fred Simons’ within the Legend.

DRAWING AN ARROW

a. Click on the Arrow icon from the Draw toolbarb. Click-drag the arrow from G12 to the legend name ‘Fred Simons’ (As shown in this diagram)

Step 4. Perform the 'Save' function to re-save your sheet, then close the file.


LESSON 4.Step 1. Open the ‘Column Chart 1’ sheet again, go to sheet 2 (Click on Sheet 2 tag). enter the data shown below to cells A1 to D2.

WAYNE BILL TOM SALLY89 120 33 62

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For this task we wish to compare a small group of totals for each person in a 'Pie' chart. Each piece ofpie will represent the above amounts for the following people.

Step 2. Select cells A1 to D2, create a 'Pie' chart to display the results for each person.

CREATING A PIE CHART

a. Select cells A1 to D2 so we know what area the Pie is to read fromb. Click on the Chart icon located on the Standard toolbarc. Click on the Pie 3Dd. Click on Next buttone. Click on Row to compare the row valuesf. Click on the Next button

g. Click on the Titles tagh. Enter the Chart title ‘CAR SALES’ into the Chart Title areai. Click on the Ok buttonj. Click on the Legends tagk. Click on Bottom to place the Legend on the bottom of the Pie chartl. Click on the Data Labels windowm. Click on Show Percent so the percentage is displayed next to each piecen. Click on Legend key next to label so each label has a colour referenceo. Click on the Ok button

p . Click on the As object in sheet for the chart locationq . Click on the Finish button

Your chart should look as follows:

CAR SALES

29%

40%

11%

20%

WAYNE BILL TOM SALLY

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Increase the size of the chart by 2 cm in height and 2 cm in width. (Position cursor on a selection marker, click-drag out or up)

Step 4. Select the piece of pie belonging to ‘Bill’ and change the pattern to purple mesh texture.

EDITING A PIE PIECE

a. Click on the pie piece once and the total pie is selectedb. Click on the pie piece again to select only the piecec. Double-click to activate the format window or click on Format/Selected data aread. Click on the Patterns tage. Click on the Fill Effects buttonf. Click on the Texture tagg. Click on the Purple mesh buttonh. Click on the Ok button to finalise the texturei. Click on the Ok button to finalise the format

Step 5. Select the ‘Wayne’ piece of pie and explode it from the other piece.

EXPLODING A PIE PIECE

a. Click on the Pie piece once and the total pie is selectedb. Click on the Pie piece again to select only the piece (Notice the selection indicators)c. Click-drag the piece out

Step 6. Draw an arrow pointing to Waynes’ piece of pie. (Click on the Arrow icon located on the Draw toolbar, click-drag from start to finish to draw your arrow)

Step 7. Move the Legend to the left of the chart. (Double-click on Legend area to call the Format window, click on the Placement window, click on left, Ok)

Step 8. Perform the 'Save' function to re-save the sheet, then close it.

At this stage you can exit out of the program and finalise your training or continue to the next lesson.

CAR SALES

29%

40%

11%

20%

WAYNE BILL TOM SALLY

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LESSON 5.Step 1. Switch On the computer and run the Excel program or call a new sheet and set-up the following spreadsheet shown below. Calculate shaded cells using an appropriate formula, utilise the copy command to save time.

A B C D E1 AUSTRALIA THIRD QUARTER234 NSW JUNE JULY AUG TOTAL56 HARRY JONES 65 67 72 2047 SIMON PATTERSON 54 54 34 1428 MILNA EVANS 38 87 54 1799 JOHN DAVIS 65 56 59 180

10 WAYNE ELCOT 48 65 76 1891112 TOTAL 270 329 295 894131415 QLD JUNE JULY AUG TOTAL1617 MARY JONES 65 45 45 15518 SALLY EVANS 54 54 54 16219 EDDIE UKA 54 65 34 15320 FRED JONES 54 65 43 16221 MALCOM WILSON 54 65 43 1622223 TOTAL 281 294 219 794242526 VIC JUNE JULY AUG TOTAL2728 JOANNE PETERS 87 65 28 18029 ROBYN BELL 65 66 47 17830 SELECT AMERY 45 48 65 15831 ANDREW GREEN 34 92 45 17132 BILL LITTLE 65 34 76 1753334 TOTAL 296 305 261 862

Step 2. Save the sheet at this stage and call it ‘OUT’.

Use the sumformula to achievethe result then copy

it down.

Use the sum formulato achieve the resultthen copy it across.

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Minimise the Excel window.

MINIMISING A WINDOW

a. Click on the Minimise icon located top right corner of the Name bar* The window is now displayed as a button located on the bottom task bar

RESTORE THE WINDOW

a. Double-click on the Excel button located on the bottom task bar

Step 4. Apply the 'Outline' function to the cells A3 to E34.

ADDING OUTLINES

a. Select cells to outline A3 to E34b. Click on Data from the main menuc. Click on Group and Outline from the next menud. Click on Auto Outline from the next menu

Notice the Outline icons along the top and down the left side of your sheet.

Step 5. Close all of the row outlines.

CLOSE ROW OUTLINES

a. Click on the Minus Outline icon located down left side of the screen* Click on all three of them to close all three outlines

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Your spreadsheet should look like this

This is a great feature when you only want to view results. The outline feature is useful when youonly want to view results.

Step 6. Close the column outlines.

CLOSE COLUMN OUTLINES

a. Click on the Minus Outline icon located at the top of the screen

Step 7. Open all the row outlines.

OPEN ROW OUTLINES

a. Click on the Plus Outline icon located down the left side of the screen

Step 8. Print Preview the sheet and notice what actually prints. (File, Print Preview)

Step 9. Cancel the Print Preview.

Step 10. Resave the file, then close it. .

Step 11. Open the sheet ‘OUT’ again and notice that the outlines remain attached to the sheet, open the column outlines. (Click on plus outline Selectors located at the top of the screen)

Step 12. Close the file and exit the program using the Close Window icon.

CLOSING A WINDOW

a. Click on the Close icon located top right corner of the Name bar (The Cross)

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Now you know two methods of exiting out of the Excel program.

LESSON 6.Step 1. Switch On the computer and run the Excel program. Open the sheet called ‘OUT’.

Step 2. Take a copy of cells B4 to E4. (Select cells B4 to E4, press Ctrl+C)

Step 3. Go to Sheet 2 and paste the copy to cell B2. (Click on Sheet 2 button, press Ctrl+V)

Step 4. Type ‘NSW’ in cell A3, ‘QLD’ in cell A4 and ‘VIC’ in cell A5.

Step 5. Go to sheet 1 and copy the totals in cells B12 to E12. (Select cells B12 to E12, press Ctrl+C or click on the Copy icon)

Step 6. Go to Sheet 2 and paste the copy to cell B3. Yes there is a problem.

We copied cells containing a formula which are not set values. As there are no relating cells toproduce a result for this formula a #REF# error occurs.

Step 7. Clear the cells containing the #REF# error message. (Select cells, click on Edit from the main menu, click on Clear from the next menu, click on All from the next menu)

Step 8. Go to 'Sheet 1' and take a copy cells B12 to E12 again. (Select cells B12 to E12, press Ctrl+C)

Step 9. Go to ‘Sheet 2’ and position the cursor in cell B3 to indicate where to paste the copy, use the ‘Paste Special’ function to convert the formulas to numbers.

PASTE SPECIAL \VALUE

a. Click on Edit from the main menub. Click on Special Paste from the next menuc. Click on Value in the Paste aread. Click on the Ok button

Often we need a copy of a result which is based on aformula, so remember you will need to paste the resultas a set value. Notice on the status bar that the amountentered is not based on a formula but a set number.

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Go to 'Sheet 1' and copy cells B23 to E23, then go to 'Sheet 2' and paste the copy as a value to cell B4.

Step 11. Go to 'Sheet 1' and copy cells B34 to E34, then go to 'Sheet 2' and paste the copy as a value cell B5.

* Now we have a sheet that specifies the states, months and the totals.

Step 12. Select cells A2 to D5 and create a column bar chart as shown below.

a. Click on the Chart iconb. Click on the 3D column chart then click on next buttonc. Click on Column to compare the column series then click on the next buttond. Click on Title tag and enter the chart title ‘AUSTRALIA’ Value title ‘Units Sold’ and Category title ‘States’e. Click on the Gridlines tag and remove all gridlinesf. Click on the Legend tag and place the legend on the bottom then click on the next buttong. Click on As a New Sheet then click on the Finish button* Notice you have new sheet called Chart 1

Step 13. Print Preview the chart. (File Print Preview)

Step 14. Cancel the Print Preview and go to 'Sheet 2', then re-save the file

Step 15. Take a copy of the cells B2 to E5 in 'Sheet 2'.

Step 16. Go to ‘Sheet 3’ and position the cursor in cell B2, then perform the ‘Paste Special / Transpose’ function which will transpose the column listing into a row listing.

PASTE SPECIAL \ TRANSPOSE

a. Click on Edit from the main menub. Click on Special Paste from the next menuc. Click on Transpose in the Operation aread. Click on the Ok button

Study your outcome.

Step 17. Re-save the file and close it.

Step 18. Exit the program using the Close window icon.

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REVISION QUESTIONS

In the Fill function what opens the Date Unit area?

What is the Fill function used for?

Where do I find a large range of pictures that I can insert into my spreadsheet?

What view is best to be in when you need to resize a large object?

If you make a mistake performing a function what is the first thing to do to cancel the last function?

How can you move a toolbar?

Can you Minimise a window down to a button size?

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What is the AutoFormat function handy for?

List seven objects that make up a Column Chart?

In which case would you apply a Bar chart and in which case would you apply a Pie chart?

Why can you not copy a cell containing a formula to another cell in another area or in another sheet?

What does the transpose function do?

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LESSON 7.The ‘IF’ formula referred to the “if- then-else statement”, it has the function of returning an answerdepending on the value of the statement: if the statement is true then insert x or if the statement isfalse then insert y. if then else

=IF( statement, true, false )

Example: If B12 = 100 then 1 else 0 =IF(B12=100,1,0)

In this spreadsheet we wish to count how many are in each group.

Step 1. Call a new sheet and set-up the spreadsheet shown below.

Step 2. In Cell B3 enter the formula =IF(A3=2,1,0) (Type it in as shown)

* As the statement is true (the amount in cell A3 does equal 2) the result should be 1.

Step 3. In Cell C3 enter the formula =IF(A3=3,1,0) (Type it in as shown)

* As the statement is false (the amount in cell A3 does not equal 2) the result should be 0.

Step 4. In Cell D3 enter the formula =IF(A3=4,1,0) (Type it in as shown)

Step 5. Select cells B3 toD3, take a copy (Ctrl+C) then paste (Ctrl+V) the copy to cells B4 to D13. Notice the results and the amount of time it will save you in filling out this sheet.

Step 6. Total each column in row 15 using the sum formula so we know how many are in group 2,3 and 4.

Step 7. Save the file and call it ‘IF’ then close your file.

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LESSON 8.Step 1. Open the ‘IF’ sheet, go to sheet 2 and set-up the following spreadsheet shown below.

A B C D E F1 PENSION OUTING 24TH AUGUST 199523 NAME AGE BUS 1 BUS 245 MARY FOSTER 756 JOSEPH WILLS 737 MARGARET FLETCHER 728 AMANDA TOWER 839 BILL SIMONS 6810 GARY HUMBEL 7011 PETER OXFORD 7412 MARK LADEL 7213 HENRY STARIS 8114 WILBA DARLING 6715 WILMA BARNES 7116 SUSAN BURN 851718 TOTAL19 BUS TYPE20 COST

Step 2. We wish to group all persons 70 years and younger on bus number 1 and all persons over 71 on bus number 2. Move to cell C5 and enter the following formula. =IF(B5<71,1,0)

Step 3. Copy the formula in cell C5 and paste it to cells C6 to C16 and view the results.

Step 4. Calculate the total in cell C18 using the sum formula.

Step 5. Enter the following formula in cell D5. =IF(B5>70,1,0)

Step 6. Copy the formula in cell D5 and paste to cells D6 to D16.

Step 7. Calculate the total in cell D18 using the sum formula.

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Now we know how many are in each group, we wish to identify which vehicle we should bookdepending upon the numbers of people in each group.

Note: All text in the' =IF 'function must have (“) inverted commas at the beginning and ending of text.

Step 8. In cell C19 enter the following formula =IF(C18<6,”VAN”, “MINI BUS”)

Step 9. In cell D19 enter the following formula =IF(D18<6,”VAN”,”MINI BUS”)

* Often we need to combine two 'If ' statements to obtain a result. In this case we need to know what we will be paying. If it is a Van then it is 300 and if it is a Mini bus then it is 450.

If (C19 equals a Van, then 300,if (C19 equals a Mini Bus, then 450, else 0))

Step 10. In cell C20 enter the following formula

=IF(C19=“VAN”,300,IF(C19=“MINI BUS”,450,0))

Step 11. Copy the formula in cell C20 and paste it to cell D20.

Step 12. Go to Sheet 1, re-save the file then close it.

Step 13. Edit the 'Sheet 2' tag label so it reads 'BUS-VAN'

LABELING A SHEET TAG

a. Double-click on the tagb. Enter the new textc. Press Enter key to finalise

Step 14. Perform the 'Save' function to resave the sheet, then close the sheet.


If Statement Then Else

If Statement Then Else

First If statement notice open bracket Second If statement notice open bracket

Must have close brackets for each open bracket

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LESSON 9.Step 1. Call a new sheet and set-up the following spreadsheet shown on the next page.

(Do not enter the shaded cells as all shaded cells are calculated by using a formula)

- Center sheet title across cells A1 to E1 using the Merge and Center icon - Center and apply the 'Italic' function to the column titles - Widen the column widths where necessary - Format numbers to percentage where necessary

Step 2. Enter a 'IF' formula to calculate the ‘Discount’ in cell D10.

If the code equals red then multiply the price with the discount in cell B4, else if the code equalsgreen then multiply the price with the discount in cell B5, else zero.

This If statement includes another If statement in the else part of the first If statement.

=IF(B10=“RED”,C10*B4,IF(B10=“GREEN”,C10* B5,0))

Step 3. Copy the formula in cell D10 and paste it to cells D11 to D15. Yes there is a problem.

* Cells B4 and B5 must be absolute referenced. (If you are not sure on absolute cell referencing you will need to obtain the 2nd book of this training program)

Step 4. Clear cells D11 to D15. (Select cells, Edit, Clear, All)

Step 5. Make all B4 and B5 references absolute in the current ‘If’ formula. (Position cursor on the cell containing the formula, Press F2 to edit, position cursor in front of B4, press F4 key to add absolute reference, repeat for all B4 and B5 references, press Enter key)

Step 6. Now, copy the formula in cell D10 and paste it to D11 to D15.

Step 7. Calculate the ‘Totals’ for Column E and Row 17 using the 'Sum' formula.

If Statement

If Statement

Then

Then

Else

Else

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A B C D E1 STAFF DISCOUNTS23 DISCOUNTS4 RED 12%5 GREEN 14.50%678 COMPANY CODE PRICE DISCOUNT TOTAL910 AV JENNINGS RED 15000 1800 1320011 HINES BUILDING PTY LTD RED 34000 4080 2992012 WILKINS BUILDERS GREEN 15000 2175 1282513 CLASS HOME DESIGNS GREEN 34000 4930 2907014 TT TRADERS RED 76900 9228 6767215 MITRE BUILDING CO. RED 24500 2940 215601617 $199,400.00 $ 25,153.00 $174,247.00

Step 8. Copy the ‘Company names’ in cells A10 to A15 and paste them to Sheet 2 into cell A3.

Step 9. Go to Sheet 1 and copy the ‘Totals’ in cells E10 to E15 and paste them using paste special - value to sheet 2 cell B3. (Copy the cells, Sheet 2, click in cell B3, Edit, Paste Special, Value, Ok)

Step 10. Create a 3D Pie chart, showing percentages. Chart title = “MAY TOTALS’, no Legend, explode the ‘TT Traders’ pie piece and change the colour of the ‘AV Jennings’ piece to red striped.

Step 11. Go to Sheet 1, add the column title ‘Bonus’ to cell F8 then calculate using an ‘If’ formula, whether they receive a bonus of $200 or not based on these condition.

If the ‘Total’ is greater than 20,000 then 200, else zero.

Step 12. Calculate the total of the bonus in cell F17 using the 'Autosum' icon.

Step 13. Save the spreadsheet and call it ‘BLDDIS’, then close the file. Exit the program.


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LESSON 10.There is a very common situation where you will need a sheet with standard titles, formulas, formatsand print settings, however the data you need to enter into this sheet may differ each time. For thissituation you can create a 'Template' which is an original sheet that can not be overwritten. Yousimply open the sheet, enter the new data to it and when you go to save it you are prompted to giveit a name, thus never allowing you to overwrite the original sheet.

Step 1. Have your computer switched On and run the Microsoft Excel program. Create the spreadsheet shown on the next page. Enter the following formulas and formats listed

below.

- Enter a formula to cell B9 (Spending) =sum(B14:F30) - Enter a formula to cell B11 (Wages) =sum(B33:F42) - Enter a formula to cell B10 (Remaining) =B8-B9-B11 - Add a blue fill to all cells that are shaded in the diagram, then we are informed of which area we can enter data to - Add the necessary functions such as borders, bolding, etc.

Step 2. Save the sheet and make it a 'Template' type of file, call the sheet 'BUDGET FOR FILMS'.

SAVING A FILE AS A TEMPLATE

a. Click on File from the main menub. Click on Save As from the next menuc. Click on the Save as type down scroll bar and select Template (*.xlt)d. Enter template name to the filename area ‘BUDGET FOR FILMS’* Notice that automatically the Template folder has become the selected foldere. Click on the Save button

Yes it is that easy to create a template.

Notice that I have entered the formulas at the top of the sheet instead of at the bottom of the dataarea. Often all we really want is the results, so why not present them at the to of the sheet.

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A B C D E123 BUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTION4

5 PROGRAM:6 START DATE:7 FINISH DATE:8 BUDGET: 09 SPENDING: 0

10 REMAINING: 011 WAGES: 01213 Expenses:14 Location15 Costume16 Wardrobe17 Scene18 Special Affects19 Lighting20 Make-up21 Props22 Accessories23 Film24 Miscellaneous25 Transport26 Couriers2728293031 WAGES:32 NAMES33343536373839404142

Step 3. Ensure all is 100% correct then close the sheet.

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Call a new sheet, this time use the menu method as you want to select a different template. Select the template called ‘BUDGET FOR FILM.XLT’.

ACTIVATING A TEMPLATE

a. Click on File from the main menub. Click on New from the next menuc. Click on the ‘BUDGET FOR FILM’ icond. Click on the Ok button

Your template is now presented on the screen, notice it is called 'Book?' as it is will need a namewhen you go to save it.

You will notice that you have two templates available in the 'Open' window. The 'Workbook' is generallythe default sheet and it is activated each time the New icon is click on.

The 'Workbook' sheet has standard settings for the cell width, font, size, colour, amount of sheets, amountof columns and rows, etc.

Step 5. Enter the following entries shown in the shaded areas on the next page. Do not enter data into cell B9 to B11 as they are calculated using a formula.

You can lock cells to protect the formulas. This function will be covered at a later stage.

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A B C D E123 BUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTIONBUDGET FOR TV PRODUCTION45 PROGRAM: PLAYSCHOOL6 START DATE: 1/6/007 FINISH DATE: 1/6/018 BUDGET: $ 190,000.009 SPENDING: $ 1,663.00

10 REMAINING: $ 179,607.0011 WAGES: $ 8,730.001213 Expenses: Show Extras1 Extras2 Other14 Location 230.0015 Costume 134.00 80.0016 Wardrobe 65.0017 Scene 120.00 540.0018 Special Affects 80.0019 Lighting 15.00 15.00 15.0020 Make-up 30.0021 Props 145.0022 Accessories 44.00 12.0023 Film 85.0024 Miscellaneous25 Transport26 Couriers 16.00 11.00 14.00 12.002728293031 WAGES:32 NAMES33 Joanne Hamilton 960 57034 Barry Peers 1200 120035 David Sprout 2400 24003637

Step 6. Save the file and notice that it does not save to the original file but automatically used the 'Save As' function and prompts you for a new filename. Enter the name ‘PLAYSCHOOL BUDGET’. This sheet becomes a worksheet type file and has the extension XLW.

Step 7. Close the sheet.

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We need to enter another budget report for another film, call upon a new sheet, this time use the ‘BUDGET FOR FILM.XLT’ template, enter the following entries to the shaded cells shown below.

5 PROGRAM: 4 Corners6 START DATE: 1/1/007 FINISH DATE: 1/1/018 BUDGET: $ 420,000.009 SPENDING: $ 85,454.00

10 REMAINING: $ 274,726.0011 WAGES: $ 59,820.001213 Expenses: Show Extras1 Extras2 Other14 Location 2300.00 6870.0015 Costume16 Wardrobe 680.00 450.00 1200.0017 Scene18 Special Affects 1700.00 2100.0019 Lighting 200.00 430.00 420.0020 Make-up 45.0021 Props22 Accessories23 Film 600.0024 Miscellaneous 1300.0025 Transport 24000.00 35700.0026 Couriers 18.00 29.00 33.0027 Accommodation 1500.00 1850.00 1800.0028 Meals and General 940.00 1289.00293031 WAGES:32 NAMES33 Mick Durance 5200.00 5200.00 5200.00 5200.0034 Sally Goodman 3600.00 4200.0035 Joanne Hanes 4800.0036 Fillis Low 3290.00 3290.0037 Jeff Ballwyn 1600.0038 Jennifer White 880.00 880.00 880.0039 Mick Durance 5200.00 5200.00

Step 9. Save this sheet and call it ‘FOUR CORNERS BUDGET’.

Step 10. Close the sheet.

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LESSON 11.A sheet may need to read data from another sheet. Excel has a formula which will facilitate thisneed. Pretend that you are working for a firm which deals mainly in the buying and selling of sharesfor a variety of companies. Currently 180,000 OFP (Overseas Fair Princes Hotel) shares areavailable at a good price, but only if all are purchased in one lump sum. Your task is to see who isinterested in buying the shares and keep a record of the potential sales. You have three salesrepresentatives under you and the purchase date is due 15th of March 2001. It is important that youknow the clients shares requirements on a daily basis in order to make the right purchase of shares atthe right time.

Set-up a sheet for each of your sales people so they can simply enter their sales for the OFP shares.When you have a total of 180,000 shares sold we are ready to buy into a new group of shares.

Step 1. Create the first sheet for John Fishers sales and call the file ‘OFP-John Fisher’. * Calculate the Total in cell E5 using this formula: =SUM(B5:B20) In this sheet we are allowing for 15

entries and ensuring that the 'Total' has a formula that considers any sales entered between B5 and B20.

A B C D E1 JOHN FISHER SALES REVIEW23 Companies who purchased: Share Sales45 Northwest Airlines 760 Total6 Paul Cooper and Sons 9007 Willis Pty Ltd 4008 Mug Automobile Services 16009 Powell & Associates 720

Step 2. Perform the 'Save' function, then perform the 'Save As' function and save the sheet to another name this time calling it ‘OFP-Patrick Ward’. Edit the sheet as shown below and notice the Total amount is automatically calculating.

A B C D E1 PATRICK WARD SALES REVIEW23 Companies who purchased: Share Sales45 MTE Communicators 150 Total6 Long Hill & Associates 12007 Woolan Pty Ltd 15408 Computer Source 4509 JH & TH Enterprises 900

10 Parker & Sons Pty Ltd 80011 Generators Inc. 250

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Perform the 'Save' function, then perform the 'Save As' function and save the sheet to another name this time calling it ‘OFP-May Sinos'. Edit the sheet as shown below.

A B C D E1 MARY SINOS SALE REVIEW23 Companies who purchased: Share Sales45 Halker & Associates 585 Total6 William Piper Constructions 3307 Ian Walter Builders 12008 John Tyler Roofing 800

Step 4. Perform the 'Save' function again and close the sheet.

Step 5. Create the following spreadsheet and save it as ‘OFP-Total Share’.

A B C D E F1 OFP TOTAL SHARE23 SALES REPRESENTATIVES:45 UNITS SOLD6 MARY SINOS7 PATRICK WARD8 JOHN FISHER9

10 TOTAL

Step 6. Open all the files ‘OFP-Patrick Ward’, ‘OFP-Mary Sinos’, ‘OFP-John Fihser’ and ‘OFP-Total Share’ having the ‘OFP-Total Share’ displayed on the screen.

Step 7. Check that all files are opened. (Click on Window from the menu and view the List of active files)..Step 8. Using the ‘Link’ formula, link the amount of ‘Total Share Sales’ in cell (E5) from the ‘OFP-John Fisher’ file to cell B8 in the ‘OFP-Total Share’ file.

LINKING CELLS

a. Position cursor in cell B8 (In the ‘OFP-Total Share’ sheet)b. Press =c. Switch to the file ‘OFP-John Fisher‘ (click on Windows, click on file)d. Click on cell E5e. Press Enter key (Notice that you have returned to the file ‘OFP-Total Share’ file)* Read the formula in the cell

LCN: QLD1206 - OUTBACK EDUCATION SERVICE

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Using a 'Link formula', link the result from cell E5 in the ‘OFP-Mary Sinos’ file to cell B6 in the ‘OFP-Total Share’ file.

a. Position cursor in cell B6 (In the ‘OFP-Total Share’ sheet)b. Press =c. Switch to file ‘OFP-Mary Sinos’ (click on Windows, click on file)d. Click on cell E5e. Press Enter key

Step 10. Using a 'Link formula', link the result from cell E5 in the ‘OFP-Patrick Ward’ file to cell B7 in the ‘OFP-Total Share’ file.

a. Position cursor in cell B7b. Press =c. Switch to file ‘OFP-Patrick Ward’ (click on Windows, click on file)d. Click on cell E5e. Press Enter key

Step 11. Calculate the Total for row 10 using the 'Sum' formula.

Step 12. Perform the 'Save' function to ensure the formulas area saved, take note of the total amount of shares, then close the sheet.

Step 13. Close all the other files.

Step 14. Open the ‘OFP-John Fisher’ file and add the following sales to it, then re-save the file and close it.

10 John Littelton & Sons 16011 MVS Pty Ltd 250012 Long Friends Association 1200

Step 15. Open the ‘OFP-Total Share’ file and notice that total amounts have been automatically updated for the 'John Fisher' amount. This sheet is now giving you the most up-to-dated details.


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Open the file ‘OFP-Patrick Ward’ and add the following sales to it, perform the 'Save' function to resave the changes to the sheet.

12 Merrylands Lions Club 75013 Left Hall Pty Ltd 50014 AQL Inc. and Association 420

Step 17. Switch to the ‘OFP-Total Share’ sheet and notice that the total of units sold for 'Patrick Ward' is automatically updated.

Step 18. Create a 'Pie Chart' that will show each sales person and their sold unit amount. (Select cell A6 to B8, click on the Chart icon, click-drag the size of the chart between cells D6 to I22, click on Next, click on Pie chart, select Finish)

MARY SINOS

PATRICK WARD

JOHN FISHER

Step 19. Have the 'Pie Chart' selected (Double-click in it), perform a 'Print Preview' and notice that only the 'Pie Chart' is presented on the print. Cancel the Print Preview

Step 20. Click on any cell in the sheet so the chart is not selected, perform a Print Preview and notice that both the sheet and 'Pie Chart' is present on the page. Cancel the Print Preview

Step 21. Perform the 'Save' function to re-save the changes, then close all the sheets.

LESSON 12.As we often need to work with the files ‘OFP-Patrick Ward’, ‘OFP-John Fisher’, ‘OFP-Mary Sinos’and ‘OFP-Total Share’ we will create what is called a Workspace file which will open all the abovefiles at the one time. A Workspace file has the extension XLW.


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Open the above mentioned four sheets. Check that they are all opened. (Click on Windows from the menu and view the filenames)

Step 2. Save all the sheets into a workspace so that they all open each time we open the workbook.

SAVING FILES INTO A WORKSPACE

a. Click on File from the main menub. Click on Save to Workspace from the next menuc. Enter the filename ‘OFP’ into the filename area* Notice the file type is on Workspace.xlw

Step 3. Close all files.

Step 4.

Documents

Welcome to Microsoft Excel. Excel is a powerful electronic ... · Page 4 MICROSOFT EXCEL 2000 LEARNING STAGE 3 Insert a picture of a ‘Graduation' to cell A1. INSERTING CLIPART PICTURES