Microsoft Excel Spreadsheet

Creating a Basic Creating a Basic Gradesheet Gradesheet

Mr. Félix Cortez-LittlefieldMr. Félix Cortez-LittlefieldFriday, August 08, 2005Friday, August 08, 2005

Learning Outcomes: Learning Outcomes: Understand Basics!Understand Basics!

• 1.What are Cells, Rows & Columns 1.What are Cells, Rows & Columns • 2. Cell coordinates 2. Cell coordinates • 3. Create Template 3. Create Template • 4. Entering Data 4. Entering Data • 5. AutoFit cells 5. AutoFit cells • 6. Create a Fomula 6. Create a Fomula • 7. Insert & delete rows and columns 7. Insert & delete rows and columns • 8. Header/ Footers 8. Header/ Footers • 9. Printing 9. Printing • 10. Import to DBA 10. Import to DBA

Rows and ColumnsRows and Columns• The concept of an electronic The concept of an electronic

speadsheet is based on a traditional speadsheet is based on a traditional financial worksheet. It is an financial worksheet. It is an electronic version of the paper electronic version of the paper worksheet for recording worksheet for recording informations. The spreadsheet is set informations. The spreadsheet is set up with two axes: Rows and up with two axes: Rows and Columns. The letters across the top Columns. The letters across the top are used to identify columns and are used to identify columns and the numbers on the side identify the numbers on the side identify the rows. The intersection of the the rows. The intersection of the columns and rows forms the cells. columns and rows forms the cells. Each cell is an individual place for Each cell is an individual place for edits. Adding the column Letter and edits. Adding the column Letter and Row number we get the Cell name Row number we get the Cell name e.g. A1 or A2. e.g. A1 or A2.

Row - Numbers

Columns - Letters

1. Lets create a template1. Lets create a template

• Open Excel. Save the Open Excel. Save the file as a template. file as a template.

• Gradesheet.xlt . Gradesheet.xlt . • This way you can This way you can

create new Grade create new Grade sheets for every new sheets for every new class from this file. class from this file. Save to your computer Save to your computer or removable mediaor removable media-REMEMBER TO SAVE -REMEMBER TO SAVE (ctrl-s) (ctrl-s)

2. Add Headers - Colunms2. Add Headers - Colunms

• At the top First Row Add Headers At the top First Row Add Headers • NAME, A1, A2, A3, T1, A4, A5, A6, T2, NAME, A1, A2, A3, T1, A4, A5, A6, T2,

FINAL FINAL

3. Add Students - Rows3. Add Students - Rows

• Under the Column NAME add students Under the Column NAME add students

• Student1, Student2, Student3, Student4, Student1, Student2, Student3, Student4, Student5Student5

4. Auto-fit Cells 4. Auto-fit Cells

• Next Click on the top box to select all Next Click on the top box to select all records records

• (The box to the left of A and above 1) (The box to the left of A and above 1)

• At the top MENU bar go to Format, At the top MENU bar go to Format,

• then select Column and then AutoFit then select Column and then AutoFit Selection Selection

• Selection will expand for better viewing Selection will expand for better viewing

5. Insert scores (Data) into 5. Insert scores (Data) into Cells Cells

• Click on the correct cells for imput of Click on the correct cells for imput of scores scores

6. Insert/Delete a 6. Insert/Delete a row/columnrow/column

• Click on the row number Click on the row number 2,2,At top menu bar under At top menu bar under INSERT, select 'row'INSERT, select 'row'

• A row is created.A row is created.• Now click on that row, at Now click on that row, at

the top menu bar go to the top menu bar go to EDIT, select 'delete‘EDIT, select 'delete‘

• Do we have time to Do we have time to SPELLCHECK?SPELLCHECK?

7. Add Totals & Averages7. Add Totals & Averages

• Add the headers TOTAL and AVERAGE next to FINALAdd the headers TOTAL and AVERAGE next to FINAL• Select Cell K2, click the fx button at the top bar Select Cell K2, click the fx button at the top bar • Select the SUM Function if you can , if not type = (which Select the SUM Function if you can , if not type = (which

means function) then SUM.means function) then SUM.• Now you give it the range of cells you want it to sum for Now you give it the range of cells you want it to sum for

you. we want B2:J2 , B3:J3 and so on you. we want B2:J2 , B3:J3 and so on • you can type this code in the top bar or cellsyou can type this code in the top bar or cells• =SUM(B3:J3) =SUM(B3:J3) • Now lets select cell L2 and click fx buttonNow lets select cell L2 and click fx button• Select AVERAGESelect AVERAGE• Give it the range of cells you want it to AVERAGE for Give it the range of cells you want it to AVERAGE for

you. we want B2:J2 , B3:J3 and so on you. we want B2:J2 , B3:J3 and so on • you can type this code in the top bar or cellsyou can type this code in the top bar or cells• =AVERAGE(B2:J2) =AVERAGE(B2:J2) • Type in the code for each student or use the autofill Type in the code for each student or use the autofill

feature. feature.

8 . Add Header & Footer8 . Add Header & Footer

• At top menu bar select At top menu bar select VIEW, then 'Header and VIEW, then 'Header and Footer'Footer'

• Next select custom Next select custom header, add title in left header, add title in left section click oksection click ok

• Then select footer, in Then select footer, in left section, select the left section, select the button for date (the button for date (the mini-calendar) click ok mini-calendar) click ok and your doneand your done

9. Save and Print9. Save and Print

• A Menu bar select EDIT, A Menu bar select EDIT, then 'Page Setup' Select then 'Page Setup' Select Landscape and Fit to Landscape and Fit to page, then Print at top page, then Print at top menu bar select FILEmenu bar select FILE

• Then 'save as' Save as Then 'save as' Save as CurrentClassGrades.xls CurrentClassGrades.xls

10. Import to database10. Import to database

• Now that the file is saved with proper Now that the file is saved with proper headers this file can be imported in headers this file can be imported in an appropriate database for further an appropriate database for further reporting and functions which you reporting and functions which you will learn in further lessonswill learn in further lessons

Thank You. – Mr. FelixThank You. – Mr. Felix

• Web version – Web version – http://www.calpoly.edu/~fcortezl/excel/Excellesson1.htmhttp://www.calpoly.edu/~fcortezl/excel/Excellesson1.htm