1. Key Words: Functional Skills

2. Key Words: Spreadsheets

3. Parts of a Spreadsheet ROW COLUMN Cell Active Cell Formula Bar

4. Key Words: Sorting Data Often a spreadsheet can hold a lot of data that doesn’t seem to have much of an order to it. We can sort it using the filtering tools

5. Key Words: Sorting Data 1. Highlight the data you would like to sort 2. Click the sort button. You can chose to sort it ascending (lowest to highest) or Decending (highest to lowest)

6. Key Words: Sorting data Expanding the selection means that the data attached to the data you are sorting with stay attached.

7. Key Words: Filtering Data – Auto Filter Some times you will have lots of data that you will need to sort based on a set of criteria. To do this we can use the Auto Filter tool

8. Key Words: Filtering Data The title for each column will now have a arrow attached to it. These are the drop down boxes with the criteria in them You can now select one of the options from the drop down box or click custom to create a custom filter.

9. Key Words: Filtering Data – Custom Filter In this window you can customise you filter to find different information for example to find all the data that is equal to something or something that is less than something. You can chose to filter the information from the drop down box or write your own value in.

10. Key Words: Adding Headers and Footers On the menu bar click VIEW followed by header and footer Select Custom Header or Custom Footer depending on which you want to add

11. Key Words: Adding Headers and Footers In one of the sections type the information that you would like to appear in the header or footer, then click ok

12. Key Words: Checking Page Layout To change your page layout select File then Page setup from the menu bar. The page setup window will then open and you can adjust the orientation of the page and margins etc.

13. Key Words: Checking Page Layout

14. Key Words: Formula Formula in spreadsheets are what we use to perform calculations. These can be basic or complex. Whether basic or complex the key rule to remember is that formula always start with =

15. Key Words: Basic Formula Basic formula is used to create addition, subtraction, multiplication and division calculations. + Addition - Subtraction / Division * Multiplication

16. Key Words: Basic Formula We use cell references to put together formula. *Recap* The Cell reference is the Letter of the column and the number of the row of the cell you are using. Example: B3, H27, R39

17. Key Words: Basic Formula - Multiplication Here I want to create a basic multiplication formula to calculate the total cost for several items. If I was to do a mathematic sum this would be £2 x 7 As a formula this would be =A2*B2

18. Key Words: Basic Formula - Subraction Here I want to create a basic subtraction formula to calculate the new amount of stock I have. If I was to do a mathematic sum this would be 23-9 As a formula this would be =A2-B2

19. Key Words: Basic Formula - Addition Here I want to create a basic addition formula to calculate the total cost for several items. If I was to do a mathematic sum this would be £1.06 + £2.40 As a formula this would be =B2+C2

20. Key Words: Basic Formula - Division Here I want to create a basic Division formula to calculate the cost each person would have to pay for the party If I was to do a mathematic sum this would be £798/23 As a formula this would be =A2/B2

21. Key Words: = Sum When we have a lot of data to add we can alter the formula we use to save time. This is =Sum(E2:E41) What this tells EXCEL is that we want it to calculate the total for the data between D2 and D24

22. Key Words: Auto Sum/ Auto Fill There are two tools we can use in Excel can save us time, these are Auto Sum and Auto Fill With Auto Sum we can select some data and Excel will automatically do the calculation for us. Auto Fill is where Excel uses information in one cell to add information to others. Such as copying a formula or continuing days of the week.

23. Key Words: Printing Formula In your functional skills exam you will often be asked to print a copy of your spreadsheet with the answers and then a copy showing evidence of your formulas. The easiest way to show your formula is to press CTRL and the key next to number 1 that looks like a funny S

24. Key Words: Max/Min/Average Some times we want to find the average number in a group of numbers or the maximum/ minimum numbers. To do this we can use the functions in the same way we use the =sum formula =MAX =MIN =AVERAGE

25. Key Words: Formatting Data At times we need to edit the data in our spreadsheets, so it reads a certain way eg: currency So that we can continue to use the data in formulas we need to ensure we format the data rather than typing in things such as £ signs

26. Key Words: Formatting Data Highlight the information that you want to format. In the menu bar click on format and then Cells This box will then appear. Here you can change your data to currency or to other formats such as time.

27. Key Words: Formatting the Spreadsheet Often when using spreadsheets we don’t think about how we might edit them to include colour or different fonts. This can be done for various reasons such as fitting with a business house style or simply to make the data within the spreadsheet easier to read.

28. Key Words: Resizing You can resize in two ways. You can use the format drop down menu and adjust the row height and column width You can click and drag the columns and rows by clicking in-between the headers

29. Key Words: Graphs Graphs are used to present data in an easy to read and manageable way. A key skill when using a spreadsheet (and in the exam) is knowing what data needs to presented in the graph. Often an exam question will ask you to show a certain section of data from your spreadsheet such as total wages for Jan - June

30. Key Words: Creating a Simple Graph Select the data you want to include in the graph and click the graph wizard Don’t forget: Titles Axis Labels Headers and Footers To add your graph as a separate sheet

31. Key Words: Graphs Sometimes the data we want to use is not conveniently in columns that are next to each other. In this event, we need to select the first section of data then press and hold control while we select the rest of the data. Sometimes the data we want to use is not conveniently in columns that are next to each other. In this event, we need to select the first section of data then press and hold control while we select the rest of the data.