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Computer Practice N4

SPREADSHEETS (1) MODULE 9

HOW TO START UP EXCEL UNIT 9.1

How to start up Excel Click on Start. Click on Programs. Click on Microsoft Office. Select Microsoft Excel 2010. Can also double click on the Microsoft Excel icon on the desktop.

What is a workbook? An Excel workbook consists of a file in which you can do calculations as well as one or more worksheets.

Worksheet terminology Each worksheet consists of rows, which run horizontally, and columns, which run down vertically, and are displayed as small blocks on the screen. These blocks are called cells. An active cell is highlighted by the cursor.

What is a range? Refers to a rectangular block on the worksheet – it only consists of a part of the whole worksheet, e.g. from A1 – C10. Figure 9.2: A range (2010)

Rows Rows are numbered vertically down the screen from 1 to 1 048 576. You will only be able to see a range of rows on your screen, e.g. from row 1 to row 25.

Columns Columns are numbered alphabetically, e.g. from A to XFD. Appear horizontally across your screen. You will only be able to see columns A to O on your screen.

Borders The borders on screen display the columns and rows you are currently using. In the left border of the screen, you will find the rows. On the border at the top of your screen, you will find the columns.

The active cell The selected cell in which you are currently typing. The cursor of the worksheet will indicate the active cell. You will also be able to see the position of your active cell in the name box.

The Excel screen Figure 9.4: The screen layout (2003 and 2010)

The title bar At the top of the screen (the first bar), you will find the title bar. Here you will find the name of the open workbook.

The menu bar The following ribbon options are available: File, Home, Insert, Page Layout, Formulas, Data, Review and View. To activate a ribbon, click on it.

The File menu The File menu gives you easy access to e.g. Save, Open and Print.

The formatting toolbar Changes every time you select a different menu on the menu bar, e.g. the Home menu.

The Home menu Here are options to change fonts, font sizes, a bold print option, italics, underline, centring, or aligning text and formatting numbers.

The Formula Bar The Formula Bar shows the status of the cell where the cursor is positioned.

VIDEO: Screen layout (MS Excel 2016)

TYPES OF ENTRIES UNIT 9.2

Labels (also called text) Labels consist of a string of alphabetical letters or descriptions. Usually aligned on the left-hand side of your cells.

Values (also called numbers) Values start with a number or a digit. Used to perform calculations. Usually right aligned. Enter numbers without a space between the hundreds and thousands.

What is a formula? Formulas are used to do all your mathematical calculations, e.g. add, subtract, multiply, divide, work out a percentage and work out an average. In Excel, must begin your formula with an equal sign (=).

How to select a working area When you work with data in your worksheet, e.g. if you want to copy, delete, or enter data or format your labels or values, first select the area you want to work with. Selection could be a single cell or a range of cells.

How to correct your mistakes Use the Backspace key in the selected cell. Or select the cell and retype. Then press Enter. Or select the cell and press F2. Click on your mistake and press Enter.

Assessment activity 9.1 Test your knowledge of this section by completing Activity 9.1 (page 175 of your Student’s Book)

How to save a new workbook Use the Save icon. Or use the menu bar. Or use the keyboard. Or use the Save As function.

How to close your workbook or clear your screen Select File, then Close. If there are unsaved changes, the program will ask if you want to save. Or click the cross at the top right corner of the worksheet to close.

How to open a new workbook Click on File. Select New. Select Blank workbook, click on it. Select Create.

How to retrieve an existing workbook Click on File. Click on Open. Your My Documents screen will appear. Select the folder your file is stored in. Double click. Or select the file and click Open. Or press Ctrl+O on the keyboard to open a file.

How to print a worksheet Click on File. Click on Print. The print screen with options will appear. Make sure the correct printer is selected. Click OK.

How to print preview a worksheet Select File. Click on Print. Select Print Preview. Click on the printer if you want to print it. Click on the Home tab if you don’t want to print.

VIDEO: Inserting headers and footers (MS Excel 2016)

Assessment activity 9.2 – 9.8 Test your knowledge of this section by completing Activity 9.2 – 9.8 (page 188 – 192 of your Student’s Book)