Key Applications Module B

Key Applications Module B
Internet and Computing Core Certification Guide Module B Key Applications Key Applications Module B Unit 5: Using Microsoft Office Excel 2010 Lesson Topic 28 Getting Started 29 Manipulating the Information 30 Working with Formulas 31 Formatting a Worksheet 32 Using Miscellaneous Tools 33 Working with Charts 34 Getting Ready to Print Pg 247 This is the third portion for the Module Objectives of the IC3 Key Applications exam. CCI has broken down this portion of the Key Applications exam into four units to facilitate a user-friendly learning environment. Focus in each unit will be on learning the individual components for that portion of the exams and develop/enhance knowledge and skill sets for the student. Each unit is broken down into small modules of information for the students to take in. Use this as a guide to let students know what topics will be covered and where they might find information on same. Some units will be a bit larger than others, depending on the amount of type of information discussed. Be prepared that some lessons will take you longer than the suggested timing, depending on questions and how quickly the class picks up the concepts and features. The timings provided are based on an average timing used for teaching the concepts. The timing can be altered with the number of exercises you assign or with time spent in class working on exercises and demonstrations. Features and exercises in this courseware are designed around using single-click to activate features and commands for Office 2007 and Windows Vista as the operating system. If you are using double-click, you will need to mention the slight differences or alter the exercises to accommodate the differences. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 28: Getting Started
Internet and Computing Core Certification Guide Module B Key Applications Lesson 28: Getting Started understand and recognize basic terminology create a new workbook open a workbook save a workbook close a workbook enter numeric and text information move around in the worksheet Pg 248 This is an outline of the topics to be covered in this Lesson. The focus here is on getting familiar with the terminology used in Excel and recognizing specific elements with this program and on the screen. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Understanding Basic Terminology
Internet and Computing Core Certification Guide Module B Key Applications Understanding Basic Terminology Workbook Single Excel file containing one or more worksheets Worksheet A single report or tab in workbook Cell Intersection of row and column; can contain one single value or formula Cell Address Column-by-row intersection designated by column letter and row number Active Cell Cell currently displayed with thick border Pg 248 Objective 2.2.b, 2.2.c, 2.2.f If needed, pull up the slide from Unit 3 to review the main elements of the Excel screen so students can recognize areas quickly. Then focus on these terms so students will understand when you use the terms during the rest of this Unit. Be sure students understand the difference between a worksheet and the workbook; often they get confused by this. Use an analogy to explain this as applicable. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Understanding Basic Terminology
Internet and Computing Core Certification Guide Module B Key Applications Understanding Basic Terminology Use worksheets whenever you need report or document that tracks numerical information Examples: budgets, cash flow analysis reports, revenue and expense reports, financial reports, inventory analysis, employee vacation time, student grades Organize information so it is clear to you and anyone else who may be using or analyzing content Include labels and descriptions in reports so audience understands what data represents Structure report to show individual data blocks Use design elements to emphasize data areas Use discretion to ensure report remains easy to read Pg 248 Objective 2.2.c, 2.2.f, Give examples of other types of reports you can create in Excel, even if it may not relate to a business-type document. Excel is used in so many ways that extend beyond business applications such as a personal bank reconciliation report, track simple accounting transactions for a consultant, etc. Discuss why it is so important that the student clearly identifies what is being entered in the report, and for what purpose. For example, a report that will be distributed to managers regarding expenses for the upcoming project needs to be clearly identified as same, including labels to describe what expenses should or will be captured in the report. As with Word (and PowerPoint), design elements can enhance the report or detract from the message. It’s great to have all the color and shading available but does it obscure the message or point you’re trying to make in the report. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a New Blank Workbook
Internet and Computing Core Certification Guide Module B Key Applications Creating a New Blank Workbook When you start Excel, new workbook displays and automatically named Book1 When create new workbook during same session, Excel numbers sequentially as Book2, Book3, etc. When exit Excel and start later, numbering restarts at 1 To create new blank workbook: Click Office Button, click New, and in Blank and recent area, click Blank Workbook Press Pg 249 Objective 2.2.a, 2.2.b, 2.2.f Go through the different ways to create a new workbook in Excel, pointing out the title bar that shows them how many new blank workbooks created. Draw students attention to the consistency in activating commands or using specific types of commands, e.g., switching between files can be done through the Windows menu or the taskbar just as it was in Word. Make sure students understand the difference between a workbook and a worksheet, and how every workbook comes with three worksheets by default. Allude to the fact that they will learn how to insert or delete worksheets later. If students are still confused by these terms, relate a workbook to a folder that contains all reports for that folder type, e.g., the file may be called Financials 2010 and they contain worksheets for monthly expenses by department, an income report showing total revenue and expenses, anticipated budget for the next year, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a New Workbook from a Template
Internet and Computing Core Certification Guide Module B Key Applications Creating a New Workbook from a Template Use template or pre-designed worksheet to set consistent look for specific types of reports To create using template, click file tab, click New Pg Objective 2.2.a, 2.2.b, 2.2.f Students may find this interesting, especially to see the different types of files that one can create with Excel. If someone is completely new to Excel and never worked with hard copies of financial documents, they may not truly understand how Excel can be used until they see different types of files where number crunching is important, e.g., budgets, cash flows, invoices, etc. Microsoft provides a variety of templates and you may want to review these and pick one or two common types of reports as part of your demo. This will explain to new users of Excel why it is so popular for managing numeric reports or other types of reports, e.g., invoices, calendars, planners, etc. If required or as time permits, you may want to take students to the Office Web site to show where other templates can be found. Depending on the experience and/or curiosity of your students, be prepared to explain how templates work (i.e., download and then saved as a boilerplate they can access any time) versus a file they need to open and save with a new name each time. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Opening Workbooks To work with existing workbook, must first open it
Internet and Computing Core Certification Guide Module B Key Applications Opening Workbooks To work with existing workbook, must first open it Can have more than one workbook open at same time To open file: Click file tab, click Open, click file, click Open Press Click File tab then recent to display most recently used files, click file In file management tool, click file Pg 251 Objective 2.2.a, , 2.2.f Show students the different ways you can open a file, and in fact, have them open several so they can see how they appear in the taskbar as well as the Windows command. Point out how a file can only be opened in Excel if it is a file type that Windows recognizes as one that Excel can read. For the most part this will be .xlsx (workbook), .xltx (template), or .csv (Comma Separator Value). Watch for the Excel icon to identify whether it has been recognized as a spreadsheet file. Remind students how the first two items here are also applicable for earlier versions where there is no “x” at the end of the file name. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Switching Between Workbooks
Internet and Computing Core Certification Guide Module B Key Applications Switching Between Workbooks To switch between documents quickly and easily: On View tab, in Window group, click Switch Windows Click button for required document on taskbar If Document window in Restore Down view, open documents may display in cascading layout; if so, click title bar for document to switch to Pg 251 Objective 2.2.a, 2.2.f Review with students how to switch between open workbooks. Remind students how this process is the same regardless of application program; what changes is the file names and the application but the buttons on the taskbar work the same as does the View tab and Switch Windows command. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide
Internet and Computing Core Certification Guide Module B Key Applications Closing a Workbook When you no longer need current workbook, save changes and close it to protect from accidental changes and to free system resources Pg 252 Objective 2.2.a, 2.2.f Show students the different ways to close a document, pointing out not only the consistency between methods for applications, but also the difference between closing the document using the Close ( ) button for the application versus the Close Window button for each file ( ). Make sure the students recognize that the application button is 3-D in appearance whereas the window button is 2-D. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Saving Workbooks To use file again, must save workbook:
Internet and Computing Core Certification Guide Module B Key Applications Saving Workbooks To use file again, must save workbook: Use Save As to save new or existing file with new name, location, or file format Use Save to save changes in active file, thereby replacing contents of existing file in this location To save changes made to existing file: Click File tab and then Save On Quick Access toolbar, click (Save) Press Pg 252 Objective 2.2.a, 2.2.f, 2.2.g Be careful about saving files automatically without thinking about whether the file should have a new name or not. Always watch the title bar to ensure this is the file to be changed, or click the Office Button, Save As for a different name. A hint you can provide for Save As is the F12 key. Draw attention back to how Windows set up standards on what characters are forbidden in the file (or folder) name and Excel accommodates this standard. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Saving Workbooks First time you save file, Save As dialog box always appears Can choose Documents or other location to save file Can create new folders in Excel during save process To save changes made to existing file and save with new name or different file format, click File tab and click Save As To save file in another file format, click arrow for Save as type field to select type Pg 252 Objective 2.2.a, 2.2.f, 2.2.g Recommend that saving should be done on a regular basis, especially if the file is growing quite large. Nothing is worse than having to retype text or figure out other items (such as formulas) at a later date. Go through the different methods with students on how to save so they can decide which method works best for them. Draw attention back to the consistency of methods to help reduce the learning curve. Ensure students understand the difference between using Save and Save As, especially if they had problems with file management (or did not complete that lesson or course). You may need to do a review of basic file management theory on how to organize Excel files and folders. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Data in the Worksheet
Internet and Computing Core Certification Guide Module B Key Applications Entering Data in the Worksheet Labels Text entries appear exactly as entered Label wider than cell flows across adjacent cells Default to left aligned Values Numeric values Default to right aligned Formulas Composed of values, cell references, arithmetic operators or special functions Pg 253 Objective 2.2.a, 2.2.b, 2.2.d, 2.2.f, 2.2.g, 2.2.h Make sure students understand the three types of entries that are possible. Essentially labels can be described as any alphanumeric entry, values are only numbers, and formulas are specific types of calculations that are performed when data or cell addresses used. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Text or Labels
Internet and Computing Core Certification Guide Module B Key Applications Entering Text or Labels Organize data into three dimensional structure Enter data into different worksheets that link to other worksheets in the same or other workbooks. Move pointer to specific cell, click cell and type entry If make typing error, press or When finished typing, press to move to next cell below, or click in another cell Begin worksheet with labels to identify values Pg 253 Objective 2.2.a, 2.2.b, 2.2.d, 2.2.f, 2.2.g Have students try entering pieces of data into the worksheet, giving them an example of how labels work and how values work. Be sure to point out how pressing Enter may be faster when entering a lot of data as it allows you to enter all the data for that column at a time. This may be faster than using the Tab method to go to the right (or Shift+Tab to go to the left) or clicking in another cell to enter other data. Alternatively, pressing Tab to go from cell to cell allows the cursor to return to the first column where you had begun entering data. You may want to demonstrate both methods and let students decide which entry method they want to use; in all likelihood they will wind up doing a combination of both as they become more comfortable with Excel. You may want to suggest that clicking in another cell can be advantageous when you want to enter data that is not necessarily related to the current data entry, e.g., putting in exchange rate in cell F3. However, if entering a lot of data for the worksheet immediately, it will be faster to use the keyboard rather than lifting hand to grab mouse and then click when at correct spot. Use the screen here as a quick review of cell addresses and how the data entered into a worksheet should be designed to set up the relationships in the report. For example, this screen shows revenue figures on a quarterly basis for each region. By setting this report, you can quickly identify any patterns that might emerge regarding revenue figures, such as there is a increase in Regions 1 and 3, but Region 2 saw a reduction in Q3 and while increased in Q4, still was lower than Q2. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Text or Labels
Internet and Computing Core Certification Guide Module B Key Applications Entering Text or Labels Can enter or edit data directly in active cell, or use Formula bar for long data entries Labels can be up to 32,767 characters long If label longer than cell width, displays past column border as long as adjoining cells are empty Can easily change appearance and alignment of label Maximum length of formula contents is 8,192 Pg 254 Objective 2.2.a, 2.2.b, 2.2.f, 2.2.g As students try entering long pieces of text in the worksheet, go through these points with them. Have them enter a variety of pieces of text such as: Student First Name (small entry) Student Full Name (longer entry) Name of Course, including course number (mixture of characters and numbers) Address of Training Center or student information (this will show them how Excel recognizes the entry as a label even though it began with numbers) Formulas are mentioned here as they use a blend of numeric and text characters, albeit usually in the form of cell address or name range (not discussed in detail in this course). You may want to provide simple examples but don’t spend a lot of time on this as it will be discussed later. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Numbers or Dates
Internet and Computing Core Certification Guide Module B Key Applications Entering Numbers or Dates Constant values By default, align to right side of cell When entering dates, you can enter them in a numeric form or as text Default format of date value is m-d-yy, although can change this using Regional Settings in Control Panel Date value does not have to be full day, month, or year If Excel cannot interpret date value, will appear as a text label and potentially cause problems in worksheet if this date value is to be included in any formulas Pg 254 Objective 2.2.a, 2.2.b, 2.2.f, 2.2.g Now have students try entering numbers and dates, starting in column B or C so they can see how data entry in adjacent columns can cause the text in column A to be truncated. Have them enter values of different lengths and some with decimal places and some with 0’s for decimal place to show them how Excel enters the data by default: How dates appear in Excel will also depend on what settings have been made in the Regional Settings and Language option in the Control Panel. Some people prefer the 4-digit year whereas others only want to see 2 digits. You can introduce a review for the Control Panel to show them how this can be changed. Customizing the date options is not discussed in this course and can be a promotion for your advanced Excel courses. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Moving Around the Worksheet
Internet and Computing Core Certification Guide Module B Key Applications Moving Around the Worksheet Scroll Bars Click arrow buttons at either end of scroll bars to move one row or column at a time. Click scroll box and drag to display another location in worksheet. Arrow Keys Press directional key to move one cell at a time. Move to column A in row where active cell is. + Move to cell A1 + Move to last cell in data + / Displays Go To dialog box to move quickly to cell reference, range name, bookmark, or use Special button to find specific data. Pg 254 Objective 2.2.a, 2.2.b, 2.2.f Discuss how they can always use the mouse or keyboard to move around on the worksheet; the preference is theirs. However, also build in the consistency of certain keystrokes such as Ctrl+Home which always take you to the first cell or beginning of the worksheet, beginning of a document, first slide or beginning of the presentation, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 29: Manipulating the Information
Internet and Computing Core Certification Guide Module B Key Applications Lesson 29: Manipulating the Information select cells or ranges of cells make changes to the cell contents use Undo and Redo copy and move data change column widths and row heights insert and delete rows and columns fill cells with contents automatically manage worksheets Pg 257 This outlines the topics to be covered in this Lesson. The focus here will be on how to manipulate the data in a worksheet. Features covered here are items that most students want to be able to know how to do, other than formatting. Part of this may come from working with documents and being familiar with the option to make changes on the go. There will be a number of areas where you can mention the consistency in methods or options between application programs, thereby reducing the learning curve. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Selecting Cells Range can be single cell, several cells, or entire spreadsheet Can highlight individual cells or any range of cells: Single cell: click cell Extend selection: click first cell and drag to end of required range; or click first cell, hold , and click end cell in range Entire row: click row header when appears Entire column: click column header when appears Entire worksheet: click Select All Non-adjacent columns, rows, or cells: click cell, column, or row, hold , click next cell, column, or row; can drag to select multiple cells Multiple rows: click first row number and drag number of rows Multiple columns: click first column letter and drag number of columns Pg 257 Objective 2.2.f As with anything you do on the computer, once the data has been entered, it must be selected before you can do anything else with it. Have students try selecting different amounts of cells, from a single cell to a group of cells, to multiple cells that are non-consecutive. Be sure to point out how the one cell that is different color is the active cell. You may also want to show them how selecting multiple cells can be handy for data entry. For instance, have them set up a very simple worksheet such as: A B C D E 1 Jan Feb Mar 2 Rent 3 Car Loan 4 Utilities Then have them select from cell B2 to D4 and enter any values you want. This can show them how you can enter data continuously, especially using the 10-key method. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Making Changes to the Contents
Internet and Computing Core Certification Guide Module B Key Applications Making Changes to the Contents Easiest way to change cell contents is to enter new content To correct errors as you type, press or prior to pressing or moving to another cell To add, delete, or change less than entire contents of cell, activate Edit mode by pressing or double-clicking cell: Select text in cell, type in replacement text, and press to exit Edit mode Press to turn on Overtype mode, and replace existing text with whatever you type Use to remove unwanted characters from cell contents Pg 258 Objective 2.2.f This focuses on how to make changes to the data in a worksheet. There may be times when it is easier to retype the information rather than trying to edit it directly. Remind students how this works similar to other programs except that each data is within a cell, but the editing methods remain the same. Encourage students to choose their own method for editing; sometimes it can be faster to retype and others will require using the F2 key to edit the text. This method is handy as it is the same key that can be used to edit file or folder names in Computer or Windows Explorer (another consistent key between applications). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Undo, Redo, or Repeat
Internet and Computing Core Certification Guide Module B Key Applications Using Undo, Redo, or Repeat Can undo up to maximum of 100 commands recently used “Undo history” displays when you click arrow beside button To reverse undo, use Redo To display redo history, click arrow beside button Can repeat most recent action by using Pg 258 Objective 2.2.f As with other application programs, Excel provides you with an Undo and Redo option. Review these features and how to activate. If necessary, use slide 25 in Unit 4: Using Microsoft Office Word 2007 as reference for the methods to access these features. Point out how Excel only provides you with 16 instead of the 100 that is available in Word. Discuss also how these undo options must be sequential, e.g., you cannot undo the last action and then choose to undo the sixth one back on the list – it will have to be undo everything from the last action back to the sixth item, meaning once you’ve undone that sixth item, you will need to perform the first five again if you want those actions. Discuss the Redo and Repeat features, making sure students understand the difference. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Copying and Moving Data
Internet and Computing Core Certification Guide Module B Key Applications Copying and Moving Data Cut: Removes contents of cell or range to Office Clipboard Copy: Copies contents of cell or range to Office Clipboard Paste : Pastes any or all contents from Office Clipboard in one or more cell locations Paste Special: Modifies effects of paste option Must select range before activating command Marquee appears around selection, identifying selection To remove marquee, press , type new entry, or press Can cut or copy more than one cell range, and keep up to 24 cell ranges in Office Clipboard On Home tab, in Clipboard group, click Dialog box launcher Pg Objective 2.2.f, 2.2.p Copy and paste follow the same routine for all application programs; where there may be special emphasis is here in Excel where using Paste Special may come in handy for different types of actions. Students won’t necessarily get a chance to try this in this level of skills but it will be used in advanced Excel books. If necessary, refer to slide 27 of Unit 2: Using Microsoft Office Word 2007 as reference to show how to activate these commands. Be sure to demonstrate to students what the marquee is and how it appears in Excel. Have them try copying and pasting something into several different locations, pointing out the marquee as a reminder of what the original item was and that you are in Paste mode currently. Discuss how cut, copy and paste work exactly the same in any application program. The difference lies in the number of items you can collect to the Clipboard. Windows only allows one item at a time between most applications, whereas the Office programs can collect up to 24. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Fill Automatically fill in data based on original contents
Internet and Computing Core Certification Guide Module B Key Applications Using Fill Automatically fill in data based on original contents To use Fill option: On Home tab, in Editing group, click (Fill) Select cell range with data to fill, position pointer at lower right corner of range, and drag to required number of cells Pg 260 Objective 2.2.f Discuss how this option can be used and how advantageous it is when working with data that follows a series, e.g., weekdays, months, years, etc. You may also want to discuss (and show) how if setting up a pattern yourself you can have Excel recognize the pattern and fill in rows or columns with matching series. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Column Widths
Internet and Computing Core Certification Guide Module B Key Applications Changing the Column Widths If entry longer than standard column width, data flows into next cells If entries exist in adjoining cells, data truncates at column boundary If values exceed column width, Excel stores data but displays in scientific format To change column width: On Home tab, in Cells group, click Format, click Column Width Position pointer on line at right edge of column header and drag to required width To check column width, click right edge of column header Pg Objective 2.2.f, 2.2.j Discuss how students might want or need to change the column widths in their report. Build into your discussion the caution of making a column wide to accommodate very long text in a cell. You can allude to a wrap text option that will be discussed in Lesson 31 for this type of data entry. Show students how they can check the width of a column and then the different ways to change the column width. AutoFit is discussed after how to change the row height, so you may want to combine the three discussions starting here. Be sure that students recognize that there is a visual clue on the screen when dragging the column width, checking the width, or if using AutoFit. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Adjusting the Row Height
Internet and Computing Core Certification Guide Module B Key Applications Adjusting the Row Height To adjust row height: On Home tab, in Cells group, click Format, click Row Height Place pointer at bottom edge of row header to adjust and drag to required height Pg 262 Objective 2.2.f, 2.2.j Sometimes it may be easier to control the height of individual rows. Provide examples of when you might want to adjust the row height individually, e.g., set specific height for blank line as separator between data, make row taller in order to make the data stand out for that row (usually used with the option of centering the data vertically in that cell), etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Using AutoFit Automatically adjusts column width or row height to accommodate longest value in column or row To adjust column width using AutoFit: On Home tab, in Cells group, click Format, click AutoFit Column Width Double-click line at right edge of column header to adjust To adjust row height using AutoFit: On Home tab, in Cells group, click Format, click AutoFit Row Height Double-click line at bottom edge of row header to adjust Pg 262 Objective 2.2.f, 2.2.j Sometimes students think AutoFit is the best option for setting the column width or row height. Caution them about using this when there is a large amount of text somewhere in the column or row as it checks for the longest entry. It may be a matter of “trial and error” wherein they use AutoFit, find that the column or row is too large for the majority of data, and then have to find where the longest entry is to set word wrap for that cell only. Ensure students understand that AutoFit is not always the best option, especially where a column may also contain a large amount of text, such as A1 which usually contains the report title. Another example would be where the column widths becomes quite small based on the data type, and as a result, the report becomes a bit hard to read as well. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting Rows, Columns, and Cells
Internet and Computing Core Certification Guide Module B Key Applications Inserting Rows, Columns, and Cells Can insert new row above current row, new column to left of current column, or cells in specific areas of worksheet To insert column to left of selected column: On Home tab, in Cells group, click arrow for Insert, click Insert Sheet Columns Press on numeric keyboard, select Entire column Right-click selected column and click Insert, select Entire column To insert row above selected row: On Home tab, in Cells group, click arrow for Insert, click Insert Sheet Rows Press on numeric keyboard, select Entire row Right-click selected row and click Insert, select Entire row To insert one or more cells, on Home tab, in Cells group, click arrow for Insert, click Insert Cells Pg 263 Objective 2.2.f Remind students to watch carefully where the cursor is at the time they insert a new row or column based on where the new item goes into the worksheet. This is especially true with inserting cells – be absolutely sure the correct option is chosen or it can affect the rest of the worksheet and your values and formulas will be off from where they should be. Make sure students know that when inserting a new row or column using the shortcut keystrokes, the keys must be pressed from the numeric keypad, not above the regular keyboard. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Deleting Rows, Columns, and Cells
Internet and Computing Core Certification Guide Module B Key Applications Deleting Rows, Columns, and Cells Can delete one or more rows or columns, or shift cells over in place of deleted cells To delete selected column: On Home tab, in Cells group, click arrow for Delete, click Delete Sheet Columns Press on numeric keyboard, select Entire column Right-click selected column, click Delete, select Entire column To delete selected row: On Home tab, in Cells group, click arrow for Delete, click Delete Sheet Rows Press on numeric keyboard, select Entire row Right-click selected row, click Delete, select Entire row To delete one or more cells in current location, on Home tab, in Cells group, click arrow for Delete, click Delete Cells Pg 264 Objective 2.2.f Be sure to remind students that they need to watch where the cursor is at the time they choose to delete an item. Undo is always available but it can be frustrating to discover that the rest or certain parts of the worksheet have shifted and now caused problems with all your calculations or data. Use one of the worksheets in the data files as an example of how deleting and shifting cells can alter where data sits in the worksheet itself. Have students delete several cells and shift them to the left. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Managing Worksheets Can be renamed, added, deleted, copied, and moved within a workbook Use tab scrolling buttons to display more worksheet tabs as required 4 2 1 First Next 3 Previous Last Pg 265 Objective 2.2.f, 2.2.h As with working with files, Excel provides you with an opportunity to manage the worksheets in your file to be more descriptive or help to identify certain types of information. There are more options that can be used with the worksheet tabs that are not discussed as part of the IC3 objectives. As time permits, you can use this to keep up the interest level for students, or use it as promotion for other Excel courses. For example, one interesting option is the ability to colorize the tabs to match the filing system in an office (yellow file folders are used by Administration, red file folders for Accounting, green for Sales, etc.). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Naming Worksheets Sheet# help identify different sheets but not descriptive of contents Can be up to 31 characters long To rename worksheet tab: On Home tab, in Cells group, click Format, click Rename Sheet Double-click sheet tab and type new name Pg 265 Objective 2.2.f, 2.2.h Encourage students to make the names descriptive in as short a manner as possible. You will be limited to 31 characters only and at the same time, if the sheet name is long, you will begin to see less of the names for other tabs in the same workbook. Show them how this works, using the navigation arrows for moving from one worksheet to another, especially with long names for the tabs. You may also want to encourage them to resize the horizontal scroll bar in order to see more of the worksheet tabs as an alternative. You will only be able to shrink the size of the horizontal scroll bar to a certain limit; therefore consider the length of sheet names used. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting or Deleting Worksheets
Internet and Computing Core Certification Guide Module B Key Applications Inserting or Deleting Worksheets To insert new worksheet: On Home tab, in Cells group, click Insert, click Insert Sheet In sheet tabs area, click (Insert Worksheet) Press Right-click tab where to place new sheet, click Insert, Worksheet To delete worksheet, select sheet and then: On Home tab, in Cells group, click arrow for Delete, click Delete Sheet right-click sheet tab and click Delete Pg 265 Objective 2.2.f, 2.2.h Show students how they can insert a sheet very easily but they also need to watch which sheet is selected at the time the command is activated. This is similar to inserting or deleting rows or columns; always be sure to check where you are before you activate an option. You can then lead them into a discussion about how to move sheets around, although it isn’t specifically covered in the book or as an IC3 exam objective. This will reassure them when they realize the new sheet is in the wrong location but it can be moved very easily using the mouse to drag to the new location. Point out the visual clue ( ) that appears with the mouse when a worksheet is selected and being dragged to a new location. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 30: Working with Formulas
Internet and Computing Core Certification Guide Module B Key Applications Lesson 30: Working with Formulas identify formulas structure formulas use some common built-in functions understand what absolute and relative formulas are use formulas correctly Pg 267 This outlines the topics to be covered in this Lesson. Focus here will be on how to create formulas using cell addresses or with the built-in functions. You should not need to be teaching basic math fundamentals although depending on the class, you may need to provide a refresher on how to determine calculations. For instance, the book is meant to show you how to enter the formula using the cell address for a percentage change from one year to another calculation (e.g., =(H4-F4)/F4 would be the cells to use in the formula), not that the calculation is (This Year – Last Year)/Last Year. Formulas can be one of the hardest topics to cover with students, depending on their comfort level with working with numbers and learning a new software application. One of the best things you can do in order to promote the skills is to provide them with lots of practice using a variety of documents that use different types of formulas. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Simple Formulas
Internet and Computing Core Certification Guide Module B Key Applications Creating Simple Formulas Calculation using numbers in cell or from other cells Can link from one worksheet to another for automatic updates Can be single cell or more complex with many cell references and functions To begin formula in any cell, must type = Enter cell address into formula by typing it directly into cell, or point to cells to include Results display in cell and formula displays in Formula bar To change formula, press to change formula in cell or Formula bar Can be copied to other cells Pg 267 Objectives 2.2.f, 2.2.i, 2.2.l You may need to set the background on how formulas work for the majority of students. Part of this will be relating how formulas work in Excel; another part will be a quick review of how Excel follows the natural process for calculations. Provide an example of what a simple formula would be versus a complex one. Remind students about what cell references are and how these come into play with formulas. You do not need to have them try a demonstration of a formula as yet at this stage. You may want to hold off until you review the basic math operands and order (next slide). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Simple Formulas
Internet and Computing Core Certification Guide Module B Key Applications Creating Simple Formulas Calculates in “natural order” * Multiplication + Addition / Division - Subtraction When Excel detects error or inconsistency in formula, message displays suggestion for fixing it Alert displays when formula different from formulas used in surrounding cells for particular pattern Use formulas to identify trends or patterns in data When data broken down for analysis or comparison, can display information on chart to show trends or patterns Pg Objectives 2.2.f, 2.2.i, 2.2.l Provide examples for the class as to what this all means, using values to show them. This is the review of basic math fundamentals that most people will have forgotten or taken for granted until needed in a program as Excel. Be sure to explain what the natural order means and how it can be altered with brackets. For example, show them how the calculation for 15+15* produces different results if you followed left to right (not natural order) versus doing the multiplication option first, then the addition or subtraction, versus using brackets to denote what must be done first as in (15+15)*3-(10+10). These points focus on how Excel can be useful for helping to identify when things change in the worksheet, especially if you are looking for trends or patterns as part of an analysis. The example provided in the book is a common one; consider offering other examples to show how having a spreadsheet program can be very advantageous for this type of work. You may now want to have students try entering values and then showing them how a very simple formula works. For instance, using the example discussed in the previous slide, students could enter the following: A B 1 White Paper 10 2 Blue Paper 15 3 Reams 3 4 Box of Folders 10 5 Box of Dividers 10 In cell B6, have them try enter the formula using the values as is, e.g., =10+15* The answer should be 55. while this may seem simple, point out how Excel calculated this using the natural order, even though one might think the answer would be 75. In cell D2, have them enter a simple formula using a cell reference, e.g., =B1. Point out how this cell now contains the same contents as cell B1. This will be their introduction to the benefit of using cell references instead of actual data values. Have them now change the value in cell B1 to be 15. Point out to students how the results in cell D2 changed but the formula results didn’t change at all. Discuss how this is one of the advantages of Excel as it saves you having to change numbers and recalculate the formulas manually. In cell B7, have them enter the formula using cell references as =b1+b2*b3-b4+b5. For the first time they enter a formula using cell references, show them how to use the point method. It is only faster to type in the formula if you know what the formula should be. As well, Excel displays the cells selected in different colors as a quick identifier to which cell is part of the formula. The answer should be 60. If students try changing any of the values in this column, the results of the formula in cell B7 will also change. Make sure they change the value back to the numbers as above plus the change to 15 in cell B1. Now have them try create a formula in cell B8, adding the brackets to see how the numbers change, e.g., =(b1+b2)*b3-(b4+b5). The answer should be 70. Point out how Excel calculates the information using natural order unless it encounters brackets. This will be a very effective demonstration of how to be careful with how you enter formulas to “manipulate” the numbers to get specific types of results. Do not have students close out this demonstration as it can be used with the next topic on how to use built-in functions. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Common Built-In Functions
Internet and Computing Core Certification Guide Module B Key Applications Using Common Built-In Functions =FUNCTION(numbers or values or cell reference) Set up cell ranges as: <first cell address>:<last cell address> Can specify range by typing cell references directly or using “point-to” method When calculating totals, can use (AutoSum) on Home tab in Editing group Use arrow to display other common built-in functions, or use More Functions for different function Pg 268 Objectives 2.2.f, 2.2.i, 2.2.l The simplest example you can provide for why someone might want to use a built-in function initially is the total or SUM total. This course does not go into any of the advanced functions at this level, so you can promote your advanced courses to students who may want or need these types of functions for their documents. Go over the format needed in order to use a function, providing examples of same. = Starts the formula Function Name of the function to be used ( Indicates cell or range of cells to be used in the formula) Numbers Actual values or cell references where calculation should take place ) Ends the formula =sum(B1:B5), =sum(b100:b135, C30:D45) Discuss how casing does not matter when entering formulas. Excel looks only for the format or syntax used to ensure there is such a command or if it is a cell reference (usually starts with alpha character followed by row number). To keep with the most common method of using functions and the objective that targets the most common functions, the Insert Function option is not demonstrated in the book. If students are interested in seeing what all the functions entail, walk them through a brief discussion of how to access this, as well as what happens when you begin to type a function name as part of the formula, e.g., screen tip with list of possible function names to select, using tab to select the function in the list, etc. This latter method does assume pretty much that you know what each function does and how to use it; otherwise, point out how the Insert Function gives you more detailed help on using functions. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Absolute & Relative Addresses
Internet and Computing Core Certification Guide Module B Key Applications Using Absolute & Relative Addresses Most formulas entered are relative, which means if you copy formula with relative cell address and paste to another cell, Excel automatically adjusts address to reflect new location Absolute cell address is exact or fixed location on worksheet To change relative cell address to absolute cell address: Enter dollar sign before row number and column letter press once you enter cell address is toggle that changes from full absolute to absolute column or row references each time you press key Pg 272 Objectives 2.2.f, 2.2.i, 2.2.l This can sometimes confuse students so take your time with explaining the difference between what and how relative versus absolute addresses are. Be sure to provide a number of examples of how you can use each option, or when to use absolute versus the general option of relative addressing. You may need to provide an actual example on the board or overhead regarding how this works. Alternatively set up a simple report where you need to calculate how much money it will cost you to travel to another country for vacation. A B C D E F 1 My Cost Converted Exch. Rate Hotel Meals Passes Car Rental Airfare Total Have students insert the correct formula to total how much the trip would cost them using their existing country’s money. Discuss how you can create a formula for each row or column individually but Excel gives you the power to copy the original formula into another cell. As such, demonstrate this and then discuss the problem that appears when they copy the formula (=b2*f2) into the subsequent cells in that column. Have them actually put the cursor in each of the subsequent cells to see how the formula was changed (relative addressing) based on where the original cells were. Discuss how this might be advantageous if there were different figures in the cells below F2. However, because you are using one value (exchange rate) in each of the expense items, the cell containing the rate needs to be absolute in order to keep it constant in those formulas. Walk through the process of making the F2 cell absolute in the original formula contained in cell C2, pressing the F4 key each time in order to show them how individual items will become absolute. Have them wind up with both the column and row reference being absolute ($F$2). Although the book doesn’t go into this in any detail, be prepared to answer questions as to when or why you might want only the row or column to be absolute. Then have them copy the formula in cell C2 down to cell C7. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

There are three types of formulas: Relative Formula: it not has a dollar sign ($). Absolute Formula: it has a dollar sign ($) in column letter and row number. Mixed Formula: it has a dollar sign in front of just the column letter or row number. © CCI Learning Solutions Inc.

Reference Type Formula What Happens After Copying the Formula Relative =A1 Both the column letter A and the row number 1 can change. Absolute =$A$1 The column letter A and the row number 1 do not change. Mixed =$A1 The column letter A does not change. The row number 1 can change. =A$1 The column letter A can change. The row number 1 does not change. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Proper Use of Formulas Important to always take time to verify formulas entered correctly Some common errors when working with formulas include: Circular Reference: Cell where formula entered is included as part of formula DIV#/0!: Formula contains reference divided by 0 #VALUE!: Formula contains incorrect data reference. Operand: Something wrong in formula Pg 273 Objectives 2.2.f, 2.2.i, 2.2.l Formulas can be tricky to work with, especially when you are working with a large amount of data that can have huge impacts if anything is wrong in the worksheet. Therefore, encourage students to be careful before copying, moving, or deleting any formulas that is there is no impact on anything within the current worksheet, or any other worksheet (discussed in an Excel course). Also encourage students to look at their worksheet before committing to final, especially when looking for trends or patterns that may emerge with the data. For example, if you need to know the percentage change for your product line from one quarter to another, looking at the data values as well as the results of the % formula can help to identify whether the formulas were entered correctly, or even remind you to put that formula in to help show that trend. The book shows some of the common types of errors that Excel detects, especially with new users who are just learning formulas and determining how the errors could occur. Go through each of these types of error messages, even if you can’t replicate them all. The most important thing to consider here is that error messages that occur as a result of formulas being entered are automatically detected by Excel and the error messages usually provide clues as to what the problem may be. As users become more comfortable working with Excel, they will likely be able to figure out what the problem is; they may also want or need assistance from someone else more experienced with Excel. You may want to have an example to show them how each type of error occurs, e.g., #VALUE! occurs when you include a cell with text instead of values, formula should contain an absolute value when copied or you may see the DIV#/0! error, etc. You may want to provide them with a simple type of error such as sum(b3:b5) or =sum(b3;b5) to show how Excel will detect that you might be wanting to enter a formula but something has been entered incorrectly that can’t turn it into a formula. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 31: Formatting a Worksheet
Internet and Computing Core Certification Guide Module B Key Applications Lesson 31: Formatting a Worksheet format numbers and text change the alignment for data use borders and shading in cells apply automatic formatting styles use the Format Painter Pg 276 This outlines the topic to be covered in this Lesson. As with most formatting topics, students will be interested in knowing how to make the report more professional or conform with the standards used in their office. Draw their attention to many of the same similarities shared by application programs for many of the formatting options, and then specialized to Excel for working with numbers. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What Does Formatting Mean?
Internet and Computing Core Certification Guide Module B Key Applications What Does Formatting Mean? Changing appearance of data to draw attention to parts of worksheet, or make numbers easier to read Can format cell or range of cells before or after you enter data Cell remains formatted until you clear format or reformat it To apply formatting: On Home tab, click command for formatting from appropriate group On Home tab, in appropriate group, click Dialog box launcher Press Right-click and click Format Cells Press appropriate keyboard shortcut for formatting features Click appropriate formatting option from Mini toolbar, if active Pg 276 Objective 2.2.f, 2.2.j Provide a quick review of what formatting is and how it differs in Excel, or is similar to other programs. Formatting will always be about changing the appearance or positioning of data, regardless of whether it is in a document, worksheet, or presentation. The big differences lie in what else is available beyond the common types of formatting attributes like changing the font style, font size, font color, bold, italic, underline, center, align left or right, etc. Give students a chance to try each of the methods for activating the formatting features, pointing out how the most commonly used features are on the Home tab or Mini toolbar (consistency between programs). Don’t spend a lot of time going through each of the dialog boxes as yet as you will cover these in the upcoming slides. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers & Decimal Digits
Internet and Computing Core Certification Guide Module B Key Applications Formatting Numbers & Decimal Digits Numbers entered with no trailing zeros To format selected cells with values: On Home tab, in Number group, click Dialog box launcher, and choose appropriate option from Category list For default value options, on Home tab, in Number group, click arrow for Number Format, and click format Pg Objective 2.2.f, 2.2.j As you discuss the different types of categories, point out the samples at the right as well as when there might be an accompanying button for this numbering style on the Home tab. You may also want to provide some examples of how Special or Custom could be used. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Cell Alignment
Internet and Computing Core Certification Guide Module B Key Applications Changing Cell Alignment Can align cell contents horizontally or vertically, merge and center across several cells, wrap text in cell, or rotate it To change alignment for selected cells: On Home tab, in Alignment group, click alignment On Home tab, in Alignment group, click Dialog box launcher, choose alignment from Alignment tab Pg Objective 2.2.f, 2.2.j Discuss some of the common types of alignment available and used with most documents. Then go through the different options here for what else can be done, especially on items such as vertical alignment, text wrap and merging cells. The rotating of text is a fun option although it may not be used as often as one might think. Have students try each of these options so they can see how they can affect the positioning of data, providing some examples of when you might use that option, especially for rotating text. As with most formatting options, caution students that too many formatting features such as rotating text can be just as distracting as too many colors or font changes in a report. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Fonts and Sizes
Internet and Computing Core Certification Guide Module B Key Applications Changing Fonts and Sizes Font is typeface or text style To format selected cells: On Home tab, in Font group, click format On Home tab, in Font group, click Dialog box launcher, choose option from Font tab Press to choose option from Font tab Pg 279 Objective 2.2.f, 2.2.j Most people should be familiar with this based on completing the Word Unit. You should not need to spend a lot of time here other than to point out that there aren’t as many effects as available with a program like Word due to the different type of data requirements for formatting. Remind students that as the size of the font increases, so does the height of the row to accommodate the height of the characters. This may eliminate the need to adjust the row height but may also cause other formatting issues such as a higher row height for the rest of the row. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Applying Cell Borders Separate groups of data to improve legibility, especially if large volume of numbers To apply border to cell: On Home tab, in Font group, click arrow for (Borders) On Home tab, in Font group, click Dialog box launcher, click Border tab, and choose option Pg 281 Objective 2.2.f, 2.2.j Point out to students how similar the features in this tab appear to the Borders and Shading option in Word (if reviewed; otherwise discuss how this will be similar in different Office programs). Again it won’t contain all the options but focuses on what’s possible with Excel. Draw their attention to the fact that they can add diagonal lines to the cell, mostly used when creating forms using Excel. Have students try making changes to the borders or applying different options for borders on a variety of cells in the worksheet. Use both methods, especially from the Home tab to show the ease of having this feature here. Include a demo for them to try “drawing” the borders instead of just applying a border option. This should then be familiar as with drawing a table in Word. Choose variations that are not pleasing to the eye, had “hidden” text due to color or style, or draw emphasis to other parts of the worksheet. For example, have them select one cell in the worksheet and add a border that has a dashed line and is light blue in color. Then select a “total” cell in another part of the worksheet that has only a single line top and double line bottom border to show a common method of highlighting the final total on a worksheet. As colors for borders are added, briefly introduce how the report can be printed without the grid lines which may make seeing the border lines difficult. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Applying Colors and Patterns
Internet and Computing Core Certification Guide Module B Key Applications Applying Colors and Patterns Sets background color and pattern for cell To apply color or pattern to cell: On Home tab, in Font group, click Dialog box launcher, click Fill tab On Home tab, in Font group, click arrow for (Fill Color) Pg Objective 2.2.f, 2.2.j This can be a very effective method of highlighting or emphasizing certain points in the worksheet. However, it can also become very distracting very quickly when too many colors are used or too close together on the worksheet. Demonstrate to the class how you can access patterns. Mention how it is possible to combine a shading color with a pattern, preferably a light color in order to get a lighter shade of gray when printing or to ensure you don’t obscure the text if using a dark or dense shading color. Provide the guide that if the worksheet appears to be too busy for your eye, the audience will also find it difficult to read the information. Always print a copy of the worksheet before distributing it as the more colors or options used, the more distracting the formatting can be versus the message being the focal point. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Styles Cell Styles Table Styles
Internet and Computing Core Certification Guide Module B Key Applications Using Styles Cell Styles Applies chosen style to selected cells only To apply cell style, select cells, on Home tab, in Styles group, click Cell Styles Table Styles Applies chosen style to specified range of cells To apply table style, click in range, on Home tab, in Styles group, click Format as Table Pg 284 Objective 2.2.f, 2.2.j The objective specifically addresses AutoFormat which no longer exists in Excel Instead, you can automatically format the worksheet using Cell Styles or Table Styles. Table Styles are more closely related to the former AutoFormat feature, although for Excel 2007, it means the worksheet needs to be recognized as a table. Once this occurs, the filter arrows appear, so be prepared to discuss how these can be used. This could become a marketing tool for an advanced Excel course. Cell styles can be handy if you want to format a few cells at a time without having to worry about turning the worksheet into a table, or if you don’t want the entire table formatted. If asked, you can say that formatting can also be applied using Conditional Formatting as a way to automatically format data; however, this also is an advanced topic. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Format Painter
Internet and Computing Core Certification Guide Module B Key Applications Using the Format Painter Duplicate formatting options on other parts of worksheet Select cell with source formatting and then: On Home tab, in Clipboard group, click once, then click cell to format with same features On Home tab, in Clipboard group, double-click to turn on to apply formatting to several cells When finished, click button to turn Format Painter off, or press Pg 285 Objective 2.2.f, 2.2.j The Format Painter really is a time saving tool to help apply formatting options to numerous cells without having to select the cell or range individually. Draw students’ attention back to Word where this feature works the same for single versus double-clicking (single application versus multiple applications). This should be a review from the Word unit. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 32: Using Miscellaneous Tools
Internet and Computing Core Certification Guide Module B Key Applications Lesson 32: Using Miscellaneous Tools use the spell checker sort data filter data Pg 287 This outlines the topics to be covered in this Lesson. Focus here will be on the proofing tools available to check that the worksheet has the required information. Nothing takes the place of actually proofreading the data yourself, no matter how many electronic proofing tools you have available in an application program. As such, it is crucial to check and double-check your worksheet to ensure the calculations and data are correct before distributing. A proofing tool that was discussed in Word but not in Excel is the Find command. Depending on time, you may want to bring in a quick demonstration of how the feature works the same in Word and Excel, with the main difference being the number of options available for the command in Excel as compared to Word. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Spell Checker
Internet and Computing Core Certification Guide Module B Key Applications Using the Spell Checker Checks text labels only – still need to proof values and formulas in your worksheet! Spell checker displays words not found in dictionary To activate Spelling feature: On Review tab, in Proofing group, click Spelling Press Pg 287 Objective 2.2.f As noted on the previous slide, it is crucial to check the worksheet for any typing errors. Since Excel is a spreadsheet program, you are limited to text. Encourage students to still read the text in their worksheet to ensure that the right words have been used. The dictionary will find items it does not normally find in the dictionary, but it won’t detect whether you’ve used the right word for the context such as their versus there versus they’re. It also won’t draw your attention to the fact that you have typed in a word that is spelled correctly but is the wrong item such as in the case of entering data for the number of chicken breasts were sold this month versus the number of chicken beasts that were sold. As noted, this can potentially lead to embarrassing moments or cause a loss of credibility for reports. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Sorting Data Organize data in worksheet based on values in selected columns or rows To sort data: On Data tab, in Sort & Filter group, click Sort A to Z or Sort Z to A On Home tab, in Editing group, click Sort & Filter To sort by more than one option, on Data tab, in Sort & Filter group, click Sort Pg Objective 2.2.f One of the advantages of using a spreadsheet program is the ability to quickly sort the data based on a specific criteria. Using this feature in Excel is often much easier to use rather than trying to sort a list of items in a program such as Word. Ensure students understand the difference between the sort fields, and how they can be used. Initially only two are shown and discuss that they can set up to 64 sort criteria as needed. Be prepared to give examples of when they might want to use more than three, e.g., highest sales, then country, then city, then company, then contact last name, then contact first name, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Filtering Information
Internet and Computing Core Certification Guide Module B Key Applications Filtering Information Locate information quickly using filter to hide records not interested in viewing AutoFilter tool places icons on right side of each column or field name Use these to select conditions for records to display Can set conditions Excel tables automatically include AutoFilter feature To activate filter command, on Data tab, in Sort & Filter group, click Filter Pg 290 Objective 2.2.f Ensure students understand the difference between sorting and filtering; students often get confused as to why or when you might use one feature over the other. Provide examples of how filters can be used to find specific information versus just sorting it. Discuss the three areas where there are more options for specifying the criteria on what to filter in the data range or Excel table. Take note this topic only covers the AutoFilter for filtering information and does not include the advanced options. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 33: Working with Charts
Internet and Computing Core Certification Guide Module B Key Applications Lesson 33: Working with Charts identify charts and how they interpret numerical data to select the correct chart type for your data create a chart make changes to a chart Pg 292 This outlines the topics to be covered in this Lesson. Focus here will be on how to convert the data in the table grid into a pictorial representation. Most people respond well to seeing a chart that clearly shows a trend in the information rather than just reading text and numbers. This feature is quite extensive in Excel and can be a valuable tool when presenting information to others. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Understanding Charts Pictorial representation of data in worksheet
Internet and Computing Core Certification Guide Module B Key Applications Understanding Charts Pictorial representation of data in worksheet Usually more descriptive way of representing data, illustrating trends or patterns in data Each set of data in chart is series Chart’s horizontal line is X-Axis, and vertical line is Y-Axis Legend explains meaning of each series To create chart, select cells and then on Insert tab, in Charts group, click chart type Pg 292 Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r Use the simple chart on the next slide to highlight the different areas that are discussed in the book as well as considerations when creating or editing the chart. You may want to use the next slide also as a guide while you walk students through a demonstration of how to create a chart, outlining areas for each part of the chart to ensure students recognize where the data is being captured for the chart. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Understanding Charts Data Table Y-Axis Legend X-Axis
Internet and Computing Core Certification Guide Module B Key Applications Understanding Charts Data Table Y-Axis Legend Pg 292 Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r This chart is not in the book so you may want to take a few moments using this slide as reference to what is described in the book. Take a few moments to go over the elements of a chart so students understand what is being created and how it is created from the cells they select for the chart. Be sure to point out the visual difference in colors in the data table and relate them back to where these are now portrayed in the chart. Make sure students understand the correlation between seeing the data in a tabular format versus a pictorial format. The chart will tend to show trends more quickly than the numeric table. This can also be very clearly shown based on the type of chart, as well as which data series is being charted. These are all items you should build into the discussion so students recognize that the chart should be a representation of what they want to emphasize from the chart, e.g., totals only, sales people performance, monthly sales, etc. X-Axis © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Internet and Computing Core Certification Guide Module B Key Applications Understanding Charts Once chart created, should accurately reflect patterns or trends from selected data Use Chart Tools ribbon to modify or customize chart Pg Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r Discuss how the chart should accurately reflect the trend or pattern in the data that you want to show your audience. If it doesn’t, then take a look at the data series and check that it includes the right data for the chart. Although not discussed in the course, you may want to briefly introduce how you can hide columns to chart specific data if shown in sequential columns or rows. Alternatively, use a demo where you can have students create a chart based on certain data and then decide to change the series or chart type. The exercise does demonstrate this as well so you can also choose to demo a simple chart to students instead. Briefly introduce the three different ribbons that become available once the chart has been created. Remind students how this is an example of context ribbons that appear for specific types of commands. The ribbons only become visible when the chart is selected. Students will get a chance to try some of the different types of commands in these ribbons in upcoming exercises, so there is no need to go through each, other than to introduce how they are grouped and as such, how to distinguish where a command might be found. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Selecting Chart Types Column
Internet and Computing Core Certification Guide Module B Key Applications Selecting Chart Types Column Compares values over time or categories vertically. Bar Compares values over time or categories horizontally. Line Compares continuous trends. Pie Compares series that make up whole. XY (Scatter) Determines data patterns. Area Compares continuous change in volume. Doughnut Similar to pie chart, but for more than one set of data points. Pg 294 Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r Be sure to go over the different types of charts possible for presenting the data. While there are no real restrictions as to which chart type of use, some charts do show off the data slightly better than others. You may want to provide examples of each chart type as hard copies for distribution. Alternatively, discuss what they are and where they might be commonly used. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Selecting Chart Types Radar
Internet and Computing Core Certification Guide Module B Key Applications Selecting Chart Types Radar Determines patterns or trends with points matched up by lines. Surface Displays trends in values with three-dimensional presentation and continuous surface. Bubble Compares three values displayed like scatter chart, but represented by bubbles. Stock Displays high-low-close data. Cylinder Similar to bar and column charts, but cylinder shape. Cone Similar to bar and column charts, but cone shape. Pyramid Similar to bar and column charts, but pyramid shape. Pg 294 Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r Continue with the introduction of the different chart types available, providing examples of when you might use each one. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Chart Layout
Internet and Computing Core Certification Guide Module B Key Applications Changing the Chart Layout Chart Titles Add title. Axis Titles Add titles to horizontal and vertical axes. Legend Include legend and position with chart. Data Labels Include data labels. Data Table Display chart data beneath chart. Axes Include labels on horizontal and vertical axes. Gridlines Include gridlines. Pg 295 Objectives 2.2.f, 2.2.k, 2.2.m, 2.2.r The book and exercises are not complete, by any means, on all the different options that can be changed with a chart. Most people are likely to change the chart type, colors for specific series, or general line styles in the chart. You may want to discuss the options in the different tabs having students at least recognize what can be added or changed on the chart to emphasize specific areas. As time permits, pick selected items to have them apply to the chart created with the demonstration chart, e.g., adding gridlines, changing the font for the title, changing the border style or weight, adding other titles, etc. This is a quick introduction to the items the students will get to use in the upcoming exercise that encompasses several of these options. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 34: Getting Ready to Print
Internet and Computing Core Certification Guide Module B Key Applications Lesson 34: Getting Ready to Print preview the worksheet add or remove page breaks change page settings change margins and orientation add header or footer have column titles repeat on every page customize other options before printing print the worksheet Pg 299 This outlines the topics to be covered in this Lesson. Focus here will be preparing to print the worksheet and customize it for specific options. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Previewing the Worksheet
Internet and Computing Core Certification Guide Module B Key Applications Previewing the Worksheet To preview worksheet, click File tab, point to Print Total number of pages in printout displays in print preview. Chart previews or prints based on where it is in worksheet Pg Objective 2.2.f, 2.2.o Take a few moments to review the concept of previewing a document before sending it to print. Encourage students to always preview the worksheet prior to sending it for print. This can save a lot of time in being able to see how the worksheet looks and whether it fits on the page with the existing settings. This can then lead into the discussion of page breaks, etc. that is forthcoming. As students preview a worksheet, discuss the options available in this mode, as discussed in the book. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Adding Page Breaks Excel determines where breaks are for output
Internet and Computing Core Certification Guide Module B Key Applications Adding Page Breaks Excel determines where breaks are for output To add or remove page break, select cell, and on Page Layout tab, in Page Setup group, click Breaks, click Remove Page Break To remove all page breaks at same time, use Reset All Page Breaks Excel ignores page breaks if use Fit to in Page tab of Page Setup Use Page Break Preview to view worksheet with page numbers highlighted on screen Can drag page breaks to where you want them To activate, on View tab, in Workbook Views group, click Page Break Preview, or click (Page Break Preview) Pg 301 Objective 2.2.f, 2.2.o Page breaks in Excel are based on the same concept as with a word processor; you can use the default ones that Excel provides based on the paper size and orientation selected, or insert/remove them separately. Have students watch on screen for the difference in appearance between page breaks in the actual worksheet (light dashed line) versus in Page Break Preview mode (darker line). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Customizing the Printout
Internet and Computing Core Certification Guide Module B Key Applications Customizing the Printout To change settings using different options for page setup: On Page Layout tab, in Page Setup group, click option to change On Page Layout tab, in Page Setup group, click Dialog box launcher On Print Preview tab, in Print group, click Page Setup Pg 302 Objective 2.2.f, 2.2.o Review the default settings with the class and discuss when these might need to change. Sometimes you can get by with just changing the margins in order to make the report fit; other times will require changing specific options or combining different options in order to get the report to fit to that paper size, orientation, etc. Discuss how there are no standards for all reports; it will depend on the information and any standards there might be for the individual or the company/department. We deliberately did not add the Page Setup dialog box on this slide as it is discussed for each tab for customizable options. You may want to introduce it to the class, have them display it and then go through some different options as you progress in the book. The exercise combines many of the options in one exercise to show them how they are likely to change the settings at one time instead of individually. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Page Settings Orientation Scaling Paper size Print quality
Internet and Computing Core Certification Guide Module B Key Applications Page Settings Orientation Portrait (vertical) or Landscape (horizontal) Scaling Enlarge or shrink size of worksheet proportionally, or use automatic scaling to fit on specified number of pages Paper size Specify paper size Print quality Determines density of print characters First page number Specify starting page number for printed worksheet Pg 302 Objective 2.2.f, 2.2.o Discuss how this tab provides options for the page options, either for one or multiple pages of the worksheet. For example, if the worksheet is just a bit too large to fit onto one page, the Scaling option can be used to fit it onto the one page, or in the case of the worksheet a couple of columns too wide, to adjust the worksheet width by a smaller amount in order to fit the width and minimize the number of pages that will be printed. You may want to have students quickly access the command from the Page Layout tab and compare it to the dialog box here, showing them how easy it can be to apply a setting without using the dialog box. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Margins Tab Margins Center on page Can also change margins:
Internet and Computing Core Certification Guide Module B Key Applications Margins Tab Margins Set amount of white space from edges of page around printed area Header sets distance between Header and top edge, while footer sets distance between Footer and bottom edge Center on page Center worksheet horizontally or vertically on page, or choose both Can also change margins: On Page Layout tab, in Page Setup group, click Margins On Print Preview tab, in Print group, click Page Setup On Print Preview tab, in Preview group, click Show Margins, and drag margin to new location Pg 303 Objective 2.2.f, 2.2.o Discuss how you can often combine options set up in the Page tab along with options here in order to “squeeze” as much information onto one page, or at least to fit the width of the worksheet. You may have to provide a hard copy or use one of the data files as an example of how the columns that don’t fit onto the first page are then shown on a separate page by themselves. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Header/Footer Tab Header prints at top of every page
Internet and Computing Core Certification Guide Module B Key Applications Header/Footer Tab Header prints at top of every page Footer prints at bottom of every page Header/Footer tab in Page Setup dialog box Several standard header or footer options, or create your own Pg Objective 2.2.f, 2.2.o This topic is likely to show up on the exam versus the other printing options. Setting up headers and footers are meant to be used as reference points for the audience and as such, Excel provides general styles or you can customize them for your needs. Most people tend to use the footer for the file references. Go through the different examples of the standard setups for headers and footers. When they look at the options, many of them are not as clear as they could be if the preview was larger, so be prepared to either explain how they will print or have the students select each one so they can see the preview in the box below the header or footer option. Students won’t need to commit these icons to memory as a screen tip and the visual on the icon is a clue to what the code may be when inserted. You may want to include analogies to help them, e.g., folder for overall path, X-with-sheet indicates the Excel workbook versus worksheet for the button with the worksheet tabs, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Header/Footer Tab Access Custom Header or Custom Footer to see:
Internet and Computing Core Certification Guide Module B Key Applications Header/Footer Tab Access Custom Header or Custom Footer to see: Consists of Left, Center, and Right areas header or footer Use buttons to insert commonly used variables for header or footer Pg 304 Objective 2.2.f, 2.2.o You may need to spend a bit of time here ensuring students understand that the option they choose for the header or footer must be changed or applied in the appropriate section. For example, if they want the font size for the footer information in each of the sections to be size 10, they need to select each piece of text and apply the size to that information individually. The font size does not change for all the data; it is based on what is selected. Provide examples of why you might want to customize the report instead of using the standard options, e.g., company name on left, user who created this report in the center, and page number at the right. It isn’t necessary to provide further explanation or go into further detail about the header/footer options here. The book is available for reference and descriptions provided so users understand why they see a code after clicking a button. Users will care only about which button to choose, not so much how it appears once they understand this fact. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Sheet Tab Print area Print Titles Print Page Order
Internet and Computing Core Certification Guide Module B Key Applications Sheet Tab Print area Selects portion of worksheet to print Print Titles Repeats column or row titles on each printed page Print Include what will also print with report Gridlines for printing purposes Page Order Changes order that multiple pages numbered and printed Pg 305 Objective 2.2.f, 2.2.o Discuss each of the fields here to provide examples of how they can be used. One feature that is of interest to students is the option to print titles, especially for long reports where it’s nice to have the column headings as reference on what the data represents. Be sure to point out the last point in the book regarding Print area and Print titles which cannot be accessed while in Preview mode. This may be a hint to indicate that once they have previewed the report, they can exit the Preview mode to make all changes to the page settings as required, starting with titles or the print area, if required. This feature is also one that will likely be on the exam as it is a commonly used feature for Excel. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Printing the Worksheet
Internet and Computing Core Certification Guide Module B Key Applications Printing the Worksheet Excel only prints current active worksheet of workbook Can choose to print all worksheets in workbook, selected group of worksheets, or selected range of cells Pg 306 Objective 2.2.f, 2.2.o Briefly discuss the differences between the methods and let students decide which one they prefer to use. They are not shown in the book or on this slide as this should be a review from the Word unit. Where the differences lie is in the print range area and what options are available there for printing a worksheet or the workbook versus a document. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Key Applications Module B

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Key Applications Module B

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