computer fund part iv lesson 01

8/13/2019 Computer Fund Part IV Lesson 01

1/22

IV-1.1

Spreadsheets and

Excel

PART IV


2/22

IV-1.2 Computer Fundamentals


3/22

IV-1.3

Learning Worsheet

!"nda#entalsAfter completing this lesson, you will be able to:

Create a workbook.

Create a workbook from a template.

Understand Microsoft Excel window elements.

Select cells.

Enter text, numbers, and dates in a worksheet.

Enter a range of data.

Edit cell contents.

Move between worksheets.

Name and save a workbook.

pen a workbook.

!ename a worksheet.

"review and print a worksheet.

Close a workbook and #uit Excel.

Microsoft Excel is an excellent program for organizing, formatting, and

calculating numeric data. Excel displays data in a row-and-column format, with

gridlines between the rows and columns, similar to accounting ledger books orgraph paper. Consequently, Excel is well suited for working with numeric data

for accounting, scientific research, statistical recording, and any other situation

that can benefit from organizing data in a table-like format. eachers often

record student grade information in Excel, and managers often store lists of

data!such as in"entory records or personnel records!in Excel. #s you work

through this course, you$ll learn how Excel makes it easy to perform

calculations on numeric data and pro"ides dozens of ways to format data for

presentation purposes, including charts and reports.

o complete the procedures in this lesson, you will need to use the file

Employee %nformation.xls in the &art %', (esson)* folder in the Computer

+undamentals &ractice folder located on your hard disk.

Creating a Workbook

ou start Excel by using any of the methods that you use to start other

Microsoft indows programs. ne common method is clicking the /tart

button, pointing to #ll &rograms, and choosing Microsoft Excel on the

LESS$% 1


4/22

IV-1.& Computer Fundamentals

submenu. ou can also click a shortcut icon, if one exists, on the desktop or on

the 0uick (aunch bar.

hen you start Excel, a blank workbook, titled 1ook*, opens by default. #

workbook is a file that can contain multiple worksheets. %n turn, a worksheet isa grid of rows and columns in which you can enter data. +or example, you

might create four budget worksheets in a single workbook, with each worksheet

containing a budget for one quarter of the upcoming fiscal year. %f you$re a

teacher using Excel, you might create grading worksheets in the same

workbook, with each worksheet storing grade records for a semester of the

same class. #s you can see, a workbook allows you to assemble worksheets

that contain related data. #fter you create a workbook, you can sa"e it as a

single file on your hard disk.

%n this exercise, you start Excel, create a standard workbook, and close the

workbook.

1 On the Windows taskbar, click the Start button, point to AllPrograms, and click Microsoft Excel.

Excel opens with ook! read" for "ou to use.

2 #n the $ew section of the $ew Workbook task pane, click lank

Workbook.

Excel creates a workbook called ook% and the task pane

disappears.3 On the &ile menu, click 'lose.

Excel closes ook%, and ook! reappears.

(eep this file open for the next exercise.

Each open workbook is

represented on an Excelbutton on the taskbar. #t)s

eas" to click a button to

displa" a different workbook.

#f "ou ha*e man" open

applications, each application

has a button on which can be

found a list of open files.


5/22

Part IV: Lesson 1 Learning Worksheet Fundamentals IV-1.'

Creating a Workbook from a Template

%f you need another blank workbook, you can create one at any time, e"en if

you already ha"e a workbook open. Excel also pro"ides templatesthat let youcreate workbooks already set up to track certain kinds of data, such as in"oice

and purchase-order information. o create a workbook based on a template, on

the +ile menu, click 2ew, which opens the 2ew orkbook task pane. 3nder

the 2ew from template section, choose 4eneral emplates.

+rom the emplates dialog box, you can choose the /preadsheet /olutions tab

or the 1usiness &lanner emplates tab and then select one of the templatesshown.

Understanding Window Elements

Many elements in the Excel window are similar to those in windows of other

indows programs. he graphic on the following page points out the most

important parts of Excel, the last two of which were new in Excel 5))56 the

workbook window, the main menu bar, the formula bar, the /tandard and

+ormatting toolbars, the #sk # 0uestion box, and the task pane.


6/22

IV-1.( Computer Fundamentals

he following table describes the elements in the Excel window.

Element Description

itle bar %dentifies the current program and the

name of the current workbook.

Menu bar (ists the names of the menus in Excel.

oolbars 4i"e you quick access to functions thatyou use frequently, such as formatting,

aligning, and totaling cell entries. he

/tandard and +ormatting toolbars appear

by default.

2ame 1ox 7isplays the address of the acti"e cell.

+ormula 1ar 7isplays the contents of the acti"e cell.

ask pane (ets you open files, paste data from the

Clipboard, create blank workbooks, and

create Excel workbooks based on existing

files.

#sk # 0uestion box 7isplays the help topics that match your

request, when you type a question in the

box.

/tatus bar 7isplays information about a selected

command. %t also indicates the status 8on

or off9 of the Caps (ock and 2um (ock

keys.


7/22

Part IV: Lesson 1 Learning Worksheet Fundamentals IV-1.)

/croll bars %nclude a "ertical and a horizontal scroll

bar and four scroll arrows, each of which

is used to display different areas of the

worksheet.

/elect #ll button /elects e"ery cell in a worksheet.

/heet tabs (et you display worksheets in the open

workbook.

orksheet # grid of "ertical columns 8identified by

alphabetic characters9 and horizontal rows

8identified by numeric digits9. Columns

and rows intersect to form cells. Each cell

can be identified by a full-cell reference, or

address, consisting of the column and row

coordinates of that cell!for example, 1:.

#cti"e cell he cell, designated by a thick border,

which will be affected when you type or

edit data.

Minimize button Minimizes the window to a button on the

taskbar.

Maximize;


8/22

IV-1.* Computer Fundamentals

%n this exercise, you work with Excel window elements.

1 Point to the 'hart Wi+ard button on the Standard toolbar for a few

seconds.

A Screenip appears, displa"ing the words Chart Wizard.

2 Point to the $ame ox, which contains the cell address A!.

A Screenip appears, displa"ing the title Name Box.

3 'lick the oolbar Options button at the end of the &ormatting

toolbar.

A menu with options appears.

& Point to the Add or -emo*e uttons command.

A menu with additional commands appears.


9/22

Part IV: Lesson 1 Learning Worksheet Fundamentals IV-1.+

' Point to &ormatting on the submenu.

A menu with the formatting button options appears.

( Position "our mouse pointer o*er each newl" displa"ed toolbar

button.A Screenip appears to explain each button.

) When "ou are done, click somewhere outside of the open menus to

close the menus.



10/22

IV-1.1, Computer Fundamentals

Selecting Cells

1efore you can enter data into a worksheet, you must identify the cell8the

intersection of a row and a column9 in which you want to put the data. his is

known as selectingthe cell. ou can select a single cell, a row, a column, and

groups of ad=acent and nonad=acent cells.

o select a single cell, simply click that cell. hen a cell is selected, a black

border surrounds it, and that cell becomes the active cell, as shown in the

following illustration.

ou can select all of the cells in a worksheet by clicking the /elect #ll button

at the top-left corner of the worksheet.

ou can select a single row or column in a worksheet by clicking the

corresponding row or column selector.

When "ou select a cell, the

text on its row selector the

gra" button at the left end of

its row/ and its column

selector the gra" button at

the top of its column/ appears

in bold. hat feature makes it

easier to see the row and

column 0coordinates1 of the

selected cell. #n addition,

the cell address appears in

the $ame ox.


11/22

Part IV: Lesson 1 Learning Worksheet FundamentalsIV-1.11

%n this exercise, you select an entire row and an entire column in the current

worksheet.

1 'lick the column selector for column 2.

'olumn 2 is selected.2 'lick the row selector for row !.

-ow ! is selected.

3 'lick the column selector for column , and drag the mouse pointer

to the column selector for column E.

he columns are selected.

& 'lick an" cell in column 3.

'olumns , ', 2, and E are deselected.


Selecting a ange of Cells# rangeis normally identified by the references for its first and last cells with a

colon between them. +or example, the "ertical range extending from cell #* to

cell #@ is identified as #*6#@. (ikewise, the horizontal range extending from

cell C: to cell 4: is identified as C:64:.


12/22


2 'lick cell A6, hold down the Shift ke", and click cell 7!8.

he range is selected, and A6 remains the acti*e cell.

3 'lick cell &!9, hold down the Shift ke", and press the 2own arrow

ke" four times.he range of cells from &!9 to &%! referred to as &!95&%!/ is

selected.

Entering Te!t in a Worksheet

ou can enter three basic categories of data in an Excel worksheet6 text,

numbers, and formulas. o enter text or numbers in a cell, you select the cell

and type the information. #s you type, each character appears in the +ormula

bar and in the acti"e cell, along with the insertion point. he insertion point

indicates where the next character will be inserted.

# text entry, which is sometimes called a label, is one that contains the

characters # through B, or any other character that doesn$t ha"e a purely

numeric "alue. /ometimes a text entry includes numbers, such as in a street

address.

1y default, a text entry appears left-=ustified in a cell. %f the entry is longer than

the defined width of the cell, it either spills o"erD into the ad=acent cell 8if that

cell is empty9, or it appears in truncated form 8if the ad=acent cell is not empty9.

%nternally, howe"er, the text is stored in only one cell and includes each

character originally entered.

%n this exercise, you enter text in a worksheet.

1 'lick cell A!,t"pe Sales and press Enter.

he text is entered into cell A!, and A% becomes the acti*e cell.

2 'lick cell A4, t"pe a/ins, and press Enter.

'ell A4 contains the word Cabins, and the acti*e cell mo*es to A:.

o select multiple

nonad;acent cell ranges,select the first range, hold

down the 'trl ke", and then

select an" additional ranges.

After "ou)*e t"ped data for a

cell, "ou can enter the datab" pressing Enter, ab, or the

arrow ke"s. An"thing that

mo*es the insertion point out

of the cell enters the data.


13/22


3 "pe ondos, and press Enter.

he word Condos is entered into cell A:.


Entering "umbers in a Worksheet

# numeric entrycontains some combination of the digits ) through @ and,

optionally, the following special characters.

Character Used To

%ndicate a positi"e "alue

- or 8 9 %ndicate a negati"e "alue

F %ndicate a currency "alue

G %ndicate a percentage

; %ndicate a fraction

. %ndicate a decimal "alue

, /eparate the digits of the entryE or e 7isplay the entry in scientific 8exponential9

notation

%f you start an entry with a plus sign to indicate a positi"e number, Excel

ignores the sign. %f you type parentheses to indicate a negati"e number, the

number appears with a minus sign. %f you include a dollar sign, a percent sign, a

forward slash, a comma, or an exponential symbol, the program automatically

assigns a numeric format to the entry.

1y default, a numeric entry appears right-=ustified in a cell. %f the entry is

longer than the defined width of the cell, it appears in scientific notation, as

pound signs 8HHHH9, or rounded. %nternally, howe"er, Excel stores all numbersas originally entered.


14/22


15/22

Part IV: Lesson 1 Learning Worksheet FundamentalsIV-1.1'

2 "pe 3+)(*, and press Enter.

he number is entered into cell '4, and ': becomes the acti*e

cell.

3 "pe +,&2(, and press Enter.he number is entered into cell ':, and 24 becomes the acti*e

cell.

& "pe &'122, and press Enter.

he number is entered into cell 24, and 2: becomes the acti*e

cell.

' "pe *)&,+, and press Enter.

he number is entered, and cell '4 becomes the acti*e cell.


Editing Cell Contents

#fter you ha"e entered data in a cell, you can easily change the contents of the

cell. ?owe"er, you must first double-click the cell or click the cell and click in

the +ormula bar. Either of these actions puts Excel in Edit mode, which you can

"erify by checking that the wordEdit appears in the /tatus bar. #fter that, you

type and press the 7elete or 1ackspace key to edit the data in the cell. henExcel is in Edit mode, two buttons appear to the left of the +ormula bar6 Cancel

and Enter.

ou can click the Cancelbutton or press the Esc key to cancel an entry before

it is actually entered in the worksheet. 7oing either of these deletes anything

you ha"e typed and brings Excel out of Edit mode. %t also restores the pre"ious

contents of the acti"e cell, if that cell contained data. ou can click the Enter

button to complete an entry.

%n this exercise, you re"ise some of the entries in the current worksheet.

1 'lick cell 4, position the mouse pointer between % and > in the&ormula bar, and click.

Edit mode is acti*ated, and the insertion point appears as an

#?beam.

2 Press ackspace, t"pe (, and press Enter.

'ell 4 now contains the entr" :8>:>.

3 'lick cell ':, t"pe +2313, and press Enter.

'ell ': now contains the entr" @%4!4.

When entering text into a

range of cells, "ou can press

ab to mo*e from cell to cell

hori+ontall" and Enter to

mo*e from cell to cell

*erticall". When "ou reach

the end of a column within a

range, pressing Enter will

take "ou to the cell at the top

of the next column in the

range.

#f "ou click a cell and then

press &%, Edit mode is

acti*ated, and the insertion

point is placed at the end of

the cell, allowing "ou to add

to the current contents.


16/22

IV-1.1( Computer Fundamentals

& 'lick cell '4, t"pe ('&'2, and click the 'ancel button on the

&ormula bar.

he data entr" is cancelled and the original *alue is restored.


$o%ing &etween Worksheets

#s explained at the beginning of this lesson, each Excel workbook is made up

of indi"idual worksheets. his gi"es you the flexibility to group worksheets

with similar sub=ect matter together in one workbook. 1y default, a new

workbook contains three blank worksheets. More worksheets can be added as

needed and unused worksheets can be deleted if desired. he names of the

sheets appear in tabs along the bottom of the workbook window.

%n this exercise, you "iew two worksheets within the same workbook.

1 'lick the Sheet% tab at the bottom of the workbook window.

Sheet% and its contents appear. he worksheet is blank.

2 'lick the Sheet! tab at the bottom of the workbook window.

Sheet! and its contents reappear.


"aming and Sa%ing a Workbook

hen you finish entering and editing data in a workbook, you need to name

and sa"e the workbook on your hard disk so that the information will be

a"ailable the next time you start your computer. /a"ing workbook files is

similar to sa"ing other types of files in indows programs. he first time you

sa"e a workbook, you need to name it and specify in which folder you want to

sa"e it. ou can sa"e it in a folder on your computer$s hard disk or, if your

computer is connected to a network, on a hard disk in a different computer.

ou can e"en create a folder in which to sa"e the workbook by using tools

within Excel. #fter you$"e sa"ed a workbook, you can =ust click the /a"e

button on the /tandard toolbar to sa"e any changes you made after the last time

you sa"ed. he workbook will be sa"ed with the same name and in the same

place.

%f you want to sa"e the workbook with a different name or in a different folder,you can make those changes by performing the same steps that you performed

when you sa"ed the workbook for the first time. #s with any other indows

file, a workbook$s name can be up to 5AA characters long, but it can$t contain

any of the following characters6

; I J K L N 6 >

-ight?click a sheet tab to

displa" a shortcut menu that

allows "ou to, among other

options, insert or delete

worksheets.


17/22

Part IV: Lesson 1 Learning Worksheet FundamentalsIV-1.1)

ou can also use the controls in the /a"e #s dialog box to specify a different

format for the new file. +or example, you might need to sa"e an Excel file in a

different format so that you can share the file with another person who uses a

different spreadsheet program, or e"en for use in a non-spreadsheet program.%n this exercise, you sa"e your workbook into a folder you create from within

Excel. ou also sa"e the workbook as a (otus file. 8(otus is another

spreadsheet program.9

1 On the &ile menu, click Sa*e As.

Excel displa"s the Sa*e As dialog box. he files and folders that

appear in this dialog box will depend on the folder that was last

used to sa*e a workbook on "our computer.

2 'lick the Sa*e #n down arrow, and click the icon for "our local harddisk probabl" dri*e '/.

3 2ouble?click the 'omputer &undamentals Practice folder.

& 'lick the 'reate $ew &older button in the dialog box.

he $ew &older dialog box appears.

' "pe 2,,& Sales, and click O(.

he $ew &older dialog box closes and the Sa*e As dialog box

displa"s the %: Sales folder. he name ook! appears in the

&ile name text box because ook! is the open file.

( Select the text in the &ile name text box, t"pe Lodging Sales and

then click Sa*e.he file is named and sa*ed.

) On the file menu, click Sa*e As.

* #n the Sa*e As dialog box, click the down arrow in the Sa*e as t"pe

text box.

+ Scroll and select the W(:!?%?4/B.wk:/ option.

he Places bar in the Open

and Sa*e As dialog boxes

gi*es "ou con*enient access

to files stored in "our M"2ocuments folder, in "our

&a*orites folder, and on "our

desktop. he 7istor" folder

on the Places bar also

pro*ides eas" access to

recentl" opened workbooks.


18/22

IV-1.1* Computer Fundamentals

1, 'lick Sa*e.


19/22

Part IV: Lesson 1 Learning Worksheet FundamentalsIV-1.1+

) On the &ile menu, click Emplo"ee #nformation.

he file opens.


enaming a Worksheet1y default, the worksheets in each Excel workbook are named /heet*, /heet5,

and /heet:. Oust as gi"ing a unique name to your workbook helps you

remember what is in it, renaming a worksheet can remind you of its contents.

%n this exercise, you gi"e a worksheet a different name.

1 2ouble?click the Sheet! sheet tab.

Sheet1is selected within the tab.

2 "pe irector, and press Enter.

Directoryappears in the sheet tab.


(re%iewing and (rinting a Worksheet

#fter a worksheet is complete, you can pre"iew and print its contents. o print

a worksheet, you begin by displaying the &rint dialog box. %n this dialog box,

you can change most print settings, pre"iew the data, and print the worksheet.

%t is a good idea to check the spelling in a worksheet before printing it. Click

the /pelling button on the /tandard toolbar to begin checking the worksheet.

#lso before printing a worksheet, you can pre"iew it. he Print Preview

window displays a full-page "iew of the file =ust as it will be printed so that you

can check the format and o"erall layout before actually printing.


20/22

IV-1.2, Computer Fundamentals

Commands a"ailable in the &rint &re"iew window appear as buttons across the

top of the window. he current page number and total number of pages in the

worksheet appear in the bottom-left corner of the window.

hen you$re ready to print, you can decide to print the entire workbook, a

single sheet in a workbook, or =ust a selected range of data. ou can select the

range of cells you want to print before displaying the &rint dialog box, or you

can specify the range you want to print in the &rint dialog box.

%%n this exercise, you pre"iew and print the current worksheet.

1 'lick the Print Pre*iew button on the Standard toolbar.

he file appears in the Print Pre*iew window.

2 'lick an"where in the worksheet.

he +oom factor is increased, and the pre*iew is enlarged.

3 'lick an"where in the worksheet again.

he +oom factor is decreased, and the pre*iew is reduced.

& 'lick the 'lose button on the Print Pre*iew toolbar.

he Print Pre*iew window closes.

' On the &ile menu, click Print.

he Print dialog box appears.

( 'lick O(.

he current worksheet is printed.

) 'lick the Sa*e button on the Standard toolbar.

he worksheet is sa*ed using the current name.


o print a file from the Print

Pre*iew window, click Print

on the Print Pre*iew toolbarto displa" the Print dialog

box.


21/22


Closing a Workbook and )uitting

ou can remo"e a workbook from the window by closing the workbook or by

quitting Excel. Closing the current workbook lea"es Excel running, while

closing quits the Excel program.

#fter a workbook is sa"ed on your hard disk, you can clear it from the screen

by closing the workbook window. %f the workbook has not been sa"ed, Excel

will prompt you to sa"e it before closing the window. hen you ha"e finished

using Excel, you need to close it using Excel commands. 2e"er turn off your

computer while a program is running.

%n this exercise, you close a workbook and quit Excel.

1 'lick the 'lose button in the top?right corner of the workbook

window.

he workbook closes.

2 'lick the 'lose button in the top?right corner of the Excel window.Excel closes.

*esson Wrap+Up

%n this lesson, you learned how to na"igate in Excel and how to select cells,

rows, and columns. ou also learned how to enter and edit text in cells> how to

switch among different worksheets> how to sa"e, open, and close workbooks>

and how to rename and print different worksheets in a workbook.

%f you are continuing to other lessons6

P -estart Excel.

%f you are not continuing to other lessons6

P Excel is alread" closed.

)uick )ui

1 7ow can "ou select all cells in a worksheet simultaneousl"D

2 7ow can "ou open an existing workbookD

3 What is the easiest wa" to enter data in a range of cellsD

& 7ow can "ou rename a worksheetD

' 7ow can "ou close all open workbooks at onceD( What are two wa"s to select a range of cellsD

) 7ow can "ou select nonad;acent ranges of cellsD

* What)s the difference between clicking $ew on the &ile menu, and

clicking the $ew buttonD

+ What are three characters that can)t be used in the name of a

workbookD

he 'lose button abo*e the

'lose Window button is used

to uit Excel. e careful not

to click 'lose instead of'lose Window. #f "ou)re not

sure which button to click,

position the mouse pointer

o*er the button for a moment.

A Screenip will appear,

telling "ou the name of the

button on which the mouse

pointer is positioned.

o close all open workbooks

at once, hold down the Shift

ke", and then click 'loseAll

on the &ile menu.


22/22


1, What information does the $ame ox displa"D

11 What are two wa"s to put Excel in Edit modeD

12 7ow can "ou mo*e between worksheetsD

13 What is one reason for displa"ing a worksheet in the Print Pre*iew

windowD

(utting -t All Together

Exercise 1:Create a workbook namedMyFirst. %n cells 1*, C*, and 7*, type

the names and years of the next three months, such asJuly 2004, August 2004,

and September 2004./elect the range 1567:, and enter numbers in the cells.

important

computer fund part iv lesson 01

Documents