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ICT. Module Code: MAU07102. Introduction to Spreadsheets. Compiled by : Geofrey F. Kalumuna. Introduction.
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ICT Module Code: MAU07102 Introduction to Spreadsheets Compiled by: Geofrey F. Kalumuna
Introduction • This lesson covers some basic spreadsheet concepts, and also will introduce you to the common screen elements found in this application. The instructions given in this lesson apply to Microsoft Excel 2007, 2008, 2010, 2011(Windows OS) • If you are using a different version of Excel or a different spreadsheet application, the screens and menus may vary BUT the concept is SIMILAR.
Introduction • A workbookin Excel can consist of several sheets. The default number of sheets in a workbook is three. • A spreadsheet is a table of values arranged in rows and columns. • Microsoft Excel has several unique elements which make navigation, formatting, and editing a worksheet easier. • In this lesson, we will discuss some commonly used toolbars and navigation.
Uses of Microsoft Excel Microsoft Excel is a spreadsheet program that has many uses, for example: • It can be used as a financial tool to perform calculations and other tasks automatically. • Other uses include, creating contact lists, budgets etc. • Tracking and analysing data for both business and personal use. • Importantly, Excel allows you to accomplish these tasks in a shorter period of time than writing or calculating by hand
Uses of Microsoft Excel in schools A teacher can use Microsoft excel as a spreadsheet software to: • Create and manage students records i.e student names, student marks, students ranks and other details • It is possible to produce a student reports based on the data from the excel • It possible to produce graph i.e pie charts, bar chart etc showing pictorial statistics of your students
Think and discuss in groups • How can Microsoft Excel be used in teaching and learning process in school? • How can Microsoft Excel used in Education or in education sector?
Screen Elements Excel 2007 The parts of the window are as follows: 1) Office Button 2) Quick Access Toolbar - This customizable feature allows you to add the most frequently used commands 3) Tabs - This feature allows you to click to access different tools and commands 4) Ribbon - The ribbon displays commands and tools grouped by category onto different tabs 5) Dialog Box Launcher - Allows you to click to open dialog boxes or task panes 6) Lists and Galleries - You can click on the down arrows to view different lists and galleries 7) Status bar - Displays information about the active workbook 8) Workbook window - You can enter data and labels here 9) View buttons - Allows you to switch between different views 10) Zoom controls - Allows you to zoom in or out using the slide or the buttons.
Office Button • In Microsoft Excel 2007, the Office button is located in the upper-left hand corner of the window. This button allows access to different file commands such as New, Open, Save, Save As, and Print. It performs the same function as the File Menu.
Quick Access Toolbar • The Quick Access Toolbar appears at the top of the window next to the Office button. It includes most common commands such as Save and Undo. You can customize the toolbar by adding command buttons to it. • To add or remove a button from the Quick Access Toolbar, click the list arrow at the right end of the toolbar to display the pop-up menu. Then, click the button name from the pop-up menu list. A check next to the name tells you which function will be on the Quick Access Toolbar.
Ribbon • The Ribbon replaces menus, toolbars, and most of the task panes that were found on previous versions of Excel. The Ribbon is located at the top of the document window and consists of tabs that are organized by tasks. Each tab is organized into groups, or subtasks, such as the Font or Alignment group located on the Home tab. Each button within a group is called a command button, as shown in the next slide.
Tabs Excel 2007 provides three types of tabs on the Ribbon: • The first are called Standard tabs, which are the default tabs that appear when you start Microsoft Word. They include Home, Insert, Page Layout, Formulas, Data, Review, View, and Add-Ins (optional). • The second are called Contextual tabs, such as Picture Tools, Drawing, or Table, that appear only when performing a certain task. Excel 2007 provides the right set of contextual tabs when performing certain tasks. • The third type is called Program tabs tab replace the standard set of tabs when you switch to certain view modes, such as Print Preview.
Dialog Box Launcher • Some groups within Excel 2007 have a Dialog Box Launcher that is located on the bottom right-hand corner of each group. Clicking on the Dialog Box Launcher will open dialog boxes or task panes that will allow you to modify the current settings.
Display and Hide Ribbon • In Excel 2007, to minimize the Ribbon double-click the Home tab. • You can auto display the Ribbon by clicking once on the tab, but it will remain minimized until you double-click the tab again.
Formula Bar • In addition to the Ribbon Excel also has a Formula Bar. • The Formula Bar is located above of the workbook window and allows you to enter or edit values or formulas in cells or charts. The Formula Bar also displays the value or formula used in the active cell.
Screen Elements Excel 2010 • The image the next slide should help you understand the main parts of the Microsoft Excel 2010 (Windows OS) window. If you are comfortable with the excel 2007 version, the 2010 Excel is not very different. The only changes are the window no longer has the Office Button instead it now shows the File tab in the Ribbon. The Excel 2010 window consists of: 1) Quick Access Toolbar 2) Tabs that make up the Ribbon 3) The Ribbon that consists of Tabs, Groups 4) the Zoom Controls 5) View Buttons 6) The Status Bar.
Screen Elements Excel 2010... • Other than the removal of the Start Button to be replaced by the File Tab there is not been many changes to the 2010 version of Excel, with the exception of the Paste options. Excel 2010 Paste now offers more options and the new templates.
Quick Access Toolbar • The Quick Access Toolbar appears at the top of the window next to the Office button. It includes most common commands such as Save and Undo. You can customize the toolbar by adding command buttons to it. • To add or remove a button from the Quick Access Toolbar, click the list arrow at the right end of the toolbar to display the pop-up menu. Then, click the button name from the pop-up menu list. A check next to the name tells you which function will be on the Quick Access Toolbar.
Ribbon • The Ribbon replaces menus, toolbars, and most of the task panes that were found on previous versions of Excel. The Ribbon is located at the top of the document window and consists of tabs that are organized by tasks. Each tab is organized into groups, or subtasks, such as the Font or Alignment group located on the Home tab. Each button within a group is called a command button, as shown the next slide.
Display and Hide Ribbon • In Excel 2011, to minimize the Ribbon double-click the Home tab. • You can also click on the down arrow as shown below.
Formula Bar • In addition to the Ribbon Excel also has a Formula Bar. The Formula Bar is located above of the workbook window and allows you to enter or edit values or formulas in cells or charts. The Formula Bar also displays the value or formula used in the active cell.
Open a New Spreadsheet • When you open Microsoft Excel, the program generally provides you with a new, untitled workbook labeled Book1. If you do not see a new workbook or if you want to create a new workbook after you have opened Microsoft Excel, there are several options to choose from. To open a new workbook: (To open a new workbook using the keyboard) • Press the Ctrl button and N at the same time • A new workbook will appear.
Open a New Spreadsheet... • After you have opened a new workbook, notice there will be a default title at the top of the page ex. Book1. It is recommended you save your workbook now with a unique name before you begin working within the workbook. Refer to the section later in this module called Saving a Workbook for more information.
Open a New Spreadsheet... • In Excel 2010 Click on the File button and select New.
Open a New Spreadsheet... • In Excel 2007click on the Office button and select New. • The new workbook box opens and a blank workbook is selected. Click on Create to create a new workbook.
Open an Existing Workbook • To open an existing workbook in Excel 2010, if the workbook you want to open was used recently you can go to the File Menu and click Recent and select the file you wan to open. If the file was not recently used click Open. Open Dialog box will open and select the file from where it was last saved.
Excel 2007 • To open an existing workbook in Excel 2007, if the workbook you want to open is one that was used recently, it will be listed under the Office button and the recently used files will be listed. Select the file and it will open automatically. If the file came from a removable disk be sure to insert the disk into the corresponding drive in order to retrieve the file.
Moving Around Within a Workbook • You can move around workbooks by using the scrollbars, the tab markers, and the arrow tabs at the bottom of the screen. • Move down one row - Return key • Move to the right one column - Tab key • Move up and down several rows at a time - Vertical Scroll Bar • Move back and forth several columns at a time - Horizontal Scroll Bar • Return to the upper left corner of the worksheet - Ctrl Home The example on the next slide demonstrates the positions of the scroll bars.
Sheet Tabs • Each worksheet is identified by an individual sheet tab. The default title for each tab is Sheet1, Sheet2, Sheet3, respectively. However, Excel allows you to rename the tabs. Note: Working with sheet tabs is similar in Excel 2007, 2010 (Windows OS)
Moving Sheets Around • You may also change the order of the sheets by moving them around. To move a sheet into another position within the workbook, click and hold down the mouse button on the sheet tab. The mouse pointer will appear to have a sheet of paper attached to it. There will also be a black triangle indicating the current position of the sheet.
Moving Sheets Around... • Drag the sheet to the new location. The black triangle will move to indicate the new position of the sheet. • Once you have finished moving the sheet, release the mouse button. The sheet will appear in its new location.
Saving a New Workbook • The save as window will open the first time you save regardless of whether you clicked Save or Save As. • Note: It is important to know that newer versions of Excel (2011,2010, 2007, 2008) files (.xlsx) are not compatible with earlier versions of Excel (.xls). It is recommended to save the newer versions of Excel files in the older file format (Excel 97-2003). To save the file in the older format:• Once you are in the Save As dialog box go to the Format box and click on the down arrow.• Select (Excel 97-2003).
To Save in Excel 2010 • • Click on the File Menu and select Save OR by click the Save icon.
To save a file in Excel 2007 • Click on the Office button and select Save.
To save a file in Excel 2007.... • Click on the Save icon on the Quick Access toolbar, and the Save As dialog box will appear.
Closing the Workbook • In Excel 2007 under the Office button click on the Close command when you want to close a file without exiting Excel. In Excel 2010 click on the File tab and select close. Another option for closing the workbook is to click on the close box on the workbook window.
Entering Data • This lesson will help show you how to enter data into a spreadsheet. • Entering data into a spreadsheet is similar in Excel 2007 and 2010 (Windows OS)
Working with Cells • A worksheet is a grid made up of 256 columns and 65,536 rows. Columns are labeled alphabetically from A through IV. Rows are numbered consecutively from 1 through 65,536. The intersection of a row and a column is called a cell. • To activate a cell, click on the cell you wish to make active. In the image below Cell A1 is active.
Entering Data • Cells are used to store several different types of information such as data, text labels, or formulas. In order to enter data into a cell, the cell must be active. • To enter data into a cell, activate the cell by clicking on it with your mouse. The cell border will darken to indicate it is the active cell. You can begin typing directly in the cell.
Entering Data... OR• Click in the formula bar and begin typing. • Once you have finished typing, press the <return> or <enter> key on the keyboard or click on the Enter button (green check mark) on the formula bar to accept the changes to the cell.
