Lotus 123 - A First Look

1. Lotus 123 - A First Look Using Lotus 123 (version 5)

2. Starting 123 • Double click on the Lotus 123 program icon To start Lotus 123 automatically when Windows starts, copy the 123 icon to the StartUp group

3. The 123 Tutorial • Select the Tutorial command, from the Help menu • Using the tutorial • Building a new spreadsheet • Working with ranges • Enhancing a worksheet • Creating a chart • Printing data • Using multiple worksheets • Using a database • Using Version Manager • Exiting the Tutorial

4. Help Using the Button Bar • Help is available to explain the function of each of the icons in the Button Bar

5. The Lotus 123 Screen Window - and Getting Help About It! • Help is divided into sections • You may use Help to explore the function of each item within the 123 window

6. The 123 Edit Line The Selection Indicator The @ Function Selector The Contents Box The Navigator

7. Lotus 123 SmartIcons • Used to aid productivity

8. Alternative SmartIcons • Click on the change SmartMaster icon to display alternative SmartIcons

9. Worksheet Tabs • Enable you to quickly switch from one worksheet (contained within the file) to another worksheet • You may easily add, delete or rename worksheet tabs The worksheet tabs NB: Do not confuse the concept of one file containing multiple worksheets with the concept of opening multiple files, each of which may contain, one or more, worksheets!

10. The Lotus 123 Status Bar Status Bar displays Calc Circ Cmd End Group Rec RO Step Zoom • The Status bar is located across the bottom of the Lotus 123 window • The information displayed within the Status Bar will change to reflect the particular action you are performing within 123

11. Data Analysis Using Lotus 123 (version 5)

12. Entering Data • You can enter numbers, formulae, @Functions, dates, times or text in a 1-2-3 cell. • As you type in the information it is displayed both in the current cell, and in the contents box at the top of the window.

13. Editing Data • Data can be easily edited or cleared

14. Moving Data • You can make any modifications to your worksheet by moving data around. You can move data either by dragging it to a new location, or by cutting and pasting it via the Clipboard • You can move the data in an individual cell, range, row or column. 1-2-3 will display a message if there is any data already in any part of the destination range, so that you can choose whether to replace the existing data or cancel the move • When you use the Clipboard, you can paste the data to as many destinations as you wish. The data will remain on the Clipboard until you use Cut or Copy again.

15. Copying Data • You can copy data from one location in your worksheet to another. This avoids any data entry errors and saves time, when compared with retyping the data from scratch • You can copy data either by dragging it to a new location, or by copying and pasting it via the Clipboard • You can copy the data in an individual cell, range, row or column. 1-2-3 will display a message if there is any data already in any part of the destination range, so that you can choose whether to replace the existing data or cancel the copy • When you use the Clipboard, you can paste the data to as many destinations as you wish. The data will remain on the Clipboard until you use Copy again.

16. Inserting and Deleting Rows and Columns • Cells, row and columns can be easily inserted or deleted

17. Using Formulas • Formulas are used to do calculations on the data in your worksheet. For example a column of figures may be added to produce a total. Formulas are dynamic, which means that if a cell entry is changed, the total is automatically adjusted to take account of the change • Numeric formulas perform calculations on values, and use the operators +,-,*, and / for addition, subtraction, multiplication, and division • Text formulas are used to combine text strings. You must enclose text in quotation marks, and use the & (ampersand) character to combine them • Logical formulas are used to evaluate conditions, and use the operators =,<,> to test for a result which is 1 (if true), or 0, if false

18. Copying and Moving Formulas • You can copy or move a formula from one cell to another, in exactly the same way as you can copy data • When you copy a formula which contains cell addresses, the addresses automatically adjust to their new locations. For example, consider a formula to total a column of figures in column C. If copied to column D, the formula would automatically readjust the cell address to D. This type of address is known as a relative reference. If you wish to preserve the same address regardless of where the formula is used, you can prefix the cell address with a $ (dollar) sign to make it an absolute reference

19. Recalculating Formulas • By default, 1-2-3 automatically recalculates formulas whenever the data they refer to changes. This ensures that all cells in the worksheet are accurate. The Calc button on the Status Bar appears briefly whenever 1-2-3 is performing an automatic calculation • 1-2-3 may be set to manual recalculation, in which case recalculation only occurs whenever you press F9, or click the Calc button on the Status Bar. The presence of the Calc button is a reminder that your formulas may need updating.

20. Formatting Data • You can customize the appearance of your data in a 1-2-3 worksheet by applying formatting options of Font and Attribute to the characters • A Font is a design of typeface (such as Times New Roman, or Arial) in a particular size (such as 12 point) • Attributes are characteristics such as bold, italics, or underlining..

21. 123 Worksheet Techniques Using Lotus 123 (version 5)

22. Selection Techniques • A group of cells is called a range • An individual cell is identified by its cell address, such as A2 • A range is identified by the first cell (i.e. the cell at the top, left hand corner of the range block) and the last cell within the range block (i.e. the cell at the bottom, right hand side of the range block) Row selection Non-contiguous cell selection Column selection

23. Manipulating Rows or Columns • First click on either the row or column header • From the Edit drop down menu, click on the Delete or Insert command to delete or insert rows or columns

24. Naming Ranges • A range of cells may be given a name, which may be later used to allow you to get to this named range • From the Range drop down menu, select the Name command

25. The Go To Command • From the Edit drop down menu, select the Go To command

26. Using the Navigator to go to a Named Range • Contains a drop down list of ranges that have been named within the worksheet

27. Filling a Range With a Series • 123 can generate a series of numbers, dates or times automatically • For instance if you enter the word Jan. in one cell, 123 can automatically generate other months in the correct sequence and fill a specified range with this information The Fill dialog box

28. Using Find & Replace • Allows you to search a worksheet and replace specific items

29. Spell Checking a Worksheet • From the Tools drop down menu, select the Spell Check command

30. 123 - The Basics Using Lotus 123 (version 5)

31. Creating, Opening and Saving Files • To create a new file • From the File drop down menu, select the New command • To open an existing file • From the File drop down menu, select the Open command • To save a file • From the File drop down menu, select the Save command

32. Password Protection Issues • 123 files may be password protected when you save them • DO NOT forget your password! • To save a 123 file with password protection • Click on the check box, With password, in the Save section of the Save As dialog box

33. Multiple Worksheets Within a Single File • To rename a worksheet tab • Double click on the tab name (i.e. ‘A’ in this case), and the letter ‘A’ disappears and a blank tab is displayed

34. Creating and Deleting Worksheets Within a Single File • To create a new worksheet • Click on the New Sheet button in the Tab Bar To delete a worksheet From the Edit drop down menu, select the Delete command

35. Viewing Multiple Worksheets within a Single File • To view multiple worksheets contained within a single file • From the View drop down menu, select the Split command

36. Working With Multiple Files - Tilling and Cascading • From the Windows drop down menu select the Cascade or Tile command Titled Cascaded

37. What are SmartMasters? • When you create a new file, using the New command from the File drop down menu • You will see the New File dialog box, displaying a list of SmartMasters

38. Creating an Invoice Using a SmartMaster From the File drop down menu, select the New command. Select ‘Create an Invoice’, and click on the OK button

39. Printing From Lotus 123 Using Lotus 123 (version 5)

40. General Windows Printing Issues • Lotus 123 for Windows uses the Windows printer driver

41. Printing the Current Worksheet • Either click on the Print SmartIcon • or select the Print command from the File drop down menu

42. Print Previewing • Click on the Print Preview SmartIcon The Print Preview SmartIcons

43. Page Breaks • From the Style menu, select the Page Break command

44. The Page Setup Dialog Box • Click on the File drop down menu • and then select the Page Setup command • Options include:· • Page Orientation • Landscape or Portrait • Page Margins • Top, bottom, left and right • Horizontal and vertical page centering • Headers and footers • Print titles • Page size

45. Page Orientation • Within the Orientation section, click on the Portrait or Landscape radio button, as required

46. Page Margins and Centering Your Print on the Page • In the Margins Sections, enter the desired values for the Top, Bottom, Left and Right margins

47. Page Headers and Footers • Headers appear at the top of each page, while footers appear at the bottom of each page • The headers and footers may be centered, left aligned or right aligned, depending on which header/Footer box that you enter information into, within the page Setup dialog box

48. Controlling the Size of Your Printed Data • Click on the down arrow in the Size section of the Page Setup dialog box

49. Printing Titles • The Print Titles option within the Page Setup dialog box, allows you to specify whether or not columns or row headings should appear on pages other than the first page Within the Print titles section of the Page Setup dialog box, enter the range for the columns or row titles into the Columns or Rows box

50. Worksheet Formatting Using Lotus 123 (version 5)