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Using an Excel worksheet - Basic terminology Step 1 - Launch Excel - Automatically a workbook opens. An Excel workbook is made of several sheets. Unless you have changed the default setting you will have three sheets.

Step 2 - Changing the name of the worksheets - Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows you to easily establish relationships from one sheet to another. The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom, and type the new name.

Step 3 - Inserting additional worksheets - If you need additional worksheets, go to the Insert menu and select Worksheet. It will be placed before the selected sheet. You may also insert a worksheet by right-clicking on the name of the sheet in the tab and selecting Insert... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

As you can see from the graphic above, renaming the worksheet can also be accomplished by right-clicking the tab containing sheet names. Step 4 - Cells - Rectangles in a spreadsheet are called a cell. Cells are designated by the column and row in which it is located. By default, the top left cell, A1, is highlighted.

Try the following ways to move from cell to cell:

Hit the Return/Enter key to move down to the row below Hold down the Shift key, then hit the Return/Enter key to move up to the row above Hit the Tab key to move over to the column to the right Hold down the Shift key, hit the Tab key to move back to the column to the left Move the cursor to any cell and click there Use the arrow keys to move up, down, left, or right.

Step 5 - Recognizing cursor styles - There are four common cursor styles used in Excel. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 6 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without having to cut or delete the previous data.
Next module: Worksheet Basics - Entering and editing data
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Using an Excel worksheet - Entering and Editing Data Step 1 - Cell data - Things that can be entered into a cell:

numbers words equations, formulas or functions fill color images (although they are actually on top of a cell, not in it)

Step 2 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without you having to cut or delete the previous data. A review is available on how to move from cell to cell. Step 3 - Format data - Once information has been entered into a cell, you might want to change something about the way the information is displayed. To do that, make sure the cell you want to format is selected and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. (Macintosh users, remember that is Ctrl + click). From the following pop-up box select Format Cells...

Step 4 - Using formatting buttons - There are several toolbar buttons which allow one-click formatting. To illustrate I entered the same number in four cells, with the formatting I plan to use for each cell.

With cell A1 selected I clicked once on the Currency button In cell B1 I selected the Percent button I selected the Increase Decimal button for cell C1 The Decrease Decimal button was used to format cell D1 These four actions produced the following result:

As you can see, the Percent button simply multiples by 100 and attaches the % sign. Care must be exercised in using this button properly. Step 5 - Other formatting options - The Format toolbar includes several formatting options which can be applied to information entered into a cell.

If you need a review of these options, go back to the Formatting toolbar module. Step 6 - Editing entered data - If incorrect information has been entered into a cell, one easy way to edit that is to click on the cell and enter the correct information. You do not need to highlight or delete. Typing replaces whatever is in the cell. If you do not want to replace the data, but simply need to correct some part of it, move your cursor into the Formula bar

When your cursor turns into an I-Beam, click and edit within the formula bar. Step 7 - Review cursor styles - There are four common cursor styles used in Excel. Become familiar with each style.
Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Next Module: Worksheet Basics - Using Automatic features

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Using an Excel worksheet - Automatic features Step 1 - Review cursor styles - There are four common cursor styles used in Excel. If you wish to use the automatic features of Excel, you should become familiar with each style. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 2 - Using Auto fill - If there is a pattern in the data you are going to enter, Excel can detect the pattern and fill it in for you. In Cell B1 I typed Group 1.

Place the cursor on the bottom right of cell B1 and a black plus sign appears. Click and drag to the right to cell E1. Excel detects the pattern and fills in the other groups.

The image below illustrates some other patterns, and a problem with this procedure:

In row 3 the procedure did not work because there are too many possibilities. In cell B6 I typed the 2, highlighted both cells B4 and C4, clicked and drug to the right. Now that Excel knew the pattern it could fill in the cells. Note: If you are using some of the early versions of Excel, this procedure works in two directions only. You may fill to the right or down. Auto Fill will not fill to the left or up when using earlier versions of Excel. However, Excel XP and 2003 will fill in any direction; right, left, up, or down. Step 3. Using Auto Sum - Excel allows you to quickly find the total of a column or row of numbers.

Step 1 - Select the cell below your column of numbers (or to the right of your row of numbers).

Step 2 - Select the Auto Sum button from your Standard toolbar

Step 3 - When you verify that the range of numbers is proper, depress return/enter and the sum is displayed.

Step 4. Problems Using Auto Sum - Excel will automatically do what it is set to do. In this case, the program finds all adjacent numbers in a column, or row, and includes them in the range.

Step 1 - If there is a gap in the data, Excel will highlight only numbers not separated by an empty cell.

Step 2 - Place your cursor in the highlighted equation and click to edit. In the example above I would change A4:A5 to A2:A5

You may also click into the equation in the formula bar above the worksheet, and make changes there.

Step 5. Using Merge and Center - For giving a clean design look to your worksheet, consider using Excel's Merge and Center feature. This is a two step process:
1. Highlight a range of cells 2. Select the Merge and Center button 3. If you have data in only one cell, that data will be in the center of one

long cell. If you attempt to Merge and Center with data in more than one cell, you will wipe out data in all but the upper-leftmost cell. Don't worry, Excel will warn you!

Next Module: Worksheet Basics - Using functions

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Using an Excel worksheet - Using Functions Step 1 - Enter data - One of the principal reasons for using a spreadsheet is to perform calculations. To illustrate, we will begin by adding a column of numbers. This is from a class survey about the favorite ice cream flavor of a class. Caution: If you plan to ask Excel to add a column of numbers, make sure that they are numbers. If cell B2 contained "6 students" rather than just the number 6, Excel would read the entry as a word, not a number.

Step 2 - Placing a function - In the example above the total of the column of numbers would naturally go in cell B10. Before placing a function (a built in equation) make sure the selected cell is where you want the function to go. From the Insert menu select function In the Paste Function pop-up window, select the Math & Trig category and scroll to the Sum function

When you choose OK, the dialog box below appears. There appears to be a lot of information to deal with, but it is basically just a summary of what you asked Excel to do.

The edit bar at the top names the function (Sum) then lists the mathematical function to be performed (=SUM(B2:B9)). Excel selects the range numbers immediately above or to the left of the function. If there is a gap in the intended range you must enter the proper range in the edit bar. Example: In the data listed with Step 1, if cell B4 was empty, Excel's suggested equation would have been incorrect (=SUM(B5:B9)). Choose OK. The function is placed in the cell and the sum is displayed.

What is in cell B10? The number 24 is displayed there. If the worksheet is printed the number 24 will be on the printed copy. However, if cell B10 is copied and pasted into another cell something altogether different appears. If you said that the information in cell B10 was "the sum of the range of numbers from B2 to B9." you are almost correct. To explain that almost we will paste the equation into cell C10.

The actual information contained in cell B10 is "find the sum of the range of numbers that are in the eight cells above this cell." Since there are no numbers in those cells, the displayed sum is zero. Step 3. Using AutoSum - Remember that Excel allows you to quickly find the total of a column or row of numbers. If you forgot that from the previous page, go there to review. Step 4. Using another function - Excel has many built-in equations (functions). One more will be used as an illustration, and to whet your appetite to discover more on your own. Once you know how to write your own functions (next topic), Excel can be used as a substitute for a calculator. I am going to prepare a worksheet which will automatically remind me what the date is as I use my "calculator."

Cell C2 is where a Date & Time function will be placed. From the Insert menu select Function. Choose Date & Time then select the Today function.

Whenever you insert a function, a dialog box pops up to explain the chosen function.

No further action is required, select OK and today's date is displayed. Tomorrow when I open this workbook, a new date will be in cell C3.

Step 5. Explore - Look through the Paste Function pop up window later to discover what equations are built into Excel.
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Using an Excel worksheet - Using Equations

Step 1 - Preparing to enter an equation - You are ready to build your own function (an equation). There is a single keystroke that informs Excel of your intention. Press the equal key (=). If you can write the equation, Excel can perform the calculation. This module will deal with four simple functions; add, subtract, multiply and divide.

Step 2 - Writing an addition equation - If you were to state the process for adding the numbers in column B it would be "six plus three." The equation could be written exactly like that (=6+3) and Excel would display the expected answer, 9. However that equation would be useless if the numbers in either B2 or B3 were changed. When writing your own equation, use cell addresses. =B2+B3

When writing the equation, clicking in cell B2 displays B2 in the equation. If you have written the equation correctly you may accept it by pressing the Enter/Return key or by clicking on the green check mark. If you change your mind, click on the red X to cancel the operation. Step 3. Writing other simple functions - Symbols for the four basic mathematical functions are:

addition + subtraction multiplication * division /

Step 4. Task - Prepare a worksheet with the data displayed under Step 1. Enter the proper equation under each set of two numbers. Do not look at step 5.

No! Don't look yet! :-)

Step 5. Compare - Compare your results to those shown below:

This was not a math quiz, it was an equation writing quiz. If something was unclear ask someone near you, ask your teacher, then ask me. Step 6. Combining functions - If you can write the equation, Excel can perform the math. To illustrate this we will write an equation which will add several numbers, divide to get an average, and then take a percentage of that

number to provide a weighted component of an equation used to average grades. Scenario: Bill took three tests scoring 88, 76, and 58. The average of his tests counts as half of Bill's grade. What number value has Bill achieved toward his term grade?

Next Module: Worksheet Basics - Percentage and Absolute Cell Reference

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Using an Excel worksheet - Calculating Percent and Using Absolute Cell Reference
Step 1 - Review percent - Before showing how to calculate percent with Excel, let's review how to calculate percent.

A number divided by a second number and multiplied by 100 expresses what percent the first number is of the second number. If you do not multiply by 100 you have the decimal equivalent of percent. Step 2 - Writing a percent equation for only two numbers- Solve the following: 2 is what percent of 8?

Now that you are sure you remember the process for calculating percent, use an Excel worksheet to perform the calculations.

Step 3. Writing a percent equation for a column of numbers accompanied by a sum. - Data from the ice cream survey will be used to illustrate how to calculate percentage.

Task: Determine what percent 6 is of 24 by putting the equation into cell C2 of a worksheet similar to the one above.

Step 4. Auto Fill and problems associated with it - You probably remember a discussion of Auto Fill on a previous module. That is a convenient way to place information in several cells at the same time. That might sound like a very good way to fill the equation into cells C3 through C9. For instructive purposes we will do that now to see the problem it causes.

Oops! Something wrong there. The problem was caused by the way the equation was written. The equation B2/B10 says, "take the first cell in this equation and divide it by the cell 8 spaces below." The reason that none of the other equations work is that there is nothing in the cell 8 spaces below any of the cells from B3 to B10. We must find a way of telling Excel to use call B10 to divide by for each of the other 8 equations. Step 5. Absolute Cell Reference - You tell Excel to use one specific cell, and never move to another relative location in the calculations by using "absolute cell reference." To specify the cell, place a dollar sign before the column letter and before the row number. Thus, $B$10 says always use cell B10. Lets go back to the worksheet and re-write the equation in C2.

Notice the answer has not changed. If we were writing only this one equation, we wasted time using absolute cell reference. The real benefit of this equation will be seen when you fill down into cells C3 through C10. Step 6. Fill the equation down into the cells below - If you need to review how to accomplish that go back to a previous module. As soon as you fill this equation with an absolute cell reference down into cells C3 through C10, the percentages are instantly calculated. Only one more task remains.

Step 7. Format the cells - Unless you need five decimal places, I suggest formatting cells C2 through C10, the highlighted range above, so that one decimal place is displayed. Right-click on the highlighted range of cells, and select Format Cells... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

In the category list select Number, and in the Decimal places: box use the down arrow to choose 1.

Click OK, your column of data has a nice uniform appearance.

Return to an index of Excel modules

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Using an Excel worksheet - Basic terminology Using Excel X for Mac

Step 1 - Launch Excel - Automatically the project gallery opens.

Step 2 - Select Excel Workbook, the highlighted choice. You may click on the OK button of press the Return key. An Excel workbook is made of several sheets. Unless you have changed the default setting you will have three sheets.

Step 3 - Changing the name of the worksheets - Each of the three sheets is a full spreadsheet. Having a workbook with multiple sheets allows you to easily establish relationships from one sheet to another.

The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom, and type the new name.

Step 4 - Inserting additional worksheets - If you need additional worksheets, go to the Insert menu and select Worksheet. It will be placed before the selected sheet. You may also insert a worksheet by right-clicking on the name of the sheet in the tab and selecting Insert... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

As you can see from the graphic above, renaming the worksheet can also be accomplished by right-clicking the tab containing sheet names. Step 5 - Cells - Rectangles in a spreadsheet are called a cell. Cells are designated by the column and row in which it is located. By default, the top left cell, A1, is highlighted.

Try the following ways to move from cell to cell:

Hit the Return/Enter key to move down to the row below

Hold down the Shift key, then hit the Return/Enter key to move up to the row above Hit the Tab key to move over to the column to the right Hold down the Shift key, hit the Tab key to move back to the column to the left Move the cursor to any cell and click there Use the arrow keys to move up, down, left, or right.

Step 6 - Recognizing cursor styles - There are four common cursor styles used in Excel. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell

Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 7 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without having to cut or delete the previous data.
Next module: Worksheet Basics - Entering and editing data
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Using an Excel worksheet - Entering and Editing Data Using Excel X for Mac
Step 1 - Cell data - Things that can be entered into a cell:

numbers words equations, formulas or functions fill color images (although they are actually on top of a cell, not in it)

Step 2 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without you having to cut or delete the previous data. A review is available on how to move from cell to cell. Step 3 - Format data - Once information has been entered into a cell, you might want to change something about the way the information is displayed. To do that, make sure the cell you want to format is selected and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. (Macintosh users, remember that is Ctrl + click). From the following pop-up box select Format Cells...

Step 4 - Using formatting buttons - There are several toolbar buttons which allow one-click formatting. To illustrate I entered the same number in four cells, with the formatting I plan to use for each cell.

With cell A1 selected I clicked once on the Currency button In cell B1 I selected the Percent button I selected the Increase Decimal button for cell C1 The Decrease Decimal button was used to format cell D1 These four actions produced the following result:

As you can see, the Percent button simply multiples by 100 and attaches the % sign. Care must be exercised in using this button properly. Step 5 - Other formatting options - The Format toolbar includes several formatting options which can be applied to information entered into a cell.

If you need a review of these options, go back to the Formatting toolbar module. Step 6 - Editing entered data - If incorrect information has been entered into a cell, one easy way to edit that is to click on the cell and enter the correct information. You do not need to highlight or delete. Typing replaces whatever is in the cell. If you do not want to replace the data, but simply need to correct some part of it, move your cursor into the Formula bar

When your cursor turns into an I-Beam, click and edit within the formula bar. Step 7 - Review cursor styles - There are four common cursor styles used in Excel. Become familiar with each style.

Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell

Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Next Module: Worksheet Basics - Using Automatic features Enter text in the search box Visitors since November Search the 2000 Internet4Classrooms site

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Using an Excel worksheet - Automatic Features Using Excel X for Mac

Step 1 - Review cursor styles - There are four common cursor styles used in Excel. If you wish to use the automatic features of Excel, you should become familiar with each style. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 2 - Using Auto fill - If there is a pattern in the data you are going to enter, Excel can detect the pattern and fill it in for you. In Cell A1 I typed Group 1.

Place the cursor on the bottom right of cell A1 and a black plus sign appears. Click and drag to the right to cell E1. Excel detects the pattern and fills in the other groups.

The image below illustrates some other patterns, and a problem with this procedure:

In row 3 the procedure did not work because there are too many possibilities. In cell B5 I typed the 2, highlighted both cells A5 and B5, clicked and dragged to the right. Now that Excel knew the pattern it could fill in the cells. Note: This procedure works in two directions only. You may fill to the right or down. Auto Fill will not fill to the left or up. Step 3. Using Auto Sum - Excel allows you to quickly find the total of a column or row of numbers.

Step 1 - Select the cell below your column of numbers (or to the right of your row of numbers).

Step 2 - Select the Auto Sum button from your Standard toolbar

Step 3 - When you verify that the range of numbers is proper, depress return/enter and the sum is displayed.

Step 4. Problems Using Auto Sum - Excel will automatically do what it is set to do. In this case, the program finds all adjacent numbers in a column, or row, and includes them in the range.

Step 1 - If there is a gap in the data, Excel will highlight only numbers not

Step 2 - Place your cursor in the highlighted equation and click to edit. In the

You may also click into the equation in the formula bar above the worksheet, and make changes there.

separated by an empty cell.

example above I would change A4:A5 to A2:A5

Step 5. Using Merge and Center - For giving a clean design look to your worksheet, consider using Excel's Merge and Center feature. This is a two step process:
1. Highlight a range of cells

2. Select the Merge and Center button 3. If you have data in only one cell, that data will be in the center of one

long cell. If you attempt to Merge and Center with data in more than one cell, you will wipe out data in all but the upper-leftmost cell. Don't worry, Excel will warn you!

Next Module: Worksheet Basics - Using functions Enter text in the search box Visitors since November Search the 2000 Internet4Classrooms site

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Internet4Classrooms is a collaborative effort by Susan Brooks and Bill Byles

Links for K-12 Teachers | Assessment Assistance | On-Line Practice Modules | Daily Dose of the Web

Using an Excel worksheet - Using Functions Using Excel X for Mac

Step 1 - Enter data - One of the principal reasons for using a spreadsheet is to perform calculations. To illustrate, we will begin by adding a column of numbers. This is from a class survey about the favorite ice cream flavor of a class. Caution: If you plan to ask Excel to add a column of numbers, make sure that they are numbers. If cell B2 contained "6 students" rather than just the number 6, Excel would read the entry as a word, not a number.

Step 2 - Placing a function - In the example above the total of the column of numbers would naturally go in cell B10. Before placing a function (a built in equation) make sure the selected cell is where you want the function to go. From the Insert menu select function In the Paste Function pop-up window, select the Math & Trig category and scroll to the Sum function

When you choose OK, the dialog box below appears. There appears to be a lot of information to deal with, but it is basically just a summary of what you asked Excel to do.

The edit bar at the top names the function (Sum) then lists the mathematical function to be performed (=SUM(B2:B9)). Excel selects the range numbers immediately above or to the left of the function. If there is a gap in the intended

range you must enter the proper range in the edit bar. Example: In the data listed with Step 1, if cell B4 was empty, Excel's suggested equation would have been incorrect (=SUM(B5:B9)). Choose OK. The function is placed in the cell and the sum is displayed.

What is in cell B10? The number 24 is displayed there. If the worksheet is printed the number 24 will be on the printed copy. However, if cell B10 is copied and pasted into another cell something altogether different appears. If you said that the information in cell B10 was "the sum of the range of numbers from B2 to B9." you are almost correct. To explain that almost we will paste the equation into cell C10.

The actual information contained in cell B10 is "find the sum of the range of numbers that are in the eight cells above this cell." Since there are no numbers in those cells, the displayed sum is zero. Step 3. Using AutoSum - Remember that Excel allows you to quickly find the total of a column or row of numbers. If you forgot that from the previous page, go there to review.

Step 4. Using another function - Excel has many built-in equations (functions). One more will be used as an illustration, and to whet your appetite to discover more on your own. Once you know how to write your own functions (next topic), Excel can be used as a substitute for a calculator. I am going to prepare a worksheet which will automatically remind me what the date is as I use my "calculator."

Cell C2 is where a Date & Time function will be placed. From the Insert menu select Function. Choose Date & Time then select the Today function.

Whenever you insert a function, a dialog box pops up to explain the chosen function.

No further action is required, select OK and today's date is displayed. Tomorrow when I open this workbook, a new date will be in cell C2.

Step 5. Explore - Look through the Paste Function pop up window later to discover what equations are built into Excel.
Next Module: Worksheet Basics - Writing your own equations Enter text in the search box Visitors since November Search the 2000 Internet4Classrooms site

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Links for K-12 Teachers | Assessment Assistance | On-Line Practice Modules | Daily Dose of the Web

Using an Excel worksheet - Using Equations Using Excel X for Mac

Step 1 - Preparing to enter an equation - You are ready to build your own function (an equation). There is a single keystroke that informs Excel of your intention. Press the equal key (=). If you can write the equation, Excel can perform the calculation. This module will deal with four simple functions; add, subtract, multiply and divide.

Step 2 - Writing an addition equation - If you were to state the process for adding the numbers in column B it would be "six plus three." The equation could be written exactly like that (=6+3) and Excel would display the expected answer, 9. However that equation would be useless if the numbers in either B2 or B3 were changed. When writing your own equation, use cell addresses. =B2+B3

When writing the equation, clicking in cell B2 displays B2 in the equation. If you have written the equation correctly you may accept it by pressing the Enter/Return key or by clicking on the green check mark. If you change your mind, click on the red X to cancel the operation.

Step 3. Writing other simple functions - Symbols for the four basic mathematical functions are:

addition + subtraction multiplication * division /

Step 4. Task - Prepare a worksheet with the data displayed under Step 1. Enter the proper equation under each set of two numbers. Do not look at step 5.

No! Don't look yet! :-)

Step 5. Compare - Compare your results to those shown below:

This was not a math quiz, it was an equation writing quiz. If something was unclear ask someone near you, ask your teacher, then ask me. Step 6. Combining functions - If you can write the equation, Excel can perform the math. To illustrate this we will write an equation which will add several numbers, divide to get an average, and then take a percentage of that number to provide a weighted component of an equation used to average grades. Scenario: Bill took three tests scoring 88, 76, and 58. The average of his tests counts as half of Bill's grade. What number value has Bill achieved toward his term grade?

Next Module: Worksheet Basics - Percentage and Absolute Cell Reference

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Visitors since November 2000

Memphis, TN

Internet4Classrooms is a collaborative effort by Susan Brooks and Bill Byles

Links for K-12 Teachers | Assessment Assistance | On-Line Practice Modules | Daily Dose of the Web

Using an Excel worksheet - Calculating Percent and Using Absolute Cell Reference Using Excel X for MacStep 1 - Review percent - Before showing how to calculate percent with Excel, let's review how to calculate percent. A number divided by a second number and multiplied by 100 expresses what percent the first number is of the second number. If you do not multiply by 100 you have the decimal equivalent of percent. Step 2 - Writing a percent equation for only two numbers- Solve the following: 2 is what percent of 8?

Now that you are sure you remember the process for calculating percent, use an Excel worksheet to perform the calculations.

Step 3. Writing a percent equation for a column of numbers accompanied by a sum. - Data from the ice cream survey will be used to illustrate how to calculate percentage.

Task: Determine what percent 6 is of 24 by putting the equation into cell C2 of a worksheet similar to the one above.

Step 4. Auto Fill and problems associated with it - You probably remember a discussion of Auto Fill on a previous module. That is a convenient way to place information in several cells at the same time. That might sound like a very good way to fill the equation into cells C3 through C9. For instructive purposes we will do that now to see the problem it causes.

Oops! Something wrong there. The problem was caused by the way the equation was written. The equation B2/B10 says, "take the first cell in this equation and divide it by the cell 8 spaces below." The reason that none of the other equations work is that there is nothing in the cell 8 spaces below any of the cells from B3 to B10. We must find a way of telling Excel to use call B10 to divide by for each of the other 8 equations. Step 5. Absolute Cell Reference - You tell Excel to use one specific cell, and never move to another relative location in the calculations by using "absolute cell reference." To specify the cell, place a dollar sign before the column letter and before the row number. Thus, $B$10 says always use cell B10. Lets go back to the worksheet and re-write the equation in C2.

Notice the answer has not changed. If we were writing only this one equation, we wasted time using absolute cell reference. The real benefit of this equation will be seen when you fill down into cells C3 through C10. Step 6. Fill the equation down into the cells below - If you need to review how to accomplish that go back to a previous module. As soon as you fill this equation with an absolute cell reference down into cells C3 through C10, the percentages are instantly calculated. Only one more task remains.

Step 7. Format the cells - Unless you need five decimal places, I suggest formatting cells C2 through C10, the highlighted range above, so that one decimal place is displayed. Right-click on the highlighted range of cells, and select Format Cells... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

In the category list select Number, and in the Decimal places: box use the down arrow to choose 1.

Click OK, your column of data has a nice uniform appearance.

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Standard | Formatting | Drawing The Standard toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.
Function of commonly used buttons Creates a new blank document based on the default template Opens or finds a file

Saves the active file with its current file name, location and file format Print preview - Shows how the document will look when you print it. Cut - Removes the selection from the document and places it on the clipboard Paste - Places the content of the clipboard at the insertion point Undo - Reverses the last command, use pull-down menu to undo several steps Auto Sum - Adds numbers automatically, and suggests the range of numbers to be added Sort Descending - Sorts selected items from the end of the alphabet, the highest number or the latest date Displays or hides the Drawing toolbar

Prints the active file - for more print options go to the File menu and select Print Spelling, grammar and writing style checker Copy - Copies the selected item(s) to the clipboard Format painter - Copies the format from a selected object or text and applies to other objects or text Redo - Reverses the action of the Undo button, use the pulldown menu to redo several steps Sort Ascending - Sorts selected items from the beginning of the alphabet, the lowest number or the earliest date Chart Wizard - Guides you through the steps for creating an embedded chart (graph) Zoom - Enlarge or reduce the display of the active document

Carefully review the function of each of the buttons above. When you think that you are familiar with each of the buttons take the short quiz below. (The Standard toolbar has been included as a reference)

This quiz is available without the table above

You have completed the worksheet and want to make certain that you have not made spelling or grammar errors. Which button do you select? Text is highlighted and you want to remove the selection from the active document and place it on the clipboard. Which button do you select? You have made a change to the active document and want to make certain that those changes are saved. Which button do you select? You want to get a quick sum of a column of numbers. Which button do you select? The worksheet had been checked for spelling errors, it has been saved, and now you are ready to print. Which button do you select? A worksheet which has been saved into a folder on your computer is to be opened so changes can be made. Which button do you select? The worksheet had been checked for spelling and has been saved. Before sending it to the printer you want to see how it will look. Which button do you select?

Other toolbars Standard | Formatting | Drawing Go back to Using Microsoft Excel to Analyze Classroom Data
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Standard | Formatting | Drawing The Formatting toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.
Function of commonly used buttons Changes the font of the selected text Makes selected text and numbers bold Underlines selected text and numbers Centers the selected text Changes the size of selected text and numbers Makes selected text and numbers italic Aligns to the left with a ragged right margin Aligns to the right with a ragged left margin

Merge and Center Merges two or more selected cells and centers the entry Percent Style - Formats selected cells to display percent Increase Decimal Increases the number of decimals displayed after the decimal point Decreases the indent to the previous tab stop Adds or removes a border around selected text or objects Formats the selected text with the color you click

Currency Style - Formats selected text to display currency style Comma Style - Formats selected cells to display commas in large numbers Decrease Decimal Decreases the number of decimals displayed after the decimal point Indents the selected paragraph to the next tab stop Marks text so that it is highlighted and stands out

Carefully review the function of each of the buttons above. When you think that you are familiar with each of the buttons take the short quiz below. (The Formatting toolbar has been included as a reference)

This quiz is available without the information above

A 1 2 3 4

D
You wish to call attention to a portion of your worksheet by making the text bold. Which button do you select? You want to center the entries in selected cells. Which button do you select? Cell A1 is to be stretched so it covers 6 cells Which button do you select? To call attention to text, you want place a

block of color behind the text to highlight it. Which button do you select?

5 6 7

Another way to call attention to a block of cells is to place a border around them. Which button do you select? A column of numbers represents money and you want to apply currency style. Which button do you select? A column of numbers has too many decimal places after the decimal point. Which button do you select?

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Standard | Formatting | Drawing The Drawing toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.
Function of commonly used buttons A pull down menu with several drawing options Rotates the selected object to any degree Draws a line where you click and drag. Hold the Shift key down to make the line straight Draws a rectangle where you click and drag. Hold down Shift to draw a square Draws a text box where you click and drag Add, modify, or remove fill color from a selected object Formats the selected text with the color you click Selects dash style for dashed lines Changes the pointer to a selection arrow A pull down menu with several libraries of shapes Inserts a line with an arrowhead where you click and drag Draws an oval where you click and drag. Hold down Shift to draw a circle Create text effects with

Word Art
Add, modify, or remove line color Changes the thickness of lines Select arrow style; placement and shape of arrowhead

A pull down menu offers shadow choices

Add 3-d effects to rectangles or ovals

Carefully review the function of each of the buttons above. When you think that you are familiar with each of the buttons take the short quiz below. (The Drawing toolbar has been included as a reference)
This quiz is available without the table above

A 1

D
Instead of striking the underline key fifteen times, you plan to draw a single line by clicking and dragging. Which button do you select? You have drawn a line, and now want to change the color of the selected line. Which button do you select? The last line you drew had an arrowhead at the wrong end. You want to change the arrowhead to the other end of the line. Which button do you select? You created an object in a worksheet and you want to tilt it at an angle. Which button do you select? You have drawn a rectangle around a selection of cells and want to change it to a dashed line. Which button do you select? The heading of a worksheet is just plain text and you would rather create special effects with text. Which button do you select? You are going to draw a perfect circle on your worksheet by holding down the shift key, clicking and dragging.

6 7

Which button do you select?

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Customizing Microsoft Office toolbars For use with Word, Excel or PowerPoint
Standard | Formatting | Drawing | Customize Customize the toolbars Removing items from active toolbars If any item on the toolbar is not useful to you it can be removed. I am going to use a floating copy of the Standard toolbar as an example:

In the above toolbar I plan to remove the Insert Hyperlink button

From the View menu select Toolbar From the Toolbar submenu select Customize Click on the button you want to remove Click and drag the button until you see an x attached to the pointer Let go of the button and it is removed from the toolbar If you can not see the QuickTime movie, select this link.

The same procedure can be used to move a toolbar button to a new location on any toolbar Restoring items to an active toolbar To restore any buttons that you removed from a toolbar follow this procedure:

From the View menu select Toolbar From the Toolbar submenu select Customize Choose the Toolbars tab Click on the name of the toolbar Select the Reset button Click OK in the Reset Toolbar window

Adding buttons to a toolbar A large number of toolbars can be added to the window from the View/Toolbar window. However, you may wish to add only a button or two to the open toolbars. There are some actions that I used regularly in Microsoft Works which are not listed on the commonly used toolbars in Word, such as:

Insert date 1.5 space and double space

If you browse in the Customize window you may find other examples. In the example below I add the Date button from the Insert menu. The following steps will allow you to add any buttons to any menu:

From the View menu select Toolbar From the Toolbar submenu select Customize Choose the Commands tab

Select the name of the menu (I used Insert) Scroll in the right window to find the button Click and drag the button to the space on the toolbar where you want the button Release the mouse and the button is placed.

Changing the size of the window displaying the selected font If I am using the font Arial there is more than enough room to display the font name on the Formatting toolbar. If more room is needed, the size of that window can be decreased. On the other hand, if I am using the font Times New Roman MT Extra Bold the size of the window will be too small to display the entire font name. Using the Customize menu, the window can be re-sized using the following steps:

From the View menu select Toolbar From the Toolbar submenu select Customize When the Customize window appears click on the font name window When the black box outlines the window put your cursor on the right edge of the window When your cursor changes to a double-headed arrow click and drag

Using the Symbol toolbar button I often use symbol characters in documents I produce. On my Macintosh I use Keycaps to find the symbols, and on my IBM I use the Character Map. However, Word has a toolbar button which is easier to use than either of those two applications. Using the steps outlined above I added the symbol button (Greek letter Omega) from the Insert menu. One click on this button brings up a window with all available characters in a given font. Click once on a character to see an enlarged view. Double-click a character to insert it into the document

If you perform any task repetitively in Word, there is probably a button to use for the task. Search the Customize/Commands window to find what you are looking for. Tasks to be performed before moving to the next window Caution: Do not close Netscape. Leave this window open so you can move from Word to this page and back to Word. On a Windows 95 or higher computer this can be accomplished with the task bar buttons. On a Macintosh computer you can go to the Application Menu (some people call it the Finder) at the top right corner of the screen to move from one application to another. Open Microsoft Word. If the Standard toolbar is not displayed go to the View menu and select it. Task 1: Remove the hyperlink button from the Standard toolbar, If you do not remember how to do that, go back to that part of this lesson. Task 2: Restore the hyperlink button to the Standard toolbar, If you do not remember how to do that, go back to that part of this lesson. Task 3: Add the Date button to the Formatting toolbar, If you do not remember how to do that, go back to that part of this lesson. Task 4: Change the size of the window which displays the font name in the Formatting toolbar. If you do not remember how to do that, go back to that part of this lesson. After you have completed all four tasks, move on to the next subject, "Using Menu items in Word" Other toolbars Standard | Formatting | Drawing | Customize
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The most commonly used items from the File, Edit and View menus will be explained. A quiz will follow. File menu New - Opens a new document. If you use the keyboard combination indicated on the right a blank document opens immediately. Selecting the New menu item with your cursor gives the opportunity to open a large number of types of documents. Open - Opens a previously saved document. Close - Closes the active document but does not quit the application. Save - Saves the active document with its current file name, location and format. Save As - Saves by opening a window which gives the opportunity to change the file name, location or format. Page Setup - Sets margins, paper size, orientation and other layout options. Grid

lines don't show up when you print? Go to the sheet tab in this window Print Preview - Shows how the file will look when you print it. Print - Prints the active file, also gives the opportunity to change print options Exit - Closes Microsoft Excel Edit menu Undo - The actual entry of this item will depend on what you did last. In my example I had typed, so that was displayed. This selection can be repeated several times. Redo - After an action has been undone, it can be reinstated in the document. Cut - Removes the selection from the active document and places it on the clipboard. Copy - Copies the selection to the clipboard, the cell from which information is copied remains highlighted Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected. Paste Special - Ten choices are available when making this selection; examples include pasting formulas, vqalues, and comments. Fill - Fill contents of a selected cell Up, Down, Left or Right Clear - Deletes the selected object or text, but does not place it on the clipboard. Four choices are available; All, Format, Contents or Comments Delete - This menu entry can be used to delete antire rows or columns. Find - Searches for specified text in the

active document Replace - Searches for and replaces specified text and formatting. View menu Normal - The default document view for most word processing tasks. Page Break Preview - Before printing, make sure the page breaks appear where you want them Toolbars - Displays or hides toolbars. The right pointing arrow indicates a list of toolbars. To add one slide down to the name of the toolbar and click to select. Formula Bar - Remove or display the bar which displays cell address and data entered into the active cell Header and Footer - Adds or changes the text that is displayed at the top or bottom of every page of the document Comments - Hidden comment give further information about cell contents. Comments are displayed when you move the cursor into the cell, however this command causes all comments on a page to be displayed. Full Screen - Hides most screen elements so you can see more of your document Zoom - Controls how large, or small, the current document appears on the screen.
This quiz is available without the table above

In the Table below, select which menu you would use to perform the stated action. 1. worksheet. Which menu do you select?
You want to find where the entry "$235.54" appears in your x x

2. A document was saved to your disk and you want to open it. Which
menu do you select?

3. to your window. Which menu do you select? 4. worksheet. Which menu do you select?

The Formatting toolbar has been removed and you want to add it back x

You have selected contents of a cell that you want to remove from the x

Your spreadsheet is too wide, and you want to turn the page to 5. landscape orientation for printing. Which menu do you select?

You have a three page spreadsheet, and where the printing stops on each page is critical. Which menu do you use to check where the Page x 6. Breaks are located? You have placed comments in several cells and want to see all of them x

7. displayed at the same time. Which menu do you select? 8. different name. Which menu do you select?

You have changed a worksheet and now want to save it with a x

Students have produced a worksheet and they want to place "Group 4, Ms. Smith's Class" at the top of each page. Which menu do you x 9. select? You have finished for the day and want to quit Microsoft Excel. x

10. Which menu do you select?

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The most commonly used items from the File, Edit and View menus will be explained. A quiz will follow. File menu New - Opens a new document. If you use the keyboard combination indicated on the right a blank document opens immediately. Selecting the New menu item with your cursor gives the opportunity to open a large number of types of documents. Open - Opens a previously saved document. Close - Closes the active document but does not quit the application. Save - Saves the active document with its current file name, location and format. Save As - Saves by opening a window which gives the opportunity to change the file name, location or format. Page Setup - Sets margins, paper size, orientation and other layout options. Grid lines don't show up when you print? Go to the sheet tab in this window Print Preview - Shows how the file will look when you print it. Print - Prints the active file, also gives the

opportunity to change print options Quit - Closes Microsoft Excel. Edit menu Undo ... - The actual entry of this item will depend on what you did last. In my example I had typed, so that was displayed. This selection can be repeated several times. Repeat ...- After an action has been undone, it can be reinstated in the document. Cut - Removes the selection from the active document and places it on the clipboard. Copy - Copies the selection to the clipboard, the cell from which information is copied remains highlighted Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected. Fill - Fill contents of a selected cell Up, Down, Left or Right Clear - Deletes the selected object or text, but does not place it on the clipboard. Four choices are available; All, Format, Contents or Comments Find - Searches for specified text in the active document Replace - Searches for and replaces specified text and formatting. View menu Normal - The default document view for most word processing tasks. Page Break Preview - Before printing, make sure the page breaks appear where you want them Toolbars - Displays or hides toolbars. The

right pointing arrow indicates a list of toolbars. To add one slide down to the name of the toolbar and click to select. Formula Bar - Remove or display the bar which displays cell address and data entered into the active cell Header and Footer - Adds or changes the text that is displayed at the top or bottom of every page of the document Comments - Hidden comment give further information about cell contents. Comments are displayed when you move the cursor into the cell, however this command causes all comments on a page to be displayed. Full Screen - Hides most screen elements so you can see more of your document Zoom - Controls how large, or small, the current document appears on the screen.
This quiz is available without the table above

In the Table below, select which menu you would use to perform the stated action.
You want to find where the entry "$235.54" appears in your 1. worksheet. Which menu do you select? A document was saved to your disk and you want to open it. Which 2. menu do you select? x

The Formatting toolbar has been removed and you want to add it back x 3. to your window. Which menu do you select? You have selected contents of a cell that you want to remove from the x 4. worksheet. Which menu do you select? Your spreadsheet is too wide, and you want to turn the page to x

5. landscape orientation for printing. Which menu do you select?

You have a three page spreadsheet, and where the printing stops on each page is critical. Which menu do you use to check where the Page x 6. Breaks are located? You have placed comments in several cells and want to see all of them x 7. displayed at the same time. Which menu do you select? You have changed a worksheet and now want to save it with a 8. different name. Which menu do you select?

Students have produced a worksheet and they want to place "Group 4, Ms. Smith's Class" at the top of each page. Which menu do you x 9. select? You have finished for the day and want to quit Microsoft Excel. 10. Which menu do you select?

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The most commonly used items from the Insert, Format and Tools menus will be explained. A quiz will follow. Insert menu Cells - Use this command to insert a cell. A pop-up
window allows you to move existing data down or to the right. You can also insert rows or columns with this window.

Rows - Inserts a new row in the spreadsheet, above

the row that contains the active cell.

Columns - Inserts a new column in the spreadsheet,

to the left of the column that contains the active cell.

Worksheet - By default, an Excel workbook is

made up of three worksheets. You may insert as many additional sheets as you require. Sheets are inserted in front of the current worksheet.

Chart - This adds a chart of the selected data, or of

the entire worksheet if you have no data selected.

Page Break - Inserts page breaks above and to the

left of the active cell. To avoid adding a page break to the left, make sure a cell in Column A is selected before inserting the break.

Function - Opens the Paste Function window

allowing the selection of a specific equation to go in the active cell.

Comment- Have something to say about the

contents of a cell? Add a small note with the appearance of a Post-It note.

Picture - Insert pictures from clip art or a file. You

can also insert auto shapes, word art, or a chart.

Object - Insert an object such as clip art, word art,

an equation or much more.

Hyperlink - An interesting use of hyperlinks is to

place a link to any document stored on your computer. You can later open that document by clicking on the link. If you want to see an example of an Excel worksheet using hyperlinks to Internet sites,

download a copy and open it with Excel.

Format menu Cells - Format the way a number is displayed,

alignment of data in the cell(s), font (size, color, style, etc.), borders and colors for the selected cells, and you may also lock the contents of a cell here.

Row - Specify a row height, choose auto-fit, and hide or un-hide the selected row. Column - Specify a column width, choose auto-fit, hide or un-hide the selected column, or
choose the standard width for a column.

Sheet - Here you can rename the sheet if sheet

1 is not descriptive enough (and it's not), you can hide or un-hide a sheet, or you can tile an image in the background of the entire sheet.

Auto Format- There are sixteen pre-designed

formats to change the look of your spreadsheet. You may apply the format to the entire sheet or only to selected cells.

Style - Opens a Style window which will lead

to the Format Cells window if you wish to Modify the format.

Tools menu Spelling... - Check spelling in your

document

AutoCorrect... - Define, or turn off

automatic corrections. If you tend to make a particular keystroke error often, and it is not in the dictionary, you can add it here.

Share Workbook... - Choose this

option if you want several users to work on the data in the same workbook simultaneously. Make it available on your network and anyone with access can make changes.

Protection - You can password protect

a single sheet of a workbook, or the

entire workbook. One obvious application would be to protect a worksheet which you are using as your grade book.

Customize... - Select/Deselect toolbars

to be displayed with your workbook, or add buttons to existing toolbars.

Options... - If you do not like

something Excel does automatically, or if you know it should be doing something automatically and it is not, this is where you turn those features on or off. One thing I use a lot here is removing gridlines from a worksheet so I can draw a graphic organizer.

This quiz is available on a page without the explanations above

In the Table below, select which menu you would use to perform the stated action.
You want to add a hidden note explaining something about the 1. data in a cell. Which menu do you select? The number 234 was entered in a cell, but when you clicked into another cell the data you entered changed to 8/22/04. You want 2. to change it back. Which menu do you select?

Sheet one of a workbook is your grade book. You want to place a password on that sheet so students can not change the data. 3. Which menu do you select? * You want your basic spreadsheet to look more like one designed 4. by an accountant. Which menu do you select?

5. A list of numbers just does not communicate as well as you want *

to. A chart should be put into your spreadsheet to clearly show the patterns you see in the data. Which menu do you select? Your spreadsheet is to be used as a catalog of documents on your computer, and you want to put links to those documents in your 6. worksheet. Which menu do you select? * Where is that button? You have grown accustomed to a toolbar button in another Office application and want to add it to an 7. Excel toolbar. Which menu do you select? Before you show a worksheet to someone you want to hide one

8. column of data. Which menu do you select?

You have worked with Excel on another computer and know that something should happen automatically, and it's not doing it. 9. Which menu do you select to make the change? * Almost finished with the sheet, the only thing missing is a clip art

10. image. Which menu do you select to insert the image?

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The most commonly used items from the Insert, Format and Tools menus will be explained. A quiz will follow. Insert menu Cells - Use this command to insert a cell. A popup window allows you to move existing data down or to the right. You can also insert rows or columns with this window.

Rows - Inserts a new row in the spreadsheet,

above the row that contains the active cell.

Columns - Inserts a new column in the

spreadsheet, to the left of the column that contains the active cell.

Worksheet - By default, an Excel workbook is

made up of three worksheets. You may insert as many additional sheets as you require. Sheets are inserted in front of the current worksheet.

Chart - This adds a chart of the selected data, or

of the entire worksheet if you have no data selected.

Page Break - Inserts page breaks above and to

the left of the active cell. To avoid adding a page break to the left, make sure a cell in Column A is selected before inserting the break.

Function - Opens the Paste Function window

allowing the selection of a specific equation to go in the active cell.

Comment- Have something to say about the

contents of a cell? Add a small note with the appearance of a Post-It note.

Picture - Insert pictures from clip art or a file.

You can also insert auto shapes, word art, or a chart.

Object - Insert an object such as clip art, word art,

an equation or much more.

Hyperlink - An interesting use of hyperlinks is to

place a link to any document stored on your computer. You can later open that document by clicking on the link. If you want to see an example of an Excel worksheet using hyperlinks to Internet sites, download a copy and open it with Excel.

Format menu Cells - Format the way a number is

displayed, alignment of data in the cell(s), font (size, color, style, etc.), borders and colors for the selected cells, and you may also lock the contents of a cell here.

Row - Specify a row height, choose autofit, and hide or unhide the selected row.

Column - Specify a column width,

choose auto-fit, hide or unhide the selected column, or choose the standard width for a column.

Sheet - Here you can rename the sheet if

sheet 1 is not descriptive enough (and it's not), you can hide or unhide a sheet, or you can tile an image in the background of the entire sheet.

Auto Format- There are sixteen

predesigned formats to change the look of your spreadsheet. You may apply the format to the entire sheet or only to selected cells.

Style - Opens a Style window which will

lead to the Format Cells window if you wish to Modify the format.

Tools menu Spelling... - Check spelling in your document AutoCorrect... - Define, or turn off automatic
corrections. If you tend to make a particular keystroke error often, and it is not in the dictionary, you can add it here.

Share Workbook... - Choose this option if

you want several users to work on the data in the same workbook simultaneously. Make it available on your network and anyone with access can make changes.

Protection - You can password protect a

single sheet of a workbook, or the entire workbook. One obvious application would be to protect a worksheet which you are using as your grade book.

Customize... - Select/Deselect toolbars to be

displayed with your workbook, or add buttons to existing toolbars.

Preferences... - If you do not like something

Excel does automatically, or if you know it should be doing something automatically and it is not, this is where you turn those features on or off. This quiz is available on a page without the explanations above

In the Table below, select which menu you would use to perform the stated action.
You want to add a hidden note explaining something about the 1. data in a cell. Which menu do you select? The number 234 was entered in a cell, but when you clicked into another cell the data you entered changed to 8/22/04. You want 2. to change it back. Which menu do you select?

Sheet one of a workbook is your grade book. You want to place a password on that sheet so students can not change the data. 3. Which menu do you select? *

4. You want your basic spreadsheet to look more like one designed

by an accountant. Which menu do you select? A list of numbers just does not communicate as well as you want to. A chart should be put into your spreadsheet to clearly show 5. the patterns you see in the data. Which menu do you select?

Your spreadsheet is to be used as a catalog of documents on your computer, and you want to put links to those documents in your 6. worksheet. Which menu do you select? * Where is that button? You have grown accustomed to a toolbar button in another Office application and want to add it to an 7. Excel toolbar. Which menu do you select? Before you show a worksheet to someone you want to hide one 8. column of data. Which menu do you select?

You have worked with Excel on another computer and know that something should happen automatically, and it's not doing it. 9. Which menu do you select to make the change? * Almost finished with the sheet, the only thing missing is a clip art image. Which menu do you select to place an image on the 10. worksheet? *

Go to Using Excel menu items, part 3 Go back to Using Microsoft Excel to Analyze Classroom Data

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Keyboard Shortcuts to use with a Windows/PC Computer

You can avoid reaching for the mouse if you are familiar with keyboard shortcuts. If you forget one of these, use the mouse and go to the menu bar. In each pull down menu you will see keyboard commands given in the right side of the window.

Commonly used keyboard combinations

To use one of these combinations Hold the Ctrl or Alt key down and strike the letter key Ctrl+N Open a new workbook Ctrl+X Cut- Removes the selection from the active document and quickly. places it on the clipboard. Ctrl+O Opens a previously saved document. Ctrl+W Closes the active window, but does not Exit Excel. Ctrl+C Copies the selection to the clipboard Ctrl+V Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected.

Ctrl+S

Saves the active document Ctrl+A Selects all on the active with its current file name, worksheet. location and format. Prints the active file, also gives the opportunity to change print options Exit - Closes Microsoft Excel. Undo the last action. This selection can be repeated several times. Ctrl+F Find - Searches for specified text in the active document Ctrl+B Bold - Formats selected text; make text bold, or remove bold formatting Ctrl+I Italic - Formats selected text; make text italic or remove italic

Ctrl+P

Alt+F4

Ctrl+Z

Ctrl+Y

Redo - After an action has Ctrl+U Underline - Formats selected been undone, it can be text; make text underlined or reinstated in the document. remove underline

Less commonly used keyboard combinations

To use any of these combinations hold down the first key(s) and tap the last key one time. Release the held keys when the action is completed
Select the next sheet in the workbook Complete a cell entry and move to the right in the selection Move to the next workbook or window Move to the next workbook or window In print preview, move to the first page when zoomed out In print preview, move to the first page when zoomed out Insert a new Select the previous sheet in the workbook Complete a cell entry and move to the left in the selection Start a new line in the same cell Move to the previous workbook or window Move to the previous workbook or window Complete a cell entry and move down in the selection Cancel a cell entry In print preview, move to the last page when zoomed out Move between unlocked cells on a protected worksheet Prints the active file,

Start a formula In print preview, move to the last page when zoomed out Complete a cell entry and move up in the selection Insert a new worksheet

worksheet

also gives the opportunity to change print options Select the entire row Select the entire column

Create a chart that uses the current range Create a chart that uses the current range Insert a hyperlink In a cell with a hyperlink, this activates the hyperlink Apply the percentage format

Enter the time

Enter the date Fill to the right

Fill down

Apply the outline border

Remove outline borders

Apply the currency format Hide columns un hide columns Create names from row and column labels Displays all

Select the current region around the active cell Insert the Auto Sum formula Display the Format Cells dialog box Show, or hide, the Standard toolbar

Hide rows

un hide rows Complete a cell entry and move up in the selection

formulas in a worksheet, repeat to hide

If text is already selected and you want to extend the selection area
Extend selection one character to the left in the formula bar, or one cell to the left in the worksheet Extend selection to the last non blank cell to the right or above a selected cell. One character to the right in the formula bar or one cell to the right in the worksheet One word to the right in the formula bar To the end of a document or to the right edge of the formula bar Extend selection one character to the right in the formula bar, or one cell to the right in the worksheet Extend selection to the to the last non blank cell to the left or below a selected cell

If you want to move the cursor

One character to the left in the formula bar or one cell to the left in the worksheet One word to the left in the formula bar To the beginning of a document or to the left edge of the formula bar

This list is by no means complete. To find other keyboard combinations check the Excel help index.

Assignment
Leave your browser window open. Open Microsoft Excel, if it is not already open. From this point forward, do not use your mouse 1. Open a new workbook. 2. Insert a new worksheet into the workbook 3. Move to sheet 2 4. Move your cursor to cell D4 5. Type your name and press the Enter key 6. Move back into cell D4 and Copy your name 7. Move from sheet 2 to sheet 4 8. Move your cursor into cell E5 9. Paste your name 10. Hide the column your name is in 11. (deserved, but not required) Pat yourself on the back!

Each of the steps in the list above should have been accomplished without the use of your mouse. If you reached for the rodent, review the two tables above, go back to step 1 and try again. Good luck. A Windows Keyboard is available showing general PC/Windows keyboard shortcuts

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Keyboard Shortcuts to use with a Macintosh Computer

You can avoid reaching for the mouse if you are familiar with keyboard shortcuts. If you forget one of these, use the mouse and go to the menu bar. In each pull down menu you will see keyboard commands given in the right side of the window. Commonly used keyboard combinations

To use one of these combinations Hold the Command (Apple) key down and strike the letter key Cut- Removes the selection from Open a new workbook the active document and places it quickly. on the clipboard. Opens a previously saved document. Closes the active window, but does not Exit Excel. Saves the active document with its current file name, location and format. Prints the active file, also gives the opportunity to change print options Exit - Closes Microsoft Excel. Undo the last action. This selection can be repeated several times. Redo - After an action has been undone, it can be reinstated in the document. Copies the selection to the clipboard Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected. Selects all on the active worksheet. Find - Searches for specified text in the active document Bold - Formats selected text; make text bold, or remove bold formatting Italic - Formats selected text; make text italic or remove italic Underline - Formats selected text; make text underlined or remove underline

Less commonly used keyboard combinations (Note: To save space below, the control key is indicated by Ctrl)
Select the next sheet in the workbook Complete a cell entry and move to the right in the selection Insert a new worksheet Select the previous sheet in the workbook Complete a cell entry and move to the left in the selection Start a new line in the same cell Move to the previous workbook or window Create a chart that uses the current range Complete a cell entry and move

down in the selection Move to the next workbook or window In print preview, move to the first page when zoomed out In print preview, move to the first page when zoomed out Apply the outline border Remove outline borders In a cell with a hyperlink, this activates the hyperlink Insert a hyperlink Apply the percentage format Hide rows Start a formula In print preview, move to the last page when zoomed out Complete a cell entry and move up in the selection Remove outline borders Select the entire row Cancel a cell entry In print preview, move to the last page when zoomed out Move between unlocked cells on a protected worksheet Apply the outline border Select the entire column

Enter the time

Enter the date

Fill down Apply the currency format Hide columns

Fill to the right Select the current region around the active cell Insert the AutoSum

formula Unhide rows Complete a cell entry and move up in the selection Unhide columns Displays all formulas in a worksheet, repeat to hide Show, or hide, the Standard toolbar Create names from row and column labels Extend selection one character to the right in the formula bar, or one cell to the right in the worksheet Extend selection to the to the last non blank cell to the left or below a selected cell

If text is already selected and you want to extend the selection area
Extend selection one character to the left in the formula bar, or one cell to the left in the worksheet Extend selection to the last

non blank cell to the

right or above a selected cell. One character to the right in the formula bar or one cell to the right in the worksheet One word to the right in the formula bar To the end of a document or to the right edge of the formula bar

If you want to move the cursor

One character to the left in the formula bar or one cell to the left in the worksheet One word to the left in the formula bar To the beginning of a document or to the left edge of the formula bar

This list is by no means complete. To find other keyboard combinations check the Excel help index.

Assignment
Leave your browser window open. Open Microsoft Excel, if it is not already open. From this point forward, do not use your mouse 1. Open a new workbook. 2. Insert a new worksheet into the workbook 3. Move to sheet 2

4. Move your cursor to cell D4 5. Type your name and press the Enter key 6. Move back into cell D4 and Copy your name 7. Move from sheet 2 to sheet 4 8. Move your cursor into cell E5 9. Paste your name 10. Hide the column your name is in 11. (deserved, but not required) Pat yourself on the back! Each of the steps in the list above should have been accomplished without the use of your mouse. If you reached for the rodent, review the two tables above, go back to step 1 and try again. Good luck. A Macintosh Keyboard is available showing general Macintosh keyboard shortcuts

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Single Use Spreadsheets

Your students can create spreadsheets designed to accomplish a single task
Download the spreadsheet you see below

The image above may not look like it, but it is a spreadsheet.
Anything that needs to be decided mathematically can be made into a single use spreadsheet. Some suggestions for this type of calculation include:

Calculating the price per ounce of a favorite cereal Determine the price per square inch of a pizza Estimate the price of objects on sale for some given percentage off The cost of buying everyone in the world a Coke (remember that old song)

There were three phases in creating the spreadsheet you see above: 1. Planning the information needed and how the calculation would be done 2. Creating the spreadsheet and writing the equation 3. Designing the look of the final product

Phase 1 - Planning the information needed and how the calculation would be done
The following information is needed for this calculation

The number of miles to be traveled The number of miles that the vehicle will travel on one gallon of gas (mpg) The average cost of a gallon of gas (rounded to the nearest penny)

The calculation also involves multiple steps

Determine the number of gallons of gas to be used

number of miles divided by miles per gallon gives the number of gallons of gas needed Determine the cost of the gasoline needed for the trip o number of gallons of gas needed times the cost per gallon gives the cost of the trip.
o

Phase 2 - Creating the spreadsheet and writing the equation

Step 1 - Open an Excel workbook Step 2 - Type basic information onto the sheet

In cell B2 type Trip Cost Estimator In cell B4 type Type the number of miles (round trip) you will travel In cell D6 type a number of miles In cell E6 type the word miles In cell B8 type How many miles per gallon does your vehicle usually get? In cell D10 type a number of miles per gallon In cell B12 type How much does a gallon of gasoline cost? In cell D14 type the typical cost of a gallon of gas In cell B16 type The cost of your trip will be: In cell D18 you will enter an equation

Step 3 - Determine what the equation should be. First the number of miles (in cell D6) should be divided by the number of miles per gallon (in cell D10) Then that number of gallons is to be multiplied by the cost of a gallon of gas (in cell D14) The above statement is typed into cell D18 as: =(D6/D10)*D14 Step 4 - As soon as the equation is entered into D18, the cost of the trip is calculated. Step 5 - Save your work Step 6 - Enter data for another trip, use a different number of miles and miles per gallon.

Phase 3 - Designing the look of the final product

Step 1 - While I could still see the gridlines, I used the Merge & Center button on the cells in column B which contained text Step 2 - Next, I removed the grid lines. Actually I covered up the lines

Select All on the worksheet you are using - PC depress Ctrl key and tap the A key, Mac depress Command key (Apple) and tap the A key Use the Fill Color button to make the sheet a solid color. I used white.

Step 3 - Use the Fill Color button to draw the red border, and to highlight the cells where data will be entered. Step 4 - Use the Borders button to place a dark black around the cells where data will be entered. Step 5 - Find a clip art image to match the topic of your single use spreadsheet. Step 6 - Begin looking for another idea for a single use spreadsheet. Sample Single Use Spreadsheets Fahrenheit to Celsius temperature converter - Enter either temperature and instantly see the other temperature Pizza Calculator - calculate the price per square inch - Enter the diameter of the pizza and the price, find out how much the pizza costs per square inch. Trip Calculator - How much will a car trip cost? - Enter the distance between two locations, the current cost of gasoline and the number of miles per gallon which a car uses. Find out the fuel cost of the trip

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Before you can accomplish this task, you must be familiar with entering and editing data into a Microsoft Excel Workbook. You must also be able to format data in a cell and use Excel to produce a chart or graph. I need help entering data in an Excel worksheet. I need help editing and formatting data in an Excel worksheet. I need help making a chart in an Excel worksheet. If you do not need assistance with either of those skills, you are ready to get on with your task. Your task will be to use Microsoft Excel to produce three documents: Documents One worksheet showing the results of a simple survey, accompanied by a simple chart One worksheet analyzing data from a science experiment One or more worksheets accompanied by at least one graph analyzing a set of data, and supporting a prediction. Example Survey classmates on some favorite: candy, cola, TV show or ice cream. Calculate resting heart rate and determine the affect of exercise Analyze the distribution of colors in a bag of M&M's and predict colors in an unopened bag

1 2

Use the following modules to assist you in creating the three documents outlined in the Task statement.

Work through a set of six modules to learn the basics of using Excel
o o o o Basic terminology Entering and Editing Data Using automatic features Using Functions

o o

Using Equations Calculating Percent and Using Absolute Cell Reference

Using Excel to analyze the results of a simple survey M & M Spreadsheet (Note: This is a spreadsheet to download. Each successive worksheet in this Excel Workbook acts ad a tutorial in constructing your own worksheet. Enter text in the search box Visitors since November Search the 2000 Internet4Classrooms site

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Using Excel to analyze the results of a simple survey Scenario: A class of 24 students was surveyed to determine their favorite ice cream flavor. The following results were obtained: Chocolate 6 students Strawberry 5 students Vanilla 4 students Peach 3 students Chocolate Ripple 2 students Butter Pecan 2 students Neapolitan 1 student Black Cherry 1 student

A spreadsheet will be used to find

1. the total number of students in the survey 2. the percentage of preference for each flavor 3. a graph or chart to display the results in a graphical format

Step1. Open a new Excel Worksheet. Step 2. Data entry:

1. 2. 3. 4. 5. 6.

Enter "Ice Cream Survey" in cell A1 Enter "Flavor" in cell A2 Enter "Number" in cell B2 Enter the flavor names in cells A3 to A10 Enter the corresponding number in cells B3 to B10 Enter "Total" in cell A11

Step 3. Put your cursor over cell B11 and click to select the cell. You are going to ask Excel to find the total of the column of numbers you typed in cells B3 to B10. Step 4. Be sure that cell B11 is selected, then click on the autosum button. It is the Greek letter sigma, and looks like the letter M lying on its side. Step 5. Excel will select the set of numbers above the equation which you just entered. If the numbers from B3 to B10 are highlighted accept the equation by pressing the Enter/Return key. The equation entered by Excel should be =SUM(B3:B10). The number 24 should be displayed in cell B11 after you press the Enter/Return key. To continue with this activity, read how to make a chart from a set of simple data like this ice cream survey. Examples of Excel Spreadsheets
Note: When downloading any of the spreadsheets below, save the file to your computer then open the file with Excel. Fahrenheit to Celsius temperature converter M & M Spreadsheet Pizza Calculator

Trip Calculator - How much will a car trip cost?

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