Module 3: Microsoft Excel

Indicates an exercise file is being used

1
Session 1: Lesson 1
Lesson 1 Topics:
Launch Microsoft Word
1. Launch Excel
2. Work in the Excel window
3. How to Use the Ribbon
4. Change Excel's View
5. Work with an existing workbook
6. Work with Excel's Help System
7. Create workbooks
8. Save a spreadsheet
9. Understand Cell References
10. Enter and edit basic data in a worksheet
11. Use data types to populate a worksheet

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.
2
 Launch Microsoft Excel
1. Click inside the search bar and start typing in “Excel and press Enter.
2. Click on Blank workbook. (If a blank workbook does not appear automatically)

OR
1. Click on the Excel icon on the desktop or Taskbar to launch Microsoft Excel 2016.
2. A Blank Spreadsheet will open.
Every new workbook consists of one spreadsheet called Sheet1.
You will learn how to insert more spreadsheets into the workbook.

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 Work in the Excel window
Control Buttons
Quick Access Toolbar Name of the workbook
The Minimize ( ) button is
used to hide your spreadsheet
Save Column Heading from view by storing it at the
bottom of your screen on your
taskbar.
Ribbon The Restore Down ( ) or
Maximize ( ) buttons are used
to change the size of your
window, so that you can move
the window around.
Group The Close ( ) button is used to
close your currently open
Row heading Formula Bar spreadsheet. Make sure that
Cell
you have saved your work
before you close it, otherwise
you will loose all unsaved work.

Spreadsheet Area
Tab Name

Scroll bar
Status bar
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 How to Use the Ribbon

• The Home tab contains a list of commonly used tools.

• The Insert tab is used to insert different objects into your spreadsheet.
• The Page Layout tab is used to change the structure of your
spreadsheet, for example the size of the spreadsheet Margins.
• The Formulas tab is used to insert and view formulas.
• The Data tab is used to sort and filter your spreadsheet data.
• The Review tab is used to check your spreadsheet for spelling and
grammar errors.
• The View tab is used to change the way your spreadsheet is displayed Move the
on your screen. mouse over a
button and a
Buttons on each Ribbon provide the tools to work with and open up
screen tip will
menus for further tools. appear telling
you what it is
5
 Change Excel Views

When working with a spreadsheet, you can change the way you view your spreadsheet. By doing this,
you can see where pages start and end, as well as see what your spreadsheet would look like when
printed.
1. Open the spreadsheet Yearly Report.
2. Click on the View tab on the ribbon.
3. Normal View: This is the default view in Excel.
4. Page Break Preview: is used to view what parts of your spreadsheet will print onto 1 piece of paper.
5. Page Layout View: displays your spreadsheet as it would appear when printed onto paper
6. Keep this activity open for the next topic.

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 Open an Existing Spreadsheet
1. To open any saved workbook, click on the File button to
access Backstage View.
2. Click on Open.
3. Click on the Browse button at the bottom of the list.
4. The Open dialog box will appear.
5. Navigate to your Data Files folder.
6. Double click on the Microsoft Excel folder to view a list
of all the activity files for Excel.
Do not open any workbook at this time.

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 Help and Support
Microsoft Office offers a comprehensive Help and Support library for you to refer to if you need
help when working on your spreadsheet.

1. To access this library, press F1 on the keyboard while a spreadsheet is open.

2. A pane will open up on the right hand side of the spreadsheet which you can use access help
regarding a certain topic.
3. You can also make use of the Search field at the top of the pane to search for your query.

Access Help in Backstage View

by clicking on the ?

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 Create Workbooks
1. Click on File and then click on New.
2. A new window will open up which can be used to create a new blank workbook, as well as make
use of various Templates.
3. Click on Blank workbook.

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 Save a Spreadsheet
Backstage View can be used to save your spreadsheet.
1. Click on the File, then click on Save As.
2. Click on Browse.
3. The Save As dialog box will open up. This dialog box is
used to specify the file name as well as the location in
which the file will be saved.
4. Save your workbook using the name My Planner
before moving on to the next topic.

Note: Once you have saved your spreadsheet, you can

click on the (Save) button on the Quick Access
Toolbar to update your spreadsheet with any new
changes.

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 Understand Cell References
• When working in a spreadsheet, the term Cell Reference is where a column and a row intersect each
other.
• In the image, the text Cell Reference is intersected at column C, row number 3.
• In Excel, this is expressed as C3.
• This cell address is displayed in the Name box.
1. Make sure the spreadsheet My Planner that you saved is open.
2. Select cell E10.
3. Select cell A3.
4. Select cell D8.
5. Keep the workbook open.
Name Box

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 Enter Basic Data
When typing data into a spreadsheet, use the left mouse button to select a cell. You can also use the
arrow keys or tab on the keyboard to move around your spreadsheet. Enter after typing in a cell.
1. Type in the following data.

The text in B1, Eat a Large Breakfast is too long for the cell and overlaps into column C.
2. To fix this, move your mouse to the line between the B and C column headings and when you see
a 2-headed black arrow, double click.
This will Auto size the column. Excel will adjust the column so that the text fits in the column.

Continue on the next slide …

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 Edit Basic Data
2. Click on B2 (Shower) and type Shave. You will notice the text will overtype the contents of the
cell.
Note how the contents of the cell also
appear in the Formula Bar.

3. Update (Save) this workbook.

4. Close the workbook, keep Excel open for the next topic.

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 Use Data Types
In Excel, the way you see data in a spreadsheet, and the way Excel interprets the data is not always the
same. For example, if you are creating a spreadsheet to record expenses, Excel would interpret the
expense values as a number and not as Currency.

1. Open the workbook Sales and Expenses.

2. Select cell B4.
3. On the Home tab, look in the Number group, there is a drop-down list which
displays the cell formatting. This cell is set to the General format.
4. Click on C4, hold down Shift and at the same time click D14.
These cells including the cells in between will be highlighted.
This is called a Cell Range. When highlighting a cell range, it is
expressed as C4:D14.
(e.g. highlight the cell range C4:D14)
5. Looking at the same drop-down list, all these cells are set to the
General format. Change the format to Currency and observe
the changes to your spreadsheet.
6. Save the workbook as My Currency.
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 Use Data Types
1. Open the workbook Staff Wages.
2. Select cell A3.

3. On the Home tab, click on the Data Type drop-down list and select
Long Date from the list.
4. Select cell A9 and change the date format to Long Date as well.
5. Save the workbook as My Date and close it.

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Session 1: Lesson 2
Lesson 2 Topics:
Launch Microsoft Word
1. Cut, copy, and paste data
2. Edit a workbook's properties
3. Set a print area
4. Print individual worksheets
5. Set print scaling
6. Configure workbooks to print
7. Customize the Quick Access toolbar
8. Customize the Ribbon
9. Create new workbooks using templates

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed.

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 Cut Text
1. Open the workbook called Cut and Copy.
2. Observe the bottom left of this spreadsheet. There are two different sheets, Namely: Original
and Paste.
3. Select A1:B6 by clicking and dragging from A1 to B6 or use the shift method.

3. Click on the Cut button, which is found on the Home tab in the Clipboard group.

4. Once you have cut the text, it will disappear from the spreadsheet. This is because you have
moved the selected text from the spreadsheet and placed in into your computers memory.

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 Paste Text
1. Select the sheet Paste by clicking on it.
2. Make sure cell A1 is selected.
3. Click on the Paste button, which is found on the Home tab in the Clipboard group.
(Make sure that you click on the icon and not the word).

4. Your text will be pasted into your spreadsheet starting from cell A1, like the picture below.

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 Copy Text
• The method that is used to copy and paste text is the same as cutting and pasting text.
• The only thing that changes is that the text you are copying will not be removed from your
spreadsheet, instead a copy will be placed into your computer memory

1. Switch back to the Original sheet.

2. Select A8:B13.
3. Click on the Copy button, which is found on the Home tab in the
Clipboard group.
4. Switch to the Paste sheet.
5. Select cell E1.
6. Click on the Paste button, which is found on the Home tab in the
Clipboard group.
7. Your text will be pasted into your spreadsheet starting from cell E1, as
shown on the image.

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 Edit a Workbook Properties
Spreadsheet Properties is information about the workbook which helps describe it. Example:
Author, Title, Subject

1. Click File, Info, and then look for

Author under Related People on the
right.
2. Right-click on Gabriel and choose Edit
Property.
3. Change the name Gabriel to Your Name.
4. Save this spreadsheet as My Cut and
Copy.
5. Close the workbook.

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 Set Print Area
When printing a worksheet on a regular basis, you can specify what part of the spreadsheet
you want to print.
1. Open the workbook Yearly Report.
2. Highlight the cell range A1:E4.
3. Click Page Layout, Print Area, Set Print Area.
4. Click on File, Print.
5. Only the cells that you selected will be visible in the preview window.
6. Close the workbook without saving changes.

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 Print Individual Worksheets
When printing a spreadsheet, you have the option to print an individual worksheet or the whole
workbook.

1. Open the workbook Fruit and Veg.

2. This workbook has two sheets, namely Fruit and Vegetable.
3. Click on File and click on Print.
4. At the moment, the print Settings are set to Print Active Sheet.
This means that only the Fruit sheet will be printed.
5. You can see the Print Preview of the Fruit sheet on the right of
the screen.
6. Click on Print.
7. Close the workbook without saving any changes.

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 Set Print Scaling
Sometimes, when printing a sheet, it will be too big to fit on 1 page. You can use Print Scaling to
adjust a sheet to print on one or more pages when printed.
1. Open the workbook Flower Sales.
2. Click on File, Print. This spreadsheet contains
too many rows and columns to fit on one page.
3. Still on the Print screen, click on the Scaling drop
down list and choose Fit on One Page.
4. Observe your preview window on the right. The
whole spreadsheet has been reduced in size to fit
on one page.
5. Click on Print.
6. Close the workbook without saving any changes.

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 Configure Workbooks to Print
In Excel, if a workbook contains more than one sheet of data, then by default Excel will only print
the sheet which is open on your screen.

1. Open the workbook Fruit and Veg.

2. This workbook contains two sheets. To print both of them,
click on File and Print.
3. Under the Settings section, change the Print drop-down
list to Print Entire Workbook.
4. Each sheet will be printed on a different page.
5. Click on the Print button to print both sheets.
6. Keep the workbook open for the next topic.

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 The Quick Access Toolbar
The Quick Access Toolbar is located at the top left-hand corner of the window. You can add or
remove any tools you use on a regular basis to this toolbar.
Add a Tool
1. Switch to the Formulas tab.
2. Right click on the Show Formulas tool and select Add to Quick Access Toolbar.

Remove a Tool
1. Right click on the Show Formulas tool and select Remove From Quick Access Toolbar

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 Customize the Ribbon
In Microsoft Excel, you can customise the ribbon by adding or removing tools from it.

1. Click on File, Options.

2. The Excel Options dialog box will open up.
3. Click on Customise Ribbon on the left.
4. The ribbon structure will be displayed on the right hand
side of the dialog box. Remove the tick from View.
5. Click on the OK button and return to your spreadsheet.
Observe the ribbon. The View tab is no longer visible.

6. Click on File, Options. Use the same method to enable the

View tab again.
7. Close the workbook without saving any changes.

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 Work With Templates
• A template is a ready-made spreadsheet that comes with various preformatted settings, for
example the font size and font colour.
• If your computer is connected to the internet, then you can access online templates.
1. Click on File, and then click on New.
2. Click on any template. Click on Create.
3. Click and type your desired information in the provided fields.
4. Save the workbook as My Invoice.
5. Close the template when you have finished viewing it.

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Session 2: Lesson 3
Lesson 3 Topics:
Launch Microsoft Word
1. Understand and display formulas
2. Understand order of operations
3. Build basic formulas
4. Use cell references in formulas
5. Autofill Formulas
6. Apply the SUM function
7. Apply the COUNT function
8. Apply the AVERAGE function
9. Apply the MIN and MAX functions

Session Notes:
1. Keep working presentations open to perform skills
from one topic to another, do not close unless
instructed.
2. Always save when instructed.

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 Understand Formulas
In Excel, a formula is a mathematical expression which uses values and cell references to perform a
certain maths calculation and get a result, for example adding a group of numbers together such as
=A1+A2+A3
Typing a formula in a cell or the formula bar is the most straightforward method of inserting basic
Excel formulas. The process usually starts by typing an equal sign.
1. Open the workbook Basic Formulas.
2. In cell E4 type =
3. Click on A4, type a plus sign.
4. Click on B4, type and plus sign.
5. Click on C4 and press Enter.
Note: Click on E4, the formula is displayed in the
Formula bar. Formulas can be edited in this bar as
well as by double-clicking in the cell.

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 Display Formulas
When you display formulas, you can view the actual formula itself instead of the answer to the
formula.

1. In the cell range B2:B5, there is a basic formula which adds the number
33 to each number in the cell range A2:A5
2. Click on the Formulas tab and then click on Show Formulas in the
Formula Auditing group.
3. Observe the cell range B2:B5. these cells now display the formula
instead of the answer.
4. Click on the Show Formula button again to hide the formulas in this
spreadsheet.
5. Save the Workbook as My Formulas.

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 Order of Operations
Excel will calculate the answer to a formula based on the Order of Operations rule in maths.

1. Parentheses (): Excel first calculates anything in

brackets.
2. Exponents 42: An exponent is any number or
letter which indicates a number is to be raised to
a certain power.
3. Multiply and Divide: Excel will then multiply or
divide a number.
4. Add and Subtract: Excel will then add or
subtract a number.
5. Concatenation: When two numbers are joined
together, eg: 5 and 6 concatenated = 56.
6. Logical operators: These are < and > symbols
which are used to calculate lesser or greater
than.

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 Build Basic Formulas
A basic formula is when you apply addition, subtraction, multiply and divide in a formula.

1. Activate the Build sheet of the workbook called My Formulas.

2. In cell A1, type in =8*2 and then press enter.
3. In cell A2, type in =30/15 and then press enter.
4. In cell A3, type in =20+5 and then press enter.
5. In cell A4, type in =50-25 and then press enter.
6. Save the workbook and close.

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 Use Cell References in Formulas
When using formulas, it is better to refer to a cell address rather than a number. This way, if the
number in the cell address changes, the answer will automatically update.
1. Open up the workbook Sales and Expenses.
2. Click on cell E4 to activate the cell.
3. Subtract the contents of D4 from C4. In Excel, this is expressed as =C4-D4.
4. To enter this formula:
1. Press = on the keyboard.
2. Click on cell C4.
3. Press – on the keyboard.
4. Click on cell D4.
5. Press Enter on the keyboard.
5. Save the workbook as My Sales.

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 Autofill Formulas
In the previous slide you learnt how to enter a formula using a cell reference. The next thing to
learn is how to autofill (copy) formulas.
1. Click on cell E4 (which contains the formulas you entered).
2. The bottom right hand corner of this cell indicates a small square.
3. Move your mouse pointer over this square and it will turn into a cross. 
4. When the cross appears click on the square and drag your mouse down to E15. This will
copy the formula down.
5. Update (save) the workbook.

Note: You can also double-click

for Auto Filling, or use Fill
down option from Editing
group in Home tab

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 Apply the SUM Function
In Excel, Functions are prebuilt formulas that can be quickly fed with values without the need to
type the formula yourself. Some formulas make use of a cell range instead of a single cell.
SUM is used to add a cell range together. Example: (5+5+5)= 15
1. Ensure the workbook as My Sales is open.
2. Select cell C16.
3. To calculate the value in C16, add all the numbers from C4 to C14.
In Excel, this is expressed as =SUM(C4:C16)
4. To enter this formula:
1. Press = on the keyboard.
2. Type in SUM(
3. Click and drag from C4 to C14.
4. Press ) On the keyboard.
5. Press Enter on the keyboard.
5. Autofill this formula across.
6. Update (Save) the workbook.

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 Apply the COUNT Function
COUNT is used to count how many numbers are in a cell range. Example: (5+5+5)= 3 number
1. Ensure the workbook as My Sales is open.
2. Select cell B17.
3. Enter the formula =COUNT(B4:B14) and press
enter.
4. Excel will count how many years are in the cell
range B4 to B14.
5. Update (Save) the workbook.

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 Apply the AVERAGE Function
AVERAGE is used calculate the average out of a cell range. Example: (5+5+5)/3=5

1. Ensure the workbook as My Sales is open.

2. Select cell E18.
3. Enter the formula =AVERAGE(E4:E14) and press
enter.
4. Excel will calculate the average number out of the
cell range E4 to E14.
5. Update (Save) the workbook.

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 Apply the MIN Function
MIN displays the lowest number out of a cell range. Example: (15, 13, 8, 25) = lowest number is 8.

1. Ensure the workbook as My Sales is open.

2. Select cell D19.
3. Type in =MIN(D4:D14) and press enter.
4. Excel will look in the cell range E4 to E14 and
display the lowest number in cell D19.
5. Update (Save) the workbook.

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 Apply the MAX Function
MAX displays the highest number out of a cell range. Example: (15, 13, 8, 25) = highest number is 25.

1. Ensure the workbook as My Sales is open.

2. Select cell C20.
3. Type in =MAX(C4:C14) and press enter.
4. Excel will look in the cell range C4 to C14 and
display the lowest number in cell C20.
5. Update (Save) the workbook.
6. Close the workbook.

Syntax means to arrange according to a structure or

rules. The syntax for Functions in Excel is
An equal sign (=) followed by the function name
(MAX) and then the argument in brackets. (C4:C14)

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Session 2: Lesson 4
Lesson 4 Topics:
Launch Microsoft Word
1. Insert and delete cells
2. Manually format cell contents
3. Copy cell formatting with the Format Painter
4. Understand Paste Special options
5. Format cells with styles
6. Work with hyperlinked data
7. Apply conditional formatting to cells
8. Clear a cell's formatting

Session Notes:
1. Keep working presentations open to perform
skills from one topic to another, do not close
unless instructed.
2. Always save when instructed.

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 Insert Cells
In Excel, you can insert 1 or more cells into a cell range. When you do this, the existing cells are
moved either across or down.
1. Open the workbook Flower Sales.
2. Highlight the cell range B4:C10.
3. On the Home tab, click on Insert, Insert Cells.
4. The Insert dialog box will open up. The Shift cells right option is selected. Click on OK
this will move all the cells in the cell range B4:I10 two columns forward.

5. Scroll down to the bottom of the spreadsheet and highlight D46:F48

6. click on Insert, Insert Cells, and select Shift Cells Down.
7. Click on OK. The selected cells will move down.
8. Save the workbook as My Flowers and close the activity.
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 Delete Cells
In Excel, deleting cells works the same way as inserting cells in the pervious topic.
1. Open the workbook Sales and Expenses.
2. Highlight the cell range B6:B8.
3. On the Home tab, click on Delete, Delete Cells.
4. The Delete dialog box will open up. The Shift cell left option will be selected. Click on OK to move
all the cells in the cell range C6:D8 two columns to the left.
5. Highlight C13:D13
6. click on Delete, Delete Cells, and select Shift Cells Up.
7. Click on OK. The selected cells will move up.
8. Save the workbook as Moving Sales and close the activity.

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 Manually Format Cell Contents
In Excel, the term format means to change the way something in your spreadsheet looks. Example:
Font Size, colour.

1. Open the workbook Stock Sales.

2. Highlight the cell range A4:E11.
3. Experiment with the various tools in the Font group.
4. Select the heading Wholesale Stock Sales. Use these
a. Click on Bold, and select Size 24. tools to
manually
b. Click on the Borders button and choose format your
Outside Borders. cell contents.

c. Change the font color to blue.

d. Click on Merge & Center to align the heading.
5. Save the workbook as My Formatting and close it.

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 Use Format Painter
The Format Painter can be used to copy all the formatting settings that you have applied to a
piece of text, and then paste all those settings onto another piece of text in your spreadsheet.
1. Open the workbook Formatting.
2. Make sure cell A1 is selected.
To copy the formatting of cell A1
3. Click on the Format Painter button, which is found on the Home tab of the ribbon in the
Clipboard group.
4. Select the cell range A3:A10.
5. The formatting in A1 will be applied to the selected range.
6. Save the workbook as My Painter and close it.

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 Understand Paste Special Options
When pasting content into your spreadsheet, you can choose how you want the content pasted.
Example: Values, Formulas, Links

1. Open the workbook called Paste Special.

2. Select the formula in cell B3 by clicking on it and then click on
copy in the Clipboard group .
3. After copying B3, click on the small arrow pointing down under
Paste to access the Paste Special function.
1. In cell B8, click on to paste keeping the original source
formatting.
2. In cell B10, click on to paste the value of cell B3. By doing this
the answer to the formula will only be pasted.
3. In cell B12, click on to paste a link to cell B3.
4. In cell B14, click on to paste the contents on B3 as a picture. Note: The Linked Picture feature can
also be used. It creates a linked picture
4. Save the workbook as My Paste Special and close it. from the copied data, i.e. when the
value changes, the picture changes
automatically with all formats. and can
be moved as one object.
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 Format Text With Styles
A Style is a collection of different formatting settings, for example, the font colour and the font
size.
1. Open the workbook Sales and Expenses.
2. Select the cell range C4:C14.
3. Click on the Good style, which is found in the Styles gallery on the Home tab of the ribbon.
4. Select the cell range D4:D14
5. Apply the Bad style.
6. The text in your spreadsheet will be automatically formatted according to all the settings
saved in the style.
7. Save the workbook My Styles and close.

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 Work With Hyperlinked Data
In Excel, you can insert a hyperlink to an existing spreadsheet, or a Web Address, or an existing cell
on your spreadsheet
1. Open the workbook called Links.
2. Select B1.
3. Press = on the keyboard.
4. Click on the Sales sheet.
5. Click on D9. Press Enter.
6. A link will be made between the two sheets. If anything changes in D9 of the Sales sheet the
contents of B3 will automatically change
7. Keep the workbook open for the next topic.

47
 Link to External Media
In Excel, you can insert a hyperlink to an existing spreadsheet, or a Web Address, or an existing cell
on your spreadsheet

1. Select A1.
2. On the Insert tab, click on the Link Button.
3. Scroll down and click on Movies.
4. Click on OK.
5. Click on the link to open the Movies workbook.
6. Save the workbook as My Links.

48
 Conditional Formatting
Conditional Formatting is when you apply formatting to a cell range based on a criteria. Example:
Greater Than 5500 highlighted in red

1. Open the workbook Stock Sales.

2. Highlight B5:E11
3. On the Home tab, click on Conditional Formatting
in the Styles group.
4. Click on Highlight Cells Rules, Greater Than….
5. In the Greater Than dialog box, type in 50000.
6. Click on OK. This will highlight any cells which contain
a value which is greater than 50000.
7. Save the workbook as My Conditional Formatting and
close it.

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 Clear a Cell Formatting
When working in a spreadsheet, it is sometimes necessary to remove all formatting that has been
applied to it.
1. Open up the workbook More Formatting.
2. Highlight the cell range A3:F7.
3. On the Home tab, in the Editing group, click on Clear, Clear Formats.
4. Save the workbook as My Clear and close it.

50
Session 3: Lesson 5
Lesson 5 Topics:
Launch Microsoft Word
1. Work with rows and columns
2. Use themes
3. Insert headers and footers
4. Prepare a spreadsheet for printing
5. Copy and move worksheets
6. Change worksheet order
7. Change worksheet tab color
8. Hide worksheets
9. Insert a new worksheet

Session Notes:
1. Keep working presentations open to perform skills
from one topic to another, do not close unless
instructed.
2. Always save when instructed.

51
 Work With Columns
In Excel, you can insert and delete rows and columns in an existing spreadsheet.

1. Open the workbook Movies.

2. Select the entire column D by clicking on the column heading.
3. On the Home tab, click on Insert, Insert Sheet Column.
4. A blank column will be inserted in column D.
5. Select column A.
6. On the Home tab, Click on Delete, Delete Sheet Columns.
7. Column A will be deleted.

52
 Work With Rows
1. Select row 6 by clicking on the row heading.
2. On the Home tab, click on Insert, Insert Sheet Row.
3. A blank row will be inserted in row 6.
4. Select row 3.
5. On the Home tab, Click on Delete, Delete Sheet Rows.
6. Row 3 will be deleted.
7. Save the workbook as My Movies and then close it.

Note: Select the column or row,

Right-click on the highlighted
area to perform quick insert and
delete functions

53
 Use Themes
A theme is a collection of fonts, colours etc that is applied to your whole spreadsheet.

1. Open the workbook More Formatting.

2. Select Page Layout, Themes.
3.Point to a Theme to preview how it will look in your spreadsheet.
4.Select the Banded Theme.
5. Keep the workbook open for the next topic.

54
 Insert Headers
A Header and Footer is displayed in the top and bottom margin of your spreadsheet and can contain
text, small pictures and links.
1. Click on Insert, Text, Header & Footer.

2. Your spreadsheet will change to Page Layout view, and your cursor will move to the header
section at the top of the page.

3. The Header and Footer are both divided up into 3 sections, Left, Centre and Right. The Header
& Footer Tools, Design tab will appear on your ribbon.
4. Type in your name in the Centre section of the Header.
5. On the ribbon, click on Go to Footer on the Design tab.

Continue on next slide …

55
 Insert Footers
1. Place your cursor in the left-hand section of the Footer.
2. On the Header & Footer Tools, Design tab, click on Current Date to insert the
date.
Note: The date will appear as &[Date]. Once you click on another footer section the
date will look correct.

3. In the right-hand section, insert the Page Number to insert the current page
number on the right-hand side of the sheet.
4. To close the Header & Footer view, click somewhere in your main spreadsheet
first; and then click on View, Normal.
5. Click on File, Print to view all your changes in the preview window on the right-
hand side.
6. Save the workbook as My Header and close it.

56
 Prepare a Spreadsheet
Once you have finished designing a spreadsheet, you first need to make sure that your spreadsheet
data is correct, and then check it for spelling errors before you print it. (Methods of printing is
covered in previous topics)
1. Open the workbook New Data.
Check Spelling:
1. Click on Review, Spelling, in the Proofing group.
2. In this spreadsheet, some of the months are spelt incorrectly. Excel will pick
up the incorrect spelling and suggest the correct spelling.
3. Correct all the spelling mistakes for the months by making sure the correct
spelling is selected in the Suggestions window and then clicking on the
Change button.
4. Excel will pick up a name in cell B15 as incorrect. Ignore this spelling
mistake as it is a persons name.
5. Save the workbook as My Spelling. Keep it open for the next topic.

57
 Copy and Move Worksheets
In Excel, you can copy or move an existing worksheet into another workbook using a dialog box.

1. My Spelling from the previous topic is open.

2. Open the workbook Yearly Sales.
3. On the Taskbar at the bottom of the screen switch to My Spelling. This is called the active
workbook.

4. Click on Move or Copy Sheet, which is found on the Home tab of the
ribbon in the Cells group.

Continue on next slide …

58
 Copy and Move Worksheets
5. In the Move or Copy dialog box, click on the To Book: drop-down list
and select the workbook Yearly Sales.
6. Place a tick in the Create a Copy checkbox and then click on the OK
button.
7. This will create a copy of the 2025 sheet, found in the My Spelling
spreadsheet, and the copy will be placed in the Yearly Sales spreadsheet
at the beginning of the workbook.
Note: If you do not tick the Create a Copy checkbox, then the sheet will be
moved from the one workbook (My Spelling) to the other (Yearly Sales).
8. Make sure the Yearly Sales workbook is active.
9. Save the workbook as My Yearly Sales. Keep it open for the next topic.

59
 Change Worksheet Order
• In the previous topic you copied the 2025 sheet in the My Spelling workbook and pasted it into the
workbook Yearly Sales.
• This new sheet is in the wrong place, it should be moved to the end of all the sheets.

1. Activate the workbook My Yearly Sales.

To change Worksheet Order:
1. Click and drag the 2025 sheet and move your mouse until it
is on the right of the 2024 sheet, when you see a black
down pointing arrow release the mouse button and drop
the sheet.
2. Update (Save) the workbook. Keep the activity open for the
next topic.

60
 Change Worksheet Tab Color
You can apply color to the sheet tabs at the bottom of the screen to make them easier to read.

1. In the workbook My Yearly Sales.

2. Select the 2016 sheet by clicking on the tab at the
bottom.
3. Right-click on the 2016 tab, rest the pointer on
Tab Color, a color gallery will appear. Choose blue.
4. Your worksheet tab color will change to blue. To see
the color more clearly, click on the next tab, 2018.
5. Update (Save) the workbook. Keep the activity open
for the next topic.

61
 Hide Worksheets
In Excel, you can hide a worksheet that you do not want other people to see.

1. In the workbook My Yearly Sales.

2. Select the 2021 sheet.
Hide Sheet:
1. Click on Format, Hide & Unhide, Hide Sheet.
2. Your sheet will be hidden from view.

Unhide Sheet:
1. Click on Format, Hide & Unhide, Unhide Sheet.
2. The Unhide dialog box will open up. Click on the OK button to unhide
your sheet.
Note: You can also use the Right-click method to Hide and Unhide a sheet.
3. Update (Save) the workbook. Keep the activity open for the next topic.

62
 Insert a New Worksheet
In Excel, you can insert a blank sheet into an existing workbook. By doing this you can split up a
complex spreadsheet, so that sales are recorded on one sheet, and expenses are recorded on
another.

1. In the workbook My Yearly Sales.

2. Select the 2018 sheet.
3. On the Home tab, click on Insert, Insert Sheet.
4. A new blank sheet will be inserted to the left of the 2018 sheet.
5. Select the 2025 Sheet.
6. Another way to insert a new sheet is to click on the button after all the tab
names to insert a new sheet to the right of the 2025 sheet.
Note: You can also use the Right-click method to Insert a sheet.
7. Update (Save) the workbook and close.

63
Session 3: Lesson 6
Lesson 6 Topics:
Launch Microsoft Word
1. Use zoom
2. Freeze panes
3. Search for data within a workbook
4. Find and replace data
5. Use Go To
6. Import data
7. Ensure your data's integrity
8. Sort data
9. Filter data
10. Outline and subtotal data
11. Set up data in a table format
12. Save work with Macros

Session Notes:
1. Keep working presentations open to
perform skills from one topic to another, do
not close unless instructed.
2. Always save when instructed. 64
 Use Zoom
Sometimes the text in a spreadsheet will be too small for you to be able to read properly. You
could change the size of the text in the spreadsheet, but that could ruin other formatting in your
spreadsheet, as well as move your pages around in a spreadsheet. An easy way to work around
this is to just change the magnification of the spreadsheet by using the Zoom feature.

1. Open up the workbook Flower Sales.

2. Click on the View tab and then click on the Zoom button, which is
found in the Zoom group.
3. The Zoom dialog box will open up.
4. Select 200% and then click on the OK button.
5. Your spreadsheet will be zoomed in to 200%.
6. Use the same method to zoom the spreadsheet out to 50%.
7. Click on 100% on the ribbon to zoom your spreadsheet to 100%.
8. Keep the workbook open for the next topic.

65
 Freeze Panes
• When you Freeze Panes, you keep your row and or column headings on your screen, so that
they are always visible when scrolling through large spreadsheets that have too much data to fit
on the screen.
• Make sure the workbook Flower Sales is open and the zoom level is set to 100%.
• When Freezing Panes, select underneath any rows you want to freeze as well as to the right of
any columns you want to freeze.
1. Click on cell B2.
2. Click on View, Freeze Panes, Freeze Panes.
3. Scroll down as well as to the right. You will see that the top row is now frozen and you can see
the headings as you scroll.
4. Keep the workbook open for the next topic.

66
 Search For A Word Or Phrase
1. On the Home tab, in the Editing group, click on Find & Select, Find…
2. The Find and Replace dialog box will open up.
3. In the Find What textbox, type in Armenia and then click on Find Next.
4. Excel will find one entry at the end of the spreadsheet.
5. Close the Find and Replace dialog box.
6. Keep the workbook open for the next topic.

67
 Replace Text
1. On the Home tab, in the Editing group, click on Find & Select, Replace.
2. The Find and Replace dialog box will open up on your screen.
3. Click inside the Find What textbox and type in the word Begonia.
4. Click inside the Replace With textbox and type in the word Snowdrops.
5. Click on the Replace All button to automatically find and replace all
instances of the word Begonia with the word Snowdrops.
6. Click on OK.
7. Save the workbook as My Flowers Sales and close it.

68
 Use Go To
Go To is used to quickly navigate to a certain part of your spreadsheet, for example any cells
which contain a formula.

1. Open the workbook Basic Formulas.

2. On the Home tab, in the Editing group, click on Find & Select, Go To ….
3. Click on the Special button at the bottom of the Go To dialog box..
4. In the Go To Special dialog box, click on Formulas.
5. Click on OK.
6. Excel will find any formulas in the open sheet and navigate to them.
7. Close the workbook without saving any changes.

69
 Import Data
Importing data is when you insert external data into your spreadsheet.

1. Create a new blank workbook.

2. Click on the Data tab and then click on From Text/CSV.
3. Browse to your Data Files folder and select the CSV file
Raw Data.
4. Click on the Import button.
5. Click on Load to start the Importing process. If your CSV
file has thousands of data entries, then this may take a
few moments.
6. Once the Import has finished, save this workbook as
My Import. Keep the workbook open for the next topic.

70
 Ensure Your Data’s Integrity
• Once you have imported data into a spreadsheet, you need to look at the data to make sure
that it is correct.
• There are various methods you can use to check your data. For this example, we will use a
Conditional Formatting rule to look for duplicate Date values.

1. Highlight all the Date values in A2:A39.

2. On the Home tab, click on Conditional Formatting, Highlight Cells
Rules, Duplicate Values.
3. Click on OK.
4. Excel will highlight any duplicate date values.
5. Update (Save) the workbook as My Import and
close.

71
 Sort Data
In Excel, data can be sorted by one or more columns.
1. Open the workbook Flower Sales.
2. Press CTRL + A to highlight all the data in the sheet.
3. On the Data tab, click on the Sort button.
4. The Sort dialog box will open up.
5. In the Sort By drop-down list, you can choose which Excel
column you want to sort your data by. Keep the selection on
Type. Click on OK to sort the data according to the Type
column.
6. Save the workbook as My Data and keep it open for the next
topic.
Note: If the cells have a font or
cell color it is also possible to
Sort by color

72
 Filter Data
In Excel, when you filter data, you can extract specific data out of a large data source based on one
or more criteria. Example: All data which contains the same surname.

Apply a Filter:
1. Click on the Data tab, Filter, which is found in the Sort & Filter group.
2. Excel will add drop-down list buttons next to each column heading in
your spreadsheet.
3. Click on the Wholesaler drop-down list button.
4. To Filter Floral Gifts:
1. Remove all the ticks: Click on the Select All checkbox at the top
to deselect all the wholesalers.
2. Select Floral Gift by ticking its checkbox.
5. Keep the file open for the next topic.

Note: If the cells have a font or

cell color it is also possible to
Filter by color
73
 Clear or Remove a Filter
Clear a Filter:
1. Click on the Filter drop-down list button for the Wholesaler column
2. Click on Clear Filter From “Wholesaler”.
3. All wholesalers will show again and the filter drop-down list buttons will still
be there.

Remove the Filter:

1. On the Data tab, click on Filter, which is found in the Sort & Filter group.
2. This will clear any filters applied and remove the drop-down list buttons
3. Update (Save) the workbook and then close it.

74
 Outline Subtotal Data
An Outline is similar to a summary of existing data in a spreadsheet, where a formula is used.

1. Open the spreadsheet Outline.

2. Click on Data and then click on Subtotal, which is found in the
Outline group.
3. The Subtotal dialog box will open up.
We want to find out how much Revenue each Wholesaler has
generated.
1. In the Type drop-down list, select Wholesaler.
2. In the Add Subtotal to list, make sure Revenue is ticked.
3. Click on the OK button.
4. Save the workbook as My Outline and keep it open for the next
topic.

75
Outline Subtotal Data
1. In the left-hand side of the sheet, under the Name
Box, there are 3 numbers in gray blocks.
2. Click on the button to view the grand total of all
the wholesalers revenue combined. (All the other
rows will be hidden from view)
3. Click on the button to view the total revenue of
each wholesaler.
4. Click on the button to view the all the data in
the spreadsheet.
5. Save this workbook as My Outline and keep it
open for the next topic.
6. Update (Save) the workbook and close.

76
 Set up Data in a Table Format
In Excel, a table can be used to group your spreadsheet data into rows and groups and apply various
formatting styles to make it more presentable.
1. Open the spreadsheet Flower Sales.
2. On the Home tab, click on the Format As Table button in
the Styles group.
3. Choose the Light Green style from the gallery..
4. Excel will automatically select all the data in your
spreadsheet and then open up the Create Table dialog box.
5. Make sure the checkbox next to My Table Has Headers is
ticked and then click on OK.
6. Your spreadsheet will be formatted with all the settings
saved in the Table Style.
7. When working with a table, you can make use of Filters to
filter your data.
8. Save the workbook as My Table and close it.
77
 Save work with Macros
A Macro is used to record a set of tasks that you perform on a regular basis. For example: Saving a
workbook in a specific location.

1. Create a new blank workbook.

2. Click View, Macros, Record Macro.
3. Type a name for the macro. Type SaveAs. Click OK.
4. Click on File, Save As, Browse. Browse to your Data Files Folder.
5. Type in My Excel Macro as a File name. Change the Save as Type to
Excel Macro Enabled Workbook.
6. Click on Save.

To stop recording:
7. Click View, Macros, Stop Recording.
8. Open a new workbook.

To Run a Macro:
7. Click View, Macros, View Macros.
8. Select SaveAs and click on Run.
9. Save both workbooks as My Macros 1 and My Macros 2.

78
Session 4: Lesson 7
Lesson 7 Topics:
Launch Microsoft Word
1. Apply the SUMIF function
2. Apply the COUNTIF function
3. Apply the SUMIFS function
4. Apply the COUNTIFS function
5. Apply the VLOOKUP function
6. Apply the NOW, TODAY, YEARFRAC, DATEDIF
function

Session Notes:
1. Keep working presentations open to perform skills
from one topic to another, do not close unless
instructed.
2. Always save when instructed.

79
 Use the SUMIF Function
SUMIF is used to add a group of cells together which meet a certain criteria.
Scenario: Find out how much the Clematis flower costs using a formula.

1. Open up the workbook Adv Functions.

2. Ensure that the SUMIF sheet is active.
3. Select cell F28 and then click on the FX button, which is
found next to the Formula Bar.
4. In the Insert Function dialog box, type in the name of the
function you want to use, in this case SUMIF and then click
on the Go button.
5. Make sure the SUMIF function is selected at the bottom and
then click on the OK button.

6. Continue on the next slide …

80
 Use the SUMIF Function
In the Function Arguments dialog box, fill in the
following fields:
1. Range: This is the full cell range that you want to
use in your formula. Type in A2:F26.
2. Criteria: This is where you fill in the flower that
you want Excel to sum. Type in Clematis.
3. Sum_range: This is where you specify what cell
range Excel must use to sum. Type in F2:F26
4. Click on the OK button to finish the formula and
return to your spreadsheet.
5. Excel will calculate the Total Cost of all the
Clematis flowers as 36050.
6. Save the workbook as My Functions, keep it open
for the next topic.

81
 Use the COUNTIF Function
COUNTIF is used to count how many numbers are in a cell
range based on a certain criteria.
Scenario: Find out how many times FlowerWorld has made a
purchase.
1. Switch to the COUNTIF sheet.
2. Select cell E28 and launch the FX dialog box.
3. Search for COUNTIF. Select the correct function from
the list and then click on OK.
In the Function Arguments dialog box, fill in the following
fields:
4. Range: This is the full cell range that you want to use in
your formula. Type in E2:E26.
5. Criteria: This is where you fill in the Wholesaler that you
want Excel to sum. Type in FlowerWorld.
6. Click on the OK button to finish the formula and return
to your spreadsheet.
7. Excel will calculate the how many times FlowerWorld
has made a purchase (4).
82
 Use the SUMIFS Function
SUMIFS works the same way as SUMIF, except you can use more than one criteria.
Scenario: Find out what is the total cost of all Begonia‘s that were bought in Summer.

1. Switch to the SUMIFS sheet.

2. Select cell F28 and launch the FX dialog box.
3. Search for SUMIFS. Select the correct function from the list and
then click on OK.
In the Function Arguments dialog box, fill in the following fields:
4. SUM Range: This is the cell range that contains all the numbers
that you want SUM together using one or more criteria. Type in
F2:F26.
5. Criteria_Range1: This is a cell range which contains your 1st
criteria. Type in A2:A26.
6. Criteria1: This is where you type in the 1st criteria you want to
use in your formula. Type in Begonia.
7. Once you have filled in a criteria for Criteria_Range1, Excel will
add in the next Criteria Range. Criteria_Range2.
Continue on next slide …
83
 Use the SUMIFS Function
9. Criteria_Range2: This is a cell range which contains your 2nd criteria. Type in E2:E26.
10. Criteria2: This is where you type in the 2nd criteria you want to use in your formula. Type in
Summer.
11. Click on the OK button.
12. Excel will calculate the what the total cost of all Begonia’s that were bought in Summer.
(15000)
13. Update (Save) the workbook. Keep it open for the next topic.

84
 Use the COUNTIFS Function
COUNTIFS works the same way as COUNTIF, except you can use more than one criteria.
Scenario: Find out how many times FlowerWorld purchased Begonia‘s.
1. Switch to the COUNTIFS sheet.
2. Select cell D28 and launch the FX dialog box.
3. Search for COUNTIFS. Select the correct function
from the list and then click on OK.
• In the Function Arguments dialog box, fill in the
following fields:
4. Criteria_Range1: This is a cell range which
contains your 1st criteria. Type in A2:A26.
5. Criteria1: This is where you type in the 1st criteria
you want to use in your formula. Type in Begonia.

Continue on the next slide …

85
 Use the COUNTIFS Function
6. Criteria_Range2: This is a cell range which contains your 2nd criteria. Type in D2:D26.
7. Criteria2: This is where you type in the 2nd criteria you want to use in your formula. Type in
FlowerWorld.
8. Click on the OK button.
9. Excel will calculate the how many times FlowerWorld bought Begonia’s. (2 times)
10. Update (Save) the workbook.

86
 Use the VLOOKUP Function
VLOOKUP is used to lookup a cells value in a vertical table based on another cells value.
Scenario: Who is the contact person for the Wholesaler Bennyys?

1. Switch to the VLOOKUP sheet.

2. Select cell B10 and launch the FX dialog box.
3. Search for VLOOKUP. Select the correct function from the
list and then click on OK.
In the Function Arguments dialog box, fill in the following
fields:
4. Lookup_Value: This is the wholesaler you want to get the
contact details of type in Bennyys.
5. Table_array: This is the cell range that contains the
Wholesalers’s names as well as the contact persons. Type
in A1:B8.
Continue on the next slide …
87
 Use the VLOOKUP Function
6. Col_index_num: This is the column that contains the contact persons name.
7. Click on the OK button.
8. Excel will first look in Column A for the Wholesaler Bennyys, and then look in Column B to see
which Contact Person matches the Wholesaler in the same row.
9. Update (Save) the workbook.

88
 Use the NOW & TODAY Functions
The NOW function returns the current date and time according to your system settings.
1. Switch to the Dates sheet.
2. Select cell B2 and type in =NOW()

The TODAY function returns the current date only according to your system settings.
1. Select cell B5 and type in =TODAY()
2. Update (Save) the workbook. Keep it open for the next topic.

Note: These dates will both update according to the date and time on your computer.

89
 Use the YEARFRAC Function
YEARFRAC is used to calculate the fraction of the year when represented between a Start and End
date.
1. Select cell C9 and launch the FX dialog box.
2. Search for YEARFRAC. Select the correct function from
the list and then click on OK.
In the Function Arguments dialog box, fill in the following
fields:
4. Start_date: Type in the Start Date cell reference of A9
here.
5. End_date: Type in the End Date cell reference of B9
here.
6. Click on the OK button.
7. Excel will calculate the fraction of the year based on the
start date of 01 January 2023 and the end date of
01 January 2025.
8. Update (Save) the workbook.

90
 Use the DATEDIF Function
• The DATEDIF function is similar to the YEARFRAC function, except you can choose to display the
answer in days, months or years.
• Select cell C13 and type in =DATEDIF(A13;B13;"D") Note: Excel provides the DATEDIF
function in order to support older
workbooks from Lotus 1-2-3. The
Formula Explanation DATEDIF function may calculate
1. =DATEDIF is the name of the function you are using. incorrect results under certain
scenarios. Please see the known
2. A13 is the start date issues section of this article for further
3. B13 is the end date details.

4. “D” tells Excel to express the amount of time between the Start and End date in days.
1. When using this function, type “D” for days.
2. “M” for months
3. “Y” for years.
5. Update (Save) the workbook and then close it.

91
Session 4: Lesson 8
Lesson 8 Topics:
Launch Microsoft Word
1. Build charts
2. Format a chart
3. Modify a chart
4. Insert pictures
5. Add shapes, lines, text boxes, and WordArt
6. Delete, copy, and move graphics
7. Add graphic enhancements
8. Use SmartArt graphics

Session Notes:
1. Keep working presentations open to perform skills
from one topic to another, do not close unless
instructed.
2. Always save when instructed.

92
 Insert a Chart
A chart is used to communicate information in a graphical manner. Example: Sales data over a
number of years.
1. Open the Sales and Expenses workbook.
2. Select the range B3:B14. Then hold down Ctrl and select E3:E14 so that
both ranges are selected.
3. On the Insert tab, click on the Insert Pie or Doughnut Chart button in the
Charts group.
4. Choose 3-D Pie.
5. Move the mouse over the selected chart. When you see a 4-headed black
cross with arrows, Click and drag the chart to the left so that its does not
overlap the data.
6. Save the workbook as My Charts.

93
 Format a Chart
A chart can be graphically enhanced to make more visually appealing. Example: Colours, Titles

When a chart is selected the Charts Tools, Design &

Format tabs are activated. Use these tools to format
and enhance the look of the chart.

1. On the Design tab select Style 3 from the Chart Styles group.
2. Click on the Date chart title and type Profit.
3. Click on any of the pie chart slices. All the slices will be selected.
4. Click a second time and only one slice with now be selected.
5. Click on Fill on the Format Data Point panel on the right. Change the color to white.
Continue on next slide … 94
 Modify a Chart
1. Select the yellow pie slice and click and drag it out slightly.

2. On the Chart Tool, Design tab click on the Change Chart Type
button.
3. The following message will pop up. Click on Change Chart.

4. Choose the Column category and select the third option. Click
on OK.

95
 Insert a Picture
You can insert any picture which you have saved on your computer, for example a company logo.
1. On the Insert tab, click on the Illustrations button, choose Picture, This Device. A screen tip
will pop up explaining what this feature can do.
2. Move the image to the right of the chart and resize.

96
 Add Shapes
A shape is simple graphical object, for example a rectangle, which you can insert into the spreadsheet.

1. On the Insert tab, click on the Illustrations button, choose Shapes.

2. Click on the 5 pointed Star.
3. The cursor will change to a black cross. Click and drag the shape below
the image.
4. With the shape still selected the Drawing Tools, Format tab will be
visible. Click on Shape Effects in the Shape Styles group.
5. Move the pointer over Bevel and click on the second option Relaxed
inset.
6. Use the same method to insert a line shape.

97
 Text Boxes
A Textbox is a small box that you can type text into.
1. Press Ctrl + End on the keyboard.
2. On the Insert tab.
3. Click on the Text button. Select Text Box.
4. Place the textbox near the Star shape.
5. Type 2015 was our Star Year!

98
 Insert and Format WordArt
WordArt is a gallery of text styles that you can add to your spreadsheet to create decorative effects,
such as shadowed or mirrored/reflected text. You can use WordArt to add special text effects to the
spreadsheet.
1. Click on Insert, Text, WordArt.
2. Choose the last option.
3. Click and drag Word Art so that it does not over lap the chart.
4. Select the WordArt text and type Annual Sales.

99
 Delete, Copy & Move Graphics
1. Select the Star and press Ctrl + D on the keyboard. D stands for
duplicate, a copy of the Star will be made.
2. Repeat the same action.

3. Press Delete on the keyboard, the selected Star will be deleted.

4. Click on the next Star and drag it to the right so that it no
longer over laps the first Star.
5. Update (Save) the workbook.

100
 Add graphic enhancements
You can Use the Picture Tools, Format tab to graphically enhance a picture.

1. Select the Sales image.

2. On the Picture Tools, Format tab Click on Artistic Effects in the
Adjust group.

3. Choose Photocopy.
4. Click on Reset Picture. The image will change back to the
original settings.
5. Click on the Color button in the Adjust group and Choose
Blue, Accent color 1 Light.

101
 Insert and Format SmartArt
SmartArt can be used to communicate an idea graphically instead of writing a paragraph. Example:
List, Relationship
1. Add a new spreadsheet.
2. Select SmartArt from the Illustrations button on the Insert tab.
3. Click on Process and choose Continuous Block Process.
4. Add another shape in the Create Graphic group on the SmartArt Tools, Design tab.
5. Type in text as shown in the image.
6. Update (Save) the workbook and close.

102