Information Technology
Outcome 2(2): Spreadsheets
[INTERMEDIATE 2]
About this section
Part 1: Introducing spreadsheets
Part 2: Creating pie charts
Part 3: Creating bar charts
3
5
15
19
Acknowledgements
No extract from any source held under copyright by any individual or organisation has been
included in this learning pack.
All screen images are copyright of the Microsoft Corporation.
ABOUT THIS SECTION
INTRODUCTION
What this section is about
This section is designed to show you how to perform processes effectively using a
spreadsheet package.
You will learn how to:
• perform routine spreadsheet processes efficiently and effectively
• perform complex spreadsheet processes effectively
• output data.
Aims and objectives of this section
By the end of this Study Section you will be able to :
• create spreadsheets
• edit spreadsheets
• create graphic representations of spreadsheet data
• output spreadsheets in appropriate formats.
Approximate study time for this section
This Study Section should take approximately 6–8 hours to complete.
Other resources required for this section
To complete this Study Section you will need access to a computer system with Microsoft
Access installed.
IT/SPREADSHEETS/INT 2
3
ABOUT THIS SECTION
Assessment information for this section
How you will be assessed for this section
The assessment for this section is part of the assignment for Outcome 2.
When and where you will be assessed for this section
Assessment for this section is carried out in controlled conditions by arrangement with your
tutor.
What you have to achieve for this section
You must complete an assignment to assess your ability to use routine processes for each of
three application packages. In addition, one package must be used to complete complex
processes.
This section covers the use of both routine and complex spreadsheet processes.
Opportunities for reassessment for this section
Opportunities for reassessment will be provided where necessary.
4
IT/SPREADSHEETS/INT 2
INTRODUCING SPREADSHEETS
PART 1
Mathematical, statistical and financial calculations are based on numbers. A spreadsheet is a
program designed to process and display these calculations.
A typical spreadsheet is displayed as a grid of rows and columns forming cells, each of
which can hold a number, a label, a date or a calculation. The rows are identified by
numbers and the columns by letters. This means each individual cell can be referred to
uniquely by the column letter and the row number, for example A2 or D5, as shown below.
Cell
D5
Cell
A2
Worksheets
The grid area of the spreadsheet package is called a worksheet. This is where Excel stores
information. Each time you start up Excel you will automatically be presented with a blank
worksheet consisting of 256 columns and 65,536 rows – but you aren’t expected to fill all of
them.
The numbers on this example are all whole numbers, but the spreadsheet can be formatted
so that numbers can be presented in different ways. For example, numbers can be
formatted to represent currency or with a specific number of decimal places.
With most spreadsheet packages, the numbers can also be shown as graphs.
IT/SPREADSHEETS/INT 2
5
INTRODUCING SPREADSHEETS
A1
The basics
Load Excel
Start up your computer in the normal way. To load Excel, click on the Start button, then on
Programs, and choose Microsoft Excel.
You screen will look similar to the one shown below.
These are the tools and commands to
help you format your worksheet
This is where
you enter your
information
Click on the
arrow to scroll
down and see
more rows
Click here to
more columns
6
IT/SPREADSHEETS/INT 2
INTRODUCING SPREADSHEETS
Creating a worksheet
To enter information simply click on the cell where you want it to appear, type the data and
press Enter.
Try it out now.
ABACUS Computer Systems want a spreadsheet to show information about sales of their
five most popular computer models. The data below shows the number of computers sold
in each quarter of the year.
➢ Click on cell A3.
➢ Enter the information shown in the example below.
➢ Use the cursor keys on your keyboard to move to the right cell each time.
Making the headings bigger
You can change the way the worksheet looks. For example, you can choose a different font
or type size for headings.
➢ Click at the side of row number 2 to highlight the
whole row.
➢ Click on the small arrow at the right side of the
Font Size Box.
➢ Choose 18pt.
A font is a style of writing. The Font Box lists all the fonts you have available. This can be
used to choose a different style. The font in this example is Arial – a very common font.
Other common fonts are Times New Roman and Courier.
➢ Make sure your font is also Arial.
IT/SPREADSHEETS/INT 2
7
INTRODUCING SPREADSHEETS
Making the column wider
You should find that the text doesn’t now fit. This can be sorted by making the column
wider.
➢ Keep the highlighting on row 2.
➢ Click on Format, Cells and choose the Autofit option.
Please note that if you make changes to the cell later and the contents don’t fit, you may
have to carry out this step again. If the contents don’t fit they are shown as a row of hash
signs (#).
Making the headings bold
The headings can be made to stand out by making them bold.
➢ Keep row 2 highlighted.
➢ Click on the Bold option on the Formatting toolbar.
The other options available are Italic and Underline.
Changing the item headings
Let’s try formatting the headings showing the names of the computers.
➢ Click on the column heading letter A.
➢ Click on the font size box and choose 12pt.
➢ Click on the Underline option on the Formatting toolbar.
Adding data
Now try adding some more information to your worksheet.
➢ Click on cell A8.
➢ Add the following data for sales of two new models.
8
IT/SPREADSHEETS/INT 2
INTRODUCING SPREADSHEETS
Using formulas
A formula is an equation that analyses data on a worksheet. Formulas are used to perform
calculations such as addition or multiplication. They are also used to compare or combine
values.
For example, to add the value of cell C6 and F4 the formula would be =(C6+F4).
There are some formulas already programmed into Excel for you. These are called
functions. They can be used to carry out commonly used calculations such as financial,
logical or statistical calculations.
One of the most commonly used functions is the Autosum. This is used to add up a list of
figures.
Let’s add up the number of computers sold in the Spring using two different methods.
➢ Click on cell C11.
➢ Type a plus sign to start the formula.
With this kind of formula we need to give the exact locations of the numbers to be used and
what is to be done with them. You can use + for addition, – for subtraction, / for division
and * for multiplication.
In this calculation we want to add up the figures stored between cells C3 and C9.
➢ Type in C3+C4+C5+C6+C7+C8+C9.
➢ Press Enter.
Now let’s try it an easier way.
➢ Click on cell C11 again.
➢ Click on Autosum icon.
The cells with figures in them are automatically highlighted for you.
➢ Press Enter.
Copying formulas
The formula you have just entered is shown on the formula bar as = SUM(C3:C9). This
means add up the values in column C between rows 3 and 9.
To add up the values for Summer, Autumn and Winter the calculation would be the same
with only the column letter changed. In this case you do not have to enter the formula again
and again. You can copy it.
IT/SPREADSHEETS/INT 2
9
INTRODUCING SPREADSHEETS
Start by clicking on the cell that holds the formula to be copied.
➢ Click on C11.
➢ Point carefully at the bottom right-hand corner until the cursor changes to a plus sign.
(You will have to have a steady hand for this.)
➢ Press the left mouse button and drag the cursor along to F11.
➢ Let go the button and the formula copies along automatically changing the column letters
as it goes.
Other pre-programmed functions are entered using the function button.
Choose the category you want and a list of functions appears. For example, if you choose
Statistical you will see a list of commonly used statistical functions, such as average. Choose
one and simply follow the instructions on screen.
Editing data
To change any of the data already on the worksheet, you simply click on the cell and type
the new data. There is no need to delete what is already there; it will be replaced when
you press Enter at the end of the new data.
If you change a figure that has been used in a formula, the result of the formula calculation
will be changed automatically. Let’s try this out now.
The prices of the Beta model have come down in the second half of the year. The figures
for projected sales have to be increased.
➢ Change the Autumn and Winter sales figures to 1645 and 2450 respectively.
Printing the spreadsheet
When you want to print a worksheet that only has a small amount of information on it, first
highlight the area required. Do this by pointing at the top right corner and dragging the
mouse to the cell at the bottom left. As you let go the mouse, the chosen area will be
highlighted.
➢ Highlight the print area A1 to F11.
➢ Click on the printer icon.
➢ Make sure Selection radio button is active under Print What and then click OK.
10
IT/SPREADSHEETS/INT 2
INTRODUCING SPREADSHEETS
Saving your worksheet
To save your worksheet:
➢ Click on the File menu and choose Save As.
➢ Work files are normally saved on a floppy disk. When the dialogue box comes up make
sure you are in the right location.
The floppy disk is identified as 3½ Floppy (A:).
➢ Enter the file name Abacus in the File name box.
➢ Click on Save.
Choose the
correct location
here
Enter the file name
here
What next?
You can either finish your session with this program or start a new worksheet.
Closing Excel down
When you have finished a session and saved
your work, you should close the program
down.
➢ Click on File then Exit.
Starting a new worksheet
Alternatively, you may want to start work
on a new worksheet.
➢ Click on File then on New.
IT/SPREADSHEETS/INT 2
11
INTRODUCING SPREADSHEETS
A2
Some complex processes
Some of the tasks in this activity will let you practise what you learned in Activity 1. If you
need to, look back over the last activity for help with any of the tasks.
Class 5B have just completed their end-of-term exams. The table below shows the marks
for each student.
John
Mary
David
Amy
Ann
Maths
45
44
56
67
46
English
45
76
34
74
47
French
56
65
58
80
54
➢ Enter this information on a worksheet.
The teacher has made mistakes and some of the marks need to be
changed. Make the following changes to your worksheet:
➢ David’s English mark should be 54.
➢ Mary’s Maths mark should be 64.
➢ Adam’s marks need to be added. He scored 76 for Maths, 67 for
English and 78 for French.
➢ John is not part of this class. Delete the row with his marks.
The worksheet is to be made part of a report to parents. The teacher wants to improve the
appearance of the worksheet. Carry out the following formatting:
➢ Make the subject headings size 16 Times New Roman, bold and underlined.
➢ Make the pupils’ names size 14 Times New Roman bold.
➢ Widen columns if necessary.
Using Functions
The teacher wants to calculate the average mark for each student.
➢ Add a column heading in the column after French to show the average mark each
student achieved.
➢ Click on the cell where John’s average is to appear.
➢ Click on the formula button, choose Statistical then Average and click OK.
12
IT/SPREADSHEETS/INT 2
INTRODUCING SPREADSHEETS
This dialog box appears.
Make sure that the cell references in the box beside Number 1 are the first and last cell
holding the numbers. If not type them in separated by a colon.
➢ Click OK.
➢ Copy the formula down for the other students.
Formatting Cells
The values for the calculated averages need to be formatted to whole numbers.
➢ Click on the Format menu, choose Cells.
Choose Number
here and here
Type in 0 here
to make the
numbers appe
as whole
numbers
➢ Print a copy of the worksheet and save it as Marks.
IT/SPREADSHEETS/INT 2
13
INTRODUCING SPREADSHEETS
A3
Practice exercise
A Travel Agent wants a worksheet to keep track of the number of city breaks booked for
each month. He has collected the following data:
Paris
Barcelona
Venice
Rome
Amsterdam
➢
➢
➢
➢
➢
➢
January
1004
2435
2654
1254
1632
February
2648
3785
3621
3125
2137
March
2586
3745
4583
5379
3524
April
3002
4584
5473
5463
4563
May
4219
4675
6900
6431
5312
Create a worksheet to show this information.
Make all the text size 14 Courier italic.
Widen columns as necessary.
Add formulas to work out the totals for each month and for each destination.
Change the figure for Venice in March to 4657 and for Amsterdam in January to 1832.
Save this worksheet as Holidays and print one copy.
14
IT/SPREADSHEETS/INT 2
CREATING PIE CHARTS
PART 2
A4
Producing charts from a worksheet
A chart is used to give a visual representation of data. A chart makes the data more
attractive and interesting so that it can be read, understood and analysed quickly. A wide
variety of charts can be created from worksheets. Different chart types display information
more effectively than others depending on the data. Excel has fourteen different types of
chart available and in this section we will look at two: pie charts and bar graphs.
Pie charts are best used to show the proportional size of the items that make up a single data
series – for example, to compare the sales of individual products within a given time period.
Bar charts are used to show data changes over a period of time or to illustrate
comparisons among items.
Creating pie charts
Open the spreadsheet called Marks that you created and saved earlier (page 13).
To create a pie chart from this information:
➢ Highlight the cells holding the students’ names
and their Maths marks (remember to include the
heading of the Maths column).
➢ Click on the Chart Icon on the toolbar.
The Chart Wizard dialog box shown above right
will appear.
➢ Select the Standard Types tab.
➢ Click on Pie from the chart type list.
➢ Click on the next button.
Step 2 of the Chart Wizard is to help you choose the
source data. Since you highlighted the data beforehand the
cell references are already there for you.
➢ Check that the range is correct then click on the Next
button.
IT/SPREADSHEETS/INT 2
15
CREATING PIE CHARTS
Step 3 is where you choose your chart options to customise the appearance of your chart.
The chart Title will be shown as Maths (this is taken from the first text label on your
worksheet).
➢ Change this to Class Exam Marks by
double clicking into the Chart Title
box and typing the new title.
➢ Click on the Data Labels tab and
select Show value.
The actual marks each student received
are now shown beside their share of the
pie.
➢ Leave the other options as they are
and click on the next button.
At step 4:
➢ Make sure the ‘As object in:’
radio button is selected on
the next screen, and then
press Finish.
The pie chart will now be placed
on the worksheet page.
Changing the size of your chart
A chart is current or active when the small black squares are showing around it. To select
your chart click anywhere inside the chart box.
To adjust the size of your chart, point to
the black ‘handles’ then drag in the required
direction until the chart is the size you
want. If you choose one of the corners you
will not distort the shape of the chart.
Point here, hold the mouse
button down and drag the
pointer
➢ Make your chart a little bit bigger.
To deselect a chart, click anywhere in the worksheet outside the chart box.
16
IT/SPREADSHEETS/INT 2
CREATING PIE CHARTS
Printing the chart
To print only your chart:
➢ Make sure the chart is active by selecting it, click on the File menu and choose Print.
➢ The Print dialog box will be displayed and Selected Chart should be displayed as the
item to print. Click OK to print your chart.
To print the chart and the worksheet combined:
➢ Deselect the chart, click on the File menu and choose Print.
➢ This time the Print dialog box will have Active Worksheet displayed as the item to print.
Click OK to print your worksheet and chart.
IT/SPREADSHEETS/INT 2
17
18
IT/SPREADSHEETS/INT 2
CREATING BAR CHARTS
PART 3
Creating bar charts
This time we are going to create a bar chart using information from a company’s expenses
claims. We will start by creating and formatting a new worksheet.
➢ Create a new worksheet by clicking on File, then
New.
➢ Make sure the General tab is selected and double click
on the Workbook icon.
➢ Enter the information below onto your new worksheet. Type it in exactly as you see it
here:
Formatting currency
This worksheet needs to be formatted to show the figures as money. To do this we need to
make them all show two decimal places for the pennies.
➢ Highlight the cells from C3 to H9.
➢ Click on the Format menu and choose
Cells.
➢ When the dialog box on the right
appears choose the Number tab.
➢ Then click on currency.
➢ Enter 2 into the box beside Decimal
places.
➢ Choose English (United Kingdom) in the
Symbol box.
➢ Click OK.
IT/SPREADSHEETS/INT 2
19
CREATING BAR CHARTS
Inserting a row
Now we will add a title at the top of the worksheet. To do this we need to insert a row.
➢ Click on the row number at the left side of the first row.
➢ Click on the Insert menu and choose rows.
A new row is inserted before the original row 1.
➢ Repeat the process to add another row at the beginning.
Formatting the title
➢ Click on cell A1 and type Expenses as the title.
➢ Make it Size 16 Bold.
It is now too big to fit in the row. We can make this row taller than the rest.
➢ Click on the row number on the left side and it will enlarge to fit the size of the text.
Creating the bar chart
Before we go any further, we need to know a bit about bar charts. The example below
shows a bar chart produced from the exam marks data.
This is
known as
the
y-axis
90
80
70
60
Maths
50
English
40
French
30
20
10
0
John
The data
shows each
pupils mark
for each of
the subjects
Mary
David
Amy
Ann
This is the
x-axis
➢ Highlight all the data on your worksheet.
➢ Click on the Chart Icon button in the Toolbar.
➢ When the Chart Wizard dialog box appears, choose Column.
20
IT/SPREADSHEETS/INT 2
This is the
legend
CREATING BAR CHARTS
Excel distinguishes between vertical and
horizontal bar charts by calling vertical bar
charts Column charts.
➢ There are several types of column chart.
Leave the first one selected and click on Next.
In the next dialog box:
➢ Click on the Data Range tab and select the
Series in Rows radio button.
➢ Click on Next.
At step 3:
➢ Click on the Titles tab and enter Expenses in the Chart Title box.
➢ Click on the Legend tab and choose the Bottom button.
➢ Click on Next.
At step 4:
➢ Select As Object in and click Finish.
Your chart should look like the one below.
Expenses
40
35
30
25
20
15
10
5
0
Jan 2nd Jan 15th Feb 3rd
Expenses Accom
Feb
17th
Feb
25th
Expenses Transport
Mar 5th
Mar
10th
Expenses Fuel
➢ Print a copy of the worksheet and chart.
➢ Save your file as Expenses.
IT/SPREADSHEETS/INT 2
21
CREATING BAR CHARTS
Closing down Excel
You have finished with this program, so we can close it down.
➢ Select Close from the File menu.
➢ A warning dialog box (see below) will be displayed if changes have been made to the
worksheet since it was saved. If this does display, choose Yes or No, depending on
whether you wish to save the changes or not.
22
IT/SPREADSHEETS/INT 2