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Dataanalysis
In this chapter you will be learning about spreadsheetsand how
they are used to create data models.You will also learn about
how such models need to be tested. Oncethe model has been
createdthe resultsfrom the modelcan be obtainedand presented
in a suitable way. Spreadsheet software can also be used to
create a simple database and the data in the spreadsheetcan
be extractedusing search criteria or sorted into different orders.
The tools providedin spreadsheetsoftwarecan be used to adjust
the displayfeatures in a spreadsheetto improvethe appearance
of the spreadsheet.Microsoft Excelhas been used here as the
spreadsheetsoftware. Thereare other brands, and other software
packagesthat do much the same.
Sheets
What is a data model?
A data model is used to mimic a real situation. Forexample, a data
modelcan be created using spreadsheetsoftware that mimics
the moneycoming into and going out of a business. Data models
can be usedto provide answersto questionssuch as 'what would
happenif I did this?' Forexample, an economist could look at the
effectsthat raising interestrateswould haveon the economy.
A spreadsheet is a piece of software.It is the programthat
produces the grid and allowsthe user to make use of all the
special featuresthat enable analysis of the data.
A sheet is a single grid/matrix into which you enter the data and
youwill also see the name 'worksheet'rather t han just 'sheet'
being used. Sometimesmore than one sheet is usedto hold the
data and a groupof sheetsform a workbook.
Creat ing a data model
In the examination you will be requiredto produceor adapt a
computermodel using the spreadsheetskills learned during your
IGCSEcourse.
Entering the layout of the model
You will be followinga set of instructions in the examination and
it is important that you enter and position the items that form the
model exactlyas specified. There are a number of things you will
need to knowabout when layingout a spreadshee
t model and
these are explainedhere.
Calleda cell.
Eachcellhasan address
(e.g.Al in this case)
8
I
t
Sheet tab
A sheet tab appearsat the bottom of the worksheet. Sheetl
Sheet.2. SheetJ '
It has the name of the sheet on it, which can be changedby
right-clicking on it and pickingthe option Renamefrom the menu
that appears. By clicking a sheettab, you can makethat sheetthe
active sheet so that you can work on it.
Values
Values are the numbers that are enteredinto the cells of the
spreadsheet.
Labels
Labels are the text next to cells that explain what it is that the cell
contains. Youshould neverhavea value on a spreadsheeton its
own as the user will be left wonderingwhat it represents.
Column
•
Formulae
Formulae are usedto performcalculations on the cell contents. In
Excel, in orderto distinguish betweentext and formulae, a symbol
(the equals sign) needsto be typed in first, like this =83+84.
'
Active cell
(whereyoucanenter
or edit data)
...
I
I
Worksheet
grid/ matrix
Hereare some calculations and what they do. Notice that you can
use upper or lowercase letters (i.e. capital or small letters):
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= C3+C4 (adds the numbers in cells C3 and C4 together)
= Al * B4 (multiplies the numbersin cells Al and B4 together)
= 3*G4 (multiplies the number in cell G4 by 3)
- C4/ D1 (divides the number in cell C4 bythe numberin cell Dl)
= 30/100 * A2 (finds 30% of the numberin cell A2)
= A2" 3 (finds the cube of the number in cell A2)
What must be done with the numbersor contents of cells is
determinedby the operator. Here is a table of operators and what
they do in a formula:
...'
DATA ANALYSIS
Verifyingdata entry meanschecking that you have entered the data
accurately from the examination paperor othersource.Youdo this
carefully by visually checking. A small mistake in a number in a
spreadsheet can change the data in the wholespreadsheet so that
it is all incorrect if thereare formulaethat use the incorrectnumber.
You will also need to check that you haveobeyed all the
instructions correctly. It is very easyto miss something out that
you should have done.
Mathematical operations and formulae
+
Add
Spreadsheets can performall the usual mathematical operations
such as:
-
Subtract
►►
•
Multiply
~
I
Divide
I\
Power
~
I 11:.&..,
Add +
Subtract ►► Multiply *
►► Divide /
►► Power" (e.g., square, cube, square root, cube root, etc.).
Functions
Functions are calculations that the spreadsheethas memorised.
Forexample, the function =sum(b3:b10) adds up all the cells
from b3 to b10 inclusive. Functions will be covered a bit later.
Copy and paste
Copy and paste can be usedto move items aroundon the
same spreadsheet or to copy data from a completely different
documentor file such as the table in a word-processeddocument
or from a database.
Drag and drop
Drag and drop is a quick way of moving an item. Yousimply
left-click the mouse button on t he item and t hen, keeping the
left mouse button down, drag the item to the new position.
Whenthe mouse button is releasedthe item appears in the
new posit ion.
Auto Fill
Supposeyou want to type the daysof the week or mont hs of the
year down a column or across a row.Excel is able to anticipate
what you probably want to do by the first word alone. So, if you
type Monday,the chancesare that youwantTuesdayin the next
column or row, and so on.The main advantagein using AutoFill is
that the data being entered is less likely to contain errorsthan if
you type in the data yourself. There are manyother waysyou can
use spreadsheetsoftwareto fill in data for you, so use the Help to
find out more about AutoFill.
Manually verifying data entry
In the examinationyouwill be askedto obeya set of instructions.
It is extremely important that you obeythe instructions exactly. So
if you are askedto use a certain font, you must use this even if
youfeel a different one would be better.
The order of mathematical operations In a formula
Spreadsheets performcalculations basedon the formulae
entered. Spreadsheets carry out the operationsin calculations in
the following order:
1 Brackets (called parentheses)are carried out first. Where
there are bracketsinside brackets (i.e. there are nested
brackets), the calculationsin the innermost bracketsare
carried out first.Then the calculations in the next brackets are
carried out and so on.
2 Percentages
3 Indices (i.e. powersand roots)
4 Multiplication or division
5 Addition or subtraction
Supposewe have the following values contained in these cells in
a spreadsheet.
al= 10
b7 = 4
gl0 = 24
gll = 3
h2 = 8
Thetable belowshowshow the spreadshee
t would use each
formula with the contents of the cells to calculate the result.
Formula
, Calculation
• al+g10/g11
• 10 + 24/3 • 10 + 8
18
•al *b7+h2
•10
48
• al *(b7+h2)
• 10 " (4 + 8) • 10
- (al • gll)+(gl0/gll)
• (10
•a1"2 +gl0/gll
•10 2 + 24 + 3 • 100 + 8
108
• g10+10%
• 24 + 0.1
26.4
=20%*h2
=0.2
x
x
x
4 + 8 = 40 + 8
x
12
3) + (24 + 3) - 30 + 8
8
X
24
120
38
1.6
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~~
Copyingformulae relatively and showing the formulae for
a spreadsheet
5
Copy the function in cell B9 relatively across t he row
unt il cell F9.
In this activity you wil l learn how to:
Check your spreadsheet looks the same as thi s:
►►
ente r t he layout of a model
►► use mathematica l operations
►► copy formulae
►► display formulae.
1
Load your spreadsheet software and enter the fol lowing
data exact ly as it is shown here:
A
1 Procluct
l
Lawn rake
0
8
C
Se pt Oct
Nov ON
121
23
:.6
S!"'d P ll••F.•)
'4.l
4 Spade ( ',led lum ) 292
131
Spade ISmall l
6 fork (t.ari,el
208
I Fork (Smill]
Ltr.l
n1
a TrowP I
9 Totals
'
s
12
7'l.~ 7AA
272 21 1 190
176 149 200
322 178 l2'.l
106 166 18-1
d ?]
lll
'19
'13
Tota l
c==J
I
B
A
Product
l
Sept
C
I
D
Oct
F
E.
Dec
Nov
Tota l
2 Lawn rake
l21
56
23
12
212
3 Spade (Large)
4 Spade (M edium )
243
233
298
288
1062
292
190
965
149
6 Fork (Large)
131
208
2n
176
322
ll l
5 Spade (Small )
200
129
656
837
178
7 Fork (Small)
109
106
166
134
565
8 Trowel
231
423
3ll
219
1184
9 Totals
1335
1588
1336
1222
5481
6
You are now going to display the formulae used rather
than the values wherever there are calculations.
Click on
I
I
Formulas
in the tool bar.
Look at the Formula Auditi ng section shown here:
2
Enter the function =sum(b2:e2) in cell F2 like this.
B
A
l
Pmduct.
2 tawr,
ra e
3 Spad
ll•CP.•I
~
0
C
Nov Dec Tot.l l
I Ort
[121 :.<,
23
12
7.B
~8
,AA
'43
Spade Medium) 292
131
5 Sp.,de (Sma ll)
6 For (t.arge )
208
272 211
176 149
7 'Fork (Sma lll
109
106
LG6 184
8 Trow e l
231
473
Ul
4
9
322
178
t ~TracePre<ed~nh
~ Show Formul.1s
c(~Trace Oeprndents
i;
..~ RemovtAllows •
Watch
EvaluateFormula /Vlndow
ca iculate Shtet
Formul~ Aud1t1nq
- sum(b2:e2 ~
190
Click on
,00
129
j!.@
Show Formulas I.
You should now see the formulae being displayed like
th is. This is handy as the form ulae can be checked.
219
to tals
B
A
3 Copy the function in cell F2 down the column to cell FB.
F
E
0
Oct
56
233
Nov
23
298
Dec
12
288
Total
=SUM(B2:E2)
"5UM( 83:E3)
4 Spade (M dium ) 292
5 Spade (Small)
131
6 For (Large)
208
272
176
322
21 1
149
178
190
200
l29
=SUM(B4:E4)
;;SUM(B5:E.5)
=SUM(B6:E6)
the column unti l you reach cell FB. You will see a dotte d
rectang le around the area where the copied formula is
7 For (Small)
8 Trow el
109
231
106
423
166
311
184
219
=SUM(B7:E7)
"5UM( 88:E8)
9 Totals
=SUM(B2:88) =SUM(C2:C8)=SUM(D2:O8) =SUM(E2:E8) =SUM(F2;F8)
to be inser ted . Now take your finger off the button and
all the results of the calculation wi ll appear. This is cal led
10
of the cell and you should get a black cross shape. Hold
the left mouse button down and move the mouse down
relat ive copying because the formula is changed slightly
to take account of the altered posit ions of the numbers
wh ich are to be added toget her.
1 Product
Lawn rake
3 Spade (Large)
C
Sept
121
243
You do this by moving the cursor to cell F2 conta ining
the formula . Now click on the bottom right -hand corner
4
Calt.ulate Now
Error Checkmg "'
7 Click on IIJ®
Show Formulas Iagain and the spreadsheet
I
will retu rn to showing the values.
8 Save this spreadsheet using the filename Product_ sales.
Enter the function =sum[b2:b8) into cell B9.
~mnm
Setting up a simple model
In this activity you wil l learn how to:
►►
enter data with 100%accuracy
►► format cells.
A university student is living away from home for the first time and she wants to make sure that she budgets the lim ited
amount of money she will have. She is going to create a spreadsheet model. You are going to follow her steps.
c:>
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DATA ANALYSIS
1
Load th e spreadsheet software Excel.
2
Ent er the deta ils s hown exactl y as they appear below. Note: you will need to for mat the text in some of t he cells. You will
need to fo rmat cells 03 and 010 so that t he text is wra pped in t he cell. (This keeps the cell width t he sa me by movin g
text so that it fits the width .) You can do th is by clicking on th e cell where you want the text t o be wrapped and t hen on
Home
and t hen on
=, W rap Ten
C
A
D
Incom e
3 Income
4 Student loan (pe rterm )
~
w~ ly w
e from p.11
H 1me )ob
Amount Weeks
per week
u
S22SO
S\05
7 'Total lncom l! per w ee k
8
Spend lne
10 Spcndin1
11 Mon1htyr~nt
12 Books {per term}
Amount
S2 LO
12
13 Food (per mon1h)
S,80
14 dot hes (pe r tP.r m)
S240
15 EntC!rt.1lnmen t~ r tenn )
16 Traver (per term}
~
•
12
I
U
Weeks
per wcc:k
$250
$145
17
1! Tob i spend in1 per w eek
i,
20 B•lanca left/owed at end of week
21
3 In cell 04 ente r th e follow ing form ula t o w ork out t he amou nt the st udent gets per week from her st udent loan.
=b4/ c4
4
In cell OSenter the following fo rmula to work out the amount of money t he student gets each week from her part -t ime j ob.
5
In cell 07 enter th e form ula =d4+ d5. This calculates the tota l weekly inc ome.
6
Ent er a fo rmula t hat will calculat e t he weekly spendi ng on rent and put t he answer in cell 0 11.
= bS/ cS
7 Copy t he form ula you have entered in 011 relat ively down the column as far as cell 016.
8
Put a f ormula in cell 0 18 t o add up t he spendi ng fro m cells 011 to 0 16 .
9
Ent er a fo rmula in cell 020 wh ich wi ll subt ract th e tot al spending from th e tota l income.
10 Your completed spreads heet will now look lik e t hat shown here.
A
C
8
I
D
I
Weekly budget
lncoma
3 lncom•
4
Amount
Student loan (per te rm)
5 w eekly wagefrom pan-ume Job
Weeks
S2,250
per week
U
$105
5 187.50
$105.00
6
$292.50
7 Total Income per w ee k
,
8
Spcmd ine
10 Spcndinf
Amount Wee ks
U Monthly rent
u
Books(pertemt
$250
)
Sll O
13 Food (per month)
S2BO
14 Clo·lhc s (pe , te rm)
S2AO
1S Ent ena1nment (per erm)
16 Travel (pe r 1erm )
per week
$62.50
Sl 7.50
u
4
570.00
12
520.00
4
s.so
.oo
S50
$14.5
u
$12.
17
18 Tot.ii spendln.e per week
S232.08
19
20 Balance le:ft/ owe:d at end of we:ck
21
$60.42
11 Save your spreadsheet using the tilename Budget _ mode l.
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~fJ!l&)
than she receives? Makethese alterations to the
spreadsheet to find out. How much does she have left at
the end of the week?
Usingthe spreadsheet model to find the answers to
'what if' questions
In t his activit y you will learn how to:
►►
►►
1
4
amend data in a spreadsheet
print out formulae used.
Loadthe spreadsheet called Budget_ model if it is not
already loaded.
2 Youare going to make some changes to the spreadsheet.
It is important that you do not save any of these changes.
3
Themonthly rent has been increased to £275 per month
and the st udent's employers have reduced her hours
for the part-time job, which means she now earns only
£50 per week. Wil I she now be spending more money
Her grandparents decide they can give her £50 per
week to help her. Addthis amount to the spreadsheet
in a suitable place and using a suitable label. Make any
necessary changes to formulae. How much does she
now have at the end of t he month?
5 Saveyour spreadsheet using the filename
Revised_ budget_ model.
6 Print a copy of this spreadsheet on a single page.
7
Print a copy of th is spreadsheet showing all the formulae
used.
Inserting rows and columns
Toinsert a row, take these steps.
To insert a column between two columns already containing data,
take these steps.
1 Place the cursor on any of the cells in the row below where
1 Use the mouse to position the cursor on any cell in the
2
column to the right of where you want the column to be
inserted.
Right-click, and from the menu that appears, click Insert.
X
the new row needs to be placed and right-click the mouse
button.
2 Click on Insert and select Entire row from the list and finally
click on OK.
3 Checkthat the row has been inserted in t he correct place.
Deleting a row or column
Todelete a column containing data, take these steps.
Cul
Copy
faste
1 Use the mouse to position the cursor on any cell in the
column you want deleting, right-click and select Delete from
the menu.The following menu appears where you select Entire
column and then click on OK.
Paste Special-
:1
Clear Contents
Fil~ r
SQrt
\.J
Dl!let•
O S1ufict11
, 1en
Insert Com ment
O S111
1tc,,11sw,
fo rmat Cells_
0
EntJre{ CN<
@~
Pici From Drop-down LiSL
Name a.B,ange-
a
OK
C.Oa!I
1:!yperlink-
The following menu appears.
2
Insert
7
Insert
0
0
Shift cells r]ght
Shift cellsdown
Select Entire column and click on OK.
Checkthat correct column has been deleted.
Todelete a row, position the cursor on any cell in the row you
want to delete and right-click and select Delete from the menu.
The following menu appears where you select Entire rowand then
click on OK.
Q EnUrerow
00l:ntire tol um~
..___
OK
_...,I[
cance1
Delete
Q slllftc.i1sleft
O Shilt , ~ls !JP
3
Select Entire column and click on OK.
Check that the column has been inserted in the correct place.
Any formulae in these cells will be automatically adj usted.
@~
0
Entn.o,l umn
OK
c.n ce1
I
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Deleting groups of cells
Select the group of cells you want to delete by left-clicking on one
of the cells and dragging to select all the cells for deletion. Now
right-click and select Delete and then choosefrom the options in
the following menu.
DATA ANALYSIS
referencewill still be to t he same number of cells up and to the
left, so the referencewill now be to cell D2.
II
II
II
II
Delete
@ jsi,Ul eel~Jefij
0 511lftcel~llJ)
0 Enurccow
O enurei;olumn
Figure 1
With absolute cell referencing
, if cell B4 contains a reference to
cell Al , then if the contents of B4 are copied to a new position the
referencewill not be adj ustedand it will still refer to cell Al.
Click on OKto confirm.
A note about delet ing cells
Youhave to be quite careful about deleting cells because
the remaining cells are shifted to fill the gap.This can cause
unexpected results, so remember you can use the ., (undo
button) or Ctrl+Z to undo an unwanted action.
If you havejust a couple of cells to delete, then you are best
usingthe backspace key (the key at the top with the arrow
pointing to the left). Another way is to use the Del key when the
cursor in positioned on t he cell.
Absolute and relat ive cell referencing
Thereare two waysin which you can make a referenceto
another cell and it is important to know the difference if you
want to copy or move cells. When the current cell is copied
or moved to a new position, the cell to which the reference is
made will also change position.
Look at the spreadsheetin Figure 1. In relative referencing (which
is the normal methodof referencing) cell B4 containsa relative
referenceto cell Al. This referencetells the spreadsheetthat
the cell to which it refersis 3 cells up and one cell to the left of
cell B4. If cell B4 is copied to anotherposition, say E5, then the
Inmostcases)OU wantto userelativecell references
andthe
spreadsheet
will assumethatordinarycellreferences
arerelativecell
references.
Sometimes)OU want to refer to thesamecell, even when
the formula referring
to the cellis copiedto a newposition
.Youtherefore
needto make surethat the formula containsan absolutecellreference.
Todo this, a dollarsign is placedin frontof the column andrownumber.
In Figure 1, Cell Al is a relative cell reference.To changeit to an
absolute cell referencewe would add the dollar signslike this:
$A$1 (Figure 2). An absolute referencealwaysrefersto the same
cell whereasa relativereference,refersto a cell that is a certain
numberof rowsand columnsaway.
II
II
II
II
• SA$1
Figure 2
~~
In order to do this you would put a formula in cell C6
which multiplies the cost of the item in cell B6 by the
conversion factor which is in cell 03 .
Absolute and relative cell referencing
In this activity you will learn how to:
►►
identify when a relative or absolute cell referenceis needed.
Enter the formula in cell C6 as shown here:
1 Load your spreadsheet software and enter t he data as
shown here:
A
A
B
C
0
1 Currency exchange
0
currentexchange rate
El Is equiva le nt to
4
a Is equivalent to
4
5 Costof :
C
2
3
2
3 Current exch nge rate
B
urrencyexchange
l
$1.68
5
Costof :
6 Airline
Pounds
6 Airline lick.et
£299
7 Hotel
8 Transfe rs from airport
9
£134
Dollar s
E65<I
2 The idea of this spreadsheet is to convert t he cost of
certain items in pounds into dollars.
locket
Pounds
Dollars
£299] =03 ' 8~
7 Hotel
£654
8 Transfer s from airpo rt
£134
9
Tosave having t o type in similar formulae for C? and
CSyou can simply copy the formula from C6 down the
column. Try this and you will get the following result .c::>
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8
A
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0
5 As cell D3 has an absolute cell reference (i.e. it appears as
1 Currency ex<..
trnnge
$D$3 in t he formu la] t he spreads heet will keep referring
2
3 Current exchangerate
£J Isequfvalent to
to cell D3 even when the formula is moved or copied.
Sl.68
4
Pounds
5 Cost of:
=
6 Airline tic et
Copy t he formu la down t he colum n as far as cell CB.
Dollars
5502 .32
7 Hotel
£654
$0.00
You will now see the formu la copied to give the correct
B Transfers from airport
£134
$0.00
results as shown here:
9
A
3
Delete the contents of cells C? and CB.
4
Now change t he formula in cell CG so that it inc ludes an
3 Current exchanee rate
5
The form ula to be entered is: = $D$3 * 86 .
D
C
£1 J~ equiva lent lo
$ 1.68
Cost of:
Pounds
Dollars
6 A1rtme ticke t
7 Hotel
£299
£654
$502 .32
$1,098. 72
8 Trans fe rs from airport
£134
$225 .12
9
The formu la looks like this in the spreadsheet :
B
D
C
~
absolute cell refere nce to cell D3.
A
8
~ j' urrency uch ange
You can see that copying the formula did not work.
6
1 Curre ncy exchange
Save the spreadsheet using the filename Relative_ and_
absolute _ refe rencing.
2
3 Current exchangerc1e
!.l Is equivalentto
S Cost of :
Pound5
Oolla, s
6 Airline tJcket
7 Hotel
£654
8 Transfers from airport
£134
9
Named cells
Rather t han refer to a cell by its cell address (e.g. 83) we can give
it a name and then use this name in formulae or whenever else
we need to refer to it. For example, if cell 83 contains an interest
rate then we can use the name lnterest_rate.
~gmm
Naming a cell
New Name
In this activity you wil l learn how to :
ame:
►► name a cell
:;cope:
►►
C-Qmme
nt:
use named cells in form ulae.
__j'
j llltere!:J._rate
IWorkbook
B
1 Load Excel and create a new document and input the
following data exact ly as appears here:
B
A
C
Jlefers to:
1 A spreadsheet to work out interes t received
~---'__
2
3
Amount of money invested
4
Interest rat e
5%
-~I I,
o_K
ai ncel
L
Notice that a name has been suggested by using the
name in the adjacent cell. You can eithe r keep the name
suggested or change it. Here, we will keep the name so
.
7
:;--;:===-=
=:
$20 ,0 00
5 Amou nt of int erest received
6
~
[ =she et1!$BS4
click on OK.
Important note : you cannot have blank spaces in a name
2
Click on cell 84 as this is the cell being given a name .
3
Click on
I-0
I
Formulas
Define Name •
I
in the too lbar and then choose
for a cell. This means rather t han use 'Interest rate' we
use ' Interest
4
I.The following window opens:
rate' as the name .
Using w hat you have learned from step 3. Give cell 83 the
name :
Amount _ of_ money _ invested
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20
DATA ANALYSIS
5 Youwill now create the formula for working out the interest in cell 85 using the cell names in the formula rather than the
cell addresses.
Formulas
Click on cell 85 and type in an equals sign ( = ) and click on
(if the formula menus and icons are not
shown] and then click on Use in Formula.
Youwill see that the names for the two cells are displayed. Click on Amount_of_money_invested.
Youwill see this is inserted into the formula.
Type in an ast erisk ( * ) and t hen click on Use in Formula again and this time click on lnterest_rate. Thesetwo named cells
are used in the formula to calculate the interest received.
6 Yourfi nal spreadsheet should now look like th is:
f. J =Amou nt_o f mone y_ invested• lnt ere st rate
85
Activity 4a Narned cell
A
I
B
C
D
I
E
1 A spreadsheet t o w ork o ut inte rest received
2
3 Amount of mo ney invested
4
Int erest rat e
5
Amo unt of int erest rece ive d!
$20,000
5%
1000 !
Naming cells makes it easier t o understand how t he formula works and makes it easier to test .
7 Cell 85 needs to be formatted to currency [ dollars with no decimal places).
Do this and you have completed this simple spreadsheet.
Savethis spreadsheet using the filename Activity_ S_ Named_cell.
CSVfiles
In this file format, which can be identified by the file extension .csv,
only text and values are saved. If you save an Excel file in this file
format all rowsand characters are saved.The columns of data
are saved separatedby commas, and each row of data in the
CSVfile corresponds to a row in the spreadsheet. CSVfiles are
used to enable data to be imported or exportedbetween different
applications without the need for re-typing if there is no direct
wayof doing this.
~~
Naming cell ranges
In this activity you will learn how to:
►►
import data in CSVfile format
name a cell range
►► format cells
►► sort data.
►►
1 Load Exceland open the file in CSVfile format called
Currencies_CSV_file.
Here is a CSVfile that has been created using a non-Microsoft
spreadsheetpackage. It was saved in CSVfile format so that it
can be loaded into Microsoft Excel.
Check you havethe following displayed on your screen:
l
C
Currency exchange model
D
E
F
2
urrenc,e CSVfile - N tepad
3
4
cur rency exc hange model ,.,
1
rlier amount in
s Dol l ars to be exchanged, .,
Count ry, Exchange ra te ,Curr ency ,AJIIOun
t in the curre ncy
UAE,3 . 67 , Dirham,
gypt:, 5. 77 ,Pound,
Saud i Arabia,3.75,R
i ya l ,
Kuwait, O. 26,Dina r ,
i~31~~~~~4t
~;~i~a~/~:~tr
~~p=:~Q
I
1iageni.
BOtS~tJana,6. S3,Pula ,
Enter amount on USDollars to be exchanged
5
6
7
8
9
10
11
12
13
14
15
Country Exchange Currency Amount in the currency
UAE
3.67 D1rham
Egypt
s.n Pound
Saudi Arai
3.75 Riyal
Kuwait
0.28 Dinar
Argentina
3.95 Peso
India
44 .4 3 Rupee
Jordan
0.71 Dinar
Swazi land
6.94 1.Jl
agem
6.53 Pula
Botswana
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When th is file was saved in csv format, the formatting
was lost, so you need to tidy up this spreadsheet. Format
the spreadsheet as follows:
5 Now give the cells in t he range D7 to DlS the name
Amount when_co nverted
6
Changethe font size of t he main heading [i.e . Currency
exchange model) to 20 pt and make the text bold.
the formulae, and doing this makes them easier to
understand .
Make the text 'Enter amount in USDollars to be
exchanged' bold.
In cell D7 enter the fol lowing formula:
=Amount_ in_Dollars* Exchange_ra te
Widen the columns so that all the column headings and
the text in the colum ns are shown properly.
Notice that you do not use a relative reference for cell D4.
The computer knows that this cell must have an absolute
reference because the name refers to a single cell and
not a range.
Make all t he column headings bold.
Check that your spreadsheet now looks like th is:
B
A -~-1
-~--
C
E
D
7
Enter t he number 1 into cell D4. This is the amount in
dollars to convert into the other currencies .
Currency exchange model
8
2
3
4
Once the cells have been named they can be used in
Now copy the formula in cell D4 down the colum n as far
as cell DlS.
Enteramountin USDollars to be exchang
ed
A
5
Country
Exchange rate
3.67
7 UAE
8 Egypt
5.77
3.75
9 SaudiArabia
10 Kuwa
it
0.28
11 Argentina
3.95
44 .43
12 India
0.7 1
13 Jordan
14 Swaziland
6.94
15 Botswa
na
6.53
6
currency
Dlrham
Pound
Riyal
Dinar
Peso
Rupee
Dinar
Ulagem
Pula
Amountin the currency
1
4
8
9
10
11
12
13
14
15
Click on cell 87 and drag down to cell 8 15 so that all the
cells are highlighted .
g
I Formulas Iin the toolbar and then choose
~
OK
![
'
3.75
0.28
3.95
44 .43
'
:
0.71
6.94
6.53
'
'
.
~
A
Notice that a name has been suggested and this name is
suitable, so just click on OKto give the range of cells th is
name.
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C
I
E
D
F
3
Enter amountIn US Dollarsto beexchanged
Counby
Exchangerate Currency
3.6 7 Dirham
UAE
5.77 Pound
8 Egypt
3.75 Riyal
9 SaudiArabia
0.28 Dinar
10 Kuwait
11 Argentina
3.95 Peso
44 .4 3 Rupee
12 India
13 Jordan
0.71 Dinar
6.94 Lilagenl
14 Swaziland
15 Botswana
6.53 Pula
6
Cance J
B
Currency exchange model
2
7
• 'QrrenoesCSY file'I S8S7:S8$1S
!
5.77
Check your spreadsheet looks like this:
-5
Fl
I
3.67
Notice that all the values now change in cells D7 to DlS.
4
CQmmen
t:
AmountIn the currency
Change the amount in US Dollars to exchange in cell D4
1
NewName
&efers to :
Exchange
rate currency
3.67 Dlrham
5.7 7 Pound
Egypt
3.75 Riyal
Saudi Arabia
Kuwait
0.28 Dinar
Argentina
3.95 Peso
India
44.43 Rupee
Jordan
0.71 Dinar
6.94 Ulagenl
Swaziland
Botswana
6.53 Pula
A
The following window opens:
Workbook
'
to 250.
I.
§.cope:
'
1
16
17
4 You are now going to name a range of cells.
W.ti-WA4
'
Enter amount in US Dollars lo be exchanged
6 Country
7 UAE
how to name a cell.
tiame:
F
s
Look back at the previous activ ity if you have forgotten
Define Nome •
E
3
Give cell D4 the following name: Amount_in_Dollars
Click on
D
C
~
16
3
B
Currency exchange model
250
Amount in the currency
917.5
1442 .5
937.5
70
987.5
lll 07.5
177.5
1735
1632.5
16
17
q
I
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20
10 It is easier t o find data in a list if it is sorted into
alphabetical order.
The countries need to be put into alphabetical order. To
do this, highlight the data in cells A7 to D15.
Important note: If you just highlight the countries
t hese will be put into order but the accompanying data
will stay where it is thus j umbling the data up.
Once the dat a is highlighted click on
I
Data
Iin t he
u
toolbar and then on
Xi
sort
~--~
Click on the ascending order [i.e. A to Z) button
I U I.
11 Save the file as an Excel workbook [i.e. not a csv file]
using the filename Currencies.
Formulae and functions
A function is a calculation that the spreadsheet software has
memorised.Thereare many of these functions, some of which are
very specialised. A function must start with an equals sign(=) and
it must havea rangeof cells to which it applies in bracketsafter it.
Sum: =SUM(E3:P3) displays the total of all the cells from cells E3
to P3 inclusive.
Average: For example, to find the averageof the numbersin a
rangeof cells from A3 to AlO you would use: =AVERAGE(A3:A10)
Maximum:=MAX(D3:J3) displays the largestnumber in all the
cells from D3 to J3 inclusive.
Minimum: =MIN(D3:J3) displays the smallest numberin all the
cells from D3 to J3 inclusive.
ROUND(nu
mber, numberof digits)
wherenumber is the number youwant roundedoft and
number of digits is the numberof decimal places.
Hereare some examples:
s ROUND(3.56678
,2) will return the number 3.57
=ROUND(5.43,1) will return the number 5.4
INTEGER
An integer is a positive or negativewhole number or zero. Excel
usesthe INTfunction to give only the whole numberpart of
a number. It is important to note that it simply chops oft t he
decimal part of a numberto leavej ust the integer part; it does
not round up.
=INT(12.99) will returnthe integer 12
=INT(0.31022) will returnt he integer 0
IF
The IF function is called a logical function becauseit makes
the decision to do one of two things based on the value it is
testing. The IF function is very useful becauseyou can use it to
test a condition, and then choosebetween two actions based on
whether the condition is true or false.
The IFfunction makes use of something called relational
operators. Youmay have come acrossthese in your mathematics
lessonsbut it is worth goingthrough what they mean.
Relationaloperators
fl®■equals
ROUND
The ROUNDfunction roundsa numbercorrectto a number
of decimal placesthat you specify.ROUNDis used in the
following way:
5 + 5 • 10
>
greater than
5"3 > 2• 3
<
lessthan
-6 < -1 or 100 < 200
not equal to
'Red'<> 'White'or 20/4 <> 6"4
<•
lessthanor
equal to
'Adam'< • ·Eve'
>•
greater than or
equal to
400 >• 200
Median: =MEDIAN(B2:W2) displaysthe median of the cells from
cells 82 to W2 inclusive.
COUNTA
: This counts the text, numbers, and blank lines. For
example it could be used to calculate the numberof people in a
list of nameslike this =COUNTA(C3:C30)
.
Examples
<>
Mode: =MODE(A3:A15) displays the mode (i.e. the most frequent
number) in the cells from A3 to A15 inclusive.
COUNT
: Supposewe want to count the numberof numeric entries
in the rangeC3 to C30. We can use =COUNT(C3:C30)
. Anyblank
lines or text entries in the range will not be counted.
DATA ANALYSIS
Here are some examplesof the use of a single IF function:
=IF(B3>=50,"Pass","Fail")
This function tests to see if t he number in cell 83 is greaterthan
or equal to 50. If t he answeris true, Passis displayedand if the
answeris false, Fail is displayed.
=IF(A2>=500,A2* 0.5,A2)
This tests to see if the numberin cell A2 is greater t han or equal
to 500. If true, the numberin cell A2 will be multiplied by 0.5
and the answerdisplayed.If false, the number in cell A2 will be
displayed.
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Nested functions
A nested function is a function which is inside another function.
Supposewe want to createa spreadsheetwhich will tell a teacher
whether a student has passed,failed or needs to resit a test. To
do this we first need a list of students and their marks.
A formula will need to be created that will do the following:
►►
If a student scores 40 marksor less then the message'Fail'
appears.
If a student scores between (and including) 41 to 50 marks
then the message'Resit' appears.
If a student scores51 or more marksthen the message'Pass'
appears.
►►
►►
Assuming that a mark to be tested is in cell B2, the following
formula making use of nested functionswill do this:
=IF(B2>=51,"Pass",IF(B2>=41,"Resit","Faii"))
This formula works like t his: the mark in cell B2 is tested to see
if it is equal to or more than 51 marks, and if it is the message
'Pass' appears in the cell wherethe formula is placed. If this
condition is not true then the formula movesto the next IF
statementwhichtests the mark to see if it is greater or equal to
41 in which case a 'Resit' message appears.If this is false, the
message' Fail' appears.
~a
Nested formulae
5
Checkthat your spreadsheet looks like this:
In this activity you will learn how to:
►►
I
►►
use nested formulae
copy formulae relatively
demonstrate that the model works using test data.
1
Load Excel and open the file called Nested_ functions .
2
Checkyou have the following on your screen:
►►
A
1 Name
1 Name
2 Rachel Liu
3
Rachel Liu
27 Fail
3
RuJaVSingh
40 Fail
4
Rcardo Vega
78 Pass
5
Steven Gibbs
54 Pass
6
Marietta Fortunl
89 Pass
Action
54
7 Vas,hos Spanos
79
Mustafa Karwad
25
32
9 Amy Hughes
10 Lesley Wong
45
11 Amor Nanas
12 Mohamed Bugalla
10
47
13 PaulW ells
65
14 Chelsea Dickin son
51
97
1.5 Josuha Mathews
3 RUJa
Y Singh
4
B
C
Mark
45 Resit
10 Fail
47 Re sit
'
13 Paul Wells
14 Chelsea o,ckmson
51 Pass
'
15 Josuha Mat hews
97 Pass
65 Pas
.
6
+
7 It is quite hard to construct nested formulae correctly .
Save your spreadsheet using the filename
Nested_ formulae.
This means that testing is extremely important . Younow
have to produce a series of tests t hat will test that the
formula being used is producing the correct results.
Enter the following formula which contains nested
functions into cell C2.
A
1 Name
2 Rachel Liu
25 Fail
32 Fail
12 Mohamed Bugalia
=IF[ 82 >=51,"Pass",IF[82 >=41,"Resit","Fail"]]
I
79 Pass
11 Amor Nanas
78
89
Mustafa Karwad
9 Amy Hughes
10 Lesley Wong
•
40
Rcardo Vega
5 Steven Gibbs
6 Marietta Fortun i
8
8
27
RujaYSingh
4
3
C
8
Mark
Action
2
7 VasiliosSpanos
A
C
8
Mark
D
Youneed to check the border values for each message
and you need to ensure that you use data which will test
these. You now have to create a set of marks that will
test the spreadsheet.
E
Act ion
27 : If (82>=51, " Pass", lf (82>=41," Resit", " Fail" ))
40
Copythis formula relatively down the column from cell
C2to ClS.
Enter these marks by replacing the marks in the previous
spreadsheet and check that each message being
produced is correct.
Save your spreadsheet using the filename
Checking_ nested_formulae .
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20
DATA ANALYSIS
COUNTIF
This is used to count the number of cells with data in them that
meet a certain condition.
Forexample, it could be used to find the total number of males in
a groupof students by countingthe number of entries of 'Male'.
~~
Using the COUNTIFfunction
In this activity you will learn how to:
►►
►►
6
use COUNTAfunctions
use COUNTIF
funct ions.
1 Loadthe spreadsheet file Checking_nested_ formulae
saved in Activity 14.i'.
Add the formulae in cells C20 and C21to count the
number of students who failed and who need to resit.
Rememberthat it is best to use absolute cell references
in these formulae.
7 Checkthat your spreadsheet looks Iike this:
A
2
In cell A18 enter the text 'Number of students'.
Name
R•chel Liu
3 Youhave been asked to create a formula to display the
number of students.
3 Ruj;1v-S
mgh
4
Enter the following formula into cell C18
=COUNTA( $C$2:$C$15]
Notice the absolute cell reference in this formula. This is
done so that if the formula is copied it will always refer to
cells C2to C15.
4
5
In cell A19 ent er the text 'Number of students
who passed' and in cell C19enter the formula
=COUNTIF
( $ C$2:$[$ 15,"Pass"]
18 Number of students
20 Number of students w ho fai l ed
21 Number of students to resit
RCdrdoVe o1
Act ion
27 Fail
40 fo il
78
Pass
!i 1Steve n Gibbs
54 Pass
6 Man e tta Fortuni
89 Pass
7 Vas1hos Spanos
79 Pass
8 Mu tafa l(arwad
25 Fail
9 Amy l lughes
32 Fail
10 Lesley Wong
11 Amor Nanas
45 Resit
10 F nil
12 Mohamed Bugalla
47 Res.~
13 Paul Well s
14 Chelsea Dickinson
65 Pass
51 Pass
15 Josuha Math ews
16
17
97 Pass
18 Number of students
Enter the text for the labels as shown here:
19 Number of st udents wh o passed
C
Mark
8
14
19 Number of students vho passed
7
20 Number of students who failed
5
21 Number of sruden s to resit
2
Save your spreadsheet using the filename
Spreadsheet_using_countif.
Lookup functions
Lookup functions searchfor an item of data in a table and then
extractthe rest of the informat ion relating to that item. Thetable
of items of data is stored either in the samespreadsheet or a
different one. Thetable can also be a completely different file.
For example, if each different item in a shop has a unique
product number, a table of product details can be produced
with information such as product number, product description,
and product price. If a particular product number is entered, the
lookup function will retrievethe other details automatically from
the table.
This all sounds a bit complicated but hopefully by completing
activities 20.9 and 20.10.
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~gmm
UsingVLOOKUP
3
Enter th e prod uct numb er 15 int o cell 84.
In this activ it y y ou will learn how t o:
►►
use t he VL00 KUPfu nctio n
The VL00 KUP fun cti on needs t o be placed in cells 8 5 and
86. This will use the product number in cell 84 t o obtain
►►
format cells.
t he rest of t he deta ils about the product .
In this act ivit y y ou wi ll be usi ng a funct ion called VL00KUP.
In cell 8 5 ente r the form ula =VL00KUP(84 ,A13:C22,2]
The idea of this spreadshee t is t o ty pe in a product code, and
t he deta ils correspo nding to that code w ill be looked up by
This t ells the computer to search for the data verti cally
in t he ta ble from cells A13 t o C22 until a match w ith t he
looking for a match for t he product code in a vert ical colum n.
product num ber entere d in 84 is foun d. The '2' at the end
1 Load Excel and create a new document.
means that once a match is found t o use the data in the
2
second colu mn.
Look carefully at t he fo llowing spreadsheet and ente r the
deta ils exact ly as th ey appear here:
A
B
In cell B6 ente r th e form ula =VL00KUP(84,A13:C22,3 ] .
Notice the last number in this for mula is a 3 because the
data to be used is now in the thi rd column .
C
1 A spreadshee t using t he VLOOKUP f uncti on
2
Format cell 86 to currency with 2 decimal places.
3
4 Produ ct nu mber
Check that your spreadsheet looks like this :
5 Descri pti on
A
B
1 A spreadsheet using th e VLOOKUP fu nctio n
6 Price
7
C
2
8
3
4 Pro duct nu mbe r
9
10
11 Prod uct Num ber Prod uct descr ipt io n
Description
6 Price
5
Prod uct price
l2
13
U Red pen
14
13 Black pen
1.5
16
17
18
14 Blue pen
15 Ruler
16 correction fluid
17 Note pad
18 Stapler
19 Staples
20 Paper clips
21 Str ing
19
20
21
22
23
El.99
£1.25
£7.99
£1.20
El55
El.65
The idea is that th e user will ty pe a product numbe r
into cell 84, and t he soft wa re will look for a mat ch in
t he verti cal column of the t able. It wi ll the n get the
product descr ipt ion and product price and enter th em
aut omati cally int o cells 85 and 86.
E0.75
7
fD.25
E0.25
E0.25
E0.75
15
Rule r
8
9
10
11 Produ ct Numbe r Product description
Product price
u
14
13
12 Red pen
13 Black pen
£0.25
£0.25
E0.25
£0.75
El.99
15
14 Blu e pen
16
15 Ruler
17
16 correction fluid
18
17 Note pad
19
18 Stapl er
£1.25
£7.99
20
21
22
19 Staples
n .20
20 Paper dips
El .55
El.65
4
21 String
Test y our spreadsheet th oroughl y by entering di ff erent
product num bers in cell B4. As part of th e testing you
would need to test to see wh at happens w hen product
numbe rs t hat do not exist in t he list are entere d.
5 Save the spreadsheet us ing t he file name VLOOKUP
.
~mnm>
Using HLOOKUP
In th is acti vity you wil l learn how to :
►►
use the HL00 KUP fu ncti on.
In th is exercise you wi ll be usi ng a functio n called HLD0KUP.This is used when you want t he soft ware to
look at th e data in the table in the horizontal direct ion to obta in t he match .
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20
DATA ANALYSIS
Theidea of this spreadsheet is for t he user to type in pupil names in a class wit h their forms, and the
name of the form teacher automati cally appears. The code for the form is looked up horizontally in the
table unt il a match is found.
1
Load Excel, create a new document and type in the following spreadsheet exactly as it
appears here.
B
A
C
F
E
D
G
H
1 A spreadsheet using the HLOOKUP function
2
3 Student Name
4
A Leong
Form teache r
Fom1
llf
5 LRae
UP
6
Flam
UR
7
NW il kes
8 S Rousos
9 FU
llT
ill
llG
10 H Patel
UM
11
12 Form
llF
11G
UH
llJ
111(
ll l
11M
13 Form teache r
M rs Mullen
Mr Pate l
M rli
M r Vega
M rs Hughes
Or Singh
M rs Fortun I
Important note: the data that is used to find t he list [i .e. in cells 812 to H12) must be arranged in
ascending order for the HLOOKUP
funct ion to work.
2
Enter the following formula in cell [4 :
=HLOOKUP(
84,$8$ 12:$ H$13,2)
This formulaworks by looking at the contents of cell 84 and then comparing it with t he contents in the
horizontal set of data in cells 812 to H13 until it finds a match. Oncethe match is found the computer
placesthe datain the secondrow (i.e. the form teacher) below the matched data into cell [4 .
3 Copythe formula in cell [4 down t he column as far as cell [10 .
Yourspreadsheet now contains all the form teachers for the students like this :
A
B
C
E
D
F
il
G
1 A spreadsheet using the HLOOKUP function
2
3 Student Name
Fonn
Form teache r
llF
Mrs Mullen
5 L Rae
11M
Mrs Fortuni
6 F lam
7 NW ll kes
ll l
Dr Singh
ll l
Dr Singh
8 S Rousos
U K
Mrs Hughes
4
A Leong
F Li
ll G
Mr Pate l
10 H Patel
UM
Mrs Fortuni
9
11
4
12 Fonn
llF
llG
llH
llJ
UK
UL
UM
13 Fonn teache r
Mrs Mullen
Mr Patel
MrU
M r Vega
M rs Hugh es
Dr Si ngh
Mrs Fortun i
Savethe spreadsheet using the filename HLOOKUP
.
Testingthe data model
Modelsshouldalwaysbe thoroughlytested to makesurethat they
are producing the correctresults.It is easyto makea mistakewhen
constructinga formula. Here are somethingsto watchout for:
►►
►►
Mistakesin the formula (e.g. mistakes in workingout a
percentage).
Incorrectcell references being used.
►►
►►
►►
Absolute cell references being used in a formula instead of
relative cell references and vice versa.
Thewrong output being produced when data is filtered,
sorted, etc.
Not formattingt he data in a cell containing a formula.
Alwayscheck any calculationsperformed on data using a calculator
and checkthat all the instructionshavebeenobeyedexactly.
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Whentesting spreadsheets,you should havea testing strategy
and these were coveredin Chapter7. Thetesting strategy tests
the validation checksusing normal, abnormaland extremedata.
A table is completed containing the test number, the test data,
the purposeof the test, the expected result and the actual result.
singlefile or spreadsheet.In order to produce a databaseusing
Excelyou needto ensurethat the field namesappear at the
top of each column and that the rowsof data are directly below
these. You must not leave a blank line betweenthe field names
and the data. Whencreatinga simple flat-file database using
Excel, the field namesare at the top of the column and the data
representing a record is a row of the spreadsheet.
Manipulating data
Spreadsheetsoftwaresuch as Excel can be used to produce
a flat-file database. This means that all the data is stored in a
~gmm
Searchingto select subsets of data
In th is activity you will learn how to:
►►
►►
perform searches on a set of data
use Boolean operators in searches.
1 l oad Excel and open the file Database_of_ employees.
Check that the file you are using is t he same as this one:
B
A
D
C
E
F
lndud e
GCSE
Noof
l
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
forena me
Yasmin
Mohamed
v,veta
Amor
YuvraJ
Sally
Musta fa
Alex
Blanca
Vyoma
Nakul
Rachel
Sho I.mg
Chloe
Rachel
Grace
Manena
Blshen
Raol
20
21 Jame s
Surname
Sex
Singh
F
DOB
!GCSEs Maths
12/03/1992
3Y
Bugaha
M
01/09/1987
10 Y
Karunakaram
Nanas
F
09/10/1978
08/07/1987
5Y
6N
Singh
M
28/02/1990
12/03/1967
11 y
F
Sadik
H
English
y
y
y
y
y
Position
Web designe r
Programmer
Programmer
Netwo rk manage r
Web designe r
K
Driving
Salary
Full or
licence
(US$)
part time held
y
43000 F
y
48000 F
y
16500 P
67000 F
47000 F
y
y
y
Karwad
M
01/02/1984
4N
N
y
Gomaz
Schastok
M
30/09/1993
03/11/1980
ON
N
ON
14/12/1956
l N
N
y
22/06/1960
13/12/1961
5Y
y
7Y
y
17/09/1978
10/02/19n
9Y
SN
y
y
Animator
Security analyst
28000 P
52000 F
Netwo rk adm1n1strator
34200 P
Director
78000 F
32000 P
N
y
y
N
y
F
Pathak
Borade
Liu
M
Wong
Bum s
SY
G
Includes
GCSE
Programmer
38000 F
Systems analyst
54000 F
y
Arti st
Systems analyst
41000 F
y
56500 F
y
Technic ian
41000 F
N
Web designe r
Programmer
45000 F
y
38900 F
N
N
y
Hughes
F
16/09/199 1
ON
Hughes
Jankowski
F
25/12/1965
31/12/1955
4
2N
N
y
y
Singh
Nrube
M
ON
SY
N
y
Assistant netwo rk manager
M
16/01/1958
U/01/19 74
Director
39500 F
87000 F
Mu rphy
Adm lncl erk
M
30/06/1964
4N
y
Admin clerk
26000 P
N
22 Rajan
23 Hamid
Uppal
M
M
5Y
10 Y
y
zadeh
22/os/19n
03/01/1992
14000 P
23000 F
y
y
24 Kevin
25 Maria
Fortu ni
Fortun!
M
7Y
llY
N
y
26000 F
y
F
30/09/199-0
15/06/1989
Web designer
Trainee analyst
Trainee analyst
Technician
27000 F
N
26 Rupind er
Singh
Wil son
M
29/05/1990
27/12/1989
03/11/1993
6Y
4Y
Finance clerk
Finance cle rk
Trainee networt e.nglneer
24900 P
37000 F
23000 P
41800 F
43000 F
42000 F
21300 P
21000 P
27600 F
30500 F
12000 P
N
y
..3_
7 Emily
28 Osama
Dlad
M
29 Ahmed
Fathy
M
M
y
23/12/199-0
7Y
N
N
N
y
09/11/1989
02/01/196 9
6Y
N
2N
N
SY
y
Web designer
Receptionist
ON
N
Ma rket ing administrator
N
y
Ma rketing admin istrat or
y
Finance clerk
2N
30 Hassan
Sheats
31 Abdullah
32 Fay
33 Robert
Nordin
Hoy
Mar ley
M
F
M
09/10/1988
17/05/1965
34 Hassouneh
Al Sheikh
M
01/01/1990
:is Samantha
36 M ia
Jackson
F
09/12/1970
5Y
7V
Hamm
M
06/11/1978
2N
etwork engineer
Netwo rk engineer
Programmer
N
y
y
N
N
N
y
y
N
Notice the column names which act as the field names and t he rows of data which are the records.
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20
2
DATA ANALYSIS
You are now going to search th rough this set of data and find a subset of it that sat isf ies certa in
criteria .
You need to select the dat a you wa nt to use. In th is case you are going t o use all t he data so click on
D
at the t op left of the spreadsheet as th is is a quick way of selecti ng t he ent ire set of data .
Check t hat you have th e Home ta b j Home
Iselected and if not , click on it .
Sort &
Click on Filte r • in t he tool bar and then select Filter. You will notice drop-down arrows appear on
each field name.
A
8
D
C
G
Includes Includes
K
Driving
Sala ry
1 Forename
3
lken cie
E (US$ )
Click on t he drop-down arrow for Surname and then select Text Filters and fina lly Equals:
Fore name
~J
~J
.. Surname
j ort A t oZ
Sg_rtZ t o A
Sort by Color
,..n
F
u Jmt
Tt':dfllttrs
; quals..
Does ot Equal...
(Sdcct Al)
AlSheikh
1-
Be-ginsWith...
Boradc
Ends W1lh ...
&,gal/a
Bums
Cont!!ins...
Di3d
Qoes Not Contain...
Fathy
Forb.Jni
ustom f itter..,
Gomaz
Harm,
~_OK
_---e,I
I ca nttl
The following w indow appears w here you view only those records th at correspond to a certain
Surname:
Custom Au 0 Fiht1
Show rows whert!:
s.rna me
G
L
[:]
Use 1 tD rep'eoent any sinllle charactl!f
characters
U2 • to r~ esenl any se:n!S
or
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Enter the surname Singh into the box like this and then click on OK:
______
Custom AutoFilter
a::'.~
Showrows ~+.ere:
Sl6name
El
L
Use ? tu represent l61YSW"IQle
d, ,ar«te,r
use • 11>represent anyGl!l'lesof charactl!f•
__ O!(
_~ j
I
Cancel
Notice that only the records having the Surname equal to Singh are shown like this:
0
No of
1 Forename
~
Surname
lvasmin
Singh
YuvraJ
143 81shen
Srngh
2
~
F
M
Srngh
Srngh
26 Rupinder
4
f.7)Se,P
M
K
Driving
Salary
Full or
licence
L-] (US$) P partlin ';' held
•
h
DOB
IGCS • Maths [? ' English,.
9 Posilion
12/03/1992
3V
V
Web designer
28/02/J.'390
16/01/1958
29/05/ l 'J'JO
M
H
G
lnd udes Includes
GCSE
GCSE
ll Y
0
6V
Y
N
N
43000 F
y
Web designer
Assistant networlc manager
47000 F
y
33500 F
N
Frnance clerk
24'l00 P
N
You are now going to perfor m a search using multipl e criteria .
You need to get back to the comp lete set of data and to do this you click on the undo butt on ~
-
In th is filter you wil l be display ing only employees having the surname Singh or th e surname
Hughes.
Click on the drop·dow n arrow for Surname and th en select Text Filters and finally Equals.
Now enter the data as sh own:
Custom AuloFillcr
Showrowswhere:
Sl6name
!equals
t,nd '!
Qr
le<JUa!S
=8
El
tt,ghes
Use ? to represent my ""Illecharoca,r
Use ...to rti:resentany seriesof characters
.___ OK
_
_.!I
Cancel
This selects all th ose records having the surname of either Singh or Hughes.
Click on OK and t he dat a which meets the criter ia will be displayed like th is:
B
0
C
F
E
Nool
forenam e
2 Yasmin
6 YuvraJ
16 Rachel
r:::]sumame
Srngh
Srngh
Hughes
Hughes
Singh
Singh
!!. Grace
19 Blshen
26 Ruplnder
5
i;=;Jse8
oos
";] IGCSA
M
U/03/ l99 2
2B/02/ l9 90
16/09/ l9 9l
25/12/ 1965
l 6/0J/l958
M
'J!J/05/ J.'J90
M
F
G
Includ es
Includes
GCSE
GCSE
Maths
8
K
Englis h~ Position
Driving
Salary
Full or
licence
• (US$) i:_:;)p art ti 11..
"::J he ld
y
43000 F
y
47000 F
F
Web designer
ll y
y
y
ON
N
4N
y
Networit adm1n1strator
Director
Assistant network manager
34200 P
78000 F
N
y
39500 F
N
Finance clerk
24'l00 P
N
N
3Y
ON
6Y
Web d signer
Go back to th e original set of data and ensu re that all th e data is selected .
Check you have selected all 36 records.
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20
DATA ANALYSIS
Click on the drop-down arrow for Salary, select Number Filters, and then select Greater Than Or
Equal To, like th is:
,S:
ort Smallu.t l o la rgert
S.Qrtla rgest to Snulte-st
So,1 by Colo,
"umb'1 fi lte,s
~quels...
Oot.s .Hol Equal. .
(Sc:lcctAl)
12000
§ rt att r Than...
HOOO
16500
Greeter fh:tn,Qr Equal To.,
Z.lOO()
Lt..u Than-
21300
l e.ssThanOr f.QUill To...
23000
2"'900
26000
l op 10••
At,onA vu ag,
j
OK
!
BtlQW Average
C•ncol
Custom f itter...
We want to display all the details for those employees earning $40000 or greater so enter the
deta ils as shown into the window:
Custom Auto f1lter
Showrowswhere:
Sali>-y(l.JS$)
~
g-catcJ-thanor equalto [:]
~
ll.nd .)
Q<
Use >to rep-esentany Sif'q.echaracter
use • u, repJeseitanyGeriesof cturacr.ers
~-OK
-~ 11
Ca,o:I
Click on OK and the filtered data wil l appear like this :
0
K
G
E
Includes
lndud es
Driving
Noor
Forename
2 Yasmin
Mohamed
r.l oos
., Surname
s,ngh
Bugalla
M
p
GCSE
GCSE
IGCS • Maths • Englishr:.] Position
Salary
• (US$)
p
Full or
part ti
lioence
• held
U/03/1332
3V
43000 f
10 Y
y
y
Web de signer
Ol/rJ9/1~87
Programmer
48000 F
y
y
6N
y
Network manager
67000 F
Y
llY
Y
5 Amor
Nanas
6 YUVr.l J
Singh
M
28/02/19'3-0
y
Web de signe r
47000 F
8 Mus t afa
M
01/02/~84
4 N
y
Syst ems analyst
54000 F
Y
9 Alex
Karwad
Gomaz
M
30/rJ9/1333
ON
N
Art ist
41000 F
Y
JO Blanca
Schastok
03/ 11/ 1980
ON
56500 f
Y
Vyoma
Pat hak
f
14/12/~56
lN
N
y
Syste ms analyst
ll
Technic ian
41000 f
N
u
Naku l
Borade
M
SY
OB/01/m1
15 Chloe
Burns
U/06/1"!60
10/0 2/ 1972
17 Grace
20 Raol
29 Ahmed
Hughes
25/12/1965
4N
y
y
y
12/0 1/19 74
5Y
y
Director
87000 F
Y
Fathy
M
23/12/1990
7Y
y
Ne twork eng ineer
41800 F
Y
30 Hassan
Sheara
M
09/11/1989
6Y
N
Network engineer
4 3000 F
Y
31 Abdullah
Nordin
M
02/01/1969
2N
N
W e b de signe r
4 2000 F
N
6
Ncube
M
5N
web des igne r
45000 F
Y
Security analyst
S2000 F
Y
Director
78000 F
Y
Print out a copy of the filt ered data, putt ing the data onto a single page and using landscape
orientation .
7 Close the spreadsheet without saving .
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~~
Searchingusing wildcards
In this act ivit y you will learn how to :
►►
use wi ldcards in searches .
1 Load Excel and open the file Database_of_ employees.
Check that the dataset has 36 records .
2
Select the entire set of data.
~Ort &
3 Click on Filter·
4
in the tool bar and then select Filter.
Suppose you want to fin d the subse t of data that contains only t hose surnames having th ree
characters. Todo this you use wildcards.
Wildcards are characters that are used as substitutes for oth er characters in a search.
For example, if you want all surnames with exact ly three characters, you use the wildcards ???
If you wanted all the surnames st arting with t he letter A you could use the wildcard like th is A*
The difference between the wildcards? and * are that with? only a sing le character is shown but
wit h * any number of characte rs are sh own .
Click on the drop-dow n arrow for surname and then on Text Filters and fi nally on Equals.
In t he box that appears, enter the wi ldcard characters??? :
For enam e
iortA!oZ
• surn ame
H
*1
S2rtZtoA
Sort by Colar
I
urnamp
~
tt" b l. 1
Texlfiltm
j;quals..
s..-name
En<lsW4t>..,
Ekgala
,--@Birns
Custom f ilter...
Fallrl
---2J~az
IJ,:eI to rep<esenl any singlecharacter
Use• tD repcesentanv
series of characters
Hamm
OK
, o,
.. Ard
J2ouNo Contain
...
e-S!Jfathy
B
eo.,als
Contalm ,..
Doad
'
ShowroM whe-e:
Begins Wfth...
Borade
-
ustomAutofil er
Dots t!o Equal...
(SelectAIO
Al Sheikh
) [
Ca ncel
I [ ea~
,
OK
This will pick out the surnames having only three characte rs.
Cli ck on OKto display the data:
A
B
C
G
D
K
H
Includ es Includ es
1 Forename
13 Rachel
32 j Fay
... surname
.7]Se,c• DOB
Liu
Hoy
No of
GCSE
GCSE
Fl 1Gcs1• · Maths [:) Engli • Position
salary
Full or
Driving
licence
• (US$) • partt in • ] held
13/12/1961
7V
Y
Programme r
38900 F
N
09/ 10/1988
8V
Y
Recep tionist
21300 P
N
•
5 Toremove the filter and get back to the original data you can use Undo but here you will do this
anot her way.
I
Click on Surname
filtered .
~ - Notice the filter symbol showing that data in th is column has been
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20
Aword aboutwildcards
To explain how wildcards can be used we will look at how they
apply to the field Surname.
Click on Clear Filter From Surname.
Forename
i ortAtoZ
- Surnam e
11
ii
DATA ANALYSIS
Cu?:t
om AutoFitter
Sl!rt ZtoA
Show rows "'here :
Sort by Colar
S<mame
_ El
✓
E
Textf.l lt,n
□ {Select Al)
--□ Al Sheikh
□ Borade
□ Bug.r..
Use ? to r~e~t
F
□ Bums
Use• b>representany series of charac11'fs
1 □ Iliad
□ Fathy
This will search for all surnamesstarting with the letter 'S'
followed by any 4 characters. Thus, Smith would be included in
the search, but not Simpson.
□ Fortun,
□=
□-
v
«'IY s.:ngle character
]
I
Can ct l
rn~
Custom AutoFilter
Showrowswhere:
S<mamc
Check that the filter has been removed and you have
36 records on the screen.
6
Fl
e<iUalS
,o e,,d
B
-.,1
~
Closewithout saving.
B
Fl
Use 1 to represent any !:inglecharacter
Use • tn resresent any series of characters
Moreabout filters
There are lots of waysof filtering data.
OK
This filter shows aII the data for employeeswith surnames starting
with the letter 'D'
Custom AutoFilter
Surname
_,l
~-1[oJ__
j
This will search for all surnames which have any combinations of
characters providing they end with an 'e'.
Searching for subsets of data in the employee database
_
___E]
~ Q"
!l ard
cancel
~fl!lml
Showrows where:
:.._
beg
-'-r-e "_'lh
___
j[
J:H
[:]
se ? to rei:resent any smgle character
USe • to represent any se1es of characters
In this activity you will learn how to:
►►
►►
()I(
II
caoce1 J
This shows all the details for employees who are either Web
designers or Programmers.
perform searches using a single criterion and using
mult iple criteria
perform searches using wildcards.
In this activity you needto load Excel and the file called
Database_of_employees and then perform the following
searches by filtering the data. For eachsearch you are
asked for, you should produce a printout in landscape
orientation and fitted to a single page.
Custo m AutoFilt,r
Here are the searches:
Showrowswhere:
1 A list of details for employees who are female.
A list of details for employees who earn less than
$30 DOD.
3 A list of all the part-t ime employees.
4 A list of all the employee details with surnames
start ing wit h the letter H.
5 A list of all the employee details with surnames that
end with t he letter y.
6 A list of all employees who earn less than $50 ODObut
more than $35 ODO.
7 A list of all the employees who are eith er Network
engineers or Technicians.
PoSltlon
2
eQUals
~
•quals
,o ~
B
Prog,.
Use ? to represent any mv;J,e
character
USe • to representany se-1esof characters
~ -OK
- ~! [
cancel
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Sorting data
Wh e n s ort ing d a ta yo u hav e to s e le ct a ll t he data an d no t s im ply
t he fi el d yo u a re p erf o rm ing the s o rt on .
If you
do n ot do th is t he
w ho le set of d at a will b ec o me j um bl e d u p.
~milOO
Sorting a set of data into ascending or descending order
In t h is a ct iv it y y ou wil l learn how to :
►► s o r t d at a us ing on e cri t eri o n .
1
Lo ad the spreadsheet
s o ftware
Exce l and o p en t h e f i le
Database_ of_ employees .
Check t hat the f il e you a r e usin g is t he sa m e a s t h is o n e :
8
surname
l Foren ame
2 Vasmm
3 Mohamed
Singh
Bugalla
Karunakaram
Nanas
Singh
Sadik
Karwad
4 V1veta
Amor
6 Yuvraj
7 Sally
8 Mustafa
9 Alex
5
C
Sex
M
F
M
M
Gomaz
M
10 Blanca
11 Vyoma
12 Nakul
Schastok
Pathak
F
Borade
M
13 Rachel
14 Shollng
Liu
Wong
Burns
Hughes
Hughes
Jankowski
Singh
M
Ncube
M
Murphy
Uppal
Zadeh
Fortun I
Fortun I
Singh
WIison
o,ad
Fathy
5heata
Nordin
M
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
Chloe
Rachel
Grace
Marzena
Bishen
Rao!
James
Rajan
Hamid
Kevin
Maria
Rup,nder
Emily
Osama
Ahmed
30 Hassan
31 Abdullah
32
33
34
35
36
Fay
Robert
Hassouneh
Samantha
Mia
2
F
M
D
03/01/1992
M
30/09/1990
16/0o/1989
29/05/19'JO
27/ 12/1989
03/11/1993
23/12/1990
09/11/1989
02/01/1!369
09/10/1988
17/05/1965
Ol/01/1990
09/l2/JE70
06/11/1978
M
F
M
M
M
M
K
G
Includes Includes
Noo f GCSE
00 8
!GCSEs Maths
12/03/1992
3Y
10 Y
Ol/09/1987
09/10/1978
5Y
08/07/1987
6
28/02/1990
UY
BY
12/03/1967
4
01/02/1984
30/09/1993
ON
ON
03/11/1980
14/ 12/1956
l
5Y
22/0o/196/J
7Y
13/12/1961
17/09/1978
10/02/19n
16/09/JE91
0
25/ 12/1965
4
31/ 12/1955
2
16/01/1958
0
5 y
12/01/1974
4
30/0o/1964
5y
22/0B/19n
M
F
E
GCSE
English
Driving
y
Position
Web designer
Programmer
y
Programmer
y
Network manager
Web designer
Programmer
SyS1emsanalyst
y
y
N
y
N
N
y
y
y
y
y
N
y
y
Art1n
Systems analyst
Techn1c1an
Web designer
Programmer
Animator
Secunly analyst
Network administrator
Director
N
Admtn clerk
AssiS1anlnetwork manager
y
Directo r
y
Admlnc lerk
Web designer
Trainee analyst
Trainee analyst
Technician
Fmancederk
Finance derk
y
10 Y
7Y
11 y
y
6Y
4Y
N
N
y
N
Salary
Full or
(US$)
part tim e
43000 F
48000 F
16500 P
67000 F
47000 F
38000 F
54000 F
41000 F
2
7Y
6Y
2N
N
y
Trainee network engineer
N
Neh•,o rk engineer
N
SY
ON
SY
7Y
2
y
web designer
ReceplioniS1
Marketing administrator
Marketing admin istrator
Programmer
Fi nance derk
Network engineer
Hoy
Marley
Al Sheikh
M
JackSon
Hamm
F
M
Click on
at the top le f t o f the sp r ea d s h ee t t o sele c t t he en tir e se t o f data .
M
N
N
y
y
56500 F
41000 F
45000 F
38'!00 F
28000 P
52000 F
34200 P
78000 F
32000 P
39500 F
87000 F
26000 P
14000 P
23000 F
26000 F
27000 F
24900 P
licence
held
y
y
y
y
y
y
y
y
y
N
y
N
N
y
N
y
y
N
y
N
y
y
y
N
N
37000 F
y
23000 P
41800 F
43000 F
42000 F
21300 P
21000 P
27600 F
N
y
y
30500 F
y
12000 P
N
y
N
N
N
236
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3
Click on F1tteP
DATA ANALYSIS
and select Custom sort from the drop-down menu and this Sort box appears:
Sort
My data has headers
Column
Sortby
SoctOn
____
8
AIDZ
OK
4
J
I
c.nce
Click on the drop-down arrow for Sort by and select the field Surname from the list of fields. Notice
that we wil l be sorting the data in ascend ing order (A to Z) according to surname :
Sort
I~ J
'il ~
A<fdLeve
IIX
Q<lete Level
==----,
Col.Jm-1
Soctby ===
I
JI
===g
Qpbons ...
j
Iii My data has !Jeaders
So,tOn
!values
CJ(
II
eanc.i
Click on OKto comp lete the sort.
5 Check that the entir e set of data is sti ll selected and sort the data into descending order of Surname.
You do this by changing the order of the sort .
Sort
I
TI ~
"11 Add Levcl
Colmi
So,tby
)IX Qeete Le vel )I~ ~op y Level i
So<tOn
Surname,
=@
~•
[ I
Qpttons ...
-
I
p
Ode-
Gl rz-;A
[
6
My data ha. !Jead..-s
El
CJ(
]I
Cancel
I
Close t he file without saving as this will keep t he file in its original order.
237
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~~
Sorting data using more than one criterion
In th is activity you w ill learn how to:
►►
sort data using more than one criterion.
1
Load Excel and open the file Database_of_employees .
2
Select the ent ire set of data and click on FIit er • and select Custom sort from t he drop-down menu .
Sort &
You are now going t o sort the data int o alphabeti cal order according to positi on and also for th ose
people in the same posit ion, sort these int o numerica l order of Salary with the great est salary first .
Enter the det ails as shown:
m~
Sort
[ 0 1t !ddlevel
JIX
!;!eletelevi.J[
Cdt,m
Sort by
Posmon
ll •
lu ~opylevel
JI
,l
0
( Qptions... ]
SortOn
Order
Values
G:.'A to Z
Mydota has headers
-
G:i
I
I
I
I
I
I
OK
11
cancel
ii
Click on Add Level and in the Then by box select t he field Salary and f inally in the right -hand box
select Largest t o smallest.
Check your set tings are now th e same as th is:
Sor1
,--------,
,---------,
[ '1 Jaddle"'1
cwnn
Sort by
Thenby
,---------,
I[X 12eietelevel 11..t~ l;oc,ylevel 1(1][
TI ~
I
Qpbons...
.======~
Salary (US $)
I
G
[vakies
El ~
ues
l5l] My data hasbeade,s
Order
SortOn
Posi110n
I
G
Gi
[AroZ
B ...- ...~
OK
.h li
II
CAncel
Click on OKto perform the sort.
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20
DATA ANALYSIS
Check your results are the same as this :
B
A
D
C
H
G
Includes Includes
Forename
l
2 M arzena
James
4 Shol.mg
5 Alex
6 Bishen
7
8
9
10
ll
Raol
Grace
Emily
Ruplnde r
Mia
u
Hassouneh
13 Robert
14 Rachel
15 Hassan
16 Ahmed
17 Amor
18
19
20
21
22
23
24
25
26
27
Mohamed
Rachel
Sally
Samantha
Vlveta
Fay
Chloe
Blanca
Musta fa
Vyoma
Surname
Jankowski
Murphy
Wong
Gomaz
Singh
Ncub
Hughe s
WIison
Singh
Sex
M
F
M
M
M
M
Hamm
M
Al Sheik h
Martey
Hughes
Sheata
Fathy
Nanas
Bugalia
Uu
Sadik
M
M
F
M
M
M
F
Jackson
Karunakaram
Hoy
Bums
schastok
Kanvad
M
Path ak
28 Mar la
Fort.uni
F
29 Kevi n
Fort un!
Zadeh
M
'30 Ham id
31 Osama
Oiad
M
32 Yuvraj
Singh
M
33 Nakul
Borade
M
34 Yasmin
Singh
F
35 Abdullah
36 Ra'an
Nordin
M
Uppal
M
M
Noof
GCSE
IGCSEs Math s
DOB
2N
31/12/1.955
4N
'30/06/1.964
9Y
17/09/1.978
ON
'30/09/l393
ON
16/01/1.958
5Y
12/0l/l374
4N
25/12/1.965
4 y
27/12/1.989
'l!'J/OS/1990
06/ll/l378
01/01/1990
17/05/1.965
16/09/1.991
09/ll/1.989
23/12/1.990
08/07/1987
01/09/1.987
13/12/1.961
U/03/l367
09/12/1.970
09/10/l378
09/ 10/1988
l0/02/l9n
03/11/1.980
01/ 02/1.984
14/12/1.956
16/06/l38'J
30/09/1.990
03/01/1.992
03/11/1993
28/02/1.990
22/06/ 1.960
l2/ 03/ l3 92
02/01/1.969
22/08/ l3 77
GCSE
English
Adminclerk
V
Adminclerk
V
N
Animator
Artist
N
Ass1s:tan
t netv,ork manager
V
Director
y
01rector
N
6Y
2N
SY
ON
ON
6Y
7V
6N
10 Y
7Y
SY
7Y
5Y
8Y
5 N
ON
4N
lN
N
V
N
N
11 y
y
7Y
10 Y
2N
ll y
5Y
3Y
2N
5V
Posit ion
V
K
Driving
Salary
Full or
licence
part time held
(USS)
y
32000 P
26000 P
N
28000 p
N
41000 F
39500 F
V
y
Finance clerk
Finance clerk
87000
78000
37000
24900
Finance clerk
12000 p
Marketing administrator
N
V
V
Network eng ineer
27600
21000
34200
43000
41800
Network manager
67000
V
Programmer
V
N
y
Programmer
y
Programmer
y
Receptionist
y
security analys
sy stems analy st
Sys ems analy st
48000
38900
38000
30500
16500
21300
52000
56500
54000
41000
27000
26000
23000
N
N
y
y
N
Marke t ing admin istrator
Ne twork adm inis trator
Network engi neer
Programm r
Programmer
Technician
Technician
y
Trainee analyst
Trainee analyst
F
F
F
P
F
P
P
F
F
F
F
F
F
F
P
P
F
F
F
F
F
F
F
N
Tra inee network e nginee r
23000 p
y
Web desi gne r
y
Web designer
y
Web designer
N
y
Web designer
47000
45000
43000
42000
14000
Webdesi
ne r
F
F
F
F
P
N
y
y
N
N
y
N
N
y
V
y
y
N
y
y
y
N
y
y
y
N
N
y
y
N
y
y
y
N
y
3 You now have to follow a series of similar steps to produc e t he following sort on two crite ria:
Sort into numerical order according t o salary with t he largest first and then into alphabetica l order
according to surname start ing with the letter A first .
4
Produce a printout on a single sheet of paper in landscape orientatio n.
5
Close the spreadsheet file with out saving.
~~
Further sorting into two criteria
In th is activity you w ill learn how to :
►► sort data
►►
print output according to instructions .
1 Load the spreadsheet Database_ of_ employees.
2
Sort the entire set of data into Posit ion order according to alphabet ical order (A to Z) and then sort
into date of birth order with the oldest employees first .
3 Save and print a copy of the sorted data on a single page in landscape orientation .
4
Close t he spreadsheet without saving.
239
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Headers and footers
A headeris an area between the very top of the pageand the top
margin. A footer is the area between the very bottom of the page
and the bottom margin. Once you tell the spreadsheet you want
to use headersand footers then you can insert text into one or
both of these areas.
Hereare some types of information commonly put into the
headers and footers:
►►
Page numbers
Today's date
►► The title
►► A company logo (it can be a graphic image)
►► The author's name
►► The filename of the file that is used to hold the document.
►►
~fl!lm
Creatinga headerand footer for the spreadsheetfor the database of employees
In this activity you will learn how to:
►►
►►
add headers and footers to a spreadsheet
insert information such as date, page numbers, etc., into headers and footers.
1 Load Excel and open the file Oatabase_ of_employees.
""
~--
I Insert ~Iand then on &Header
Footer .
2
Click on
3
Youwill see an area at the top of the spreadsheet document like this :
ICk:kto add header I
Click on this area and a text box appears into which you can enter the details for the header. Enter
the text shown here:
Dat abase of employ ees last up dat ed by S Doy le
With the cursor positioned on the line below this text line, click on
~~~
Thedetails in the headerwill now look the same as this :
Database o f employ ees last updated bys Doyl e
& !Date I
4
Youare now going to add the footer.
Click oo
~1,
the toolba, aod a m,o , appea,s from wh;,h yoo oeed to dkk oo Page 1 of?
This will appearin the footer like th is:
Page 1 of 1
S Youare now going to see how the header and footer appear if the data was to be printed.
Click Print Preview.
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20
DATA ANALYSIS
The spreadsheet containing the header and footer is now shown:
Database of emp loyees last updatea bys Doyle
21/09 / 2011
Includes
Noor
H>fenamP!
Yasmin
Mohamed
V,veta
Amo r
Yuvra)
Sally
Surname
Sin£h
Sex
Bu&all a
JCarunakaram
M
Nanas
Singh
Sad ik
F
M
F
Mustaf a
hrw ad
M
Alex
Bianca
Gomez
M
V-,Oma
Nakul
Pathat
Borade
Liu
Won;
Burns
Huehes
Rache l
Sha llnr
Chloe
Rachel
Scnastok
F
M
Gra ce
Manena
8 1shen
Jankowski
s,nah
M
Raol
Ncube
Jemes
RaJan
Hemid
Murphy
Uppal
Zedeh
Kevin
f ortunl
M
M
M
M
M
Mefie
Fortun,
Ruoinoer
SI h
Emily
Osama
Ahmed
Hassan
Abdu ll eh
Fav
Robert
Hassouneh
Sementhe
Mia
Hughes
N'1lson
Oiad
Fathy
M
F
M
M
Sheata
,ordin
Hoy
M
M
Mar l~
Al Shei kh
Jecbon
Hamm
M
M
F
F
M
GCSE
!GCSEs Maths
3Y
12/03/1992
01/09/1987
10 Y
5 y
09/10/1978
03/ 07/ 1987
6N
ll
y
28/02/1990
SY
11/03/1967
4 N
Ol/02/1984
ON
30/09/19 93
ON
03/11/1980
14/11/19 56
I N
5y
U/06/1960
7Y
13/12/1961
9Y
17/09/1978
10/02/1972
5 N
16/09/199]
ON
4 N
25/12/1965
2 N
31/12/19 55
ON
16/0J/l9S8
11/01/1974
SY
4 N
30/06/196"'
5y
22/08/l9n
10 Y
03/01/1992
7Y
30/09/1990
JI y
16/06/1989
6Y
29/05/1990
4 Y
27/12/1989
2 N
03/ 11/ 1993
7Y
23/12/1990
6Y
09/11/1989
2N
02/ 0l /1969
09/ 10/ 1988
8Y
17/05/1965
0 N
5Y
01/01/1990
7y
09/12/1970
DOB
2 N
06/11/1 978
tncludes
FuDor
Driv..:
pan
licence
time
43000 F
he ld
y
Proarammer
48000 F
y
Programmer
y
GCSE
Ene tish
Position
y
Web des igner
y
Salary
(USS)
y
Web de stene r
y
y
Programmer
16500 P
67000 F
47000 F
38000 F
54000 F
• 1000 F
S6SOOF
41000 F
45000 F
38900 F
Animator
28000 p
Set:unty e na tyst
f'letwo rk adm in istrat or
52000 F
y
34200 P
F
P
N
y
y
y
Networtcmanager
y
Veb des igner
N
Program me r
Syste ms analyst
Arti st
SystemsanalVSt
N
N
y
Techn ician
y
Directo r
y
Adm inclert
A.ss1su mt network m.anager
N
y
y
y
y
N
N
N
V
y
y
y
y
y
y
Direa.or
78000
32000
39500
87000
F
F
N
y
Adm 1n clerk
26000 P
N
y
Web ctes,e.ner
14000 P
lre inee one1vst
1,a 1nee analys1
Techn ,cten
2300D F
26000 F
27000 F
Finance d erk
Finan ce clerk
24900 P
37000
23000
41800
43000
02000
21300
21000
27600
lra l nee netw0t 1<e ni i nee,
Netwo rk engineer
Networkene1neer
:Vebdes igne r
Recepti on ist
y
y
y
N
F
y
P
N
F
y
F
y
F
P
P
N
N
Mar-eun g adm inistrator
y
Progri,mme r
F
30500 F
y
Finance clerk
12000 P
Mark et i ng ad mi nistra tOf
y
N
N
y
y
Paee t ofl
6
Savethe spreadsheet using the filename Database_of_ employees_with_ header_and_ footer.
Presenting data
Cafibri
In this sectionyou will learn about altering the appearance of the
spreadsheetby makinguse of different fonts and font sizes,the use
of stylessuchas bold, underline, etc., the use of colour,aligning
data in cells and more. You will be given preciseinstructionsin the
examination as to how to present the data in the spreadsheet.
B
I
A
• 11
!!
.
'-
.:
.I
Changethe colour of the font
..v1
(e.g.,
$45 0 )
r,
Font
Changethe colour of the cell background
(e.g.,
$450 )
Adjusting the disp lay f eatures in a spreadsheet
Thewaysof altering the appearanceof text in a spreadsheet can
be accessedusing the Hometab. In order to alter the data in the
spreadsheet you click on the cell or highlight t he data to haveits
appearance changedif it runs over more than one cell and then
click on one or more of the icons in the font section.
Bold
Calibri
• 11
Italics
Underline
Font
Alwayschoosebackground and font colours carefully. Make
sure there is enoughcontrastbetween them. If you print the
spreadsheet out in black and white, t here may not be enough
contrastto be able to read the data.
I
Choosinga font (changingthe shape of letters and numbers)
If youdon't like the font that the computerhas automaticallychosen
· A ·I
(calledthe default font) thenyou can changeit. To do this youselect
the textyou want to changeand then clickon the font box.
A
A.
Ii
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Adding colour/shading to enhance the spreadsheet
Choosea font fromthe
drop-downlist of fonts
whenyouclickhere.
Calibri
B
I
• 11
•
IA.
To add colour or apply shading to cells, you first select the
cells by left-clicking on them and dragginguntil the cells are
highlighted. Then right-click on the selected cells and the
following menu appears,from which you select Format Cells:
A.
·II~ .
!!
JI, Cu!
_l;opy
Font
C:i
-----~
faSlt
Paste ~p ectal...
Altering the size of the font
Jniert...
Thereare a few waysto alter the sizeof a font.
J2tittt ..,
Oear Contents
Onewayis to alter the
pointsize usingthe drop•
downlist.
InsertComment
fo rmat Cells..
Pl<.kFromDrop.dow n ll.st...
• 11
Calib n
Name a _Bange
...
,tlyperl1nk...
1,
Fon1
TheFormatCells window appears:
Anotherwayis to use thesetwo icons:
Fotmat Cetb.
increasefont size
,.......
Cahbri
•
Ill
~
decrease
fontsize
amncy
111
"'"""''"""
--
·1(ien@r;af format uh
have no sp,!tl
raarbtr"funnat.
l)ar,
T..,.
Percent.6QI!
Sden~H<:
~---~
Font~-----
Text
S:ic.oo
l
r.~
°""""
Using the Format Cells menu
Youcan format cells using the FormatCells menu by right·
clicking and then selecting FormatCells.The selected cells in the
spreadsheetcan be formatted using this menu:
~
Form.itCells
Humbtr
AIQnrr,
cmt
A•
f ON
Protccuon
bli<
Bold
Bnidllallc.
,. ..
l,Jndenre:
ar,.,.
.
R
t
u
.
-
.
C,,lor.
~
[:)
7} tlumlbl fonl
P,
SOit_JS
UC)1111
1U IJ'(
Su?!~ :it
Th,!;IS<l Trueiv;:,cfont. The :;;a,m fontw be~
t==
IIOBbCtYyl.l
on bothyouroontertn4 )'DUr
weeo.
"" I I °'""' )
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20
Select t he Fil l tab and the following windowappearswhere you
can select colours and patterns:
r-
Aly,mon t
~d
If you want to adjust the column widths automaticallyso they
accommodatethe width of the field namesand the data in the
fields, there is the followingquick way: Click on the following
~
FormatCell.s
Fent
L£II l
Bonier
No Colo,
__,
ALJIDm•ti<
eattem Style:
□ ■ rl ■ ■ ■ ■ ■ ■ ■
□■
______
PQtterO Color
:
!;olor:
1
._P,
--'o--'
~ - bon
_._
L
□□□□□
••• • ••
••••••••••
••••••••••
••••••••••
I
II
I
DATA ANALYSIS
symbolat the top left of the spreadsheet
. Thiswill select
the entire spreadsheet.When this is done, you will see all the
spreadsheetcells change to light blue. Position the cursor
between two of the columns (anywill do) and double•click the left
mousebutton. Youwill see the columns automatically changeso
they fit all the contents.
Hiding rows or columns in a spreadsheet
■ ■■ ■ ■ ■ ■ ■ ■ ■
Youmaybe askedin the examination to show a spreadsheet with
rowsand columns of data hidden.
'11Effect. ...
1 First select the row(s) or column(s) you want to hide.
~
e Colo,s. ..
2
Click on r
Home
then click on Formatfrom Cells group
l•· +--+
CD
OK
II
•• I
00
....
Cancel
Insert Delete Format
shown here
Aligning data and labels
Data in cells is normally positioned according to the following:
...
...
....
Thefollowing menuappearsfrom which you should select
Hide & Unhide.
.. Numbersare alignedto the right in a cell.
Textis aligned to the left in a cell.
Clear ..
►►
Al tr"
CeJIStze
Toalign cells, click on the Hometab and then look at the
alignmentsection of the screen.
