VERSION 1
INFORMATION SYSTEMS 112
IN A BUSINESS ENVIRONMENT
Information Systems 112
Department of Logistics
Copyright notice
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First version, January 2023
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Information Systems 112:
Information Systems in a business environment
Department of Logistics
Version 1.0 (January 2023)
Important links
My.SUN
https://my.sun.ac.za/
SUNLearn
https://learn.sun.ac.za/
Webmail
http://stbweb01.stb.sun.ac.za/webmail/
Office 365
https://login.microsoftonline.com/
SU Library
https://library.sun.ac.za/
Network space
https://storage.sun.ac.za/
User Admin
https://maties2.sun.ac.za/rtad4/useradm/
FHARGA website
https://fharga.pages.cs.sun.ac.za/
IT Service Desk
https://servicedesk.sun.ac.za/
ICT Partner Portal
https://servicedesk.sun.ac.za/jira/servicedesk/customer/portal/6
Cengage SAM support
https://www.cengage.com/coursepages/stellenboschuniversity_sam
N OTE :
To navigate to specific sections of this document, you can click on the section in the table of
contents, or use Ctrl + F to search for a specific word or phrase in the text.
Contents
I
Introduction to SUNLearn and other services
1
Stellenbosch University . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.1
My.SUN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2
SUNLearn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.3
Computer user areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.3.1
General Code of Conduct for FHARGA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.4
IT services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.4.1
1.4.2
1.4.3
1.4.4
IT HUB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Services accessible as a Matie . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Password management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.5
Printing credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.6
Cengage SAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.6.1
1.6.2
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
General layout of the SAM platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
1.7
Eduroam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2
Introduction to Windows 10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.1
The search function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.2
The start menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.3
Task view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.4
Microsoft Edge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.5
Windows Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
2.6
Navigating the Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
18
18
19
19
II
Introduction to Microsoft Word
3
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.1
Opening Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.2
The user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4
Handling files and printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.1
How to save your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.2
How to print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5
Creating a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.1
Editing and formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.1.1
5.1.2
5.1.3
5.1.4
Entering text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To create an outline around text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Copying an existing format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2
Page layout/orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.2.1
5.2.2
5.2.3
To change the page size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
To change the page margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
To change the page orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.3
Alignment and spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.3.1
5.3.2
5.3.3
How to align text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Indentation using tabs and the indent tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
How to change line spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.4
Copying and replacing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.4.1
5.4.2
5.4.3
5.4.4
5.4.5
Copying text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Moving text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pasting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paste special . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paste preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6
Basic functions and tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
6.1
Formatting symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
6.2
Using bullets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
6.2.1
6.2.2
Creating bulleted lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Creating numbered lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
6.3
Inserting a table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
6.3.1
6.3.2
6.3.3
6.3.4
6.3.5
6.3.6
6.3.7
6.3.8
6.3.9
6.3.10
How to create a table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to insert rows and columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to delete rows and columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to change to column width and row height . . . . . . . . . . . . . . . . . . . . . . .
How to change the table border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to add colour to cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to change text position inside the cell . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to merge cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to split cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to delete a table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
37
37
37
38
40
40
40
40
40
42
42
42
42
43
43
43
43
44
44
6.4
Inserting a picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
6.4.1
How to crop a picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
6.5
Inserting a text box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.6
Inserting a chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.7
Inserting screenshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.8
Proofing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.8.1
6.8.2
How to change the dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
How to check spelling and grammar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.9
Creating headers and footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
6.9.1
6.9.2
6.9.3
6.9.4
How to insert headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to insert footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to insert a page number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to insert a date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6.10
Working with sections and breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
6.11
Find and replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
6.12
Undo and redo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
6.13
Special symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
6.14
Shortcuts using the keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
III
Introduction to Microsoft PowerPoint
47
47
47
47
7
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
7.1
Opening Microsoft PowerPoint 2019 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
7.2
The user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
7.3
How to save your presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
7.4
How to print handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
8
Creating a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
8.1
Slide layouts and designs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
8.2
Adding and deleting slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
8.3
Rearranging slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
8.4
Editing and formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
8.5
Using bullets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
8.6
Viewing the presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
8.7
Advanced features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
8.7.1
8.7.2
8.7.3
8.7.4
8.7.5
Inserting a picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Inserting a movie . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding animations and transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Linking to other files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
9
Presentation tips and reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
59
60
60
60
61
IV
Introduction to Microsoft Excel
10
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
10.1
Opening Microsoft Excel 2019 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
10.2
The user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
10.3
How to save your workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
10.4
How to print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
10.5
Inserting headers and footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
10.6
Printing headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
11
Creating a workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
11.1
Managing workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
11.2
Editing and formatting cell content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
11.3
Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
11.4
Copying and moving cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
11.5
Freeze panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
12
Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
12.1
Basic mathematical formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
13
Basic functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
13.1
Copying formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
13.2
Absolute references . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
13.3
Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
13.4
Inserting a chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
14
Advanced formulas and functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
14.1
IF–formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
14.2
AND–formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
14.3
OR–formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
14.4
IF–, OR– & AND–formula combinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
14.5
VLOOKUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
14.5.1 Example of a FALSE VLOOKUP (exact match) . . . . . . . . . . . . . . . . . . . . . . . . . . 93
14.5.2 Examples of a TRUE VLOOKUP (approximate match) . . . . . . . . . . . . . . . . . . . . 94
14.6
Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
14.6.1 Simplex criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
14.6.2 Complex criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
14.7
Text and miscellaneous functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
14.8
Range-based conditional (RACON) functions . . . . . . . . . . . . . . . . . . . . . 101
14.8.1
14.8.2
14.8.3
14.8.4
14.8.5
IFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
COUNTIFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SUMIFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AVERAGEIFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
MAXIFS and MINIFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
102
103
104
105
106
9
15
PivotTables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
15.1
Making a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
15.2
Filtering PivotTables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
16
Visual Basic for Applications (VBA) . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
16.1
Activating VBA in Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
16.2
Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
16.2.1
16.2.2
16.2.3
16.2.4
How to write a macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Attributes of commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Object commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorksheetFunction commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
117
118
118
118
10
I
Introduction to SUNLearn
and other services
1
Stellenbosch University . . . . . . . . . . . . . . 13
1.1
1.2
1.3
1.4
1.5
1.6
1.7
My.SUN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
SUNLearn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Computer user areas . . . . . . . . . . . . . . . . . . . . 16
IT services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Printing credits . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Cengage SAM . . . . . . . . . . . . . . . . . . . . . . . . . 22
Eduroam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2
Introduction to Windows 10 . . . . . . . . . . . 27
2.1
2.2
2.3
2.4
2.5
2.6
The search function . . . . . . . . . . . . . . . . . . . . . . 27
The start menu . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Task view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Microsoft Edge . . . . . . . . . . . . . . . . . . . . . . . . . 28
Windows Store . . . . . . . . . . . . . . . . . . . . . . . . . 29
Navigating the Internet . . . . . . . . . . . . . . . . . . 29
1. Stellenbosch University
1.1
My.SUN
The My.SUN portal (https://my.sun.ac.za) is a student portal designed to meet your information and system access needs and for students and staff to access all the relevant services and tools
at Stellenbosch University.
The top ribbon of the My.SUN page displays links to important or frequently accessed tools, such
as SUNLearn, online registration, managing your password and access to your student account.
There is also a Filter links bar to search for specific tools.
Chapter 1. Stellenbosch University
14
There are seven distinct tabs which group the links relevant to undergraduate students on the
My.SUN platform:
General
Studies
• SU website
• Your student email via Outlook
• Access to the Office 365 tools
• Software for your personal computer and to other services
• SUNLearn
• The library’s website
• Class timetables
• Exam timetables and locations
• Exam results
• Academic history
• Access to your personal network space
• Support services for academic aid, emotional support and counselling,
language support, mentoring, careers and studying abroad
Finances
• Access to your student account
• Options to pay online
• Funding opportunities
Accommodation
• Applying and re-applying for accommodation at university residence
• Booking of meals at a university residence
• Loading of COB to buy food on campus
Administration
• Personal information and contact information
• Proof of registration
• Managing your password
• e-Registration
• Updating of module registration
• Updating Multi-Factor Authentication information
Campus
• Campus map
• Student affairs, Sports & Societies
• Welcoming programme
• Equality Unit
• Campus elections
• Student with disabilities
Services
• Reservations for the shuttle service
• Renting a Matie bike
• Parking on campus
N OTE :
The My.SUN platform connects you to almost all of the services you would need at Stellenbosch
University. Consult this platform first when looking for information!
1.2 SUNLearn
1.2
15
SUNLearn
SUNLearn is Stellenbosch University’s Learning Management System which is the core platform
for learning, teaching and uploading assessments. SUNLearn allows students to upload assignments,
take online quizzes, view lecture notes and slides, and view announcements from lecturers.
The homepage (known as the dashboard) for SUNLearn once you have logged in with your student
number and password will look similar to this:
Each module you have been registered for will have its own dedicated SUNLearn page. This may
be displayed as cards (as shown in the image above) or a list and you can change this view on the
dashboard.
Should one of your registered modules not appear in your menu, you should contact SUNLearn
at learn@sun.ac.za. The SUNLearn assistant might require you to obtain permission from your
lecturer, in which case you would need to send an email to your lecturer as well.
Chapter 1. Stellenbosch University
16
The content and applications loaded onto each SUNLearn Module will vary according to the
needs identified for each subject. There is a directory at the top of each module page known as
breadcrumbs that can be used to navigate back to the dashboard, your courses or back to the
homepage of your module SUNLearn page.
There are four icons on the top left pane of the window that can also be used to navigate to different
activities in that particular module’s SUNLearn page:
Course content:
Can be used to go to different sections on the SUNLearn
page quickly without having to scroll through the entire
page
²
Course navigation:
Can be used to return back to the module’s homepage, view
course participants, grades for quizzes and assignments and
the module calendar
My Courses:
Quick access to all of the SUNLearn modules you are enrolled for without having to navigate back to the dashboard
Site navigation:
Can be used to go to the dashboard, the site homepage and
to access private files
®
All SUNLearn pages will have an Announcement activity where lecturers will send announcements
regarding the course (you will receive an email notification when an announcement has been made)
and a course framework for that module.
1.3
Computer user areas
FHARGA is the computer user area (CUA) for the Economic and Management Sciences faculty.
FHARGA is the Afrikaans acronym for the old name of the Faculty of Economics and Management
Sciences Computer User Area (FEMSCUA), or FHA (Fakulteit Handel en Administrasie) R
(Rekenaar) G (Gebruikers) A (Area). Each Faculty within the University has an assigned CUA to
meet the needs of the students enrolled in that specific faculty. Only current students enrolled in a
course or module within the Faculty of Economics and Management Sciences are allowed access to
FHARGA and its computer resources.
FHARGA facilities are distributed across different buildings on Stellenbosch campus and are
available for use subject to whether there are classes, tests or exams taking place:
• Jan Mouton Learning Centre (Rooms 2010, 2011, 2015 & 2017)
• Langenhoven Student Centre / Neelsie (Rooms E01.1, E01.2, E02.1, E02.2, E24)
• Van Der Sterr building (Room 3051)
Note that the Neelsie electronic classrooms are open 24 hours a day, 7 days a week.
N OTE :
Please remember that Electronic classrooms in the Neelsie and the Jan Mouton Learning Centre
are regularly booked for lectures and tests. The learning commons are not used for lectures and
third floor of Van der Sterr building is seldom used for lectures. ALWAYS remember to check
the booking tables displayed on the Lecture Hall Timetable on My.SUN when FHARGA will
not be available, and plan your computer time accordingly.
1.3 Computer user areas
1.3.1
17
General Code of Conduct for FHARGA
The team at FHARGA heavily rely on your self-discipline and cooperation and will appreciate
your support in keeping the computer user areas safe, clean, secure and conducive to teaching and
learning. The code of conduct as it applies to computer user areas stems from several University
policy documents that includes but is not limited to the Electronic Communications Policy and the
Disciplinary code for Students as well as current law.
• Access to the CUA may only be gained with your own student card. Your student card
must always be available for positive identification and you need to be able to produce your
staff/student card on request by a staff member.
• Cellphones must be switched off at all times while in the CUA.
• No food or drinks are allowed in the CUA.
• Conduct should be orderly and calm at all times.
• No equipment may be set up, connected to or removed from the CUA without prior
approval of the CUA manager.
• Workstations must be left neat and tidy. No paper or other litter may be left behind. Chairs
must be replaced neatly. Do not leave your computer logged in or leave your workstation
unattended.
• With the exception of wheelchairs, all CUAs are wheel-free zones. No bicycles, skateboards,
longboards, heelies, roller skates/ blades or scooters may be brought into the CUA.
• With the exception of guide dogs, no pets are allowed in CUAs.
• Please note: If you do not comply with any or all of the conditions above, we reserve the
right to immediately remove you from the venue and revoke your access to FHARGA.
N OTE :
Make sure to bring headphones along to the CUA should you need the computers to listen to
lecture videos or audio. And do not forget to remove your flash drive!
The official website for FHARGA: https://fharga.pages.cs.sun.ac.za/
To log onto the network with campus computers:
1. Press Ctrl
+
Alt
=
Del
simultaneously to access the login window
2. In the Username edit box, enter your SU student number
3. Press Tab
to move the text editing bar to the next edit box
4. Into the Password edit box, enter your password
5. Click on OK
To log out of the computer:
1. Press Ctrl
+
Alt
=
Del
simultaneously
2. Select the Sign out option from the menu
3. Click on OK
Alternatively: click the q button, navigated to your g profile (icon on the top of the leftmost
icons), and select Sign Out.
Chapter 1. Stellenbosch University
18
1.4
IT services
You can request any information technology (IT) assistance from the Stellenbosch University
Service Desk: https://servicedesk.sun.ac.za/jira/servicedesk/customer/portal/6
1.4.1
IT HUB
The IT HUB is the first point of contact for all IT-related inquiries. Its staff provide support
for Microsoft Office software, and network and hardware incidents to the staff and students of
Stellenbosch University (SU). Students are required to make an appointment via the ICT Partner
Portal. Alternatively, students can send an email to ithub@sun.ac.za.
The IT HUB is located in the Admin A building under the bridge connecting the Admin A and B
(outside by the Rooiplein) and are open from Monday to Friday from 09:00 to 16:00, excluding
public holidays.
1.4.2
Student email
All enrolled students are given one personal email address (studentnumber@sun.ac.za). Please
make sure to check this mailbox regularly as this will be used by your lecturers to correspond with
students.
You can access your email in the following ways:
• Through the link supplied on My.SUN
• Double clicking on the WebMail icon on the FHARGA desktop
• By typing the following URL in your internet browser: http://stbweb01.stb.sun.ac.
za/webmail/
If you cannot obtain access to your WebMail account, reset your password. Follow the instructions
to change your password given in the previous section.
The layout of a new email message is as follows:
N OTE :
If you send an email to any one of your lecturers remember to include:
1. The subject you are enquiring about (Many lecturers are involved in more than one module)
2. Your student number
3. Name and Surname
1.4 IT services
1.4.3
19
Services accessible as a Matie
Students of Stellenbosch University have access to the following services (often using their student
number as their login details):
Office 365
Each student gains access to online/cloud services through Office 365. This includes
• Access to the online Microsoft Office Suite
• Outlook web access with 25GB mailbox
• Office Online (https://login.microsoftonline.com/)
• 1TB of OneDrive space
• Office 365 (2019) local install on one device.
Your network drive
Each student CUA account receives 100Mb storage space on the SU network. The storage space
is located on the H:/ drive. This is your personal storage space on the university network. Only
you can access this space and it is only accessible from a computer with access to the intranet
of the university. This is where all files are locally stored when working on the computers in
FHARGA and can be accessed by going to This PC (on the desktop) → select the H:/ that contains
your student number in it. This drive can also be accessed remotely from your personal device by
navigating to the network space on My.SUN or to https://storage.sun.ac.za/.
Any data stored on the C:/ drive (Local drive) in FHARGA will be deleted during the nightly
maintenance check performed on the FHARGA computers.
1.4.4
Password management
For security reasons the system will require you to change your password every 90 days. You will be
prompted to change your password when you log onto the system. Do not change your password
here or in Windows Settings (Control Panel) (because your password will not synchronise across
all the SU systems).
You will need to open the User (student) Admin System and change your password there. The
User (student) Admin System will synchronise your passwords for all the SU systems (WebMail,
SUNLearn and My.SUN) and ensure that all your SU passwords are the same. If you do not
synchronise all passwords and a programme tries to log you into SU system with an old password,
your user account will be locked.
Access to the USER (student) ADMIN system can be gained by double clicking on the User
(Student) Admin icon on the desktop (while in FHARGA) or going to https://maties2.sun.
ac.za/rtad4/useradm. This link is also provided on My.SUN (Change Password).
You will be required to sign in using your Username (student number) and existing (old)
password.
Select the Change password option from the menu on the left-hand side of the screen and follow
the instructions:
20
Chapter 1. Stellenbosch University
If you forget your password, you can visit My.SUN and click on Manage password:
When setting up your password you may be prompted to verify your identity by inserting a one-time
pin (OTP) number sent to your phone or another email address. The site will automatically be
redirected to the “Change password” page and you will be able to change your password after
entering the pin.
N OTE :
You must always remember to log out when you are finished! This allows for the system to
activate the new password across all SU services effectively.
1.5 Printing credits
21
Password guidelines
Your passwords must comply with the following criteria:
1. It has a minimum length of 8 characters (32 characters being the maximum).
2. It must contain at least 3 of the following 4 groups of characters: Alphabetic (small caps),
Alphabetic (capital letters), numerical (0–9) or special characters (!@#$% ˆ &*()_+| =`[]:";’<>?,./).
3. It may contain spaces, except at the end of the password.
4. It does not contain words found in any language, dialect or jargon.
5. It is not based on personal information such as a name of a family member or pet.
6. The last 10 passwords cannot be used again.
7. Passwords must be changed every 90 days.
Always try to create passwords that will be easily recalled. Keep your password safe and never
disclose your password to anybody.
N OTE :
When setting or changing your password and you want to use numerical characters, avoid using
the number pad (the area on the right-hand side of your keyboard numbered 0–9) to type in the
numerical characters in your password, use the numerical keys allocated above the alphabet keys
on the keyboard.
1.5
Printing credits
Before you may print or do digital image processing to a document in a CUA you will need to
transfer money from your student account to your account in the printing system. Printing credits
can be charged to your student account until the 1st of September of each year or bought for cash at
the Universities cashiers.
The USER (student) ADMIN system is used to charge printing monies against your student
account. Select the “Load Printing Money from Student Account” option from the menu on the
left. Digital imaging prices vary with function (scan to e-mail, fax and printing). The rates are to be
published on the IT website.
If you need to print while in the library (or any other CUA area), you can transfer printing credits
from your FHARGA account to your library account (and back again). This can be done in
the USER (Student) ADMIN system. SU uses the SAFECOM system to send your printing to
the printer. Your student number is your reference and when printing something is sent to the
SAFECOM system, you can retrieve it from any printer connected to this system anywhere in the
world by simply swiping your student card at the printer.
Chapter 1. Stellenbosch University
22
Printing course content
It is recommended that you do not print files directly from SUNLearn. Files must first be saved on
your H: drive or Flash drive, opened from there and then printed.
Printing files from SUNLearn:
1. Click on the file you want to print
2. A dialogue box will appear giving you the option to “Save” or “Open” the file
3. Click on the “Save” option
4. Select the location you want to save the document to, it is recommended that you use your
network space (H:Drive)
5. Save the file
6. Use Windows Explorer to access your H:drive (You should also be able to gain access
through the My Documents icon on the desktop in FHARGA)
7. Open the file you have just created by double-clicking on it
Follow the guidelines to print the file contained in the corresponding section of this course manual
for either Word (.doc/.docx file types), Microsoft Excel (.xls, .xlsx) or PowerPoint(.ppt/.pptx) files.
Some of the documents might be saved as a PDF file. These files are read using an Adobe Acrobat
reader. These files are non-editable. To print these, follow the steps to print a Word document.
N OTE :
Make sure to select the correct printer, page orientation and number of pages per sheet before
printing your document!
1.6
Cengage SAM
SAM (Skills Assessment Manager) is a Cengage tool that simulates interactions and activities on
different Microsoft Office tools, such as Word, PowerPoint, Excel and Access. This tool guides
you through tasks with videos and captions, and allows you to apply the skills within a simulated
environment.
You will be able to access SAM through SUNLearn by clicking on the direct links to the SAM
activities.
1.6.1
Getting started
To gain access to the SAM activities, you first need to create a Cengage account. All SAM links
are shown with a blue Cengage circle next to the description of the activity. Click on the available
link in SUNLearn.
If you have not logged in before and do not have a Cengage account, you will be sent to a sign-up
page. Click on “Create account” to continue.
1.6 Cengage SAM
23
You will then be prompted to specify what type of user you are. Click on the “Student” option.
The next step is to type in your Student email address to identify you as a Stellenbosch University
student.
The next page redirects you to fill in any further details:
• First name
• Last name (surname)
• Birth year
• Time zone: (GMT +02:00) Harare, Pretoria
• Do not select the option to receive updates and information
• Select the option “I agree to the Terms of Use and Privacy Policy”
• Click “Next” once all the necessary information is filled in
You will receive a message stating that an email was sent to your student email address. If you did
not receive an email, choose the “Resend email”. You need that email to complete the process
Chapter 1. Stellenbosch University
24
When you open the email, there will be highlighted text that asks you to “Activate Cengage
account”. Clicking on this will open a new window in your browser.
The link will take you to a page where you need to include a password for your new Cengage
account. This password will not change with your institutional password. Therefore, make
sure that this is a password that you will remember, or save it in a safe place. This password
should contain at least:
• Eight (8) characters
• A lowercase letter
• An uppercase letter
• A number
• No parts of your username
• Do not use special symbols
Once you have chosen a password that satisfies the requirements, you are all set, and you will be
redirect to the SAM activity page.
1.6 Cengage SAM
1.6.2
25
General layout of the SAM platform
Once you have logged into your Cengage account, you will access the activity calendar of SAM.
To view all activities in a listed form, deselect the “Set Calendar as default view” box, which will
take you to the Activity List the next time you access SAM.
All activities marked with a black square indicate the data that the specific task becomes available.
Tasks marked with a red dot indicate the due date for that specific activity.
Once you have clicked on an activity you would like to complete, a new window opens for you to
complete the different tasks within that activity.
Each task is specifically chosen to simulate the programme you are working in. The simulation of
each of the tasks are available in three modes:
Chapter 1. Stellenbosch University
26
Observe:
This mode allows you to view how the activity should be done. It includes
a video with audio narration and text transcription for you to follow along.
If you are unsure of what the task requires, then this will give you an
idea of what to do. If you know what the task requires, then you can go
directly to one of the other modes.
Practice:
The practice mode allows you to do the steps for yourself with prompts
from SAM. Steps will be provided for which button to press and what
to type in. If you are comfortable with what needs to be done, then you
can go directly to the next mode, or you can return to “Observe” mode to
watch the tutorial on how to do it again.
Apply:
The “Apply” mode allows you to complete the task on your own without
any hints or prompts from SAM. Only the task requirement is given,
and you will need to complete the task on your own. You will receive a
notification once you have completed the task successful, or whether you
did not complete the task satisfactorily.
Once you have completed the “Apply” mode of the task, you will be taken to the next task until all
the tasks have been completed. Press “Submit” once you have completed the tasks that you wanted
to do.
This is only a simulated environment that reproduces a similar experience to the actual programmes.
It provides you with an added opportunity to practice the skills necessary, and to get feedback and
comments upon the completion of the tasks.
1.7
Eduroam
The University provides WiFi internet access to registered students on our campuses with no user
charge. Computer user areas (CUAs) will also be available to registered students via a booking
mechanism, subject to limitations of space and the academic time table.
All internet services are free, but if you abuse this service you will be banned to use the internet.
All devices must be registered to gain access to Eduroam. Personal devices must be registered
via IT to gain access to the internet on your own device. Registration can be done by IT or by
self-registration. A step-by-step guide enable your device to access Eduroam can be found on
https://servicedesk.sun.ac.za/kb/display/ITHUB/RegisterMe+-%3E+Eduroam.
N OTE :
Be aware that it may be necessary that personal devices registered for Eduroam to be registered
again after your password has been changed. Instructions on how to do this for Apple and
Android devices can be found on the IT website.
2. Introduction to Windows 10
This chapter is intended as a short introduction to Windows 10. This chapter is not a user manual
for Windows 10. It is merely used to highlight the major changes from Windows 7 to Windows 10.
This chapter assumes the user was proficient in using Windows 7.
2.1
The search function
Windows now has a search function in the taskbar next to the Windows button. This function can
be used to search for anything in Windows 10. This function is also handy to search for settings or
applications by the names used in Windows 7. Windows 10 will recognise the application you are
looking for and suggest it.
The control panel name is no longer used in Windows 10. Instead, Windows 10 use the more
general “Settings” to change computer settings. If the search function is used and “Control Panel”
is typed, Windows will open up the Settings in a layout similar to the control panel of Windows 7.
2.2
The start menu
The Start button has been replaced by the Windows q button. This button calls up the start menu.
The layout of the Start menu has changed significantly. Programmes are now called Applications.
When clicking on the Windows button, a list of most used applications are displayed. You will also
see “All apps.” Clicking on this will bring a list of all installed applications, in alphabetical order,
to the screen. You can now select any programme you want to open from this list.
On the right of the traditional “list-view” start menu, you will see tiles. Tiles were introduced in
Windows 8 and Windows 10 went a long way in redesigning the start menu and incorporating
live tiles into this menu to make the operating system more user friendly whilst still improving
synchronisation between applications. Any application can be pinned as a tile. You can right click
on a tile and move it, change its size or turn live tile on or off. Live tile means the tile will update
and show highlights from the applications like a news feed. If you turn on the Facebook live tile,
this tile will display content from your timeline every time you call up the start menu. In a similar
fashion, notifications to this application will pop up in the right bottom corner of your screen.
28
2.3
Chapter 2. Introduction to Windows 10
Task view
Next to the search button, you will see the Task view button. Clicking on this icon will call up a
preview of all open applications. You can close applications or “tasks” from this view by hovering
in the top right corner of the application until a red block with an “X” appears and then click on the
X. You can also click on any of the task previews to go to that application.
2.4
Microsoft Edge
Windows 10 has a brand new Internet browser. The new browser that comes with Windows 10 is
called Microsoft Edge. The icon is similar to an
shape that spirals in the colours from blue to
teal to light blue to green. When opening Microsoft Edge, the address bar is at the top in the middle
of your screen. (Microsoft Internet Explorer can still be used at this stage by simply searching for it
in the search application and then pinning it to the taskbar for quick future access).
The bookmarks bar is still located at the top of the screen as with Microsoft Internet Explorer.
2.5 Windows Store
2.5
29
Windows Store
Windows 10 comes with a pre-installed Windows store. Any applications can
be downloaded from the store as with a cellphone. By default, the app store is
in the taskbar. However, you can move the icon and pin it to the Start (which
will place a tile in the tile menu) or you can access it from the Start menu by
selecting the “All apps” list. The name of the Windows App Store is simply
“Store” and the icon is a shopping bag with the Windows icon.
2.6
Navigating the Internet
To access the Internet, you will need to use a web browser. There are many web browsers to choose
from, the most common browsers of which are listed below:
Chrome
Firefox
Internet Explorer
Opera
Microsoft Edge
Safari
All of these browsers have a field for you to type in the website address you wish you visit. The
addresses of the web sites are also referred to as URL’s (Universal Resource Locator).
If you do not know the website URL that you wish to visit you can use one of the many search
engines available on the World Wide Web to search for a website that contains the information you
require. The most popular search engine to use is  Google, but there are other options as well.
Search strategies:
• Define what you are looking for
– Alternative words/phrases
– Overview or wide topic, e.g. Victorian literature Overview or wide topic
– Specific aspect of a wide topic, e.g. automobile recyclability
– Any synonyms, equivalent terms or different spellings to include
– Any terms to specifically exclude
– Be as specific as possible
• Think about the order of the words
• Start with a general search
• Search within the results
Chapter 2. Introduction to Windows 10
30
Queries typed into Google can be basic: at least one word but more websites will be retrieved! It
may be worth searching in the search results for all the URLs of the query will be displayed.
Make your query more effective by using the Advanced Search options or using Boolean Operators:
Boolean operators
Description
Phrase: place words between “ ”
The result must include all the words in the specific order
Including: AND between words (+)
The results must include all of the words
Alternative: OR between words
The result should include at least one of the words
Excluding: NOT between words (–)
The result should not include this word
Truncation: * after the word (can
also place a – before the word)
Finds various forms of the word, e.g. independent * finds
independence, independent, independently
II
Introduction to Microsoft
Word
3
Getting started . . . . . . . . . . . . . . . . . . . . . . 33
3.1
3.2
Opening Microsoft Word . . . . . . . . . . . . . . . . . 33
The user interface . . . . . . . . . . . . . . . . . . . . . . . 34
4
Handling files and printing . . . . . . . . . . . 35
4.1
4.2
How to save your document . . . . . . . . . . . . . . 35
How to print . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5
Creating a document . . . . . . . . . . . . . . . . 37
5.1
5.2
5.3
5.4
Editing and formatting text . . . . . . . . . . . . . . . . 37
Page layout/orientation . . . . . . . . . . . . . . . . . 38
Alignment and spacing . . . . . . . . . . . . . . . . . . 38
Copying and replacing text . . . . . . . . . . . . . . 40
6
Basic functions and tasks . . . . . . . . . . . . 41
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
6.12
6.13
6.14
Formatting symbols . . . . . . . . . . . . . . . . . . . . . . 41
Using bullets . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Inserting a table . . . . . . . . . . . . . . . . . . . . . . . . 42
Inserting a picture . . . . . . . . . . . . . . . . . . . . . . . 44
Inserting a text box . . . . . . . . . . . . . . . . . . . . . 46
Inserting a chart . . . . . . . . . . . . . . . . . . . . . . . . 46
Inserting screenshots . . . . . . . . . . . . . . . . . . . . 46
Proofing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Creating headers and footers . . . . . . . . . . . . . . 47
Working with sections and breaks . . . . . . . . . . . 47
Find and replace . . . . . . . . . . . . . . . . . . . . . . . 48
Undo and redo . . . . . . . . . . . . . . . . . . . . . . . . 48
Special symbols . . . . . . . . . . . . . . . . . . . . . . . . 48
Shortcuts using the keyboard . . . . . . . . . . . . . 49
3. Getting started
Microsoft Word 2019 is a word-processing package used to create, revise, save and print different
kinds of documents. It also incorporates tools such as a spell check and the ability to move or
copy text from one document to another. Word 2019 allows us to choose from various available
templates, including reports, calendars, resumés, invitations and many others.
We should be able to use MS-Word 2019 to prepare simple documents commonly associated with
the business environment (such as letters, memos and reports).
3.1
Opening Microsoft Word
Click the Start button on the Windows taskbar (bottom left of the screen), scroll through all the
Programs in the Start Menu and locate the Word 2019 program. Alternatively, scroll to the
Microsoft Office tools folder and select Word 2019 from the listed programs.
34
3.2
Chapter 3. Getting started
The user interface
The Office Button has been replaced by an unobtrusive rectangle containing the word “File”. When
clicking on the File Button, it brings up Backstage View. Backstage is one-stop shopping for
information about documents and common tasks we can perform, such as saving and printing.
The following picture illustrates the user interface with Word as well as the document. The
document is displayed in the print layout view. This is the primary view in which we will create
and edit documents; this view also displays the document exactly as it will be printed:
To change document viewing options (Print layout, Full screen reading, Outline -, or Draft view)
go to the View tab, and select the relevant viewing tool from the Document views group.
4. Handling files and printing
4.1
How to save your document
To save a document for the FIRST TIME:
1. Click the File button
2. Click the Save as option on the left hand side of the Backstage view.
3. Select the location, by navigating in the folders view or typing the location in the address
bar.
4. Enter the File name, and select the relevant File type, click on Save.
Chapter 4. Handling files and printing
36
To save an EXISTING document:
1. Click the File button
2. Click the Save option on the left hand side of the Backstage view.
Shortcut: Ctrl
4.2
+
S
= Save
How to print
To print your document
1. Click the File button, and
2. Select the Print option from the menu
3. In the Print dialogue box, select the page range
4. Select the number of copies required
5. Click on Print
Shortcut: Ctrl
+
P
= Print
N OTE :
Ensure that the paper size selected is A4. You should be able to set this in the Properties section
in the print dialogue box. The specific location for the setting may differ from printer to printer.
5. Creating a document
5.1
Editing and formatting text
5.1.1
Entering text
The blinking vertical line indicates the insertion point, that marks the location where the text that
you type will be entered in the document.
5.1.2
Formatting text
Select the text to which you want to apply the formatting.
Home tab → Font group → select the formatting tool required:
5.1.3
To create an outline around text
Select the text you wish to outline.
Home tab → Paragraph group → select Outside Borders → in the drop-down menu select the
border style.
Chapter 5. Creating a document
38
5.1.4
Copying an existing format
To copy a format used elsewhere within the document:
Select the portion of text that has the formatting style that you wish to copy.
Home tab → Clipboard group → select the format painter tool.
The mouse pointer will now resemble a paintbrush.
Select the text to which you wish to copy the format, by using your
mouse.
When you have selected all the text you wish to change, let go of the mouse button. The pointer
should now change back to normal and the formatting of the section should have changes as
required.
If you double click on the format painter tool you will be able to change multiple text, to turn the
format painter tool off, simply select the format painter tool again when you are finished).
5.2
Page layout/orientation
5.2.1
To change the page size
Page layout tab → Page setup group → Size tool
Unless indicated differently we will always use A4 paper in South Africa.
N OTE :
When referring to a page being horizontal in a test or exam, it is referring to a page’s orientation
being Landscape . When referring to a page being vertical, it refers to a page being Portrait.
5.2.2
To change the page margins
Page layout tab → Page setup group → Margins → from the Margin drop-down menu select
the option required (we can also customise the margin settings).
5.2.3
To change the page orientation
Page layout tab → Page setup group → Orientation → from the Orientation drop-down menu select the option required.
5.3
Alignment and spacing
5.3.1
How to align text
Alignment refers to the positioning of lines in a text or paragraph.
Select the portion of text you wish to align.
Home tab → Paragraph group → select the appropriate alignment tool
5.3 Alignment and spacing
39
If you use the justify alignment option, it will align the text between the left and right margin. This
is achieved by adjusting the spacing between the words and characters as necessary so that each
line of text finishes at the same point.
5.3.2
Indentation using tabs and the indent tools
Indentation determines the distance of the paragraph from either the left or the right margin. Within
the margins, we can increase or decrease the indentation of a paragraph or group of paragraphs.
The Tab key on the keyboard can be used to move the insertion
point to the right.
To move an entire paragraph:
Select the paragraph.
Home tab → Paragraph group → Select the appropriate indentation tool.
5.3.3
How to change line spacing
Line spacing refers to the distance specified between each line of text. You will often be required to
use either single or double spacing.
Select the paragraph you wish to space.
Home tab → Paragraph group → select the Line-spacing tool
→ select the appropriate spacing option from the drop-down
menu.
In the Paragraph dialogue box it might sometimes be necessary to change these values to 0 pt.
Chapter 5. Creating a document
40
5.4
Copying and replacing text
5.4.1
Copying text
Select the text to be copied.
Home tab → Clipboard group → Copy tool.
Shortcut: Ctrl
5.4.2
+
C
= Copy
Moving text
Select the text to be moved.
Home tab → Clipboard group → Cut tool.
Shortcut: Ctrl
5.4.3
+
X
= Cut
Pasting text
Move the pointer to where you want the text to be placed.
Home tab → Clipboard group → Paste → select paste from the
drop-down menu.
Shortcut: Ctrl
5.4.4
+
V
= Paste
Paste special
There are different paste options. Select the appropriate
format from the Paste Special dialogue box (Familiarise
yourself with the different options available).
5.4.5
Paste preview
The Paste Preview function allows you to preview the result
of your paste option, in the paste location. The options
include keeping the formatting, pasting only the text and
merging the formatting (so that the new text has the same
formatting as the surrounding text in the new location).
6. Basic functions and tasks
6.1
Formatting symbols
¶
Paragraph·marks·and·other·formatting·symbols·can·be·used·to·view·the·formatting·applicable·
in· a· paragraph· (such· as· the· amount· of· spaces· between· words,· hard· line· breaks· (where· you·
used·enter),·etc.) · ·These·are·non-printing·characters·and·will·not·appear·on·the·final·printed·
document.¶
¶
To show/hide the formatting symbols, select the Show/Hide button ¶
on the Home tab.
6.2
Using bullets
6.2.1
Creating bulleted lists
in the paragraph group
• Use bulleted lists for related items that not need to be listed in a specific order.
• Move the insertion point to the location for the list (and press Enter if necessary to start a new
paragraph).
• Home tab → Paragraph group → Bullets → select the bullet type from the bullet library in
the drop-down menu.
• By pressing enter after each sentence, Word will automatically place a bullet in front of each
line. Should you prefer not to continue the list, the bullet can be deleted using Backspace.
6.2.2
Creating numbered lists
1. Use numbered lists for items that must fall in a specific order.
2. Move the insertion point to the location for the list (and press Enter if necessary to start a new
paragraph).
3. Home tab → Paragraph group → Numbering → select the numbering type from the numbering library in the drop-down menu.
4. By pressing enter after each sentence, Word will automatically place a number in front of each
line. Should you choose not to continue the list, the number can be deleted using Backspace.
5. You can change the starting value of the list by selecting Set numbering value from the
Chapter 6. Basic functions and tasks
42
drop-down menu.
6.3
Inserting a table
Tables allow you to organise information in a row and column format.
6.3.1
How to create a table
Place the cursor at the location where you wish to insert the table.
Insert tab → Tables group → Table → select the Insert table option from the drop-down menu
→ enter the number of columns and rows required in the dialogue box.
6.3.2
How to insert rows and columns
Position the insertion point in the cell where you wish to
insert the row or column.
In the table tools ribbon → layout tab → rows and columns
group → select appropriate tool
Alternatively: Right click in the cell where you wish to insert
the row or column, point the mouse pointer to insert option
on the menu.
Select the appropriate option from the next menu.
6.3.3
How to delete rows and columns
Position the insertion point in the cell where you wish to delete
the row or column. In the table tools ribbon → layout tab →
rows and columns group → delete tool → select appropriate
option from the drop-down menu.
Alternatively: Right click in the cell where you wish to delete
the row or column, select the delete cell option on the menu.
Select the appropriate option from the dialogue box:
Be careful of deleting only one cell, rather delete the entire row or column.
6.3.4
How to change to column width and row height
Position the insertion point in the cell of which height
or width has to be change. In the table tools ribbon
→ layout tab → cell size group → resize the cell
(Note that the column and the row will be affected.)
Alternatively, you can select and drag the border of
the rows or columns to change height or width. You will place the insertion point on top of the
border and left click on the mouse, while dragging the border to the preferred height or width.
6.3 Inserting a table
6.3.5
43
How to change the table border
1. Select the entire table.
2. In the table tools ribbon → Design tab → Draw borders group → choose the appropriate
border design and width.
3. In the table tools ribbon → Design tab → Table styles group → Borders → Select outside
borders from the drop-down list.
N OTE :
• When selecting data in MS Office you can use the mouse by left clicking while the cursor is at
the position where you want to start the selection. Move your mouse over the data that you
want to select. The selected range will be highlighted.
• Alternatively you can place the cursor where you want to start the selection. Press and hold
the Shift key and navigate the selection with the arrow keys. The selected range will be
highlighted.
• If you only want to select certain data, and not all the data between two points, the Ctrl
key can be used.
6.3.6
How to add colour to cells
Position the insertion point in the cell of which you wish to change the colour.
In the table tools ribbon → Design tab → Table styles group → shading tool → pick the
appropriate colour from the drop-down menu.
6.3.7
How to change text position inside the cell
Position the insertion point in the cell where you wish to
change text alignment.
In the table tools ribbon → Layout tab → Alignment group
→ pick the appropriate alignment tool.
6.3.8
How to merge cells
Select the cells you wish to merge. In the table tools ribbon →
Layout tab → Merge group → Merge cells tool
Chapter 6. Basic functions and tasks
44
Table 6.1: Cells before merging.
6.3.9
Table 6.2: Cells after merging.
How to split cells
Select the cell you wish to divide. In the table tools ribbon → Layout tab → Merge group → split
cells tool.
Table 6.3: Cells before splitting.
6.3.10
Table 6.4: Cells after splitting.
How to delete a table
Position the insertion point anywhere within the table. In the Table tools ribbon → Layout tab →
Rows and columns group → Delete tool → select Delete table from the drop-down menu.
Alternatively: The easiest way to delete an unwanted table is to select the table and to cut it ( Ctrl
+
6.4
X ).
Inserting a picture
Insert tab → Illustrations group → Picture.
Pictures can be moved by selecting the picture and placing the mouse
pointer on one of the borders of the picture (the mouse pointer will
change to a four-way arrow). Hold the left mouse button and drag the
picture to the desired location.
The position of pictures with regards to the text can be altered by
right clicking on the picture and selecting text wrapping from the
menu, and selecting the relevant position from the menu options.
To change the picture size, select the picture. “Resizing handles”
will appear around the picture. Place the mouse pointer on one of the
handles (the mouse pointer will change to a two headed arrow), and
drag the border in the direction of which you want to resize the picture.
6.4.1
How to crop a picture
Picture cropping can be used to remove any unwanted edges from a picture.
6.4 Inserting a picture
Select the picture by double clicking on it. Picture Tools
Ribbon → Format tab → Size group → Crop tool.
“Cropping handles” will appear around the picture. Place the
mouse pointer on the handle next to the unwanted area and
push the border until you have blocked out the unwanted area.
When you are finished, click on the Crop tool to remove the
“cropping handles”.
45
46
6.5
Chapter 6. Basic functions and tasks
Inserting a text box
Insert tab → Text group → Text box tool → Draw text box
Text boxes can be moved and resized as described in the “Inserting a picture” section.
6.6
Inserting a chart
Insert tab → Illustrations group → Chart → select the chart type in the Insert chart dialogue
box → OK.
Word 2007 will automatically open an Excel spreadsheet where you can insert the relevant chart
data, when you are finished, close the excel spreadsheet and your chart will automatically be
completed.
We will be doing more comprehensive examples of charts in Excel.
6.7
Inserting screenshots
Insert tab → Illustrations group → Screenshot → Select one of the available windows. The
screenshot tool allows you to take screenshots and insert them into Word documents. Select the
screen clipping option to select only a specific portion of a screen.
6.8
Proofing
6.8.1
How to change the dictionary
The current dictionary selected for the document can be viewed in the bottom left hand corner of
the screen. It is recommended that you use either the Afrikaans dictionary for Afrikaans texts or
the English (South Africa) or (UK) dictionaries for English texts.
To change the dictionary selected, select the entire text in the document ( Ctrl
+
A ).
Left click on the current loaded dictionary, and select the appropriate language from the menu in
the language dialogue box.
6.8.2
How to check spelling and grammar
Review tab → Proofing group → Spelling & Grammar tool → you can choose to ignore found
errors or accept recommendations.
6.9 Creating headers and footers
6.9
Creating headers and footers
6.9.1
How to insert headers
47
Insert tab → Header & Footer group → Header tool → select Edit header from the drop-down
list → Type the text you require in the header.
To exit the header view double click anywhere in the document, or use the Close header and footer
tool on the Header and Footer tools ribbon bar.
6.9.2
How to insert footers
Insert tab → Header & Footer group → Footer tool → select Edit footer from the drop-down
list → Type the text you require in the footer.
6.9.3
How to insert a page number
By inserting a page number Word will automatically number the pages in your document.
While still in the Header or footer view:
Header and footer tools ribbon → Design tab → Header and footer group → Page number tool
→ select the relevant options from the drop-down list.
6.9.4
How to insert a date
While still in the Header or footer view
Header and footer tools ribbon → Design tab → Insert group → Date and time tool → select
the format you wish the date to be displayed in from the date and time dialogue box.
6.10
Working with sections and breaks
Page breaks can be used to divide a document into sections with styles, separate headers and footers,
or to ensure that items are displayed on separate pages.
To insert a page break, position the insertion point at the point where you wish to create a new
page (or section).
Insert tab → Pages group → Page Break tool
To edit the header and footer for the current section, go to the header and footer view.
Header and footer tools ribbon → Design tab → Navigation group → and select or deselect the
link to previous tool. By selecting the link to previous option Word will ensure that your header or
footer is carried over from the previous section. If you want to have a unique header and footer
only for this section the link to previous option should be deactivated.
Chapter 6. Basic functions and tasks
48
6.11
Find and replace
Home tab → Editing group → Find tool →
Advanced Find
In the dialogue box enter the word you wish
to find on the Find tab and the word you
wish to replace it with on the Replace tab.
Use the Find next and Replace buttons
to navigate through the entire document.
When you are finished you can close the dialogue box.
Be careful not to use the replace all option as Word might replace portions of words as well.
6.12
Undo and redo
If you have done something wrong and you want to undo it, you can choose the undo option in the
quick access toolbar. <
Shortcut: Ctrl
+
Z
= Undo
If you have undone something and you discover that you actually wanted it done, you can choose
the redo option in the quick access toolbar.
Shortcut: Ctrl
6.13
+
Y
= Redo
Special symbols
Any characters and symbols that cannot be found on the keyboard can be found in the Symbols
tool.
Insert tab → Symbols group → Symbols tool → More symbols → select the appropriate symbol
from the Symbol window
6.14 Shortcuts using the keyboard
6.14
49
Shortcuts using the keyboard
Undo the last action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
Z
Redo (the undo) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
Y
Select all . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
A
Cut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
X
Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
C
Paste . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
V
Bold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
B
Italics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
I
Underline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
U
Align text left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
L
Centre text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
E
Align text right . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
R
Justify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
J
Close the active window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
W
Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
F
ë ...................................................
Alt
+
1
+
3
+
7
ê ...................................................
Alt
+
1
+
3
+
6
One word to the left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
One word to the right . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
One character to the left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
One character to the right . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
One line up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
One line down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To the beginning of a line . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Home
To the end of a line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
End
Up one screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PgUp
Down one screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
PgDn
To the top of the screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
PgUp
To the bottom of the screen . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
PgDn
To the beginning of the document . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
Home
To the end of the document . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+
End
50
Chapter 6. Basic functions and tasks
Backspace
Delete one character to the left of the cursor . . . . . . . . . . . .
Ctrl
Delete one word to the left of the cursor . . . . . . . . . . . . . . . .
Backspace
+
Delete
Delete one character to the right of the cursor . . . . . . . . . . .
Ctrl
Delete one word to the right of the cursor . . . . . . . . . . . . . .
Delete
+
Select text through the previous character . . . . . . . . . . . . . .
Shift
+
Select text through the next character . . . . . . . . . . . . . . . . . .
Shift
+
Select text one line up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Shift
+
Select text one line down . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Shift
+
Select text through the beginning of the current word . . . .
Ctrl
+
Shift
+
Select text through the beginning of the next word . . . . . . .
Ctrl
+
Shift
+
Select text through the beginning of the current paragraph
Ctrl
+
Shift
+
Select text through the beginning of the next paragraph . .
Ctrl
+
Shift
+
Select text through the beginning of the line . . . . . . . . . . . .
Shift
+
Home
Select text through the end of the line . . . . . . . . . . . . . . . . . .
Shift
+
End
Select text through the beginning of the document . . . . . . .
Ctrl
+
Shift
+
Home
Select text through the end of the document . . . . . . . . . . . .
Ctrl
+
Shift
+
End
Select text one window up . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Shift
+
PgUp
Select text one window down . . . . . . . . . . . . . . . . . . . . . . . . .
Shift
+
PgDn
Zoom in to document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+ Scroll mouse wheel forward
Zoom out of document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ctrl
+ Scroll mouse wheel backwards
III
Introduction to Microsoft
PowerPoint
7
Getting started . . . . . . . . . . . . . . . . . . . . . . 53
7.1
7.2
7.3
7.4
Opening Microsoft PowerPoint 2019 . . . . . . . . 53
The user interface . . . . . . . . . . . . . . . . . . . . . . 53
How to save your presentation . . . . . . . . . . . . . 54
How to print handouts . . . . . . . . . . . . . . . . . . . . 54
8
Creating a presentation . . . . . . . . . . . . . . 57
8.1
8.2
8.3
8.4
8.5
8.6
8.7
Slide layouts and designs . . . . . . . . . . . . . . . . . . 57
Adding and deleting slides . . . . . . . . . . . . . . . 58
Rearranging slides . . . . . . . . . . . . . . . . . . . . . . 58
Editing and formatting text . . . . . . . . . . . . . . . 58
Using bullets . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Viewing the presentation . . . . . . . . . . . . . . . . 59
Advanced features . . . . . . . . . . . . . . . . . . . . . 59
9
Presentation tips and reminders . . . . . . 63
7. Getting started
MS-PowerPoint is a software program that allows you to create multimedia presentations, to
enhance your oral presentation and to keep the audience focused on your subject. You can create
and display sets of slides that combine text with drawn objects, clip art, photos, sound, video, and
even animated special effects.
7.1
Opening Microsoft PowerPoint 2019
Click the Windows button on the Windows taskbar, point to the All Apps option on the Start
Menu, locate PowerPoint.
7.2
The user interface
When opening PowerPoint, you will see the backstage view. From this view, you can select whether
you want to start your presentation from a predefined template or if you want to start with a blank
presentation.
Chapter 7. Getting started
54
The picture above illustrates the normal view. This is the primary view in which you will create
and edit slides in a presentation.
7.3
How to save your presentation
To save a presentation for the FIRST TIME:
1. Click the File button
2. Click the Save as option on the left hand side of the Backstage view.
3. Select the location, by navigating in the folders view or typing the location in the address
bar.
4. Enter the File name, and select the relevant File type, click on Save.
To save an EXISTING presentation:
1. Click the File button
2. Click the Save option on the left hand side of the Backstage view.
Shortcut: Ctrl
7.4
+
S
= Save
How to print handouts
To print your presentation
1. Click the File button, and
2. Select the Print option from the menu
3. In the Print dialogue box, select the slide range
4. Select the number of copies required
5. Select Handouts and the amount of slides per page (three slides per page works well)
6. Click on Print
7.4 How to print handouts
Shortcut: Ctrl
+
P
= Print
55
56
Chapter 7. Getting started
8. Creating a presentation
8.1
Slide layouts and designs
To access the various pre-designed slide layout options go to Home tab → Slides group → Layout,
to access the Default Design dialogue box.
To change a slide theme (colour schemes, font and background) of the slides go to the Design tab
on the ribbon.
58
8.2
Chapter 8. Creating a presentation
Adding and deleting slides
To add a new slide to a presentation: Home tab → Slides group
→ New Slide in the Default Design dialogue box, select the
desired layout.
Alternative: Right click in the slide tab and select new slide from
the menu.
To reuse slides from the current presentation: Home tab → Slides group → New Slide in the
Default Design dialogue box, select duplicate selected slides from the menu.
Alternative: Right click in the slide tab and select duplicate slide from the menu. You can also try
using copy and paste.
To reuse slides from an existing presentation: Home tab → Slides group → New Slide in the
Default Design dialogue box, select reuse slides from the menu.
To delete slides from the current presentation: Home tab → Slides group → Delete Slide
Alternative: Right click in the slide tab and select delete slide from the menu.
8.3
Rearranging slides
In the slide sorter view select (left click) and hold the desired slide and drag it to the desired
location.
The slide sorter view can be accessed through the slide sorter view icon or View tab → Presentation views group → Slide sorter tool.
Alternative: This can also be done in the slide tab.
8.4
Editing and formatting text
All text is entered on your slides using text boxes.
8.5 Using bullets
59
To insert or edit text, click anywhere in the text box. Type or change the relevant text, then click
anywhere in the screen to deselect the text box.
The text font can be changed using the Font group on the Home tab.
Text boxes can be moved by selecting the text box and placing the mouse pointer on one of the
borders of the text box (the mouse pointer will change to a four-way arrow). Hold the left mouse
button and drag the text box to the desired location.
To change the text box to fit the text, select the text box. “Resizing handles” will appear around
the text box. Place the mouse pointer on one of the handles (the mouse pointer will change to a
two-headed arrow), and drag the border in the direction you want to resize the box.
8.5
Using bullets
Bullet and numbered lists can be created by selecting and using the options found in the Paragraph
group on the Home tab.
8.6
Viewing the presentation
Slide shows can be viewed by either pressing F5
or selecting the slide show option.
The slide show view can be accessed through the slide show preview icon or View tab →
Presentation views group → Slide show tool.
Navigation within the slide show can be performed by using the arrow keys (
clicking on the mouse, or using the mouse scroller.
8.7
Advanced features
8.7.1
Inserting a picture
Insert tab → Images group → Pictures / Online Pictures
/ Screenshot / Photo album.
Pictures can be moved and resized using the same method
described in the section of “Edit text and text formatting”,
where editing text boxes are explained.
To insert shapes: Insert tab → Illustrations group →
Shapes
,
), left
60
8.7.2
Chapter 8. Creating a presentation
Inserting a movie
Insert tab → Media group → Video → Video from file.
PowerPoint 2019 plays Audio Video Interleave (.avi) files
and Windows Media (.wmv) files.
8.7.3
Creating a chart
Insert tab → Illustrations group → Chart → select the chart type in the Insert chart dialogue
box.
PowerPoint 2019 will automatically open an Excel spreadsheet where you can insert the relevant
chart data, when you are finished, close the Excel spreadsheet and your chart will automatically be
completed (we will do charts later in Excel).
8.7.4
Adding animations and transitions
Animations apply movement to an object or text during a presentation.
Select the object → Animation tab → Animation group → select the desired effect from the
effects available.
8.7 Advanced features
61
Transitions are special effects that are displayed when one slide changes to another slide during a
presentation.
Select the slide → Transitions tab → Transitions to This Slide group → select the desired effect
from the effects available.
8.7.5
Linking to other files
Select the object → Insert tab → Links group → select Link → choose the file you want to link
or the slide you want an object to link to.
During the presentation you can open the file by clicking on the object.
62
Chapter 8. Creating a presentation
9. Presentation tips and reminders
Avoid fancy fonts
Choose a font that is simple and easy to read such as Arial, Times New Roman or Verdana,
remember that you want your audience to focus on your presentation and not on deciphering your
slides. Don’t use more than two different fonts (one for headings, and the other for content). Use
large enough font sizes (at least 18pt, preferably 24pt), so that people at the back of the room will
be able to read the text.
Using contrasting colours
Dark text on a light background offers the most visibility. If you prefer to use a dark background
make sure that the text is a light colour that is easy to read. Keep the colour scheme consistent
throughout the presentation.
Keep the look consistent
Choose a design template that is appropriate for your audience and topic. Ensure that your slides
are easy to follow by putting a title at the top of each slide. Phrases should read from left to right
and top to bottom. Important information should always be near the top of the slide. (Remember
that bottom parts of slides are not always visible from the back.)
Use key phrases
Use key phrases only and only include essential information. Simplify the content by using bullet
points. Focus on one topic per slide and limit the amount of bullets to 4 per slide. Remember the
slide show is a visual aid and not the objective of the presentation.
Use animations and transitions sparingly
Apply animations to graphics and objects to make a point. Too many animations will be distracting.
Limit punctuation and avoid using CAPITAL LETTERS ONLY
Punctuation might clutter slides and make them difficult to read. Capital letters can be difficult to
read and could be interpreted as SHOUTING at the audience.
64
Chapter 9. Presentation tips and reminders
Limit the number of slides
The recommended average is one slide per minute. By limiting the number of slides you ensure
that your presentation will not be too long and drawn out. Continually changing slides during the
presentation can also be distracting.
Use photos, charts and graphs to illustrate key points
Use photos, charts and diagrams only to illustrate key points of your presentation. Photos, charts
and videos add variety and keep the audience interested in the presentation.
IV
Introduction to Microsoft
Excel
10
Getting started . . . . . . . . . . . . . . . . . . . . . . 67
10.1
10.2
10.3
10.4
10.5
10.6
Opening Microsoft Excel 2019 . . . . . . . . . . . . . . 67
The user interface . . . . . . . . . . . . . . . . . . . . . . . 67
How to save your workbook . . . . . . . . . . . . . . 68
How to print . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Inserting headers and footers . . . . . . . . . . . . . 70
Printing headings . . . . . . . . . . . . . . . . . . . . . . . 70
11
Creating a workbook . . . . . . . . . . . . . . . . 73
11.1
11.2
11.3
11.4
11.5
Managing workbooks . . . . . . . . . . . . . . . . . . . 73
Editing and formatting cell content . . . . . . . . . 74
Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Copying and moving cells . . . . . . . . . . . . . . . . 78
Freeze panes . . . . . . . . . . . . . . . . . . . . . . . . . . 78
12
Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
12.1
Basic mathematical formulas . . . . . . . . . . . . . . 81
13
Basic functions . . . . . . . . . . . . . . . . . . . . . . 85
13.1
13.2
13.3
13.4
Copying formulas . . . . . . . . . . . . . . . . . . . . . . 85
Absolute references . . . . . . . . . . . . . . . . . . . . . 85
Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Inserting a chart . . . . . . . . . . . . . . . . . . . . . . . . . 87
14
Advanced formulas and functions . . . . 89
14.1
14.2
14.3
14.4
14.5
14.6
14.7
14.8
IF–formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
AND–formula . . . . . . . . . . . . . . . . . . . . . . . . . . 90
OR–formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
IF–, OR– & AND–formula combinations . . . . . . 92
VLOOKUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Text and miscellaneous functions . . . . . . . . . . 100
Range-based conditional (RACON) functions 101
15
PivotTables . . . . . . . . . . . . . . . . . . . . . . . . . 109
15.1
15.2
Making a PivotTable . . . . . . . . . . . . . . . . . . . . 109
Filtering PivotTables . . . . . . . . . . . . . . . . . . . . . 114
16
Visual Basic for Applications (VBA) . . 115
16.1
16.2
Activating VBA in Microsoft Excel . . . . . . . . . . 115
Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
10. Getting started
Excel is a general-purpose electronic spreadsheet. Spread-sheeting packages are most commonly
used by computer users to organise, calculate, and analyse business data.
10.1
Opening Microsoft Excel 2019
Click the Start button on the Windows taskbar, point to the All Programs option on the Start
Menu, locate the Microsoft Office programs option, and click on Microsoft Office Excel 2019.
10.2
The user interface
Since previous versions of Excel, the Office Button has been replaced by an unobtrusive rectangle
containing the word “File”. When clicking on the File Button, it brings up Backstage View.
Backstage is one-stop shopping for information about documents and common tasks you can
perform, such as saving and printing.
You will be prompted on what document you want to start with. It is recommended that you always
begin with a blank workbook every time you open Excel 2019.
Chapter 10. Getting started
68
Should you choose to open a New workbook, or use one of the many Templates, the dialogue box
can be accessed by clicking the File button, and selecting the Blank workbook option from the
available options.
The following picture illustrates the Normal view, this is the primary view in which you will create
and edit spreadsheets.
10.3
How to save your workbook
To save a workbook for the FIRST TIME:
1. Click the File button
2. Click the Save as option on the left hand side of the Backstage view.
3. Select the location, by navigating in the folders view or typing the location in the address
bar.
4. Enter the File name, and select the relevant File type, click on Save.
10.4 How to print
69
To save an EXISTING workbook:
1. Click the File button
2. Click the Save option on the left hand side of the Backstage view.
Shortcut: Ctrl
10.4
+
S
= Save
How to print
Because spreadsheets are not typed on pages, it is necessary to ensure that your spreadsheet will fit
onto a printed page before printing the document.
To print your document
1. Click the File button, and
2. Select the Print option from the menu
3. In the Print Preview pane, confirm the layout of your spreadsheet (scroll through all the
pages).
Should you not be satisfied with the current document layout, the printed document can be
altered using the following methods:
• Change the page orientation (from portrait to landscape).
• Ensuring a better document fit using the custom scaling options / Page setup
Some of these layout functions can also be found in the Page layout tab.
4. Select the number of copies required
5. Click on Print
70
Chapter 10. Getting started
Printing sections fo the document using print area
Select the cells you wish to print.
Page layout tab → Page setup group → Print area tool → Set print area
The Clear print area option will automatically clear all print areas created on the active spreadsheet.
When you are satisfied with the document layout you can proceed to print the document.
10.5
Inserting headers and footers
Page layout tab → Page setup group → Page setup dialogue box → Header/Footer tab → pick
either custom header or custom footer
Headers and footers can also be inserted using the Header & Footer tool in the Text group on the
Insert tab. Headers and footers will then be edited in the Page layout view. It is very important
that you then remember to change the view back to the Normal view (View tab → Workbook views
group → Normal tool), because editing a worksheet in the Page layout view can be intricate.
10.6
Printing headings
You might choose to repeat certain rows or columns on every printed page.
Page layout tab → Page setup group → Page setup dialogue box → Sheet tab → enter the rows
or columns to repeat in the Print titles area (or you can use the selection button to highlight the
desired areas).
This will not affect the spreadsheet layout and will only be seen when you print the document or
view it using the Print preview or the Page layout view.
10.6 Printing headings
71
72
Chapter 10. Getting started
11. Creating a workbook
11.1
Managing workbooks
Active worksheet: the worksheet you are currently working in
Inactive worksheet: the worksheet(s) that are
currently not selected
Workbook: a collection of all the worksheets
saved in an Excel file
Rename worksheet
Right click on the worksheet tab → select Rename from the menu
→ type the new worksheet name → Enter
Delete active worksheet
Right click on the worksheet tab → select Delete from the menu
Copy worksheet
Right click on the worksheet tab → select Move or copy from the
menu
In the dialogue box:
1. Select the location where you want the sheet to be copied to (Current workbook, New
workbook, other Excel workbook that is open)
2. Tick the box – create a copy
Move worksheet
Right click on the worksheet tab → select Move or copy from the menu
Chapter 11. Creating a workbook
74
In the dialogue box select:
1. In the Before sheet list, select the desired location
2. Do not tick the box “Create a copy” (if you want to move the entire worksheet)
Alternatively: left click on the worksheet tab and drag it to the desired location.
11.2
Editing and formatting cell content
Inserting text/values
Select the cell where you want to add text or values.
Data can either be entered in the formula bar or directly into the cell by pressing F2 .
Text will be displayed next to the left hand border of the cell, and amounts will be aligned to the
right.
How to change the text font
Select the cell/text to which you want to apply the formatting.
Home tab → Font group → select the formatting tool required:
11.2 Editing and formatting cell content
75
Alternative: Right click and, select format cells from the menu.
Copying an existing format
To copy a format used elsewhere within the workbook:
Select the cells containing the formatting style that you wish to copy.
Home tab → Clipboard group → select the format painter tool
The mouse pointer will now resemble a paintbrush.
Select the cells to which you wish to copy the format, by using your
mouse.
When you have selected all the text you wish to change let go of the mouse button. The pointer
should now change back to normal.
If you double click on the format painter tool you will be able to change multiple cells, to turn the
format painter tool off, simply select the format painter tool again when you are finished).
Changing the way values are displayed in cells
Select the cells of which you want to change the values.
Home tab → Number group → select the number format required from the drop down list
Fitting text/values into a cell
If the numeric value in a cell is too large, Excel will either display the value for that cell as a
series of hashes (######), or in scientific notation (e.g. 1.23E+11). To ensure a perfect fit you can
increase the column width by double clicking on the line to the right of the columns heading
(also refer to the section on Tables for other methods to increase the cell size).
Wrapping text
When text is entered into cells, the text might be to long for the current cell and cross over to the
next cell. This can be a problem when data is to be entered in the neighbouring cell. To ensure that
all the content in a cell is visible, text can be displayed in multiple lines in a cell, called wrapping.
76
Chapter 11. Creating a workbook
Select the cell containing the text that has to be wrapped.
Home tab → Alignment group → Wrap text tool
If you want to make a hard line break you can position the pointer in front of the text you want to
be displayed in the next line and use alt + Enter .
Changing the position of values in a cell
Content in cells can be displayed in various positions within the cell. To change these positions:
Select cells.
Home tab → Alignment group → and choose the relevant
Alignment tool. For more options access the Alignment
dialogue box.
11.3
Tables
Inserting rows and columns
AVOID INSERTING A SINGLE CELL as this could cause your
records to be inaccurate.
Either select the row heading or column heading where you want
the new row or column to be added.
The row will be inserted above the row you selected, and the new
column will be inserted to the left.
Home tab → Cells group → Insert → select Insert sheet rows / columns from the drop down
menu.
Alternative: Right click, select Insert from the menu.
Deleting rows and columns
AVOID DELETING A SINGLE CELL as this could cause your records to be inaccurate.
Select the row heading or column heading of the row(s) or column(s) you wish to delete.
Home tab → Cells group → Delete → select delete sheet rows / columns from the drop down
menu.
Alternative: Right click, select Delete from the menu.
Hiding rows and columns
You can hide rows and columns you do not want to look at. You should remember that hidden rows
and columns can also be included in ranges used in calculations.
Select the cells you wish to hide. Home tab → Cells group → Format→ Visibility tools → Hide
& Unhide → Select the appropriate option.
11.3 Tables
77
To unhide cells, select the surrounding rows or columns.
Then go to Home tab → Cells group → Format→ Visibility tools → Hide & Unhide → Select
the appropriate unhide option.
Alternative: Select the row heading or column heading of the row(s) or column(s) you wish to hide.
Right click, chose Hide/ Unhide from the menu.
N OTE :
This is not be confused with the Hide option found in the View tab → Windows group. That
option hides the entire worksheet.
Changing row height or column width
Select the row heading or column heading of the row(s) or column(s) you wish to change.
Home tab → Cells group → Format→ select from the appropriate option from the drop down
menu.
Alternative: Right click, chose Row Height/ Column Width from the menu.
Adding a border around a cell or selection of cells
Select the relevant cell or range of cells.
Home tab → Font group → Border tool → Select the desired border option from the drop down
menu.
Alternative: Right click, select Format cells from the menu, in the format cells dialogue box, go to
the border tab.
Changing the background colour of cells
Home tab → Font group → Fill colour tool → Select the desired colour from the drop down menu.
Alternative: Right click, select Format cells from the menu, in the format cells dialogue box, go to
the fill tab.
78
Chapter 11. Creating a workbook
Merging cells
Select the cells you wish to merge (make one).
Home tab → Alignment group → Merge & Centre tool
Unmerging cells
Select the cell you wish to split.
Home tab → Alignment group → Merge & Centre → select the unmerge cells option from the
drop down list.
11.4
Copying and moving cells
Copying cells
Select the cells to be copied. Right click, and select the copy option from the menu.
Click on the cell where you want the cells to be copied to, right click and select the paste option
from the menu.
Moving cells
Select the cells to be moved.
Right click, and select the cut option from the menu.
Click on the cell where you want the cells to be moved to, right click and select the paste option
from the menu.
Selecting multiple cells that are not neighbouring each other
Make the first selection by click and hold the left mouse button until all the desired cells are
selected. To select the next group of cells, press and hold the Ctrl -key, while selecting the next
group of cells (again use the left mouse button).
11.5
Freeze panes
When scrolling through a large worksheet, it is often helpful to lock or freeze your headings, so that
you can view them with related data. You have to be in the normal view for this function. Freeze
panes will not be printed.
Freezing row or column headings
Click the cell to the right of the row headings and/or below headings you want to freeze.
View tab → Window group → Freeze panes tool → Select the freeze panes option from the drop
down menu.
11.5 Freeze panes
79
Unfreezing panes
View tab → Window group → Freeze panes tool → Select the unfreeze panes option from the
drop down menu.
80
Chapter 11. Creating a workbook
12. Formulas
12.1
Basic mathematical formulas
Basic terminology
Database: the entries in a worksheet with related or shared data contained within the same rows
and columns
Range: a subset of cells over multiple rows and/or columns within a database
Record: a single data entry (often a single row) within a database that contains its own and often
unique set of information
Heading: the name of the column which specifies what information is contained in that column
Chapter 12. Formulas
82
Display value versus actual cell content
Because cells can contain formulas, the value displayed in the cell is not always the same as the
cell content. The display value can also be different from the content of the cell due to the format.
Basic mathematical formulas
Formulas are made up of operators and cell addresses and start with either a plus (+) or equal (=)
sign.
Operators: tell Excel what to do with the data.
Mathematical
Plus or minus
Percentage
Multiply
Divide
Equals
Greater than
Smaller than
Not equal to
Greater than or equal to
Smaller than or equal to
Exponent
Excel
+ or −
%
∗
/
=
>
<
<>
>=
<=
ˆ
The order in which calculations are performed in Excel are the same as in Mathematics:
1. Percentage
2. Exponent
3. Brackets
4. Multiplication
5. Division
6. Addition
7. Subtraction
8. >, <, <>, <=, >=, =
Cell addresses: the letters and numbers that refer to the cell’s location in the worksheet e.g. A5
refers to the cell in the fifth row in column A. You can insert a cell address into a formula either by
pointing and selecting a cell with your mouse, or by typing the desired cell address.
12.1 Basic mathematical formulas
83
Basic formulas in Excel
Example:
Formula usage
Add the content of all the cells in the selection
(range)
Calculates the average value of the content of the
cells in a selection
Calculates the minimum value contained in the
cells in a selection
Calculates the maximum value contained in the
cells in a selection
Counts the cells in a selection containing only
numerical values
Counts the cells in a selection containing both
numerical and alphanumerical values
Returns the current date on which the
spreadsheet is viewed
Returns the numerical value of the
corresponding month from a cell containing a
specific date
Syntax
=sum(range)
=average(range)
=min(range)
=max(range)
=count(range)
=counta(range)
=today()
=month(cell)
Example
=sum(A1:A6)
= 25
=average(A1:A6)
=6.25
=min(A1:A6)
=2
=max(A1:A6)
=12
=count(A1:A6)
=4
=counta(A1:A6)
=5
=today( )
=27/2/23
=month(A7)
=3
Error messages
Possible reasons for the following error messages:
#NAME?
Entering text in a formula without using “ ” or misspelling the name of the
function
#VALUE?
One of the cells you reference to in an equation contains text, or using the
wrong syntax in a function
#DIV/O!
Dividing by a zero
#REF!
Including a non-existent cell reference in a formula
#N/A
The value is not available
Chapter 12. Formulas
84
Including text in a formula
To include text in a formula, simply place it in between “ ”, e.g. B5=“ Book ”
Rounding of values
Excel has a function that will round off values to the nearest number of digits or decimal places
you specify.
= ROUND ( number , number of decimals )
The number can also be a cell reference, e.g. = ROUND (A1,2)
Examples:
= ROUND (3.141,1)
= 3.1
Rounds 3.141 to one decimal place
= ROUND (–2.149,2)
= –2.15
Rounds –2.149 to two decimal places
= ROUND (22.5,–1)
= 20
Rounds 22.5 to one decimal place to the left of the decimal
point
= ROUND (1.98,–1)
=0
Rounds 1.98 to the nearest multiple of 10
= ROUND (–50.55,–2)
= –100
Rounds –50.55 to the nearest multiple of 100
= ROUND (626.3,–3)
= 1 000
Rounds 626.3 to the nearest multiple of 1 000
Variations of this function include the ROUNDUP function (which will always round values
up/away from zero) and the ROUNDDOWN function (which will always round values down/towards
zero).
N OTE :
If you are using Excel on an Apple device or are using an older version of Microsoft Excel, it
may be possible that your device makes use of semicolons (;) instead of commas (,) as separators
for arguments within functions. This is due to the regional language setting on your device, and
can be changed in your operating system’s settings. If this does not work or is unclear, just be
aware that this document, all examples and the devices used for examination for this module
run on Windows 10 and make use of commas (,) as argument separators and full stops (.) as
decimal separators.
If you are not sure which one your device uses, simply start to type any function into a cell
in Excel, and Excel will show the format of the function and the required separator between
arguments within that function.
13. Basic functions
13.1
Copying formulas
You can copy formulas or cell content the same way you copy text, or by using the Fill Handle:
Select the range of cells you wish to repeat.
Move the mouse pointer to the bottom right hand corner of the selection (the fill handle is the little
square located in the corner). The mouse pointer will change to +. Left click with your mouse and
drag the selection to the desired location.
13.2
Absolute references
As mentioned previously formulas can be copied from one cell to another in Excel. Although the
formula stays the same the cell addresses change automatically in relation to the relative positions
of the cells. This is because Excel uses relative references.
Relative reference: A5=A1+A2, if this formula was copied to B5 the formula would automatically
change to B5=B1+B2.
If you wish to refer to a cell by its exact location in a worksheet, an absolute reference should be
used (the cell reference will then never change if it is copied).
Absolute reference: A5=$A$1+A2, if this formula was copied to B5 the formula would change to
B5=$A$1+B2. The $ sign makes the reference to A1 absolute. Note that the $-sign is before the
column reference and before the row reference. Nothing is “in between” the $-signs.
Chapter 13. Basic functions
86
13.3
Sorting
To sort data in Worksheet selection:
Select the database. You have two options:
1. Sort with the headings included, or
2. Sort Without headings.
The option you choose to follow will be determined by whether you include the headings in your
database selection. Ensure that you select all the records (rows and columns) in your selection,
and NOT just the column you wish to sort. Exclude the totals, and empty rows at the bottom of the
database.
Data → Sort & Filter group → Sort tool
In the Sort dialogue box:
1. Indicate whether you included the headers in your database or not.
2. In the Sort by drop-down list select the column you wish to sort. If you included headers the
headings will appear in the drop-down list, if you didn’t include headers the column number
will appear in the list.
3. Sort on drop-down list select values.
4. In the Order drop-down list indicate whether the data is to be sorted ascending (A–Z, smallest
to largest) or descending (Z–A, largest to smallest).
13.4 Inserting a chart
87
5. In cases where more than one record contains the same value for the initial sorting (for instance
in a student database, where data is sorted according to surname, more than one student may
have the same surname), a second sorting value can be selected (for instance the students initials).
This is done by clicking on the Add level tool. The second set of sorting criteria can then be
entered.
13.4
Inserting a chart
A chart is a useful way of expressing data in a visual format in Excel.
To insert a chart
Select the data. Insert → Charts group → Select the icon of the chart you want to use OR click
on Recommended charts and then on All charts tab
Creating a chart heading
Click on the chart to activate the chart tools ribbon.
88
Chapter 13. Basic functions
Chart tools ribbon → Design tab → Chart layouts group → Add chart element tool → chart
title and select your title position. Type the new heading in the newly created text box in your
chart.
Changing the chart legend
Click on the chart to activate the chart tools ribbon.
Chart tools ribbon → Design tab → Data group → Select data tool → in the Select data source
dialogue box, select the Legend entry you wish to change (in the Legend entries (series) section)
→ Edit → Type the new legend into the Series name box.
Possible problems
It is possible that your chart does not always display in the Normal view, simply change your view
to the Page layout view!
Insert sparklines
Sparklines are tiny charts that fit in a cell to visually summarize trends alongside data.
Insert → Sparklines Group → Select the required Sparkline type tool.
In the Create Sparklines dialogue box insert the Data Range and Location.
14. Advanced formulas and functions
Excel has pre-defined formulas and functions that perform various useful tasks and can contain
multiple arguments. The formulas are often used on large databases and allow for analysis and
calculations that can be applied to multiple data entries.
14.1
IF–formula
The IF-formula is used when you want certain actions to be performed under specific conditions.
This function is not case-sensitive, which means that the functions can be used with its correct
casing or all upper– or lowercase letters. However, it is always recommended to use the letter cases
that have been denoted.
Example: You want a warning to be displayed in B2, when the inventory quantities (cell A2) drop
below a certain level (50).
= IF ( condition , true action , false action )
condition
Used to stipulate whether you wish to compare values in different cells, or
compare a cell value with a particular conditional statement: e.g. A1=B5 or
A1>50.
In the above example you would test whether the inventory quantities are lower
than 50, in other words: B2<50
true action
If the condition is TRUE, then the action contained in the true action
statement will be executed.
If the inventory quantity is lower than the minimum amount you will display a
warning.
false action
If the condition is FALSE, then the action contained in the false action
statement will be executed. The false action statement is optional.
If the inventory amount is still higher than the minimum amount you can either
display FALSE, or leave the cell empty (“ ”).
Chapter 14. Advanced formulas and functions
90
Example in Excel:
14.2
Cell B2:
Actual value:
Display value:
= IF( A2<50, Warning , )
Warning
Cell B3:
Actual value:
Display value:
= IF( A2<50, Warning , )
AND–formula
The AND formula executes 2 or more tests and if all the arguments have been satisfied, the word
TRUE will be displayed, otherwise FALSE. This function is not case-sensitive.
= AND ( argument_1 , argument_2 , argument_3 , ... )
Example:
P ROBLEM STATEMENT:
The students pass when all
three tests, as well as the
average, are greater than 49.
Cell H3:
Actual value:
Display value:
= AND(D3>49,E3>49,F3>49,G3>49)
FALSE
Cell H5:
Actual value:
Display value:
= AND(D5>49,E5>49,F5>49,G5>49)
TRUE
The default result of an AND-formula is always TRUE or FALSE.
An AND-formula can be combined with an IF-formula, where you want the result to display
something other than TRUE or FALSE.
Example:
P ROBLEM STATEMENT:
Display the word “Pass”
when students score more
than 49 for all three tests, and
obtained an average greater
than 50.
Cell H4:
Actual value:
Display value:
Cell H5:
Actual value:
Display value:
= IF(AND(D4>49,E4>49,F4>49,G4>50),
Pass , Fail )
Fail
= IF(AND(D5>49,E5>49,F5>49,G5>50),
Pass , Fail )
Pass
14.3 OR–formula
91
If a statement with an IF-formula combined with an AND-formula contains no false action,
then the display value will just be FALSE, which is the standard output for an IF-formula when the
test condition is not met.
14.3
OR–formula
The OR formula executes 2 or more tests and if one or more of the arguments have been satisfied,
the word TRUE will be displayed, otherwise FALSE. This function is not case-sensitive.
= OR ( argument_1 , argument_2 , argument_3 , ... )
Example:
P ROBLEM STATEMENT:
The students pass when any
three tests or the average is
greater than 49.
Cell H3:
Actual value:
Display value:
= OR(D3>49,E3>49,F3>49,G3>49)
TRUE
Cell H5:
Actual value:
Display value:
= OR(D5>49,E5>49,F5>49,G5>49)
TRUE
The default result of an OR-formula is always TRUE or FALSE.
An OR-formula can be combined with an IF-formula, where you want the result to display something
other than TRUE or FALSE.
Example:
P ROBLEM STATEMENT:
Display the word “Pass”
when students score more
than 49 for any one of the
three tests or the average is
greater than 50.
Cell H4:
Actual value:
Display value:
Cell H5:
Actual value:
Display value:
= IF(OR(D4>49,E4>49,F4>49,G4>50),
Pass , Fail )
Pass
= IF(OR(D5>49,E5>49,F5>49,G5>50),
Pass , Fail )
Pass
Since at least one of the arguments met the criteria of the OR-formula, the result from the ORformula would be TRUE, and hence the display value displays the result when the IF-formula is
TRUE.
Chapter 14. Advanced formulas and functions
92
If a statement with an IF-formula combined with an OR-formula contains no false action, then
the display value will just be FALSE, which is the standard output for an IF-formula when the test
condition is not met.
14.4
IF–, OR– & AND–formula combinations
IF, AND, OR-formulas can be combined. When combining the formulas, it is important to
remember that the AND-formula and OR-formula contain arguments of operations that are being
tested for whether they satisfy the operation or not.
The AND-formula tests whether all of the arguments in the brackets are satisfied and OR-formula
test whether at least one of the arguments in the brackets is satisfied. When the criteria of these
two formulas are met, TRUE is displayed, and FALSE if the criteria are not met.
The IF-formula allows for Excel to return or output a specific display value that you specify in the
formula. The first input for the IF-formula is the logical test or condition that must be satisfied, and
this can have AND-formulas and OR-formulas nested within the IF-formula’s logical test condition,
as this argument tests whether whatever is being tested is TRUE or FALSE (which is what the
AND-formulas and OR-formulas do).
Example:
P ROBLEM STATEMENT:
The students pass when any
of the three marks are
greater than 49 and the average is greater than 46.
P ROBLEM STATEMENT:
If the students pass, display
the word “Pass”. The students pass when any of the
three marks are greater than
49 and the average is greater
than 46.
Cell H3:
Actual value:
Display value:
Cell I3:
Actual value:
Display value:
Cell I4:
Actual value:
Display value:
= AND (OR (D3>49,E3>49,F3>49),G3>46)
TRUE
= IF(AND (OR (D3>49,E3>49,F3>49),G3>46),
Pass )
Pass
= IF(AND (OR (D4>49,E4>49,F4>49),G4>46),
Pass )
FALSE
N OTE :
These questions can be overwhelming and challenging at first. The trick to this is to split the
problem statement into understandable parts and combining them afterwards. Look for keywords
like “any”, which often indicates an OR-formula, or “all” which may indicate an AND-formula.
Start with these smaller formulas and test to see if it is TRUE or FALSE by inspection. The
IF-formula can be added later if a specific display value is required when TRUE and/or FALSE.
14.5 VLOOKUP
14.5
93
VLOOKUP
A VLOOKUP (vertical lookup) searches for a value in the first column of a database, and then
returns a value in the same row from a column you specify in the database. The VLOOKUP
function is not case-sensitive.
= VLOOKUP ( lookup value , database , column # , TRUE/FALSE )
14.5.1
lookup value
The value you want to look up
database
Database where the lookup value should be searched for, EXCLUDING
headings.
column #
The column number (counted from the first column included in the database
selection) in which you will find the value you want to display
TRUE/FALSE
Specifies the search method to be used by Excel when the value is looked up in
the database
FALSE: searches for an exact match
TRUE: searches for an approximate match
Example of a FALSE VLOOKUP (exact match)
Suppose we want to find the grade of a specific student based on their student number. We want to
write a formula in cell A16 that will return the student grade (Column E) if you enter the student
number in cell A15. In other words, the student number that will be typed in cell A15 will be the
lookup value. The database containing the information you require is located in the range A2:E8
(remember to exclude the headings from your database selection).
The number of the column in which you will find the information we want to look up (the grade in
Column E) is fifth from the start of the selected database, so the number is 5.
The formula in cell A16 will be: = VLOOKUP(A15, A2:E8, 5, FALSE).
Alternatively, we can type the desired value directly into the formula:
= VLOOKUP(1332748, A2:E8, 5, FALSE).
94
Chapter 14. Advanced formulas and functions
H OW IT WORKS :
If a value is entered in cell A15 (for example, 1332748), Excel will go to the database indicated
(cells A2:E8). It will always start looking in the first column of that database for the value
in cell A15. It will test every record until it finds 1332748, because you selected the FALSE
VLOOKUP option.
As soon as it finds the number 1332748, it will locate the fifth column from the start of the
database (which is not always column A or the start of the worksheet) and return the value
displayed in the fifth column of the row where the lookup value was located to cell A16 = 59.
The first column does not need to be sorted, as every record will be tested until the exact match
is found. If Excel reaches the end of the database without finding the exact match #N/A will be
displayed.
The #REF error message is displayed when the column number falls outside the table / data range.
14.5.2
Examples of a TRUE VLOOKUP (approximate match)
The formula in cell A16 will be: = VLOOKUP(A15, A2:E8, 5, TRUE).
Alternatively, we can type the desired value directly into the formula:
= VLOOKUP(1338995, A2:E8, 5, TRUE).
H OW IT WORKS :
If a value is entered in cell A15 (for example, 1338995), Excel will go to the database indicated
(cells A2:E8).
It will start looking in the first column of that database for the value in cell A15. It will test
the records until it finds 1338995 OR an amount that is greater than 1338995, because you
selected the TRUE VLOOKUP option. If it reaches an amount greater than the lookup value,
it will go back one row and return the previous record’s information.
However, since the database is not sorted from the smallest to the largest student number, as soon
as it finds 1339856 in cell A3, it will stop searching (because 1339856 is greater than 1338995).
Then Excel will return to the previous record, locate the fifth column for that record and return
the corresponding value to cell A16 = 49.
As soon as Excel locates an amount greater than the search value it will stop searching the record,
14.5 VLOOKUP
95
even though 1338995 actually occurred in Column A (in cell A6).
N OTE :
To ensure that Excel returns the closest possible match, the database must be sorted so that the
first column is in ascending order.
When it is not specified if it should be an exact or approximate match, the VLOOKUP function
assumes an approximate (TRUE) match by default.
Fixed scales
VLOOKUP can be used to create fixed scales. Fixed scales are used in calculations where the
lookup value consists of ranges, and can be explained with the following example:
Example: Suppose a dealer pays commission to his sales representatives according to the following
terms (percentage is calculated based on total sales):
• 1% on sales up to and including R1 000,
• 2% on sales between R1 000 and (including) R2 000,
• 3% on sales between R2 000 and (including) R3 000, and
• 4% on sales exceeding R3 000.
The dealer will receive a commission of R75 if he sold his goods to the value of R2 500:
R2 500 × 3% = R75
To perform this calculation in Excel, a lookup database will have to be created and will consist
of the lookup range (lookup value) and the commission % (the information we require to do this
calculation):
If the lookup value is entered into cell A8 (2 500), the formula to calculate the commission would
be: = VLOOKUP(A8,A2:B5,2,TRUE)* A8
(Column C does not need to be included in the range, as it is only there to indicate the range that
each value in column A represents, but including it in the formula will not impact the VLOOKUP
formula for this example.)
Chapter 14. Advanced formulas and functions
96
Step 1:
14.6
H OW IT WORKS :
Because the TRUE lookup method was selected, Excel will search column A for
R2 500 or an amount greater than R2 500. When it reaches R3 001, it will stop and
return to the previous record (R2 001). R2 001 represents the range from R2 001
to R3 000.
Step 2:
Excel will then locate the second column in the database (column B) and return the
value (3%)
Step 3:
Excel will complete the calculation as required:
= VLOOKUP(A8,A2:B5,2,TRUE)* A8
= 3% * 2500
= R75
Filters
A filter is a “command” that is used to create a sample (subset of data). The sample is created by
setting requirements (or criteria) and testing these criteria against the database. Records that meet
the criteria are then copied to a new location.
There are three components involved in the performance of a filter:
1. Database or data range (including headings),
2. The criteria, and
3. The extract or output.
The criteria can be set using either the simple or complex format, and will always consist of at
least two cells below one another.
14.6.1
Simplex criteria
To extract a sample using the simple criteria method:
Step 1: Identify the database (data range)
In this example the database range will be from cells A1:E8.
The database will need one row of headings, and exclude totals and balances.
14.6 Filters
97
Step 2: Set the criteria
Criteria consist of a heading and a condition. The headings must be EXACTLY the same as the
headings used for the database. Headings do not have to be in the same column and they do not
have to be in any particular sequence. The condition may include any of the following if it is a
numerical field: < , > , <> , <= , >=.
Ò E XAMPLE 1:
Create an excerpt of all records containing Kotze in the
Surname field.
Ò E XAMPLE 2:
Create an excerpt of all records for individuals with the
surname Kotze AND that have initials GR.
Ò E XAMPLE 3:
Create an excerpt of all records for individuals with surnames
Kotze OR Nel.
Ò E XAMPLE 4:
Create an excerpt for all records for individuals called GR
Kotze OR who has a student number of 1330074.
Ò E XAMPLE 5:
Create an excerpt for all records for individuals with the
surname Kotze who is either shorter than 1.65 m or taller than
1.8 m.
Ò E XAMPLE 6:
Create an excerpt for all records for individuals with the
surname Kotze who is between 1.6 m and 1.8 m tall.
N OTE :
To get the headings exactly correctly, copy them directly from the database itself and paste it
wherever you decide to execute the filter.
Step 3: Identify the location where you want the result to be displayed
The result can be displayed anywhere in the workbook. It is important to identify an empty space
large enough to contain the entire sample, as Excel will replace all existing data with the new
sample. If you want to display all the columns in your answer you do not need to copy the headings
of the database. Should you require only certain columns in your answer only copy the headings of
the desired columns and select those for your location in Step 4 below.
Step 4: Run the filter command
Data tab → Sort & Filter Group → Advanced tool → complete the advanced filter dialogue
box:
Chapter 14. Advanced formulas and functions
98
You can enter only the first cell of the output range to copy to. The sample will then be excerpted
and the selected cell will form the top left-hand corner of the resulting sample.
The result from Example 1 will look as follows:
N OTE :
Please note that the filter copies the results to a larger space than will finally be used. ALWAYS
specify the output range at the end of the data contained in your spreadsheet.
H OW IT WORKS :
• The computer goes to the first row of the data range and searches for the column that has the
same heading as the criteria.
• It then extracts all the records (rows) where the data in the specific column meets the criteria
below the heading.
• If there is more than one criterion, it will be applied to the selected data range. It will then
include or exclude data according to the new criteria.
• It is therefore very important that the headings have unique names and that the spelling of the
headings in the criteria exactly agrees with the selected data range.
• Therefore, for simple criteria, everything revolves around the headings!
14.6.2
Complex criteria
Complex criteria can do everything that the simplex criteria does, but with a single formula that
represents all of the criteria rather than having separate columns and rows for the headings and
criteria. To perform a sample using the complex criteria method:
Step 1: Identify the database (data range)
14.6 Filters
99
In this example the database range is the same as with the simplex criteria (from cells A1:E8).
The database will need one row of headings, and exclude totals and balances.
Step 2: Set the criteria
This is the only place where the complex and the simple methods differ. As with Simple criteria the
complex criteria still consist of at least two cells, a condition and an empty top cell.
The condition must include a test, e.g. compare the cell in the first row of the database below
the headings to something else. The tests will take the form of =, <, >, <>, <= or >= and will
always give either a True or False result. OR and AND formulas can also be included in the test.
NOTE: A formula may refer to any cell in the very first row of the data range below the headings
and it must refer to the relevant column
Ò E XAMPLE 1:
Create an excerpt of all records containing Kotze in the
Surname field.
Ò E XAMPLE 2:
Create an excerpt of all records for individuals with the
surname Kotze AND that have initials GR.
Ò E XAMPLE 3:
Create an excerpt of all records for individuals with surnames
Kotze OR Nel.
Ò E XAMPLE 4:
Create an excerpt for all records for individuals called
GR Kotze OR who has a student number of 1330074.
Ò E XAMPLE 5:
Create an excerpt for all records for individuals with the
surname Kotze who is either shorter than 1.65 m or taller
than 1.8 m.
Ò E XAMPLE 6:
Create an excerpt for all records for individuals with the
surname Kotze who is between 1.6 m and 1.8 m tall.
Step 3: Identify the location where you want the result to be displayed
The result can be displayed anywhere in the workbook. It is important to identify an empty space
large enough to contain the entire sample, as Excel will replace all existing data with the new
sample. If you want to display all the columns in your answer you do not need to copy the headings
of the database. Should you require only certain columns in your answer only copy the headings of
the desired columns and select those for your location in Step 4 below.
Chapter 14. Advanced formulas and functions
100
Step 4: Run the filter command
Data tab → Sort & Filter Group → Advanced tool → complete the advanced filter dialogue
box:
You can enter only the first cell of the output range.
The result from Example 1 will look as follows:
Using the month formula in complex criteria
The month formula (as explained earlier) returns the numerical value for a specific date. This value
can be used in complex criteria where only records reflecting certain months should be used.
Ò E XAMPLE 7:
Only records for the third month should be used. The criteria will therefore
be all dates that are equal to 3.
14.7
Text and miscellaneous functions
Miscellaneous functions
IS Functions
=ISBLANK
=ISERR
=NA
Date and time
=TIME( hour, minute, second)
=TODAY( )
=NOW( )
=YEARFRAC(start_date, end_date)
Description
Value refers to an empty cell
Value refers to any error value except #N/A
Value refers to the #N/A (value not available) error
value
Description
Returns a decimal number for a specific date
Returns a serial number for today’s date
Returns a serial number for the current date and time
Returns the number of years between two dates as a
fraction
14.8 Range-based conditional (RACON) functions
101
Text functions
Text functions are used to validate, extract and manipulate data.
Function (arguments)
CONCATENATE ( text1, text2, ...)
or CONCAT ( text1, text2, ...)
DOLLAR ( number, decimals)
EXACT ( text1, text2)
FIND ( find_text, within_text, start_num)
FIXED ( number, demicals, no_commas)
LEFT ( text, num_chars)
LEN ( text)
LOWER ( text)
MID ( text, start_num, num_chars)
PROPER ( text)
REPLACE ( old_text, start_num, num_chars, new_text)
REPT ( text, number_times)
RIGHT ( text, num_chars)
SEARCH ( find_text, within_text, start_num)
SUBSTITUTE ( text, old_text, new_text, instance_num)
TEXT ( value, format_text)
TRIM ( text)
UPPER ( text)
VALUE ( text)
14.8
Description
Joins two or more strings into a single text string
Converts a number to text in currency format
with a dollar sign and the specified number of
decimal places
Compares two text strings to determine if they
are identical (case sensitive)
Finds one text string within another text string
(case sensitive) using the start_num character
as a starting point
Rounds a number to a specified number of
decimals and returns the number as text with
commas and a period
Returns the leftmost characters in a text string
using num_chars as the starting point
Returns the number of characters in a text string
Converts uppercase letters in a text string to
lowercase
Returns a specific number of characters in a text
string using start_num as the starting point
Capitalises the first letter in each word in a text
string and converts all other letters to lowercase.
This is very useful when data has been
improperly stored as uppercase characters
Replaces part of a text string with a new text
string based on the number of characters
specified in num_chars
Repeats a text string a specified number of times
Returns the rightmost characters in a text string
using num_chars as the starting point
Finds one text string within another text string
(not case sensitive)
Substitutes new text for old text in a text string
Converts a value to text in a specified number
format
Removes spaces from a text string, except for
spaces between words. This is useful when
importing data from an external data source
Converts lowercase letters in a text string to
uppercase
Converts a text string that represents a number
(a number, date or time) to be a number
Range-based conditional (RACON) functions
Range-based conditional (RACON) functions apply specified criteria to a range of cells in a
database and return a single result based on supplied criteria. RACON functions have two parts to
the logical expressions required by Excel: the range and the criteria.
Previously used functions combined the range and criteria into one expression, like A2>5, or cell
B3=“Pass”. RACON functions split such expressions into the criteria which contained logical
operators (>, <, <>, <=, >=, =) or text that is enclosed in quotation marks (“ ”). The range for
which this criteria is applied to is separate from the criteria being tested and a single result is
returned based on whether the criteria applied on the range is met or not.
Chapter 14. Advanced formulas and functions
102
RACON functions are also different from most other functions in that they make use of ranges and
not arrays. What this means is that a range is represented by a single row of cells or a single
column of cells, and not multiple rows or columns. All of the formulas in this section are able to
test for one or more than one criterion, and each of these formulas perform a different function in
Excel. These functions are not case-sensitive.
14.8.1
IFS
The IFS function tests for multiple criteria, and as soon as one of the tests is found to be true, it
outputs a result specific to that test. If the first test in the set of tests within the function is not
true, it will test the next statement to see whether that one is true or not, and continues until one of
the tests is found to be true.
This function is useful if you want to test different scenarios on the dataset and have different
outputs depending on the results of the different tests.
= IFS ( Test_1 , Result_1 , Test_2 , Result_2, Test_3 , Result_3 , ... )
Test_1
The first range and criteria to test
Result_1
This is displayed if Test_1 is TRUE
Test_2
If Test_1 is not true, then the function will test if Test_2 is true
Result_2
This is displayed if Test_2 is TRUE, and so on . . .
The function continues to the next test in the formula until it finds a TRUE test. If none of the tests
we have specified are true, then an #N/A error message will be displayed.
Example:
P ROBLEM STATEMENT:
Provide a formula in cell
E2 that will display “Profit”
for sales above 3 500, “Loss”
for sales below 3 500 and
“Breakeven” for sales equal to
3 500
Cell E2:
Actual value:
Display value:
= IFS (D2>3500,Profit,D2<3500,Loss,D2=3500,Breakeven)
Profit
14.8 Range-based conditional (RACON) functions
103
The formula can be dragged down to all other data entries in the database. Like the standard
IF-formula, this function will return a specific result that can be specified in the function.
N OTE :
The functions that follow will return a single value instead of a pre-determined result and cannot
be dragged down to the rest of the database.
14.8.2
COUNTIFS
The basic version of this function, the COUNT function, counts the number of instances a cell
contains a numerical value in it. The COUNTIFS function will do the same for a range of values,
subject to criteria that we specify. More specifically, the COUNTIFS function counts the number of
cells that meets one or more criteria.
The arguments in the COUNTIFS function also come in pairs; the first argument in each pair
represents the range of cells in which we want to count the entries, and the second argument is the
criteria we will base our counting on. In other words, only cells in a particular range that satisfy
that criteria will be counted.
= COUNTIFS ( Range_1 , Criteria_1 , Range_2 , Criteria_2, ... )
Range_1
The selection of cells that need to be counted
Criteria_1
Determines which cells are counted in Range_1
Range_2
Another selection of cells that need to be tested
Criteria_2
Determines which cells are counted in Range_2, and so on . . .
The criteria may be a number, a string of text such as a word, a mathematical expression, or a
reference to a particular cell. Every set of criteria in the function must be enclosed in quotation
marks for the functions to work.
Examples:
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will count all of the sales
greater than 5 000 and less
than or equal to 15 000
Chapter 14. Advanced formulas and functions
104
Cell E2:
Actual value:
Display value:
= COUNTIFS (D2:D17,>5000,D2:D17,<=15000)
4
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will count all of the sales
made by Michelle that are
greater than 5 000 and less
than or equal to 15 000
Cell E2:
Actual value:
Display value:
= COUNTIFS (C2:C17,Michelle,D2:D17,>5000,D2:D17,<=15000)
1
The formula cannot be dragged down to other data entries, because it returns a single value that is
relevant to all the data entries in the database that satisfy the criteria of the COUNTIFS function.
N OTE :
The criteria must be contained within quotation marks. This is standard for all IFS functions
from this point onwards; any test or expression must be within quotation marks for the function
to work.
14.8.3
SUMIFS
The basic version of this function, the SUM function, calculates the sum or total of a range of
cells. The SUMIFS function will find the total or sum of all the cells that satisfy a list of different
criteria.
= SUMIFS ( Sum_Range , Range_1 , Criteria_1 , Range_2 , Criteria_2, ... )
Sum_Range
Indicates to Excel which range of entries the sum must be calculated for
Range_1
The first selection of cells that need to be tested
Criteria_1
The test for the cells in Range_1
Range_2
Another selection of cells that need to be tested
Criteria_2
The test for the cells in Range_2, and so on . . .
14.8 Range-based conditional (RACON) functions
105
The criteria is evaluated in pairs. The first pair will contain the first range in which to search for
the criteria, and the second argument is the criteria. The pairs that follow will also follow the same
pattern or range then criteria.
Example:
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will calculate the total
cash sales made by James
Cell E2:
Actual value:
Display value:
= SUMIFS (D2:D17,C2:C17,James,B2:B17,Cash)
3800
N OTE :
It should start to make sense why these functions are known as range-based conditional functions,
since it depends on identifying a range to apply a condition or criteria to every time.
14.8.4
AVERAGEIFS
The basic version of this function, the AVERAGE function, calculates the average of a range of
cells. The AVERAGEIFS function will calculate the average of a range of cells, subject to certain
conditions or criteria.
= AVERAGEIFS ( Average_Range , Range_1 , Criteria_1 , Range_2 , Criteria_2, ... )
Average_Range
Indicates to Excel which range of entries the average must be calculated for
Range_1
The first selection of cells that need to be tested
Criteria_1
The test for the cells in Range_1
Range_2
Another selection of cells that need to be tested
Criteria_2
The test for the cells in Range_2, and so on . . .
Chapter 14. Advanced formulas and functions
106
This function works in a similar way to the SUMIFS function. It is also worth noting that these
functions can handle a single range/criteria pair, but the strength of these functions is the fact that
they can handle multiple range/criteria pairs (up to 126 range/criteria pairs at one time)!
Example:
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will calculate the average sales made by Porter that
were more than 4 000
Cell E2:
Actual value:
Display value:
= AVERAGEIFS (D2:D17,C2:C17,Porter,D2:D17,>4000)
6400
N OTE :
It should start to make sense why these functions are known as range-based conditional functions,
since it depends on identifying a range to apply a condition or criteria to every time.
14.8.5
MAXIFS and MINIFS
As the names suggest, and as we have seen from the examples of the other functions we have just
discussed, the MAXIFS functions will determine the largest or maximum value from a range of
values that satisfies one or more criteria. Similarly, the MINIFS function is used to determine the
lowest or minimum value.
= MAXIFS ( Max_Range , Range_1 , Criteria_1 , Range_2 , Criteria_2, ... )
= MINIFS ( Min_Range , Range_1 , Criteria_1 , Range_2 , Criteria_2, ... )
Similar to the SUMIFS and AVERAGEIFS functions, we start by identifying the range of values
to investigate the maximum or minimum values of, followed by our pairs of range and criteria
arguments.
Max_Range
Indicates to Excel which range of entries used to determine the maximum
Min_Range
Indicates to Excel which range of entries used to determine the minimum
14.8 Range-based conditional (RACON) functions
107
Examples:
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will determine the maximum sales amount made to
De Wet
Cell E2:
Actual value:
Display value:
= MAXIFS (D2:D17,B2:B17,De Wet)
3500
P ROBLEM STATEMENT:
Provide a formula in cell E2
that will determine the minimum sales amount made by
Jenny
Cell E2:
Actual value:
Display value:
= MINIFS (D2:D17,C2:C17,Jenny)
2500
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Chapter 14. Advanced formulas and functions
15. PivotTables
Data analysis is done to detect patterns that improve business processes and answer questions
related to strategic planning. An influx of data means that clever and efficient data analytics is
essential for the success of any business or decision-maker. PivotTables allows for the grouping of
data in a meaningful and insightful way for data analysis and is a commonly used tool in industry.
PivotTables are a powerful tool in Excel that allow you to quickly and easily summarise, analyse,
and explore large amounts of data. They are especially useful for working with large, complex
datasets, as they allow you to quickly rearrange and summarise the data in a variety of ways.
PivotTables grant the ability to freely rearrange (or “pivot”) rows and columns of data to explore
relationships within the data.
15.1
Making a PivotTable
To create a meaningful PivotTable, make sure that at least one of the fields has repeated information
so that the PivotTable can effectively group it. Also, be sure to include numeric data that the
PivotTable can total for each group. The database columns represent categories of data, which are
called fields, just as with a table.
Insert tab → Tables group → select the PivotTable tool → complete the create PivotTable
dialogue box:
It is important to include the headings of the database when selecting the range for the PivotTable.
Chapter 15. PivotTables
110
A tab for PivotTable Tools will appear above the ribbon, with sub-tabs to Analyze and Design your
PivotTable.
Excel will also automatically open a PivotTable field pane on the right-hand side of Excel. This is
the interface for what the PivotTable should contain and how it should be grouped and presented.
N OTE :
If the field pane does not appear automatically or you close it
accidentally, you can open it by navigating to the PivotTable
Tools tab → Analyze sub-tab → Show group → select Field
list to open the field pane
• The field pane will have a list of all the column headings in the
selected database (if headings were included in the PivotTable
selection) with checkboxes next to them
The fields pane also includes four primary areas that are important
for PivotTables:
• Rows area: displays categories from one or more fields ar-
ranged in separate rows
• Columns area: displays categories from one or more fields
arranged in separate columns
• Values area: displays summary statistics for one or more
fields at each intersection of each row and column category
• Filters area: contains a filter button that limits the PivotTable
to only those values matching specific criteria
The data used in the the Rows area and Columns area are categorical data (represent different
categories) from one or more fields. It is helpful to go into creating a PivotTable with a purpose for
what must be represented.
The column headings from the database can be dragged to the different areas, and Excel will update
the layout of the PivotTable according to which of the four area boxes the column headings are
dragged to.
N OTE :
There is no particular order that the areas of the table need to be filled in. However, it is always
a good idea to start with the field containing the data that you want to summarise and expand
the PivotTable from there. Excel will update the PivotTable and will do all the calculations to
match your selections. Once the PivotTable layout is in place, you can fine-tune its format and
appearance (using the PivotTable Design tab). PivotTables are most effective when at least one
of the fields has repeated information for Excel to group the data, and for there to be numerical
data to calculate values on.
15.1 Making a PivotTable
111
Examples: We have a dataset containing information about various second-hand cars for sale.
Ò E XAMPLE 1:
Create a PivotTable that shows the total number of cars per make.
1. Drag the Make field to the Rows area. This sets the rows of
the PivotTable to be each of the different car makes.
2. Drag the Make field to the Values area. This sets the values
in the PivotTable to be the number of cars in the database that
belong to each car make.
N OTE :
To edit the current PivotTable to make summaries on different data fields, you can either click on the
drop-down button of the field and select ✗ Remove Field OR drag the field out of the area box and move
it away until an ✗ appears, then let go of the mouse clicker.
Ò E XAMPLE 2:
Create a PivotTable that shows the total number of cars based on the model year and the body style.
This can be done in one of two ways, given the information provided in the question:
1. Create a PivotTable with the model year as the rows and the body style as the columns
2. Create a PivotTable with the body style as the rows and the model year as the columns
112
Chapter 15. PivotTables
PivotTable with the model year as the rows and the body style as the columns:
1. Drag the Body style field to the Rows area.
2. Drag the Model year field to the Columns area.
3. Drag the Body style field (or any other categorical data field) to the Values area.
PivotTable with the body style as the rows and the model year as the columns:
1. Drag the Model year field to the Rows area.
2. Drag the Body style field to the Columns area.
3. Drag the Body style field (or any other categorical data field) to the Values area.
The PivotTable can be constructed either of these two ways: it all depends on how you want the data to be
represented and grouped. When the COUNT for the intersection of the fields in the Rows and Columns areas
are calculated, the totals for each row and each column are also calculated. This summary of data does the
same task as a COUNTIFS function, but in a more visual and compact way in a shorter amount of time.
Ò E XAMPLE 3:
Create a PivotTable that will display the average length, width and height for the cars based on the
number of doors the cars have.
15.1 Making a PivotTable
113
1. Drag the Number of doors field to the Rows area.
2. Drag the Length (inches) field to the Values area.
3. Click on the drop-down button for the Length field in the Values area and select Value field settings.
4. Choose to summarise the field value by average instead of sum and click OK.
5. Drag the Width (inches) field to the Values area and choose to summarise the field value by average
instead of sum (similar to Steps 3 and 4 above).
6. Drag the Height (inches) field to the Values area and choose to summarise the field value by average
instead of sum.
N OTE :
Excel will automatically count categorical fields in the Values area and sum the total of numerical
fields in the Values area. Value fields can be summarised by their sum, count, count of numbers only,
product, standard deviation and variance. The values can also be shown as percentages of the totals.
Ò E XAMPLE 4:
Create a PivotTable that will display the average horsepower and highway fuel consumption for the cars
based on their drive wheels and their fuel type, and filter for the different car makes.
This is a more complex example, with multiple fields in one area, and with the requirement of a filter button
for the car make.
1. Drag the Drive wheels field to the Rows area.
2. Drag the Fuel type field to the Rows area as well.
3. Drag the Horsepower field to the Values area.
4. Click on the drop-down button for the Horsepower field in the Values area and select Value field settings.
5. Choose to summarise the field value by average instead of sum and click OK.
114
Chapter 15. PivotTables
6. Drag the Highway fuel consumption (mpg) field to the Values area and choose to summarise the field
value by average instead of sum (similar to Steps 4 and 5 above).
7. Drag the Make field to the Filters area.
You will see that the fields are first grouped by the wheel drive, and then further summarised by sub-groups
of fuel type, with the averages for the horsepower and fuel consumption represented in each row. The order
in which you drag the fields into the PivotTable areas is important, with the top field being the primary
field to summarise by, followed by the second field in the list, and so on. The order can be changed by
dragging the fields into the appropriate positions in the areas, or by clicking the drop-down of a field and
selecting whether it should move to the beginning, the end, up or down by one level.
15.2
Filtering PivotTables
Dragging a field to the Filter area will generate a filter “button” above the PivotTable. This drop-down menu
allows you to select a particular car make and filter the results in the PivotTable for the make only. To select
multiple items to filter by, click the “Select multiple items” checkbox below the filter drop-down window.
N OTE :
There is another way to filter the data in a PivotTable, and that is by adding a slicer. A slicer allows you
to add an interface on your spreadsheet for your PivotTable for you to click on the filtering criteria that
you want to view. This makes the ability to filter the data more convenient and it looks nice as well. To
insert a slicer:
PivotTable Tools tab → Analyze sub-tab → Filter group → Select Insert Slicer tool → select the fields
you want to create a slicer for (for example, the Make field)
This slicer interface provides you with buttons to click on the criteria you want to filter by. To select
multiple filter criteria from the slice interface, hold Ctrl and click on the items you want to filter the
PivotTable by.
16. Visual Basic for Applications (VBA)
Visual Basic for Applications (better known as VBA) is a powerful programming language for Office
applications. Most users make use of VBA to automate repetitive tasks, such as formatting, editing and
corrections of Excel worksheets. VBA can also be used to prompt and interact with users within a document,
and guide them to do certain tasks.
VBA runs code within a host application, which for us will be Excel. We will be working with the
fundamental principles, but this may be developed into a skill that allows you to create your own code,
functions and procedures. Essentially, you can edit an Excel document without ever touching a single cell in
a spreadsheet.
16.1
Activating VBA in Microsoft Excel
Spreadsheets that contain programs can be a security risk, so the Visual Basic options are not immediately
available to you when first opening Microsoft Excel. To enable VBA on your device, you will need to have
the developer tab in the Excel ribbon.
To activate this tab:
1. Click on the File tab
2. Select the Options button towards the end of the list
3. Select the Customize Ribbon option
4. Make sure that the Developer Tab is selected as one of the main tabs in your Excel ribbon
Once this has been done, you should have the Developer tab displayed at the top of your screen.
This tab has many different options. For us, all we need to be aware of is the Code group within the
Developer tab, and specifically the button for Visual Basic. This button opens up the VBA interface, where
we will be writing and executing our code to run on our opened Excel document.
To open the VBA interface: Developer tab → Code group → Visual Basic tool
116
Chapter 16. Visual Basic for Applications (VBA)
The module window is where we will write our code. A module is like a blank page, and all of the code we
write in the module will be executed to the Excel spreadsheet itself.
To add a module to the VBA interface:
1. Go to the Insert drop-down key at the top of the VBA editor
2. Select Module
This will then open a blank module for you to start writing your code to be executed in the Excel document.
The immediate window can be used to test out a line of code on your Excel document without it being part
of a coding environment.
N OTE :
Using VBA to make changes to your worksheet will alter your document every time it is run and cannot
be undone. This includes using the immediate window to test your code. Be very careful when using
VBA to alter your document. It is recommended to make a copy of the worksheet you are using so that
there is an original version available if you end up making a mistake along the way.
16.2
Macros
A lot of resources refer to the code in VBA as macros. Macros are the tasks we want Excel to execute for us,
and so when we talk about macros, we are referring to a piece of code that allows us to perform some sort of
action.
Most macros have a standard format that they are written in. Remember, when we code, we are specifying to
our computer that we want certain tasks to be completed, and in a specific order as well. We are essentially
writing out everything that should go on behind the scenes!
Visual Basic for Applications is not case-sensitive, so referencing objects like cells by their cell address will
not be affected by the casing of the letters (either uppercase or lowercase). To be safe, always use the casing
provided if there is text with specific casing.
How to save your macro-enabled workbook
To save a macro-enabled workbook for the FIRST TIME:
1. Click the File button
2. Click the Save as option on the left hand side of the Backstage view.
3. Select the location, by navigating in the folders view or typing the location in the address bar.
16.2 Macros
117
4. Enter the file name, and select the file type Excel Macro-Enabled Workbook, click on Save.
This will ensure that your Excel workbook AND the macros are saved together. If this is not done, the code
will not be saved and you will only be left with the Excel workbook.
16.2.1
How to write a macro
Macros are written within a subprocedure in the module window. A subprocedure or subroutine is an
environment that signals to your computer where the code begins and ends. It is like a mini environment
where the code is written in. The box below shows an example of what a subprocedure might look like in the
module window:
Sub MacroName()
` Comments (with an apostrophe)
Commands (for example: MsgBox Hello world )
• Commands must be listed in the order that they should be executed
End Sub
How to run a subprocedure in VBA:
1. Type Sub into the module window to indicate the start of the subprocedure
2. Next to that write a name of your choosing for this subprocedure (the name must contain a letter and
cannot contain any spaces) followed immediately by open and close brackets
3. Press Enter
4. If done correctly, the subprocedure will automatically close the environment by adding End Sub at
the end
5. Fill in comments that will help you to remember what each line of code represents, by using a single
apostrophe (comments will appear green and will not be executed as part of your code by VBA)
6. Add your lines of code within the subprocedure
7. Press the Ù symbol (or press F5) to run the subprocedure
Once you have pressed enter on a line of code, VBA will flag if there are any typos or errors in the code.
VBA will either correct it if it knows what it should be, or flags that line of code as erroneous.
Fixing any errors that arise is an important skill known as debugging, and it requires that you check the
following:
• Spelling errors
• Missing brackets
• Missing commas
• Unnecessary or incorrect spacing
• Incorrect cells or ranges selected
• Incorrect functions or commands called
It is important to remember that once the VBA code has run, any changes to the workbook will be made and
cannot be undone, so make sure there is a copy of the original workbook and worksheet before running your
code.
Chapter 16. Visual Basic for Applications (VBA)
118
16.2.2
Attributes of commands
It is important to define the programming approach that this language uses. Visual Basic for Applications
uses an object-oriented approach, which is used by all standard Microsoft Office applications. An object
as an entity that can be defined, described and controlled, and has certain attributes. You can think of
an object as a noun, and can be defined by different characteristics, like its size, shape, colour and purpose.
Many but not all programming languages use this approach. This is important to know because it defines the
way in which the language for the programme, being its syntax, is used, and how we can use this syntax to
write our programs and codes.
Examples of objects for VBA in Excel:
• Worksheets
• Charts
• Rows
• Tables
• Columns
• Cells
If we can think of objects as nouns, then the properties of the objects are its adjectives. In other words, it
describes the object by its appearance or its behaviour. The last attribute of commands is the methods,
which can be seen as the verb or the action. This part of the command allows us to animate our noun, and
give the object an action. If a method requires further input or information, we would add parameters for
the action. These attributes form the language we use to communicate with our computer in order to execute
our code.
N OTE :
There is also an object browser in the View drop-down tab in VBA that gives a library of the different
commands.
16.2.3
Object commands
The most commonly used object for us in this module is identifying a cell. There are many ways to represent
a cell in VBA. For example, to reference the cell C3 in VBA as an object, the following commands may be
used:
• Range( C3 ) (this is the most frequently used command)
• Cells( 3,3 ) (represents the number of the column and the row, respectively)
• [C3]
• Range( A1 ).Offset( 2,2 ) (offsets from the starting cell (A1) for the row and the column,
respectively)
• Range( B2 ).Range( B2 )
The following object commands can be used to reference a particular worksheet:
• Sheets(#)
– This identifies the object as the worksheet number in the order that it appears in the workbook
• Sheets( Sheet_name )
– This identifies the object as the sheet with that exact name
• ActiveSheet
– This object references the worksheet that you are currently working in
16.2.4 WorksheetFunction commands
We are already very familiar with the standard operation functions in Excel. This includes the SUM function,
the functions for the minimum and maximum value, the average function, and the count and counta functions.
These are some examples of what are known as worksheet functions, and these are functions that are already
standard programmed functions in Excel.
To use any of these functions, we need the WorksheetFunction command to call one of these functions,
and to apply it in a particular cell, and to a particular range of values.
16.2 Macros
119
• WorksheetFunction.Sum : Displays the total value in a range
• WorksheetFunction.Average : Displays the average value in a range
• WorksheetFunction.Max : Displays the largest value in a range
• WorksheetFunction.Min : Displays the smallest value in a range
• WorksheetFunction.Count : Counts the cells with numerical data in a range
• WorksheetFunction.Count : Counts the cells with any data in a range
Examples:
Ò E XAMPLE 1:
1. Insert Row at the top
2. Insert Headers for each column
3. Turn Row 1 Bold
4. AutoFit the columns
5. Return to cell A1
Sub Example_1()
` This line allows us to specify the worksheet we are using
ActiveSheet.Select
` 1. Insert Row at the top
Rows( 1:1 ).Insert
` 2. Insert Headers for each column
Range( A1 ).Value = Student number Range( B1 ).Value = Surname Range( C1 ).Value = Initials Range( D1 ).Value = Telephone Range( E1 ).Value = Height (m) ` 3. Turn Row 1 bold
Rows( 1:1 ).Font.Bold = True
` 4. AutoFit the columns
Columns.AutoFit
` 5. Return to cell A1
Range( A1 ).Select
End Sub
Chapter 16. Visual Basic for Applications (VBA)
120
N OTE :
Notice that the hierarchy (or order) in which the attributes appear in each line of code is the object (for
example, the cell, worksheet, rows or columns), the method (either to select, insert, AutoFit or change
the value), and then the properties (whether it is bold or not, what the value should become, etc.)
Ò E XAMPLE 2:
1. Count the number of student numbers (display in cell N2)
2. Find the highest mark for tests 1, 2 and 3 (display in cells N3 to N5)
3. Calculate the average of all of the test mark averages (display in cell N6)
4. Return to cell A1
Sub Example_2()
` This line allows us to specify the worksheet we are using
ActiveSheet.Select
` 1. Count the number of student numbers
Range( N2 ).Value = WorksheetFunction.Count(Range( A2:A107 ))
` 2. Find the highest mark for tests 1, 2 and 3
Range( N3 ).Value = WorksheetFunction.Max(Range( G2:G107 ))
Range( N4 ).Value = WorksheetFunction.Max(Range( H2:H107 ))
Range( N5 ).Value = WorksheetFunction.Max(Range( I2:I107 ))
` 3. Calculate the average of all of the test mark averages
Range( N6 ).Value = WorksheetFunction.Average(Range( J2:J107 ))
` 4. Return to cell A1
Range( A1 ).Select
End Sub
16.2 Macros
121
Summary of common VBA commands
Inserting an object . . . . . . . . . . . . . . . . . .
Object.Insert
Selecting an object . . . . . . . . . . . . . . . . .
Object.Select
Changing the content of an object . . . .
Object.Value = <insert content> Make font bold . . . . . . . . . . . . . . . . . . . .
Object.Font.Bold = True
Underline font . . . . . . . . . . . . . . . . . . . . .
Object.Font.Underline = True
Make font italics . . . . . . . . . . . . . . . . . . .
Object.Font.Italic = True
Change font size . . . . . . . . . . . . . . . . . . .
Object.Font.Size = <insert font size>
AutoFit cells . . . . . . . . . . . . . . . . . . . . . . .
Object.AutoFit
Calculate range total . . . . . . . . . . . . . . . .
Object.Value = WorksheetFunction.Sum(Object)
Calculate range average . . . . . . . . . . . . .
Object.Value = WorksheetFunction.Average(Object)
Calculate range maximum . . . . . . . . . . .
Object.Value = WorksheetFunction.Max(Object)
Calculate range minimum . . . . . . . . . . .
Object.Value = WorksheetFunction.Min(Object)
Calculate numerical count of data . . . .
Object.Value = WorksheetFunction.Count(Object)
Calculate total count of data . . . . . . . . .
Object.Value = WorksheetFunction.Counta(Object)
Generate window pop-up . . . . . . . . . . .
MsgBox <text> 122
Chapter 16. Visual Basic for Applications (VBA)
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