TOPIC 4 ELECTRONIC SPREADSHEET USING MS EXCEL

INTRODUCTION
This topic will introduce Microsoft Excel. Microsoft Excel is a popular computer program for spreadsheet application. It features calculation, graphing tools, pivot tables and a macro programming language called VBA (Visual Basic for Applications).

LEARNING OBJECTIVES
The objectives of this topic are to: 1. Understand the MS Excel. 2. Apply MS Excel to create and edit spreadsheet application.

LEARNING OUTCOMES
After completing this topic, the students should be able to: 1. Use Ms Excel to create and edit spreadsheet applications.

4.1

GETTING STARTED WITH EXCEL 2003

Microsoft Excel is the most widespread program for creating spreadsheets on the market today. Spreadsheets allow you to organize information in rows and tables (which create cells), with the added bonus of automatic mathematics. Spreadsheets have been used for many, many years in business to keep track of expenses and other calculations. Excel will keep track of numbers you place in cells, and if you define cells to refer to each other, any changes made in one cell will be reflected in these referring cells. It sounds a bit complicated, but Excel makes it all a breeze. Microsoft Excel will automatically open with a blank spreadsheet spanning many columns and rows. You will notice a number of toolbars with many more options included.

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4.1.1 Standard Toolbar:

Figure 4.1 (a) Standard Toolbar 1. 2. 3. 4. 5. 6. 7. New: Create a new, blank spreadsheet Open: Open a previously saved spreadsheet Save: Save your current spreadsheet Permission: Print: Prints the current document. Print Preview: Preview the potential print of the current document. Research: Microsoft has enabled Information Rights Management (IRM) within the new version of Excel, which can help protect sensitive documents from being copied or forwarded. Click this for more information and options. 8. Copy: Copies the current selection to the clipboard, which can then be pasted elsewhere in the document. 9. Paste: Takes the current clipboard contents and inserts them. 10. Undo: Undoes the last action in the document, reverting back a step in time. 11. Insert Hyperlink: Inserts a hyperlink to an Internet location. 12. AutoSum: A drop-down menu of available mathematical operations to perform. 13. Sort Ascending: Sorts the current selection in ascending order. 14. Chart Wizard: Opens the Chart Wizard, which will walk you through the creation of a chart / diagram using the currently selected information. 15. Microsoft Excel Help: Brings up the Excel Help window, which will allow you to type in a key-word for more information, or click anything on screen to directly bring up further information on that subject. 16. More Options: There are a variety of extra options you can call or add to the toolbar, such as Spell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can access these options; at the same time, you can drag this toolbar outwards more to make more available space for these options directly on the toolbar.

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4.1.2 Formatting Toolbar:

Figure 4.1 (b): Formatting Toolbar 1. 2. 3. 4. 5. 6. 7. 8. 9. Font: Change the font of the selected cell(s) Size: Change the font size of the selection Bold: Put the selection in bold face Italics: Italicize the selection Underline: Underline the selection Align Left: Align the current selection to the left Center: Align the current selection to the center Align Right: Align the current selection to the right Merge & Center: Combine two selected cells into one new cell that spans the width of both and center the contents of this new cell 10. Currency Style: Change the style in which currency is displayed 11. Percent Style: Change the style in which percents are displayed 12. Decrease Indent: Decrease the indent of a cell by approximately one character 13. Border: Add or alter the style of borders to format a cell with 14. Fill Color: Select a color to fill the background of a cell with 15. Font Color: Select a color to apply to a selection of text

4.2

WORKING WITH SPREADSHEETS

A spreadsheet is an electronic document that stores various types of data. There are vertical columns and horizontal rows. A cell is where the column and row intersect. A cell can contain data and can be used in calculations of data within the spreadsheet. An Excel spreadsheet can contain workbooks and worksheets. The workbook is the holder for related worksheets.

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Formula Bar

Figure 4.2 (a): Example of new spreadsheet Entering Data

There are different ways to enter data in Excel: in an active cell or in the formula bar. To enter data in an active cell:

Click in the cell where you want the data Begin typing

Figure 4.2 (b): Click the cell and type the data To enter data into the formula bar

Click the cell where you would like the data

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Place the cursor in the Formula Bar Type in the data

Figure 4.2(c): Click the Formula Bar And Type The Data Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and copying and pasting. Select Data

To select a cell or data to be copied or cut:

Click the cell

Figure 4.2 (d): Click the cell to copy, cut or edit Click and drag the cursor to select many cells in a range

Figure 4.2 (e): Click and Drag Cursor To Select Cell

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Cut, Copy and Paste

To cut, copy and paste data:

Select the cell(s) that you wish to copy On the Edit menu bar, click Copy at the menu list Select the cell(s) where you would like to copy or cut the data On the Edit menu, click Paste at the menu list

Figure 4.2 (f): Select Cell To Cut, Copy Or Paste 4.2.1 Insert Rows & Columns To insert a new blank row, place your cursor directly below where you would like a new row. Select Insert >> Rows. To insert a new column, place the cursor in a cell directly to the right of where you would like the column. Select Insert >> Columns.

Figure 4.2 (g): Select Insert Rows 4.2.2. Delete cells

Place the cursor in the cell, row, or column that you want to delete Click the Edit at the menu bar Click Delete at the menu list

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Figure 4.2.(h): Insert And Delete Rows, Columns 4.2.3 Find and Replace To find data or find and replace data: Click the Edit at the menu bar Choose Find or Replace Complete the Find What text box Click on Options for more search options

Figure 4.2(i): Find Function

Figure 4.2(j): Replace Function

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4.3 Add a Comment to a Cell

. To add a comment to cell eg. at B1, do the following:
Click on cell B1 From the menu bar, click on Insert From the drop down menu, click on Comment A yellow text box will appear to the right of cell B1, as in the image

below:

Figure 4.3(a): To Insert Comment Excel will add to the comment the name of the person whose computer it is. In this case it was done on Keys computer. You can delete this name by pressing the backspace key on your keyboard. To add your comment, just start typing. You can enlarge the text box by holding down your left mouse button on one of the white squares and dragging.

Figure 4.3(b): Typing A Comment

Click on any other cell in your spreadsheet and the comment will disappear. The cell will have a red triangle in the top right corner, indicating that it contains a comment.

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Figure 4.3(c): Cell Contains A Comment If you move your mouse over cell B1 the comment will pop up. If you want to get rid of a comment, do the following: Click inside the cell that contains the comment Click once with your right mouse button A menu appears Click "Delete Comment" with your left mouse button The comment is deleted

4.4 Entering Data into a Spreadsheet

To begin this part of the course, we'll do something really simply: we'll enter some text and numbers into some cells. To enter something into a cell, do the following: Click on cell egg. A1 with your left hand mouse button

Type the text "Numbers" (without the quotation marks) Press the Return key on your keyboard The darker border will jump down one cell to A2 Type a 3 and then press the Return Key on your keyboard The darker border will jump down one cell to A3 Enter a 6 and a 9 in exactly the same way

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Figure 4.4(a): Entering Data in a Cell 4.4.1 Editing data in a cell If there is already something in a cell, and you tried to type something else, the old contents would be entirely erased. You have to edit from the Formula bar.

Figure 4.4(b): Formula Bar Click on the cell A1. Then click inside the formula bar. You will see your cursor flashing away.

Figure 4.4(c): Data at Formula Bar To edit the contents, Use the backspace key to erase anything you don't want. Type something new in the formula bar. Press the Return key

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Figure below shows the text "Numbers" has been changed to "Add these numbers". The formula bar now reads "3" when the Return key is pressed. The cell A2 is showing in the Name Bar.

Figure 4.4(d): Nama Bar (A2)

4.4.2 Widen Column To widen a column, do the following: Move your mouse pointer up to the letter A The pointer will be in the shape of a white cross, as in the next image

Figure 4.4(e): White Cross Move your mouse pointer, the white cross, to the line in between the A and the B The mouse pointer will change shape again The mouse pointer will be in the shape of a black cross with arrowheads, like the one in the image below:

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Figure 4.4(f): Black Cross with Arrowheads When you mouse pointer changes shape, hold down your left mouse button Keep it held down and drag your mouse to the right Let go of the mouse button when you are satisfied with the width of your column.

Widening a Column

The Result

Figure 4.4(g): Widening the Column You can widen a row in exactly the same way. You can also double-click this dividing line to have Excel automatically choose the best width. 4.4.3 Formatting cells Centering text in a cell comes under the heading of Formatting. Things like making the text bold, changing the font, and adding some color also come under Formatting. 4.4.4 Highlighting the Cells.

To highlight cells, do the following: Position your mouse pointer over cell A1 Make sure the pointer is in the shape of a thick white cross Hold down your left mouse button Keep the left mouse button held and drag downwards

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Let go of the left mouse button when all four cells are highlighted

Figure 4.4(h): Highliting Cells 4.4.5 Centering Data in Cell To centre the data in your four highlighted cells, do the following: Click on the word "Format" on the menu bar Click on the word "cells" with your left mouse button

Figure 4.4(i): Format Cells Menu Bar Format Cells dialogue box popping up.

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Figure 4.4(j): Format Cells Dialogue Box Click on the word "Alignment" at the heading Tab Strips

Figure 4.4(k): Alignment Headings

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Click the little black down-pointing arrow on the right hand side of the Horizontal box

Figure 4.4(l): Text Alignment Options - Horizontal There are a number of options you can select for the Horizontal text alignment. Click on the word "Center" with your left mouse button. Change the Vertical alignment in exactly the same way. Click the OK button at the bottom of the dialogue box.

Figure 4.4(m): Text Centered 4.5 Setting Currency Signs

To get the Currency signs in your spreadsheet, do this: Enter a number for the price, but enter a zero then a full stop first, then the numbers Highlight the cells With the cells highlighted, click on Format from the menu bar From the menu that drops down, click on "Cells"

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Format Cells dialogue box popping up Click on "Number", and

Figure 4.5(a): Setting Currency Signs Click on Currency from the Category section; and make sure the Decimal Places text box has a 2 in it. Click the OK button at the bottom.

4.6 Font Formatting

You can change the font of your text and numbers, and make it bold. You can also change the size of the font and the font color. To format the text in the cell A1 do this:
Click on cell A1 with your left mouse button Click on Format from the menu bar From the menu that drops down, click the word "Cells" with your left

mouse button
The Format dialogue pops up again Click on the word "Font"

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Figure 4.6): Font Headings

From the dialogue box, change the Font Style to Bold Change the size to 8 Click the OK button at the bottom

Figure 4.6 (b): Text Change to Bold Style

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4.7 Changing the cell color To add a splash of color to your cells, first highlight the cells you want to change.

Click on Format from the menu bar From the drop down menu, click on "Cells" The format dialogue box pops up Click on the word "Patterns"

Figure 4.7 ( a) : Patterns Heading

Click on any of the colored squares that take your fancy. If you'd prefer a pattern, click the black down-pointing arrow on the drop down box to the right of "Pattern". Select a pattern that takes your fancy. Click the OK button at the bottom. Or Click on the Font tab strip first, and change the text to bold. Then click OK.

When you click OK, the cell color will change from white to the color or pattern you have chosen. If you don't like it, you click on Edit from the menu bar, then click "Undo format cell". Once you have the numbers formatted in a different color, click on the cell A1.

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.
Figure 4.7 (b) : Colouring Cells

4.8 Saving your work

To save the spreadsheet do the following: Click on "File" from the menu bar From the menu that drops down, click on "Save" If you have not yet saved your work, the Save As dialogue box will pop up. Clicking Save otherwise will save the latest version of your work. In other words, your saved work will be updated The Save As dialogue box is this one below

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 Figure 4.8(a) Steps to Save a File The Save As dialogue box is split into three basic sections: Where do you want to save it; the files already in that location; and what do you want to call your file. Just to the right of the words "Save in" is a drop down box. At the moment it says "My Documents", and there is a little folder icon next to it. We can change to other folder by clicking the down-pointing arrow and select the folder at the big white area.

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Figure 4.8 (c): Location to Save The File name (Book1) is already highlighted. Type a new name for our file. In box below it- Save as type. The box says "Microsoft Excel Workbook". This is exactly what we want, so no changes are needed. But if you click the black down-pointing arrow, you'll see other options: Web page, Template, Text, and so on. But click the Save button when you've chosen a File name, and set the Save as type to "Microsoft Excel Workbook (*.xls)". :

Figure 4.8 (d): Naming the File

Your new spreadsheet is saved. Keep clicking File > Save on a regular basis to keep updating your work. Alternatively, click the Save icon on the toolbar:

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EXERCISE 1 The picture below shows a simple spreadsheet. There are no formulas in it, and nothing is being added up or subtracted (we'll do that in the next section).

For Project Number 1, reproduce the spreadsheet above (the famous junk food diet!). Your spreadsheet must include the following: 1. 2. 3. 4. 5. Centred text and numbers Widened columns Bold font for the text and numbers Background colours or patterns for the cells The changes to make are: click on Currency from the Category section; and make sure the Decimal Places text box has a 2 in it. Then click the OK button at the bottom.

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4.9 Constructing Spreadsheet

In this section, we'll construct a spreadsheet and learn about: Auto fill, inserting rows and columns, adding up numbers in columns, formulas, and the formula bar. 4.9.1 Merge Cells Merge cell is to turn two or more cell into one cell. Click on cell A1 with your left mouse button Enter the text "My Chocolate Addiction" (without the quotes) Press the Return key on your keyboard Highlight the cells A1, B1 and C1 From the menu bar, Click on Format From the drop down menu, click on "Cells" Format Cells dialogue box pops up Click on the Alignment tab strip Look for the box at the bottom that says "Merge cells" Put at tick in this box by clicking it with the left mouse button

Figure 4.9.1 : Merging Cells

4.9.2 Use AutoFill

AutoFill is a very handy feature of Excel. It allows you to quickly fill a series of data, such as days of the week, months, and consecutive numbers. You can select list from custom list or you can create a custom fill series. 4.9.2.1 Create a custom fill series If you've already entered the list of items you want to use as a series, select the list on the worksheet.

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 On the Tools menu, click Options, Click the Custom Lists tab. Do one of the following: To use the selected list, click Import. To type a new list, select New list in the Custom lists box, Type the entries in the List entries box, beginning with the first entry. Press ENTER after each entry. When the list is complete, click Add. Note A custom list can contain text or text mixed with numbers. To create a custom list that contains only numbers, such as 0 through 100 Select enough empty cells to contain the list. On the Format menu, click Cells, Click the Number tab. Apply the Text format to empty cells, Type the list of numbers in the formatted cells. Select the list and Import the list.

4.9.2.2 Change or delete a custom fill series You cannot edit or delete the built-in lists for months and days. On the Tools menu, click Options, Click the Custom Lists tab. In the Custom lists box, select the list you want. Do one of the following:

To edit the list, make the changes you want in the List entries box, and then click Add. To delete the list, click Delete. 4.9.2.3 Auto fill cell Click inside the cell B3 on the spreadsheet, and type the text Monday. Like this one below

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Figure 4.9.2 (a): Insert Text to Auto Fill

Move your cursor to the bottom right of the B3 cell Your cursor will change shape from a white cross to a black cross, as in the images below.

Normal Cursor

Auto Fill Cursor

Figure 4.9.2 (b) Normal and Aut0 Fill Cursor When your cursor looks like the Auto Fill one, hold down your left mouse button and drag your mouse to the right Drag your mouse to the cell H3, Like the one below Let go of your left hand mouse button when your cursor is over the H3 cell Excel will fill in the days of the week for you Format your cells while they are highlighted (Centre and Bold)

Figure 4.9.2 (c) : Days of Week Filled

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4,10 Entering Data into Spreadsheet

So we've got a heading at the top of our spreadsheet, and some days of the week headings. We can now enter the chocolate bars. Click on cell A4 and type in the text "Mars Bars" (without the quote marks). Next enter Twix, Bounty and Others. In cell A9, enter the text "Day Totals". To enter numbers For the Monday column, click on cell B4 Enter the number 1 then press the Return key on your keyboard Enter the number 7 then press the Return key on your keyboard Enter the number 8 then press the Return key on your keyboard Enter the number 1 then press the Return key on your keyboard

Figure 4.10 (a): Entering numbers

You now need to enter the rest of the numbers. Enter the following figures for the rest of the week: Tuesday: Wednesday: Thursday: Friday: Saturday: Sunday: 2, 5, 3, 2 1, 3, 2, 2 3, 2, 3, 2 3, 4, 4, 2 2, 2, 1, 1 5, 4, 4, 1

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Figure 4.10 (b): Numbers Finished Enter

4.11 Entering Formula into a Spreadsheet

4.11.1 Adding Up Rows or Column In a spreadsheet, you have to "tell" Excel which cells you want to add up. So for the Monday column, the 1 is in cell B4, the 7 is in cell B5, the 8 is in cell B6, and another 1 in cell B7. So we want the answer to B4 + B5 + B6 + B7. To "tell" Excel to add up, you need an equals sign first. We'll also use the Sum function. You put what you want to add up in between the two brackets. So we would need this: =Sum( B4 + B5 + B6 + B7)

Figure 4.11 (a): Entering Formula at formula bar

Press the Return key on your keyboard.

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Finally, Excel understands what you want to do. It adds up the numbers in the cells you gave it, and puts the answer in cell B9. Your spreadsheet now looks like this one:

Figure 4.11 (b): Answer to Numbers Above

To add up a long column or rows: Type the first cell you want to add up, Type a colon. After the colon, type the last cell that you want to add up. It would look like this: =Sum(B4: B44) The colon means: "Add up all the cells between the one on the left and the one on the right." Once we have the answer in cell, we can use Auto Fill to get the answers to the other columns or rows. Click on cell B9 Move your mouse to the bottom right of the cell The cursor turns into a black cross, Hold down your left mouse button Keep the left mouse button held down and drag your mouse towards other cells When your cursor gets to cell J7, let go of the left mouse button. Excel will Auto Fill the other three cells, inserting a formula based on the first one.

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Figure 4.11(c) : Formula Copied Based on First Cell

4.11.2 Multiply Figures To multiply rows or column, the asterisk symbol is used. The asterisk symbol is the one above the number 8 on your (English) keyboard. Click inside the cell D15 Click inside the Formula Bar at the top Type this formula: = Reference Cells * Reference or Reference Cells * Numbers Then press the Return key on your keyboard Once we have that formula in place, we can Auto Fill the others.

Figure 4.11(d) : Answer After Reference Cells Multiplied

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To multiply a long range of values, use the word Product instead of using the word Sum. =Product(B4:H4) Just like the Sum function, you can add other cells after a comma. Like this: = Product(A1:E1, A3) To Sum cell A1 to A4 and cell A10, you'd do it like this: = Sum(A1:A4) + A10 You can also use the Sum function alone. Like this: = Sum(A1:A4, A10) Here we have entered a range of cells in the brackets - A1:A4. But after that, we added a comma then the final cell we wanted to add up. If we also wanted to add cells A12 and A14 to our sum, we just add a comma then the cell reference. Like this: = Sum(A1:A4, A10, A12, A14)

EXERCISE 2 You have just created a spreadsheet on Chocolate addiction. Time now to reveal your addiction! Create a spreadsheet like the one in the last section, but substitute Chocolate Addiction for something else. Examples might be: drinking, eating out, clothes, and make-up - in fact, anything that someone might be spending too much money on. (It doesn't have to be you doing the spending; it can be entirely made up.) Your spreadsheet must include the following:
Daily totals Individual totals Weekly total Columns for Prices Columns for Number and Cost Weekly cost Annual cost

You can format the spreadsheet any way you like. The color scheme is entirely up to you. Just make sure that your spreadsheet is easy to follow. DAC 10203 4 -30

4.11.3 Subtraction To subtract one value from another, you just use the minus sign in between your cell references. Like this: = A1 - A2 Cell A3 is where the answer is displayed, and where we entered the formula. If you want to subtract more than two cells you can do it like this: = A1 - B1 - C1 Subtraction is fairly straightforward in spreadsheets, and shouldn't cause you too many problems.

4.11.4 Division If you want to divide one number by another the symbol to use is this one: / That's the forward slash, and can be found just to the right of the full stop on your keyboard. You use it like this: = A1 / C1

4.12 Combining the Mathematical Operators

There are times when you will want to combine the arithmetic operators in your calculations. Here are a few examples of combining the operators: Example 1
Start a new spreadsheet Enter the number 25 in cell A1 Enter the number 50 in cell A2 Enter the number 2 in cell A3

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 In cell A5 enter the following formula

=(A1 + A2) * A3
Press the Return key on your keyboard to get the answer

The answer you should have got was 150. Notice the brackets in the formula. The brackets group part of your sum together. Without them, Excel will normally calculate from left to right. But it does some calculation before others. Excel sees multiplication as more important than adding up. To see what happens without the brackets, do this:
Click on cell A5 Click inside the formula bar at the top Delete both the brackets from the formula Press the return key on your keyboard to see the answer

Now the answer is different! This time you should have gotten 125. Here are the picture versions of both formulas:

With Brackets

Without Brackets

Figure 4.12 (a) : Working With Brackets and Without Brackets You might think the second one is wrong. But it's not. It's just the way Excel works things out. Because it sees multiplication as more important than adding up, it will multiply cell A2 by cell A3 first. That gets the answer of 100. Excel will then add this answer to cell A1, which gives the answer 125. With the brackets in, you force Excel to work things out your way. You're saying "Do the sum in brackets first, then multiply". When you do the brackets first, you get a different answer. A1 + A2 = 75. Multiply 75 by cell A3 and you get the answer 150.

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Example 2 Substitute the asterisk symbol from example 1 with the forward slash. So the formula will be changed from this: = (A1 + A2) * A3 To this: = (A1 + A2) / A3 Press the Return key on your keyboard to reveal the answer. It should be 37.5. Now take the brackets out and try again. Again, you get a different answer. The total will now be 50! Again the same process is at work. Excel sees division as more important than adding up, so it does that first. So it will divide 50 by 2 to get 25. Then it will add the contents of cell A1 to get 50. With the brackets, we force Excel to do the adding up first, then divide by the cell A3. Example 3 This time, enter the following formula for cell A5: = (A1 * A2) / A3 Press the Return key on your keyboard to reveal the answer. It should be 625. Remove the brackets and try again. The answer should be 625 again. This is because Excel sees Multiplication and division as being of equal importance. When all things are equal, Excel calculates from left to right. Likewise, Excel sees addition and subtraction as being of equal importance. So it will calculate from left to right if you use addition and subtraction in the same formula. As an example, study this formula below:

Figure 4.12 (b): Multiply and Subtract Cell

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EXERCISE 3 Create a spreadsheet using the following information. You are the owner of a fruit store; you have owned the fruit store for one complete year. Use the data below to construct a spreadsheet to display the sales figures for the first year of operation of your fruit store. 1) Enter the raw data below, applying as many presentation Features (Font, Font Size, Font Color, Number Formats and Color, Cell Shading, Text Rotation, etc) to it as you wish. Apply appropriate number formats to your numbers. Center your spreadsheet horizontally on the page Give your spreadsheet an appropriate title and center it across your spreadsheet. Select the best page orientation for your spreadsheet. Adjust the column width and row height to suit the layout you have selected. Create formula's to calculate totals for each month. Create formula's to calculate totals for each fruit item. Setup an appropriate header for this spreadsheet.

2) 3) 4) 5) 6) 7) 8) 9)

10) Setup a page number for this spreadsheet and place it in the footer.

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Apples January February March April May June July August September October November December Oranges January February March April May June July August September October November December 2298 3512.56 4929.67 5883 6237.77 6566.78 6213.88 6001 5799.69 5527 3914.55 2564.99

Bananas January February March April May June July August September October November December Kiwifruit January February March April May June July August September October November December 6899.21 6755.33 6541 6032.79 5822.72 5968 6333.33 6544.11 6845.45 7000.01 7216.27 7283

4923.88 4444.99 3851 3399.88 3020.03 3411.89 3567.09 3999.91 4255.88 4873 5214.95 5521.17

3349.12 3899.87 4336 4892.01 5217.97 4764.10 4523.22 4501 4219.91 3877.49 3712.12 3555.56

Pears Grapes January 3310 4847.23 Sorting Data in a ChartJanuary February 4524.65 February 5361.58 March 5992.76 March In this section you'll learn how to create a chart from data5899.24 in a spreadsheet. April 6961.44 April 6853.01 You'll also learn how to sort data. May 7447 May 5471.34 June 7583.87 June 4534.22 Before we start this section, July though, you need to create the spreadsheet below. July 7393 4222.83 Type exactly is in August in the data7110.10 as itAugustthis one: 4137 September 6637.96 September 3998 October 6275 October 3556.36 November 4841.71 November 3111.44 December 3456.11 December 2789.74 Peaches January February March April May June July August September October November December Nectarines January February March April May June July August September October November 4 -35 December

5902.44 7234.12 5110 3521.87 1276.34 1227.30 1199.99 1242.09 1189.73 1195.42 1213.14 1887.49

5310 7772.71 8219 6989.33 4535.52 1873.38 1198 1241.63 1187.57 1222.21 1432.43 2137.78

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4.13 Sorting data

The spreadsheet below shows the viewing figures for BBC 1 and ITV. The ITV programmers have already been sorted, but the BBC programmers have not. We'll sort the BBC programmers now.

Figure 4.13 (a): An Example of Spreadsheet Highlight the BBC 1 programmers and the figures. Your highlighting should look like the one in the image below.

Figure 4.13 (b): Cell Selected (Highlighted)

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To sort the BBC 1 figures, do the following:

From Excel's menu bar, click Data From the drop down menu, click Sort A dialogue box appears

Figure 4.13 (c): Sort Dialogue Box In the Sort By box it says "Column A". To the right of this there a Ascending radio button and a Descending radio button. A Descending sort. Is the highest viewing figures will be at the top and the lowest at the bottom. A Ascending sort is the other way around, with the lowest first and the highest last. The Sort By box is actually a drop down list.

Click the word Descending to select this option Click the black down-pointing arrow on the Sort By box From the drop down list, click on Millions Click the OK button right now and the data would be sorted

The "Then By" boxes are for what happens in the event of a draw. You choose which column to sort on next. But click the OK button when your dialogue box looks like the one below:

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Figure 4.13 (d): Column to be Sorted

Your BBC 1 Viewing figures should now look like this:

Figure 4.13 (e): Column Sorted in Ascending Order

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4.14 Create a Bar Chart

To start making your chart, you need to highlight the data that will make up the chart.
So highlight the BBC1 programmers and the viewing figures From the menu bar, click on Insert From the drop down list, click Chart The Chart wizard appears.

Figure 4.14 (a) : Insert Drop Down List (Chart) There is a four step process to go through with the wizard. The first step is to select a chart type. The Chart Type showing in the image is a column chart. To see what this will look like, click the button "Press and Hold to View Sample". Click with the left mouse button, and keep the button held down

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Figure 4.14 (b) :Chart Wizard Dialogue Box Step 1 Let go of the left mouse button and you are returned to the chart types. The chart we want is Bar. So click on Bar in the Chart Types list. You'll see some different Bar types under Chart Sub Types. Make sure the first one is selected. When you have selected your Chart sub-type, click the Next button at the bottom, and you'll be taken to Step 2 of the Wizard.

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Figure 4.14 (c) : Chart Wizard Dialogue Box Step 2 You can click the Rows radio button and the Columns radio button to set the data range The Data Range is the important part of Step 2. This refers to the data that you want in your spreadsheet. Specify a t range here and press the Next button. Your are taken to Step 3 of the wizard, and the dialogue box now looks like the following one:

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Figure 4.14 (d) : Chart Wizard Dialogue Box Step 3 There a whole lot for us to do in Step 3 of the Wizard! But we're basically formatting the chart to how we want it. Notice the three text boxes: Chart Title, Category (X) Axis, Value (Y) Axis. Enter the text in text boxes: From the Tab Strips along the top, click on Legend. Your dialogue box will look something like this one:

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Figure 4.14 (e) : Show Legend Button Untick Untick the box that says "Shows legend" to get your dialogue box looking like the one above. Then click the Next button at the bottom. You will be taken to Step 4 of the wizard, the final step. Your dialogue box will look like the one below.

Figure 4.14 (f) : Chart Wizard Dialogue Box Step 4

This is where you get to specify the Chart Location.

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Click the black down-pointing arrow, just to the right of "As object in: Sheet1". From the drop down list, select where you to locate the chart Then click the Finish button at the bottom. The wizard will close down, and the chart will be located at the location you have stated. Your chart will look something like the one below.

Figure 4.14 (g) : View of the Chart

4.14.1 Format a Chart

To format the chart you created in the last part, do this:
Click on your chart with your right mouse button A pop up menu appears Move your mouse up to "Format Chart Area"

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Figure 4.14 (g) :Format Chart List Selected

Click on Format Chart Area with your left mouse button A dialogue box appears

Figure 4.14 (h): Format Chart Area Dialogue Box

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Select the Font tab strip, and change your settings to match those above: Arial, Regular, Size 8. Click OK when you're done.

Figure 4.14 (i) : Chart Formatted

To move your chart up, do the following:

Move your mouse into the Chart Area, but on a white bit Hold down your left mouse button Keep the left mouse button held down, and drag your mouse upwards Your chart should move up Let go of the left mouse button when your chart is near the top In the image below, the top left of the chart has been moved to the cell

B2

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Figure 4.14 (j): Chart Moved

4.14.2 Resizing a Chart

To resize your chart, do the following:
Move your mouse pointer to the middle black square on the bottom row

(if you can't see any black squares around your chart, click on the chart with the left mouse button to select it) Your mouse pointer will change to the shape of a arrow-headed line, like the one in the image below:

Figure 4.14 (k) : Arrow Head Mouse Pointer

When you mouse pointer changes to the shape above, hold down your

left mouse button Keep your left mouse button held down and drag downwards Let go of the mouse button when the bottom of your chart reaches about Row 22

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 Your chart should look like the one in the next picture:

Figure 4.14 (l) : Selecting Chart Area to Resize You can make your chart wider by moving your mouse over the right middle black square, and then dragging outwards If you drag too, click Edit from the menu bar, then click "Undo" from the menu. We can make some of the Titles bold. To make your titles bold, do the following:
Click on Viewing Figures, but click with your right mouse button A small menu pops up Click on Format Chart Title

Figure 4.14 (m) : To Format Font

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 Another dialogue box pops up Select the Font tab strip Choose a Bold font style and click the OK button Your title is made Bold Do the same with the Programmers title and the Millions title

Your Chart should now look something like the one below:

Figure 4.14 (n) : Font Formatted . To change the highest viewing figures at the top, do this:
Click on Sheet 1 to return to your spreadsheet Data Make sure the data is still highlighted Click on Data from the menu bar From the drop down menu, click on Sort On the Sort dialogue box, change the two Descending radio buttons to

Ascending Click the OK button Click back on Sheet 2 to see your Chart The Highest programmed should now be at the top, and the lowest at the bottom

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EXERCISE 4 Add the following data to your spreadsheet:

The P1, P2, etc, means Position 1, Position 2, and so on. The highest viewing figure is under P1 and the lowest under P10 Make a chart from this data.

SUMMARY
In this topic we have studied how to create spreadsheet using MS Word. We can also insert data and format cells. Work with mathematical calculation and create chart.

REFERENCES
1. 2. 3. 4. Joe Kraynak (2001). To Complete Idiots Guide to Microsoft Office XP. Indiana: Alpha Books. Ed Bott & Woody Leonhard (2006). Special Edition using Microsoft Office. Indiana: Que Publishing. Laurie Ann Ulrich (2003).How to Do Everything with Microsoft Office 2003. New York: McGraw-Hill Professional. http://www.homeandlearn.co.uk/ME/MicrosoftExcel.html

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