Springboro Community City Schools                                                                        1
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           Microsoft Excel

                                           EXCEL SPREADSHEET

Creating a Workbook with Worksheets:
A workbook is an Excel spreadsheet file that contains one or
more sheets - each worksheet is a page in the workbook on
which you enter and work with data. Workbooks start with
THREE sheets, but you can add more sheets and different kinds
of sheets.

What's on the Screen:
When you create a new workbook, the Excel window displays a worksheet with a grid of rows and columns.
Each box or CELL has a reference indicating its row and column location. The STANDARD formatting
toolbars located at the top of the screen have buttons that provide easy access to common tasks.

Working with Cells and Ranges:
Click first on the cell in which you want to work. It will become outlined to indicate that you are working in
that cell. To work in more than one cell, click your mouse in the first cell and drag the mouse across, down or
down and across to select multiple cells. A shortcut feature that lets you apply features to cells quickly is to
select the cell or cells you want to work with and then hold the CONTROL KEY and click inside the selected
cell or group. You'll get a menu of options that might be helpful.

Moving from Cell to Cell:
Use the TAB key to move across the row.
Use the RETURN to move down a column.

Entering data:
1. When you type data into a cell, it also appears in the data bar on the line above. This is different than Claris
since you could not see the                                                           data in the Claris cell until
you'd moved to the next cell

2. Type the data into the cell. If you want to expand the side of the cell for more typing, put the cursor on the
   line between the letters on the column headings. The cursor will turn to a bold black line. When this bold
   cursor line appears, click and HOLD and DRAG to expand the size of the cell.

3. A neat feature is that if you are typing headings in a series…like the months of the year, or consecutive
   numbers in a series or ordinal numbers, etc., the computer will AUTOMATICALLY fill in those headings
   for you! Type the first heading, like January. Put the cursor in the lower right corner of the cell so that it
   becomes a plus. Click and drag the box across all cells you want included in the series. Release the mouse
   and your headings should appear for you!
           Springboro Community City Schools                                                                              2
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Changing data once it has been entered:
1. You can go directly to the cell you want to change. Click on the cell one time to select it and you can delete
   the data, or click the cursor inside the cell to change just a portion of the typing.
2. You can also go to the text bar above the cell and change the data there, as you had to do with Claris.

Entering a formula to calculate:
1. To add all the numbers in a column or row very quickly, go click in the first blank cell at the end
   of the column or row. Go to the toolbar and select the AUTOSUM tool.

2. The formula for adding all the cells in that row or column will appear in the cell. When you click to the
   next cell, total for that column or row will automatically appear!

3. If you want to perform another auto function, click on the PASTE FUNCTION tool. This                            will
   allow you to average, get a count of, etc.

4. If you want to calculate cells that are not adjacent to in the column or row, you can still enter formulas. For
   example, you can enter the formula =sum(A1+B3+C2) to add only these cells. You can either TYPE the
   cell numbers or simply click on the cells you want to include in the formula and the computer will enter the
   cell number for you.

Creating charts or graphs:
1. Be sure you have the CHART toolbar open on your computer. (Go to VIEW and slide to TOOLSBARS and
   over to CHART.

2. Highlight all the information to be included in the chart or graph.

3. Click on the CHART icon on the CHART TOOLBAR.

4. All the data you included will appear on the chart.

5. To be sure that you have rows and columns with the titles required, make sure you highlight those titles
   when you are creating your graph.

6. To change parts on the graph,
   refer to icons on the CHART
   TOOLBAR. You can change virtually any color, text, etc. on the graph.

Sorting Data:
1. Any data placed in a spreadsheet can be sorted,                           Workbook   La b Fee   Pa per Fi el d Trip
   BUT you must remember to select ALL data related         Ba ker, Ma ry    $ 1.00     $ 2.00   $ 3.00   $ 5.00
   to the row! For example, you don't want to sort just     Smi th, To m         -         -        -           5.00
   column one where the names are because the names         Jo nes, Mi ke       1.00      2.00     3.00         5.00
   are directly related to the data in the same row.        Sl ack, Mi ssy      1.00       -        -           5.00

                                                            TOT AL           $   3.00   $ 4.00    $ 6.00    $ 20 .0 0
           Springboro Community City Schools                                                                         3
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2. To sort, you must highlight the entire range of data. You can use SELECT ALL or you can just highlight
   the cells containing data.

3. You have two sort tools on the tool bar which let you sort alphabetically or in reverse alpha

4. If you want to perform several sorts on the same data, go to DATA on the menu bar and slide to SORT.
   You will be asked to identify the column that contains the basic sort, and then identify the next two criteria
   by which you want to sort.

Printing Your Work
There are several ways to print your worksheet so that you don't have oodles of blank pages printed beyond the
area of your data.

Selecting Print Area:

1. Highlight the section you want to print.

2. Go to FILE on the menu bar and slide PRINT AREA and slide to SET PRINT AREA.

3. The range of cells you have selected is all that you will print. To see exactly how it will look before you
   print, go to FILE and slide to PRINT PREVIEW.

4. After you have selected this print area, that is the only area that will print on this document. If you want to
   expand the print area, you will have to remove the original setting first. Go to FILE and slide to PRINT
   AREA and slide to CLEAR PRINT AREA. Then you will be free to create a new print area.

Using the Printer to select your print area:

1. Highlight the section you want to print.

2. Go to FILE on the menu bar and slide to PRINT.

3. The type of printer window that appears is related to the kind of printer you are using. When the printer
   window appears, hold down the word GENERAL to see Microsoft Excel revealed. From there you can
   select how much of the document you want to print. If you choose SELECTION, only the highlighted
   portion of your worksheet will print.

4. Use the PRINT PREVIEW option on your printer window if you printer has one.

Copying your table to WORD:
1. Select the cells you want to work with in your EXCEL document.

2. Open a WORD document. Go to EDIT and select PASTE SPECIAL. You will have the opportunity to
   choose TWO WAYS to paste your data.
           Springboro Community City Schools                                                                    4
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3. Paste as Microsoft Excel Worksheet Object which lets you go back to your worksheet and change any data
   and have it updated on your WORD document.

Creating a background for your spreadsheet!
1. Go to FORMAT on the menu bar and slide to SHEET and over to BACKGROUND.

2. Locate the background or picture you want to use. If you choose a picture, it will tile the picture on the
   background which means it will place the picture in the upper left corner of the screen and keep repeating
   the picture over and over on the whole spreadsheet. If you choose an actual background, it will place that
   image over the whole background of the worksheet. There are backgrounds located in the Microsoft
   ClipArt folder in the PHOTOS folder.

3. To delete a background, use the same process, but select delete background.

Creating Filters:
1. Filters allow you to view the contents of cells and locate all rows in a database with common data.

2. To create filters automatically, highlight the title row of your worksheet.

3. Go to DATA on the menu bar and slide down to FILTER and across to AUTOFILTER.

4. The titles of the columns in your database now contain arrows. If you hold the arrow down, you can see all
   the responses that have been entered into that column. If you want to locate only the rows that contain
   certain data, slide to that data and only those rows will appear. To see all the data again, hold down the
   arrow and slide to ALL.
           Springboro Community City Schools                                                                      5
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           Microsoft Excel

                                      SPREADSHEET TASK SHEET 1

Create this table in spreadsheet

1. Create a calculation
   for the total fee for
   each student. Can
   you find a way to
   make this calculation
   work on all students
   at once instead of
   typing the formula
   each time?

2. Calculate the total for
   each subject area.
   Can you find a way to make this
   calculation work on all students at once instead of typing the formula
   each time?

3. Be sure that all cells that include money are in currency format. How can you format each currency cell to
   type the $ and decimal point for currency automatically?

                                          Spreadsheet Task Sheet 2

1. Using the data you just created in your spreadsheet table, create a bar graph which has the title “Classroom
   Fees” on the graph, includes titles for student and amount paid for the x and y axis.

2. Create a pie graph of the same data.

3. Can you create labels for the data directly on the pie or bar graphs? (HINT: You may want to use your help
   menu to give you information…think FORMAT, SELECTED DATA LABELS.

4. Can you change the color of the bars or pie pieces?

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