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SeniorNet Introduction to Spreadsheets Workshop A tutorial to demonstrate the basic features and uses of the Works Spreadsheet Spreadsheet Workshop SeniorNet Introduction to Spreadsheet Workshop In this Workshop you will work with the Works spreadsheet. You will learn how to open a spreadsheet, select information, edit and format values and add formulas. You also will learn how to create a chart. Objectives Become familiar with some of the basic features of a spreadsheet Use the mouse to select cells and ranges in a spreadsheet Create formulas to perform calculations Use the toolbar to format numbers for currency Change the data within a cell Change the appearance of a spreadsheet Create and modify a chart Save a spreadsheet that has been edited Print Preview a spreadsheet SeniorNet 1 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Contents Page Objectives ........................................................................................................................................ 1 Introduction to spreadsheets ............................................................................................................ 3 Start Windows ................................................................................................................................. 3 Start the Works Spreadsheet ............................................................................................................ 3 Close Help ....................................................................................................................................... 3 The spreadsheet window ................................................................................................................. 4 Open an existing spreadsheet .......................................................................................................... 4 Parts of a spreadsheet ...................................................................................................................... 6 Select cells ....................................................................................................................................... 6 Edit a spreadsheet ............................................................................................................................ 7 Create a formula .............................................................................................................................. 8 View another formula .................................................................................................................... 11 Insert a row and enter data............................................................................................................. 12 Enter data in a column and see changing values ........................................................................... 12 Open another file ........................................................................................................................... 13 Format a cell .................................................................................................................................. 14 Save the Stocks spreadsheet .......................................................................................................... 14 Print preview a spreadsheet ........................................................................................................... 15 Create a chart ................................................................................................................................. 16 Label the chart ............................................................................................................................... 18 Print preview a chart...................................................................................................................... 20 Close the chart windows................................................................................................................ 20 Close the Spreadsheet program ..................................................................................................... 20 Activity—Work with another spreadsheet .................................................................................... 20 Review—Select cells and ranges................................................................................................... 21 Insert a row .................................................................................................................................... 22 Insert and format a column ............................................................................................................ 24 Copy formulas ............................................................................................................................... 25 Save your work with a new name.................................................................................................. 26 Print Preview ................................................................................................................................. 26 Calculate Year-to-Date expenses .................................................................................................. 26 Expand a column ........................................................................................................................... 26 Prepare your data to create a chart ................................................................................................ 27 Use Paste Special........................................................................................................................... 27 Save the changes ........................................................................................................................... 28 Create a new chart ......................................................................................................................... 28 Label the new chart ....................................................................................................................... 29 Close the new chart window.......................................................................................................... 29 Save ............................................................................................................................................... 30 Close the Works Spreadsheet ........................................................................................................ 30 Now you can… .............................................................................................................................. 30 SeniorNet 2 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Introduction to spreadsheets Spreadsheet programs allow you to enter number values and to create formulas that automatically adjust the calculation when you change the numbers. The spreadsheet window has gridlines like an accountant’s ledger and it acts like a calculator. Spreadsheets can be used for budgets, insurance records, taxes, tracking investments and other paperwork that requires numbers and calculations. Start Windows Turn on your computer and log on, if necessary. Start the Works Spreadsheet 1 Click Start and place the pointer on All Programs to open the All Programs menu. 2 Move the pointer into the All Programs menu and place the pointer on the folder Microsoft Works. The Microsoft Works folder shows a folder icon and an arrow on the right; Works Task Launcher shows the Works program icon and has no arrow. The menu for the Microsoft Works folder opens. 3 Click Microsoft Works Spreadsheet (see Figure 5.1). Note: If there are a lot of programs listed in the Programs menu, the sub- menu may open to the left, as shown in Figure 5.1, rather than to the right. Figure 5.1 Microsoft Works folder with Spreadsheet selected Close Help When you first open Works Spreadsheet, the Help window may be open to the right of the spreadsheet window. SeniorNet 3 01/23/07 Spreadsheet Workshop Spreadsheet Workshop 1 Click the X on the top right of the Help window to close it. Do not click the X on the title bar of the spreadsheet window. The spreadsheet window The Microsoft Works Spreadsheet program opens to a blank spreadsheet entitled “Unsaved Spreadsheet” (see Figure 5.2). Figure 5.2 Microsoft Works Spreadsheet window You see the title bar, menu bar, toolbar and a bar that is new to you, the formula bar. The formula bar shows the contents of a cell, the rectangular box into which you enter data when the cell is selected. Open an existing spreadsheet 1 Click the Open button on the toolbar. SeniorNet 4 01/23/07 Spreadsheet Workshop Spreadsheet Workshop The Open dialog box opens. 2 Click the arrow on the Look in list box and move the pointer to click the location where the Spreadsheet Workshop folder is stored. Note: You may have noticed that when a program is first started the Open dialog box Look in list box usually shows the My Documents folder. 3 Double-click the Spreadsheet Workshop folder to open it. The spreadsheet files contained in the folder appear in a list. 4 Double-click the icon next to the spreadsheet file Stocks. A message box may appear indicating that the file is a Read-only document. In order to save any changes you make you will have to rename and save a new version of the file (see Figure 5.3). You will save the file later. Figure 5.3 Read-only message box 5 Click OK if the message box appears. The student practice file Stocks opens (see Figure 5.4). This spreadsheet shows how you can track the changing quantity and price per share of shares of stock you own. SeniorNet 5 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.4 Stocks spreadsheet Note: The number in B7 (the last number in column B) might show as $8,199 or $8,200, depending upon how the spreadsheet rounds off the number. Parts of a spreadsheet A spreadsheet is a grid that is composed of rows (labeled with numbers) and columns (labeled with letters). The place where a column and row intersect is called a cell. Cells are named for the column and row number, for example cell D3 is the rectangular box located in column D and row 3. Cells can hold numbers, text or formulas. Select cells You select a cell or cells in order to make additions or changes to a spreadsheet. 1 Move the mouse pointer into the spreadsheet. The pointer appears as a large outlined plus sign. 2 Click in cell D3 to select it (see Figure 5.4). SeniorNet 6 01/23/07 Spreadsheet Workshop Spreadsheet Workshop A dark rectangular border appears around the cell and the contents of the cell, 60.00, appears in the formula bar below the toolbar. 3 Move the pointer to cell C3, press and hold down the mouse button and drag the pointer down to cell C7. Release the mouse button. The range of cells C3 through C7 (written as C3:C7) is highlighted (see Figure 5.5). Figure 5.5 Cell range C3:C7 selected 4 Click on the letter A at the top of column A to select the whole column. 5 Click on the number 3 on the left of row 3 to select the whole row. Edit a spreadsheet You will correct a mistake that was typed in one of the cells. You can either make the change right in the cell or you can edit the contents of the cell in the formula bar. You will select the cell and then make the change to it. 1 Click in cell C4. A border around the cell highlights it. The number 40 in the cell appears on SeniorNet 7 01/23/07 Spreadsheet Workshop Spreadsheet Workshop the formula bar. 2 Type the number 60 in the highlighted cell. The number is replaced in the cell and also in the formula bar. 3 Click in cell D7. A border highlights the cell. The number in the cell, 27.33, appears in the formula bar. 4 Move the pointer into the formula bar and click to the right of 33 to place the insertion point there. Press the Backspace key twice to delete the 33 and type 66 in its place. 5 Press the Enter key on the keyboard or click the Enter button, the green checkmark on the formula bar (see Figure 5.6), to accept the change and enter the numbers that are in the formula bar into cell D7. Figure 5.6 Edit using the formula bar 6 Click in cell C6. Move the pointer into the formula bar and click after 100. Press the Backspace key once to delete one of the 0s and type a 1 so that the number becomes 101. 7 Click the Cancel button, a red X, on the formula bar (see Figure 5.6) to cancel the change to 101. The number 100 is restored to the cell and the formula bar. Create a formula Spreadsheets are excellent calculators. The instructions you type in the spreadsheet to define calculations, such as adding or multiplying numbers, are called formulas. You click in the cell in which you want to store the result of the calculation and type an equal sign (=) in that cell to indicate that you are starting to type a formula. After the = sign, type the formula. There are lots of formulas in the Works Spreadsheet program that you can use to make calculations, such as the SeniorNet 8 01/23/07 Spreadsheet Workshop Spreadsheet Workshop sum of a column of numbers, the product of multiplying two numbers or more complicated formulas. One of the formulas you can use is for adding a column or row of numbers. You will now add the numbers in column B. 1 Click in cell B9. This is where you will store the formula. 2 Type the equal sign (=) and the word sum and an open parenthesis . You have typed the beginning of a formula for addition. What you typed appears in both cell B9 and the formula bar. 3 Move the mouse pointer to cell B3 and press and hold down the mouse button and drag the pointer down to cell B7. Release the mouse button. The range of cells B3 through B7 that you wish to sum is selected and appears as B3:B7 in the formula. SeniorNet 9 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.7 Formula for sum of range of cells 4 Click after the formula in cell B9 and type a closed parenthesis to end the formula (see Figure 5.7). 5 Press the Enter key or click the green checkmark (the Enter button) on the formula bar. Note: Or to automatically calculate a total, you could click in cell B9 and click the AutoSum (Σ) button on the toolbar and press Enter. This is a way to create a total without having to type the formula. 6 Click in cell B9 to select it again if it is not selected. Note that the formula you typed appears in the formula bar and the sum appears in cell B9 (see Figure 5.8). Note: The total at the bottom of column B is not in the same format as the rest of the numbers in the column B. You will fix it later in this lesson. SeniorNet 10 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.8 Sum formula and result View another formula There are formulas in the cells B3 through B7 that tell the spreadsheet to multiply the number in a cell in column C by the number in the corresponding cell in column D. The Formula is the Price per share multiplied by the Number of shares which equals the total Cost of the stock. 1 Click in cell B3. The multiplication formula that is in cell B3 appears in the formula bar (see Figure 5.9). The contents of cell C3 are multiplied by the contents of cell D3. The asterisk (*) stands for multiply. Figure 5.9 Multiplication formula in cell B3 The symbols for the basic mathematical operators used in formulas are: SeniorNet 11 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Addition + Subtraction - Multiplication * Division / Insert a row and enter data You may want to add an additional item in your spreadsheet, such as a new stock you may have purchased. 1 Click the number 4 at the beginning of row 4 to select the whole row for the stock Illusion. 2 Click the Insert menu and click Insert Row. A new row is inserted above the selected row. 3 Type data for the new row as shown below. The cell in which you are to type is indicated in the column below on the left with the column heading in parentheses next to it so you can keep track of where you are. You will enter a formula into cell B4. The total in the cell won’t appear until you enter the information into cells C4 and D4. Press the Tab key to advance to the next cell in a row. A4 (Stock) Nonesuch Tab B4 (Cost of Stock) =C4*D4 Tab C4 (Number of shares) 150 Tab D4 (Price per share) 50 Tab Enter data in a column and see changing values You will change some of the information in column C so you can see how to enter data into a column. As you change the information you also will see how column B is affected since the values in column B depend on the values in columns C and D. Each cell in column B is equal to the value in the corresponding cell C times (*) the value in the corresponding cell D. The numbers in column B change as you change the numbers in column C. SeniorNet 12 01/23/07 Spreadsheet Workshop Spreadsheet Workshop 1 In column C, type the following values to replace the numbers in the selected cells, one at a time. Click in cell C4 first because the number of shares in cell C3 is already set at 50. Press the Enter key after each entry to move to the next cell in a column. The cell in which you are to type is listed below on the left with the name of the stock in column A in parentheses next to it to help you keep your place. As you type each number, see the change in value in the adjacent cell in column B. Note: If you don’t have time to type all of these numbers, just type one and go to the section Open another file. C3 (FlybyNite) 50 Enter C4 (Nonesuch) 60 Enter C5 (Illusion) 70 Enter C6 (Boiler Works) 80 Enter C7 (FAROut) 90 Enter C8 (OnTheLam) 100 Enter Note: If you did not type all of the new numbers above, you can open a student file in which the numbers are typed for you. If you typed the numbers yourself, skip to the Format a cell section. Open another file If you are going to use the file that was created for you, rather than typing the information, you will first need to close the file Stocks and open StocksA. 1 Click the File menu and click Close. When you see a message box asking if you want to save changes, click No. 2 Follow the steps near the beginning of this lesson to open an existing spreadsheet. Open the file called StocksA which shows your spreadsheet with the changed numbers in columns B and C. SeniorNet 13 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Format a cell The value in cell B10 and the values in column D are not formatted with dollar signs. You will format them now. 1 Click in cell B10 and click the Currency button ($) on the right end of the toolbar. The number in cell B10 now has a dollar sign and a decimal point with zeros showing cents. 2 Click the D at the top of column D to select the entire column. 3 Click the Currency button ($). All of the numbers in cells D3 through D8 are formatted as currency. The heading, Price per share, is unaffected (see Figure 5.10). Figure 5.10 Completed spreadsheet Save the Stocks spreadsheet Save your spreadsheet after you make changes. 1 Click the Save button on the toolbar. 2 A message may appear advising that, since it is a Read-only document, you SeniorNet 14 01/23/07 Spreadsheet Workshop Spreadsheet Workshop cannot save the file without renaming it using the Save As dialog box (see Figure 5.11). Figure 5.11 Save As message 3 Click OK, if the message appears. The Save As dialog box opens. 4 Type My stocks to replace the current name or the blank space in the File name box. 5 Click the Save button on the dialog box. The file, with the changes, is saved with a new name in the same location where the file was originally opened. Print preview a spreadsheet Preview your spreadsheet to see how it would look in print. 1 Click the File menu and click Print Preview to view the spreadsheet as it will print. The print preview window has a toolbar on the top that differs somewhat from the Print Preview in the Word program (see Figure 5.12). SeniorNet 15 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.12 Spreadsheet Print Preview 2 Click the Magnifying glass button with the plus (+) sign to Zoom In. Click the Magnifying glass button with the minus (-) sign to Zoom Out or just place the pointer on the page until it takes the shape of a magnifying glass. Each click of the mouse will either enlarge or reduce the image size. 3 Click the Close button (labeled Close) on the Print Preview toolbar. You return to the spreadsheet document. Create a chart You can create a visual representation of parts of your spreadsheet. 1 Select the cells in the range from A3 through B8 (A3:B8): Point to cell A3 and press and hold down the mouse button and drag over into the B column and then down to cell B8. Release the mouse button. You now have a block of highlighted cells as shown in Figure 5.13. 2 Click the New Chart button at the far right of the toolbar (see Figure 5.13). SeniorNet 16 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.13 Spreadsheet window with New Chart button on toolbar A New Chart dialog box appears. 3 In the Chart type section, click the pie chart option and type My stock chart in the Chart title box (see Figure 5.14). SeniorNet 17 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.14 New Chart dialog box 4 Click OK. My stock chart appears showing the stock names for each of your stocks. Label the chart You now want to show both the names and the percentages for the values of each stock. 1 Click the View menu and click Data Labels. The Pie Chart Data Labels dialog box appears. 2 Click the arrow on the 2nd label list box and click Percentages (see Figure 5.15). Note: Don’t worry that the percentages may not show in the preview window. They will show after you click OK. SeniorNet 18 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.15 Pie Chart Data Labels dialog box 3 Click the OK button. The My Stock pie chart with labels appears (see Figure 5.16). Figure 5.16 Pie Chart with labels SeniorNet 19 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Print preview a chart 1 Click the Print Preview button on the toolbar. The Print Preview window opens so you can see how the chart will print. Close the chart windows 1 Click the Close button on the toolbar to close the Print Preview window. 2 Click the File menu on the Chart window and click Close to close the Chart window. You are returned to the spreadsheet window. Close the Spreadsheet program 1 Click the File menu and click Exit to close the Spreadsheet program. A Save Changes message appears. 2 Click Yes to save any changes you made to the spreadsheet since you last saved it. If you have time, complete the following Activity to practice what you have learned or do it for lab or home practice. If you don’t have time now, go to the Close the Works Spreadsheet section at the end of the lesson. Activity—Work with another spreadsheet In this activity you will open the household budget student file. You will format the numbers for US currency, create a Sum formula for the subtotal, change the alignment of field labels, edit entries, calculate a year-to-date column and create a pie chart showing how you’ve spent your money. You also will practice saving and print previewing the worksheet. If it isn’t already open, start up the Works Spreadsheet program. 1 Click the Start button, point to All Programs, point to the Microsoft Works folder and click Microsoft Works Spreadsheet. A blank spreadsheet opens. 2 Click the Open button on the toolbar. The Open dialog box opens. SeniorNet 20 01/23/07 Spreadsheet Workshop Spreadsheet Workshop 3 Click the arrow on the Look in list box and move the pointer to click on My Documents, Desktop, 3½ Floppy or the CD/DVD drive depending on where the student files folder is and double-click the Spreadsheet Workshop folder to open it. 4 Double-click the icon next to the file Budget. A message box may appear indicating that the file is Read-only. 5 Click OK if the Read-only message appears. The student practice file Budget opens. Review—Select cells and ranges 1 Move the pointer within the spreadsheet and see that the pointer appears as a large outlined plus sign. The spreadsheet is set up as a grid. The columns are lettered and the rows are numbered. A cell is the intersection of a column and row. Cell D6 is the cell in column D and row 6. Examine the components of the spreadsheet window labeled in Figure 5.17. Figure 5.17 Parts of the Budget window SeniorNet 21 01/23/07 Spreadsheet Workshop Spreadsheet Workshop 2 Click to select each of the following cells in turn: A4, E6, D9 and A1. The selected cell is outlined with a border. The formula bar, located below the toolbar, shows the cell location and displays its contents. Notice what is displayed on the formula bar each time you click a cell. 3 Select each of the following ranges: C4:C9, D6:E6 and D4:E9. To select a range of cells (a group of contiguous cells that form a rectangle), point to the cell at one corner of the range and press and hold down the mouse button and drag the pointer to include the other cells in the range. Then release the mouse button. Notice that to the left of the formula bar the range of cells that are selected is showing, and within the formula box the content or formula in the first cell selected is showing. 4 Click cell D12 and look at the formula =SUM(D4:D9). This translates as “add all the numbers in the range of cells from D4 to D9 and place the result in D12.” Insert a row You forgot to include entertainment in your budget, so you will do it now. 1 Click the row number 6 to select the entire row. The Insurance row is highlighted. 2 Click the Insert menu and click Insert Row (see Figure 5.18). SeniorNet 22 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Figure 5.18 Insert row in Budget Row 6 is now a highlighted empty row, and “Insurance” is now row 7. 3 Click cell A6 and type Entertainment. Press the Tab key. Now you have a new category of expenses. 4 Type the following information in the Entertainment row. Press the Tab key after each entry: B6 600 C6 =B6/12 (= the result of B6 divided by 12 entered in C6) D6 0 E6 40 Press Enter 5 Click cell D13 to see the formula in the formula bar. The formula was in cell D12, but it moved down to make room for the new row you added for the entertainment category. The formula has been corrected automatically to accommodate the new line item, as have all of the other formulas in the spreadsheet. This automatic SeniorNet 23 01/23/07 Spreadsheet Workshop Spreadsheet Workshop adjustment is one of the reasons why spreadsheets are so popular. Insert and format a column Time has passed and you want to record how much you spent in March. To do that, you must add another column to your budget. March will be put in column F. 1 Since all the numeric entries in the new column will be currency, format column F with US currency. Click the F at the top of the column to select the entire column and click the Currency ($) button on the toolbar. All numeric values in the column (numbers or formulas) will be formatted with a $ sign. 2 Click cell F2 and type the heading Mar. and press the Enter key. Type Actual in cell F3 and press Enter. The heading of the new column is now set up like the other columns. 3 Click in cell F4 to begin entering the following numbers in column F. Press the Enter key after each entry to move to the next cell. Note: Pressing the Tab key moves one cell to the right and pressing the Enter key moves one cell down. The name of the category is listed in parentheses to help you keep your place. F4 (Housing) 560 Enter F5 (Food) 280 Enter F6 (Entertainment) 50 Enter F7 (Insurance) 90 Enter F8 (Transportation) 100 Enter F9 (Medical) 50 Enter F10 (Contributions) 100 Enter Note: If you make a mistake click in the cell and retype the entry. 4 To calculate the total for This Month Actual, click cell F13 and click the AutoSum (Σ) button (see Figure 5.19) and press Enter. This is a way to SeniorNet 24 01/23/07 Spreadsheet Workshop Spreadsheet Workshop create a total without having to type the formula. The total of March’s actual expenses appears in the This Month Actual Total row. Figure 5.19 Result of AutoSum Copy formulas The formulas for cells F14, F15, F17 and F18 must also be extended for the March entries. They can all be done at once. 1 Select the range E14:E18. Notice the small black square called the handle in the lower right corner of the range. 2 Move your pointer over the handle until you see + FILL. 3 Press and hold down the mouse button and drag the handle toward the right into the F column. Release the mouse button. The formulas in column E have been copied into column F with the appropriate references. You can check the formulas by clicking in a cell and looking at the formula that appears on the formula bar. SeniorNet 25 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Save your work with a new name 1 Click the File menu and click Save As. The Save As dialog box opens. 2 Click in the File name box and type My budget. 3 Click the Save button. The changes you made to the document are saved as a document with a new name. Print Preview 1 Click the Print Preview button on the toolbar to preview your spreadsheet. 2 Click the Close button on the toolbar to close the Print Preview window. Calculate Year-to-Date expenses 1 Click cell G3 and type YTD(year-to-date). Press the Enter key to advance to cell G4. 2 In cell G4, type the formula =sum(D4:F4)and press the Enter key. 3 Click cell G4 and move the pointer to the lower right corner until the handle shows + FILL Press and hold down the mouse button as you drag the handle on the lower right corner of cell G4 down through cell G10 and release the mouse button to copy the formula down the column. 4 Click the G at the top of the column to select the column and click the Currency ($) button on the toolbar. Expand a column You can make a column width expand to accommodate the largest number. 1 Double-click the column heading G and the width of the cells in the column will expand to accommodate the largest number in the column if there are numbers that are too big to be displayed. You can do this in any column where this occurs. SeniorNet 26 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Prepare your data to create a chart You will create a chart view of your year-to-date budget expenses by category. You want to be able to associate each YTD value in the chart with the name of the category so you have to put the category name and the YTD value next to each other in the chart. 1 Select cells A4 through A10 (A4:A10). These are the category names. 2 Click the Copy button on the toolbar. You are going to copy the contents of the cells to another area in your spreadsheet so that you can place the category names next to the YTD values for the categories. 3 Click cell A20. Click the Paste button. The category names are pasted in cells A20 through A26. 4 Select cells G4 through G10, (G4:G10). These are the YTD values for the categories. 5 Click the Copy button on the toolbar. You are going to place the copied contents of the cells next to the category names. Use Paste Special You can use the Paste Special command to paste values in a cell when you do not want also to paste the formula. 1 Click cell B20. Click the Edit menu and click Paste Special. A Paste Special dialog box appears. Since these cells have formulas in them you have to use the Paste Special command to paste just the values and not the formulas. 2 Click the radio button next to Insert the value in the cell if it is not already selected. Click OK. The YTD values for the budget are pasted in cell B20 and below, next to SeniorNet 27 01/23/07 Spreadsheet Workshop Spreadsheet Workshop the category names (see Figure 5.20). Figure 5.20 Year-to-date data Save the changes 1 Click the Save button on the toolbar. Notice that, since you already saved the file with the name My Budget, the new file is not protected as a Read-only file and you see no warning message. Create a new chart Sometimes it is easier to understand your overall financial situation by looking at a chart. 1 Select the range A20:B26. SeniorNet 28 01/23/07 Spreadsheet Workshop Spreadsheet Workshop 2 Click the New Chart button on the right of the toolbar. The New Chart dialog box appears. 3 Click the Pie chart type and type YTD Budget in the Chart title box. The chart you selected appears in the Preview box showing the category labels for the selected cells in your database. Click OK. The YTD Budget Chart window appears. Label the new chart 1 Click the View menu and click Data Labels. The Pie Chart Data Labels dialog box appears. 2 Click the arrow on the 2nd label list box and click Data values (B20:B26). 3 Click the OK button. The YTD Budget pie chart appears with Category labels and YTD Amounts (see Figure 5.21). Figure 5.21 YTD Budget chart with amounts Close the new chart window 1 Click the File menu on the Chart window and click Close to close the Chart window. SeniorNet 29 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Save 1 Click the Save button on the toolbar to save your work. Close the Works Spreadsheet 1 Click the File menu and click Exit to close the spreadsheet program. Now you can… Select cell(s) in a spreadsheet Insert a row Format for currency Edit a cell Create a subtotal Copy (Fill) a formula Save a spreadsheet Print Preview a spreadsheet Create and Print Preview a chart In this workshop you learned to open and modify a spreadsheet and a chart and you saw how a spreadsheet could be useful to you in calculating and recalculating numbers. SeniorNet 30 01/23/07 Spreadsheet Workshop Spreadsheet Workshop Addendum: The following files are required for this course: Budget Stocks StocksA These files should be put in the “Spreadsheet Workshop” Folder and stored in the computer at the location the students will be using to open and save their files. SeniorNet 31 01/23/07 Spreadsheet Workshop

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