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Module 4. Spreadsheets
AIM OF THIS MODULE:
A Spreadsheet is a computer application that performs calculations,
analyses information and manages lists. This Module explains how to
create and edit spreadsheets in Microsoft Excel 2007. Note: Similar
features exist in other spreadsheet programs, although the screen layout
may be different.
LEARNING OUTCOMES:
After studying and understanding the material in this Module, the trainees
will be able to:
Create, save and edit spreadsheets in a spreadsheet application
Manipulate numbers within cells
Change the appearance of cells and groups of cells
Copy and paste cell contents
Apply formulas for calculations
Sort cell contents
Create charts and changing the chart layout
Create drop-down lists
Work with pivot tables
MODULE CONTENTS:
See Table of Contents
Module 4 SPREADSHEETS Page 4-1
Module 4. Spreadsheets
Contents
The Opening Screen ............................................................................................................................. 3
Create a new spreadsheet ..................................................................................................................... 4
Save a spreadsheet ............................................................................................................................... 5
Open a spreadsheet............................................................................................................................... 6
Close a spreadsheet .............................................................................................................................. 7
Selecting a cell ..................................................................................................................................... 8
Change cell contents ............................................................................................................................ 9
Copy cells within spreadsheet ............................................................................................................ 10
Borders ............................................................................................................................................... 11
Background colour ............................................................................................................................. 12
Formulas............................................................................................................................................. 13
SUM formula ..................................................................................................................................... 14
MIN formula ...................................................................................................................................... 15
MAX formula ..................................................................................................................................... 16
AVERAGE formula ........................................................................................................................... 17
Sorting ................................................................................................................................................ 18
Creating charts ................................................................................................................................... 19
Changing chart layout ........................................................................................................................ 20
Create a drop-down list ...................................................................................................................... 21
Pivot tables ......................................................................................................................................... 23
Revision Exercises ............................................................................................................................. 25
Module 4 SPREADSHEETS Page 4-2
The Opening Screen
Scroll Bar Close
Microsoft Office Button Document Name
Formula Bar
Zoom
This is where you enter data…
Did you know? By Right-
Clicking on the Worksheet
name you can change the
name of the Sheet,
change the colour of the
tab and more. Try it!
Module 4 SPREADSHEETS Page 4-3
Create a new spreadsheet
To open a new Microsoft Office
Excel Spreadsheet file click
the Microsoft Office Button
at the top left of the window and
click New.
You will now see this pop-up box
appear, titled New Workbook.
Select Blank Workbook, and then
click Create.
Module 4 SPREADSHEETS Page 4-4
Save a spreadsheet
To save a file, click the Microsoft
Office Button and then
hover over Save As.
A second menu will appear, from
which you should select Excel
Document.
Did you know? You
can also use a
keyboard shortcut
and press CTRL+S
You will now see this pop-up box
appear. Type in the name of your
file, select where you would like to
save, and then click Save in the
bottom right hand corner.
Module 4 SPREADSHEETS Page 4-5
Open a spreadsheet
To open a file, click the Microsoft
Office Button and then
click Open.
Did you know? You
can also use a
keyboard shortcut
and press CTRL+O
You will now see this pop-up box
appear. In the left-hand menu,
select a location of your file. From
the right-hand menu, select the file
you want to open.
Important: You may
not see all the files
in the folder you
select because
Microsoft Office
Excel only shows
you Microsoft Office
Excel files. To see
all files select All
Files in the Files of
type box.
Once you have found your file,
select it in the main window, and
then click Open in the bottom right
hand corner.
Module 4 SPREADSHEETS Page 4-6
Close a spreadsheet
To close a file, click the Microsoft
Office Button and then
click Close.
Did you know? You
can also use a
keyboard shortcut
and press ALT + F4
Important: You may
be asked to save
you document
before you exit.
Module 4 SPREADSHEETS Page 4-7
Selecting a cell
Microsoft Excel uses a table with
cells to store data. To select the
cell, use the mouse and single click
on the cell.
Important: The
selected cell will
have a bold border.
Now drag the mouse pointer to
create a box of selected cells.
Did you know?
You can hold the
SHIFT button down
and select the text
using the arrow
keys.
Module 4 SPREADSHEETS Page 4-8
Change cell contents
To change the contents of a cell,
first select the cell.
Change the contents of the cell by
changing the text in the formula
bar.
Module 4 SPREADSHEETS Page 4-9
Copy cells within spreadsheet
To copy text, first select the cell
using the mouse, as described
above.
From the menu, select the copy
icon. The selected text has now
been copied, and is stored in
memory.
Did you know? You
can also use a
keyboard shortcut
and press CTRL+C
to copy.
The copied cell will have a dotted
border. Now select another cell in
the table and select the paste icon
from the menu. A copy of the
original cell will appear in the newly
selected cell.
Did you know? You
can also use a
keyboard shortcut
and press CTRL + V
to paste.
Module 4 SPREADSHEETS Page 4-10
Borders
To add a border to a cell, first
select the cell using the mouse.
From the menu select the border
style icon.
From the drop-down list, select a
border style.
Module 4 SPREADSHEETS Page 4-11
Background colour
To add a background colour to
cells, first select the cells using the
mouse.
From the menu select the
background colour icon.
From the drop-down list, select a
background colour.
Module 4 SPREADSHEETS Page 4-12
Formulas
Microsoft Excel allows you to
create formulas. Formulas can
include addition, subtraction,
multiplication and many more.
To create a simple formula, first
select an empty cell using the
mouse.
Then, select the formula bar, and
type in a formula using cell
names, operators and numbers, as
shown, and then press enter.
Important! The
formula always
starts with an
equals (=) sign.
The cell will now contain the result
of the formula.
Did you know? The
formula cell will
change as the
values of the other
cells change.
Module 4 SPREADSHEETS Page 4-13
SUM formula
The SUM formula allows you to
calculate the sum of a range of
cells.
To create a SUM formula, first
select an empty cell using the
mouse. This cell will contain the
sum of the range.
Then select the formula bar, and
type in a formula in the format:
=SUM (cell 1, cell 2, etc…)
You can also do this by clicking
and dragging the mouse over the
range of cells.
Then press enter to confirm. The
contents of the formula cell will
now contain the result of the
formula.
Did you know? The
SUM formula can
sum any size group.
Module 4 SPREADSHEETS Page 4-14
MIN formula
The MIN formula allows you to
find the minimum value from of a
range of cells.
To create a MIN formula, first
select an empty cell using the
mouse.
Then, select the formula bar, and
type in a formula in the format:
=MIN (cell 1, cell 2, etc…)
Then press enter. The contents of
the formula cell will now contain
the result of the formula.
Did you know? The
MIN formula can
apply to any range
of cells.
Module 4 SPREADSHEETS Page 4-15
MAX formula
Likewise, the MAX formula allows
you to find the maximum number
within a range of cells.
To create a MAX formula, again
select an empty cell using the
mouse.
Then select the formula bar, and
type in a formula in the format:
= MAX (cell 1, cell 2, etc…)
Then press enter. The contents of
the formula cell will now contain
the result of the formula.
Did you know? The
MAX formula can
apply to any range
of cells.
Module 4 SPREADSHEETS Page 4-16
AVERAGE formula
The AVERAGE formula allows
you to find the average value of a
range of cells.
To create an AVERAGE formula,
first select an empty cell using the
mouse.
Then select the formula bar, and
type in a formula in the format:
= AVERAGE (cell 1, cell 2, etc…)
Then press enter. The contents of
the formula cell will now contain
the result of the formula.
Did you know? The
AVERAGE formula
can apply to any
range of cells
Module 4 SPREADSHEETS Page 4-17
Sorting
When a list is not in alphabetical or
numerical order, you may want to
sort them.
To sort a list of data, first select
the whole list.
From the data menu, select the
sort icon, and then select whether
you want a descending or
ascending sort.
The list in your spreadsheet will
then be sorted. The same principle
applies to multiple columns,
however you will need to tell Excel
on which column to sort.
Module 4 SPREADSHEETS Page 4-18
Creating charts
Data can often be illustrated by a
chart of a graph. Microsoft Excel
supports bar charts, line graphs,
pie charts and more.
First create a table of data, which
you would like to see visualised in
a chart.
Then select a chart type, such as
a column graph, from the Insert
menu.
From the drop-down menu, select
the chart style that you would like.
Did you know? You
can also press F9 to
create a chart
Excel will then generate a chart
that corresponds with your data.
Important! If you
edit your data, the
chart will change
accordingly.
Module 4 SPREADSHEETS Page 4-19
Changing chart layout
You may want to change the layout
of your chart, to add a title or
legend.
To change the style of the chart,
first select the chart.
Select Quick Layout from the
Design Menu.
From the drop-down menu, select
a chart layout that suits your
needs.
There are many options to
customise your chart and make it
look the way you want it.
Module 4 SPREADSHEETS Page 4-20
Create a drop-down list
NOTE:
This Drop-Down List section is
optional and will not be part of the
TEST.
A drop-down list allows you to
create a list of pre-defined entries,
limiting the number of choices for
values in a cell.
To create a drop-down box, first
create a list of data entries that
you would like to appear in a drop-
down list.
Then select a blank cell where
you would like the list to appear.
From the Data menu, select the
Data Validation icon.
You will be presented with a dialog
box called Data Validation.
From the Allow drop-box, select
List.
Then click the select cells icon to
select a source for your drop-down
list.
Module 4 SPREADSHEETS Page 4-21
Create a drop-down list
Select a range of data for your
drop-down list, and press OK.
The drop-down list with entries
defined by the selected source will
now appear in your spreadsheet.
Important! If you
change the source
data, the entries in
the drop-down list
will also change.
Module 4 SPREADSHEETS Page 4-22
Pivot tables
NOTE:
This Pivot Table section is optional
and will not be part of the TEST.
A Pivot Table allows you to create
a statistical summary of a large
table of data in the form of a Pivot
Table report.
To add a pivot table to your
spreadsheet, first create a table of
data. Then select the Pivot Table
button from the Insert menu.
You will then be presented with a
dialog box called Create Pivot
Table.
Click the select cells icon to select
a table, or range of data from your
document.
Now you will be able to select a
table, or range of data for your
pivot table.
Once you have selected the cells,
click the selection complete
button.
Module 4 SPREADSHEETS Page 4-23
Pivot tables
Return to the Create Pivot Table
dialog box.
Excel will ask you where you would
like the Pivot Table report to be
placed. Select New Worksheet.
Click OK to create a Pivot Table
report.
Excel will create a new sheet,
which contains the Pivot Table
report.
From the Pivot Table Field List
box, select the fields to add to the
report.
The Pivot Table report will appear
on the left hand side of the screen,
on the new sheet.
Module 4 SPREADSHEETS Page 4-24
Revision Exercises
1. Open a new blank spreadsheet and enter this data:
NAME AGE
John 21
Richard 45
Peter 18
Suzanne 22
Tim 23
Save the spreadsheet on your desktop, with the name: Ages1.xlsx
Using the AVERAGE formula, calculate the average age of this group of people.
Using the MAX formula, calculate the highest age in the range.
2. Create a graph for the data in Exercise 1.
3. Insert a header and footer in your spreadsheet document of Exercise 1.
Test the header and footer by using Print Preview.
Module 4 SPREADSHEETS Page 4-25
Excel 2007 Training
Excel Quick Reference Card
The Excel 2007 Screen Keyboard Shortcuts
Quick Access Too bar Title bar Close button
Office Button Formula Bar General
Open a Workbook <Ctrl> + <O>
Create New <Ctrl> + <N>
Ribbon Save a Workbook <Ctrl> + <S>
Print a Workbook <Ctrl> + <P>
Name Close a Workbook <Ctrl> + <W>
box
Help <F1>
Active cell Columns Run Spelling Check <F7>
(currently in cell A1)
Navigation:
Rows
Move Between Cells <↑>, <↓>,
Scroll
bars <←>, <→>
Go One Cell to <Tab>
the Right
Go One Cell to <Shift> +
the Left <Tab>
Status bar Worksheet tabs
View buttons
Down One Cell <Enter>
Zoom slider
Up One Cell <Shift> +
The Fundamentals <Enter>
The Office Button, located in the upper left-hand corner of • To Create a New Workbook: Click the Up One Screen <Page Up>
the program window, replaces the File menu found in Office Button, select New, and click Down One Screen <Page Down>
previous versions of Microsoft Excel. The Office Button menu Create, or press <Ctrl> + <N>.
contains basic file management commands, including New, • To Open a Workbook: Click the Office To Cell A1 <Ctrl> +
Open, Save, Print and Close. Button and select Open, or press <Ctrl> + <Home>
<O>. To Last Cell with Data <Ctrl> + <End>
Office Button
• To Save a Workbook: Click the Save Open Go To <F5>
button on the Quick Access Toolbar, or Dialog Box
press <Ctrl> + <S>.
• To Save a Workbook with a Different
Name: Click the Office Button, select Editing
Save As, and enter a new name for the Cut <Ctrl> + <X>
presentation.
Copy <Ctrl> + <C>
• To Preview a Workbook: Click the Office
Button, point to Print, and select Print Paste <Ctrl> + <V>
Preview. Undo <Ctrl> + <Z>
• To Print a Workbook: Click the Office
Redo <Ctrl> + <Y>
Button and select Print, or press <Ctrl> +
<P>. Find <Ctrl> + <F>
• To Quick Print: Click the Office Button, Replace <Ctrl> + <H>
point to Print, and select Quick Print.
Select All <Ctrl> + <A>
• To Undo: Click the Undo button on
the Quick Access Toolbar or press <Ctrl> +
<Z>. Formatting
• To Close a Workbook: Click the Bold <Ctrl> + <B>
Close button or press <Ctrl> + <W>. Italics <Ctrl> + <I>
• To Get Help: Press <F1> to open the Help
window. Type your question and press Underline <Ctrl> + <U>
<Enter>. Open Format Cells <Ctrl> + <E>
• To Exit Excel: Click the Office Button Dialog Box
and click Exit Excel.
Editing
Tab
Dialog Box Launcher Group
• To Edit a Cell’s Contents: Select the cell, click the Formula Bar, edit the cell • To Paste Special: Cut or copy the cell(s), select the destination cell(s), click
contents, and press <Enter> when you’re finished. the Paste button list arrow in the Clipboard group on the Home tab, and select
Paste Special. Select an option and click OK.
• To Clear a Cell’s Contents: Select the cell(s) and press the <Delete> key.
• To Insert a Column or Row: Right-click the selected row or column
• To Cut or Copy Data: Select cell(s) and click the Cut or Copy button
heading(s) to the right of the column or below the row you want to insert and
in the Clipboard group on the Home tab.
select Insert from the contextual menu.
• To Paste Data: Select the destination cell(s) and click the Paste button in • To Delete a Column or Row: Select the row or column heading(s) and either
the Clipboard group on the Home tab. right-click them and select Delete from the contextual menu, or click the
• To Copy Using Auto Fill: Point to the fill handle at the bottom-right corner of Delete button in the Cells group on the Home tab.
the selected cell(s), then drag to the destination cell(s). • To Insert a Comment: Select the cell where you want to insert a comment
• To Move or Copy Cells Using Drag and Drop: Select the cell(s) you want to and click the Review tab on the Ribbon. Click the New Comment button in
move or copy, position the pointer over any border of the selected cell(s), then the Comments group. Type a comment, then click outside the comment text
drag to the destination cells. To copy, old down <Ctrl> key while dragging. box. Point to the cell to view the comment.
Formatting
• To Format Text: Use the commands in the Font group on the Home tab, or • To Adjust Column Width: Drag the right border of the column header.
click the Dialog Box Launcher in the Font group to open the Font dialog box. Double-click the border to AutoFit the row according to its contents.
• To Format Values: Use the commands in the Number group on the Home • To Adjust Row Height: Drag the bottom border of the row header. Double-
tab, or click the Dialog Box Launcher in the Number group to open the click the border to AutoFit the row according to its contents.
Format Cells dialog box. • To Add Cell Borders: Select the cell(s), click the Border button list arrow in
the Font group on the Home tab, and select a border type.
• To Copy Formatting with the Format Painter: Select the cell(s) with the
formatting you want to copy and click the Format Painter button in the • To Add Cell Shading: Select the cell(s), click the Fill Color button list arrow
Clipboard group on the Home tab. Then, select the cell(s) you want to apply in the Font group on the Home tab, and select a fill color.
the copied formatting to. • To Apply a Document Theme: Click the Page Layout tab on the Ribbon,
• To Change Cell Alignment: Select the cell(s) and click the appropriate click the Themes button in the Themes group, and select a theme from the
gallery.
alignment button ( Align Left, Center, Align Right) in the
Alignment group on the Home tab.
• To Insert a Header or Footer: Click the Insert tab on the Ribbon and click
the Header & Footer button in the Text group. Enter header text.
Formulas and Functions Workbook Management
• To Total a Cell Range: Click the cell where you want to insert the total and • To Add a New Worksheet: Click the Insert Worksheet tab next to the sheet
click the Sum button in the Editing group on the Home tab. Verify the selected tabs at the bottom of the program screen.
cell range and click the Sum button again. • To Delete a Worksheet: Select the sheet want to delete, click the Delete
button in the Cells group on the Home tab, and select Delete Sheet. Or, right-
• To Enter a Formula: Select the cell where you want to insert the formula, click the sheet tab and select Delete from the contextual menu.
press <=>, and enter the formula using values, cell references, operators, and
• To Rename a Worksheet: Double-click the sheet tab, enter a new name for
functions. Press <Enter> when you’re finished.
the worksheet, and press <Enter>.
• To Insert a Function: Select the cell where you want to enter the function • To Split a Window: Drag either the vertical or horizontal split bar (located
and click the Insert Function button on the Formula Bar. near the scroll bars) onto the worksheet.
• To Reference a Cell in a Formula: Type the cell reference (for example, B5) • To Freeze Panes: Place the cell pointer where you want to freeze the
in the formula or click the cell you want to reference. window, click the View tab on the Ribbon, click the Freeze Panes button in
• To Create an Absolute Cell Reference: Precede the cell references with a $ the Window group, and select an option from the list.
sign or press <F4> after selecting a cell range to make it absolute. • To Select a Print Area: Select the cell range you want to print, click the Page
• To Use Several Operators or Cell Ranges: Enclose the part of a formula Layout tab on the Ribbon, click the Print Area button in the Page Setup
you want to calculate first in parentheses. group, and select Set Print Area.
• To Adjust Page Margins, Orientation, Size, and Breaks: Click the Page
Charts Layout tab on the Ribbon and use the commands in the Page Layout group,
or click the Dialog Box Launcher in the Page Setup group to open the Page
• To Create a Chart: Select the cell range that contains the data you want to Setup dialog box.
chart and click the Insert tab on the Ribbon. Click a chart type button in the • To Protect or Share a Workbook: Click the Review tab on the Ribbon and
Charts group and select the chart you want to use from the list. use the commands in the Changes group.
