Understand spreadsheets, charts, and graphs used in business. OBJECTIVE 4.01 B2 20% Understand spreadsheets used in business.

Transcription

1 COURSE 6411 Computer Applications I Unit B COMPETENCY 4.00 B2 25% Software Applications for Business Understand spreadsheets, charts, and graphs used in business. OBJECTIVE 4.01 B2 20% Understand spreadsheets used in business. ESSENTIAL QUESTIONS What formatting options are used in spreadsheets and why? What operations, formulas, and functions are commonly used in spreadsheets? Why? What results are produced by the operations, formulas, and functions? Teacher Notes Microsoft Office versions 2003 and 2007 were used to create the graphic examples used in this objective. Terms for specific functions and operations (such as sum, spreadsheet, and workbook) may differ if using software other than Microsoft, but will not affect the understand activities. The focus of the objective is to teach the concepts independent of the terminology used by specific software. All of the spreadsheet files are located in the 4.01 Spreadsheet activities folder and may be sent to students electronically, if needed, as a time saver or for students with disabilities. Spreadsheets that have been prepared specifically for students are labeled as such in the 4.01 activities folder. It is extremely important that the activities in this guide be reviewed and practiced by the teacher well in advance of class presentations. An activity tracking sheet is located in the 4.01 Objective folder for student use in keeping track of filenames, activities, and grades. UNPACKED CONTENT I. Spreadsheets and Components of Spreadsheets A. A workbook is a file which contains one or more spreadsheets. B. A spreadsheet (or worksheet) is an arrangement of cells in columns and rows used to organize, analyze, calculate, and report information, usually in numerical form. For the remainder of this objective, the term spreadsheet will be used. C. Cells are individual locations on a spreadsheet. 1. Cell address Cell A4 refers to one specific location. 2. Cell range A4:A16 refers to a group of adjacent cells. 3. Column A refers to all of the contents in a vertical range of cells in the first column of the spreadsheet. 4. Row 3 refers to all of the contents in a horizontal range of cells on Row 'All Years'!A6:E16 refers to a range of cells in a specific spreadsheet. D. Cell data is classified according to its intended purpose. 1. The label classification is used for cells that contain text or for numbers that will not be used in calculations Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 215

2 UNPACKED CONTENT II. 2. A value classification indicates that the data has the potential to be used in calculations. 3. A formula instructs the software to perform a calculation. a. Formulas begin with an equal sign (=). When the equal sign (or in some cases a plus sign (+)) is keyed in a cell, the software knows that the data will be used in a calculation. b. Formulas use the following: i. Addition ii. Division iii. Multiplication iv. Subtraction c. Calculations are performed according to the Order of Operations: i. Parentheses ii. Exponents iii. Multiplication and division (from left to right) iv. Addition and subtraction (from left to right) 2. A basic function is a shortcut for a formula. a. Components of a Function i. Cell reference indicates a cell s location and provides instructions for how cell data is copied or used in calculations. (a) Relative - cell value changes as the formula is copied (b) Absolute - cell value remains static when copied to other locations (c) Mixed - combination of an absolute and a relative cell ii. Parentheses control the Order of Operations iii. Conditions or criteria tell the function how to calculate the results and what data to use. b. Functions i. Sum, for example, =Sum(C4:C18) adds the range of cells from C4 through C18 ii. Average, for example, =Average(C4:C18) determines the average of the range of cells from C4 through C18 iii. Maximum, for example, =Max(C4:C18) finds the highest number in the range of cells from C4 through C18 iv. Minimum, for example, =Min(C4:C18) finds the lowest number in the range of cells from C4 through C18 Formatting is applied to spreadsheet components for the purpose of organizing and clarifying information. Data that is presented in a uniform and consistent format is much easier to understand than data presented with random formats. Formatting can be applied to pages, columns, rows, cell ranges, and cells. Formatting features include: A. A header/footer B. Font Size and Style 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 216

3 UNPACKED CONTENT III. C. Justification Left, right, or center justification can be applied globally to columns or rows. The format painter can also be used to apply global formats. 1. Left by default, cells formatted as labels are left justified 2. Indent is a format applied to cell data to emphasize subcategories, such as the itemized list of expenses in a budget. 3. Right by default, cells formatted as values are right justified a. Values should be formatted uniformly, such as using two decimal places for all like data or currency for total amounts. b. Values can be formatted for a set number of decimal places with or without a comma separator. c. Values can be formatted in a variety of date formats. d. Other formats include time, percentage, fraction, and scientific. 4. Center formatting usually applied to titles and column headings D. Adjusting Height, Width, and Size of Cells, Columns, and Rows 1. Wrap is used to align multi-line text within a cell. 2. Merge is used to combine two or more cells; default alignment is center. 3. Column width is adjusted to fit the longest entry. E. Borders and Shading F. Editing 1. Columns and rows can be inserted, copied, pasted, or deleted. 2. Cell data can be cleared, copied or pasted. G. Renaming a spreadsheet adds a descriptive identifier to the spreadsheet tab. H. Reordering of spreadsheets Spreadsheet Operations increase the efficiency of data entry, the performing of calculations, and the presentation of information. A. Spreadsheet operations 1. Sort is used to arrange data in alphabetical or chronological order. a. A primary sort indicates the primary sort range of data. b. A secondary sort indicates the next range. 2. Freeze panes allows the user to work in multiple areas of a large spreadsheet and focus the view on specific cell ranges 3. Fill Series is used to fill a column or row with consecutive data 4. Print is used to provide a hard copy a. Print preview used to view how data is represented on paper b. Print a selection used to print a portion of a spreadsheet 5. Linking and embedding is used to integrate spreadsheet data with other software applications a. A word processing document (target) may contain a link to a spreadsheet (source) that will update anytime the spreadsheet data is edited 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 217

4 UNPACKED CONTENT II. b. An embedded spreadsheet is converted into a graphic image when placed in a target document and does not change to reflect edits made at the source Advanced Functions are used in higher-level operations, such as in conditional and comparison equations to compute interest rates, due dates and payment terms, and financial projections. A. IF statements - conditional operators 1. Results are returned IF the data specified in an equation meets conditions set by the formula 2. IF statements can be written to carry out an action, such as: IF a value in a cell is greater than or equal to another value, insert the word Pass in a cell B. Date functions - used to calculate a period of time 1. NOW - returns the current date 2. Days360 - calculates difference in days between two dates C. LookUp function - used to compare a cell value to an array of cells and return a value that matches the location of the value in the array. 1. Lookup - used for two column vectors 2. VLookUp - used when there are more than two columns in the array (lookup table). D. List - used to assist in organizing spreadsheet information 1. Uses: a. Control the size or content of data entries b. Filter for specific content within a list such as displaying only the Southeast region vice presidents 2. Types of Lists a. Validated - limits data entry to specific choices programmed into the function b. Non-validated - allows additional entries other than those provided in the drop-down menu E. Count - used to return the number of cells in a range 1. Count - number of cells in a range that contain numbers 2. CountA - number cells in a range that contain value or letter 3. CountIf - cells that meet a condition set forth in the formula 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 218

5 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 1. To introduce spreadsheets, facilitate class discussion using the following questions: What is a spreadsheet? Do you or your family use spreadsheets at work or home? For what purposes? Why do businesses use spreadsheets? What does a spreadsheet look like? How do spreadsheets work? Distribute Anatomy of a Spreadsheet for students use in taking notes while displaying a spreadsheet and providing examples of each component. Use the unpacked content as reference Page 2 of the activity provides a sample spreadsheet and requires students to identify examples of each component Upon completion of the activity, review answers as a class 2. Preparation: Prepare notes and sample spreadsheets for students in basic formula writing using the unpacked content. Refer to the Formula and Basic Function Notes Key while preparing notes. Distribute Formula and Basic Function Notes for students use in taking notes and performing the simple tasks Complete the notes activity in a discussion and demonstration format Allow students to take turns writing formulas on the board for teachersuggested problems Facilitate discussion about the importance of accuracy in writing formulas Ask for student suggestions about how to check for accuracy Continued on next page Helps students UNDERSTAND (B2) spreadsheet components Helps students UNDERSTAND (B2) spreadsheet components and basic formulas Anatomy of a Spreadsheet activity No key is provided for this activity refer to unpacked content Formula and Basic Function Notes activity and key Teacher prepared samples and problems using basic spreadsheet formulas and functions 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 219

6 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 3. Distribute Fun with Basic Formulas and Functions and review the instructions with the class #1-10 require students to write formulas #11 requires students to test their formulas in a spreadsheet and provides the spreadsheet data that must be entered in order to test the formulas #12-15 are reflection questions that should be answered as a teacherfacilitated class discussion once all students have had time to answer them independently Monitor students/provide assistance Note: Formulas can be viewed and printed. In some software, the use of the CTRL +~ (tilde) will change the spreadsheet mode to formula view Note: Formulas can begin with the = or the + symbol 4. Discuss the importance of formatting with students Data that is presented in a uniform and consistent format is much easier to read and understand than data presented with random formats. Formatting can be applied to pages, columns, rows, cell ranges, and cells. Distribute Guided Practice: Spreadsheet Formatting to students Demonstrate the activity and provide ample time for students to take notes and follow along on their computers As part of the activity, students are asked to classify data as labels or values. Refer to the unpacked content to review labels and values Remind students of the importance of keeping pace during demonstrations Upon completion of this activity, review the procedures for formatting a spreadsheet and explain why formatting is important. Helps students EXPLAIN (B2) the cause and effect relationship of formulas and basic functions Helps students UNDERSTAND (B2) spreadsheet formatting and formula writing through guided practice Fun with Basic Formulas and Functions activity and key 4.01/1-Fun 2 Bas F&F key Guided Practice: Spreadsheet Formatting activity and key 4.01/2-GP Formatting-key 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 220

7 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 5. Distribute Independent Practice: Spreadsheet Formatting to students and instruct them to complete the activity independently Remind students that they can refer to their notes from the previous activity Remind students to self-assess their work with their rubric prior to turning it in Instruct students how to save and submit their work Monitor students as they work and provide assistance as needed Upon completion of the activity, facilitate class discussion about the tasks they performed What formulas did they use? Did they refer to their notes and their rubric? 6. Distribute Guided Practice: Use Basic Formulas & Functions Instruct students to watch and take notes as the activity is demonstrated and then complete the activity on their own Monitor/provide assistance as needed 7. Distribute Guided Practice: More Formatting to students Using a digital projector, demonstrate the activity as students take notes and follow along on their computers Discuss the tasks learned in this activity, why they are important and how they are used in business For example: Why might a column need to be added or deleted? Why might a spreadsheet need to be moved or renamed? 8. Distribute Independent Practice: Use Basic Functions to students and instruct them to complete the activity independently Monitor students and provide assistance as needed Instruct students to use their rubric as a self check before turning in their work Helps students UNDERSTAND (B2) spreadsheet formatting and formula writing through independent practice Helps students UNDERSTAND (B2) the uses of basic formulas and functions while formatting a spreadsheet Helps students UNDERSTAND (B2) spreadsheet formatting through guided practice Helps students UNDERSTAND (B2) spreadsheet formatting through independent practice Independent Practice: Spreadsheet Formatting activity and key 4.01/3- IP Formatting-key Guided Practice: Use Basic Formulas & Functions 4.01/4-TechAdv Key Guided Practice: More Formatting activity and key 4.01/5-GP More- Student 4.01/6-GP More-key Independent Practice: Use Basic Functions activity and key 4.01/ 7-IP Use Basic Functions Key 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 221

8 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 9. Preparation: Refer to the unpacked content to prepare notes on spreadsheet operations including sort, freeze panes, fill series, and print a selection Distribute Guided Practice: Spreadsheet Operations to students Using a digital projector, demonstrate the activity as students take notes and follow along at their computers Review answers to the questions embedded in the activity with the class Instruct students to use their rubric as a self check before turning in their work 10. Distribute Independent Practice: Spreadsheet Operations to students and instruct them to complete the activity independently Monitor students and provide assistance as needed Instruct students to use their rubric as a self check before turning in their work Upon completion of the activity, review the tasks learned with the class 11. Using a digital projector, describe and demonstrate object linking and embedding as students take notes and follow along on their computers using Guided Practice: Linking and Embedding Review the difference between linking and embedding and how to identify the target and the source documents Discuss examples of common business uses of embedded and linked documents Continued on next page Helps students UNDERSTAND (B2) the benefits and uses of spreadsheet operations Helps students UNDERSTAND (B2) the benefits and uses of the spreadsheet operations Helps students UNDERSTAND (B2) the uses of object linking and embedding Guided Practice: Spreadsheet Operations activity 4.01/ 8-GP Sp Opskey Independent Practice: Spreadsheet Operations activity and key 4.01/9-IP Operations-key Guided Practice: Linking and Embedding activity and key 4.01/10-GP Link-key (letter) 4.01/11-GP Link- Student (spreadsheet) 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 222

9 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 12. Distribute Independent Practice: Linking and Embedding to students and instruct them to complete the activity independently Instruct students to follow the directions to edit the spreadsheet and letter from the previous activity to view the effect of linking After making the initial edits, instruct students to follow directions to break the link in the word processing document before editing the spreadsheet again Provide help on breaking the link Once students have completed the activity, review the difference between linking and embedding, target and source with the class 13. Preparation: Prepare notes on advanced functions from the unpacked content, Describe and demonstrate advanced functions as students take notes using the Overview of Advanced Functions activity sheet Discuss possible business uses of each function Continued on next page Helps students UNDERSTAND (B2) the uses of object linking and embedding Helps students UNDERSTAND (B2) the purpose and variety of advanced functions Independent Practice: Linking and Embedding activity and key 4.01/12- IP Link-key (letter) 4.01/13-IP Link-key (spreadsheet) Unpacked content Overview of Advanced Functions student activity/notes page 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 223

10 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 14. Distribute Practice with IF Statements to students and review the instructions as follows: In Part I, students work in pairs to write IF statements based on each condition described in the handout. The first item has been completed as an example. Once all students have written their IF statements, review each item through class discussion In Part II of the activity, students will enter pre-defined conditions on a spreadsheet in Column A and then test their IF statements by entering them in the appropriate cell locations (as directed in the activity) in Column C of the spreadsheet (Optional) Send the spreadsheet with the pre-defined conditions to students electronically Once students have completed the activity, ask them to review their work and rework any statements that return incorrect results Go over the activity as a class. If needed, use additional problems and collaborative pairs to help students master their understanding of how to write IF statements 15. Distribute the Guided Practice: Use IF Statements activity to students Send the spreadsheet for this activity to students electronically Using a digital projector, demonstrate the activity as students take notes and follow along at their computers Upon completion of the activity, review the tasks learned and the why of each through facilitated discussion Continued on next page Helps students UNDERSTAND (B2) the IF function Helps students UNDERSTAND (B2) the effects of basic formulas and functions Practice with If Statements activity and key 4.01 /14 Practice w IF-key Guided Practice: Use IF Statements activity and key Spreadsheet Rubric 4.01/ 15-GP IF- Student 4.01/ 16-GP Use IF Key 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 224

11 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 16. Distribute Independent Practice: Use IF Statements to students and instruct them to complete the activity independently If desired, the spreadsheet for this activity can be sent to students electronically Monitor/provide assistance as needed Allow students to use trial and error with the IF statement logic and talk them through the process of writing the statements 17. Distribute the Guided Practice: The Date Function activity to students If desired, the spreadsheet for this activity can be sent to students electronically Using a digital projector, demonstrate the activity as students take notes and follow along at their computers Review the uses of the NOW and DAYS360 date functions and describe examples of business uses 18. Distribute Independent Practice: The Date Function along with the electronic file, IP Date-Student to students and instruct them to complete the activity independently Monitor students and provide assistance as needed Upon completion of the activity, review the three uses of the date function that were used 19. Distribute the Guided Practice: Understanding the LookUp Function activity to students Distribute 4.01/ GP Calories-Student to students electronically Using a digital projector, demonstrate the activity as students take notes and follow along at their computers Review the logic behind the VLOOKUP function and discuss the difference between it and the LOOKUP function Helps students UNDERSTAND (B2) the effects of basic formulas and functions Helps students UNDERSTAND (B2) the effects of the date functions (Now and Days360) Helps students UNDERSTAND (B2) the effects of the date functions (Now and Days360) Helps students UNDERSTAND (B2) the effects of LookUp functions (LookUp and VLookUp) Independent Practice: Use IF Statements activity and key 4.01/17- IP If key 4.01/ 18-IP IF- Student Guided Practice: Date activity and key (p 81-83) 4.01/19-GP Date- Student 4.01/ 20-GP Date- Key Independent Practice: The Date Function activity and key 4.01/21- IP Date- Student 4.01/22- IP Date- Key Guided Practice: Understanding the LookUp Function activity and key 4.01/23-GP Calories-Student 4.01/24-GP Calories-Key 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 225

12 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 20. Distribute Independent Practice: Understanding the LookUp Function to students and instruct them to complete the activity independently and answer the question that follows Go over the question as a class upon completion of the activity Monitor/provide assistance as needed Teacher Notes: Vector example: In the formula =Lookup(F9, G7:G12, H7:H12), the software is instructed to look up the value of Cell F9 in the cell range G7:G12 and return the value that is horizontally adjacent to it and located in the cell range H7:H12 So, if F9=5, G7=3, G8=7, and G9=9, the first hit will be to the value of 3 Array example: In the formula =Lookup(F9, G7:I12), the software will return the value that is in the last column (Column I) that matches the lookup value 21. Distribute Guided Practice: Create a List to students and instruct them to take notes as the purpose of the create-a-list function described and demonstrated Distribute 4.01/15 GP-Students to students electronically Demonstrate the activity using a digital projector as students take notes and follow along at their computers Upon completion of the activity, facilitate class discussion about how the list function created a more user-friendly spreadsheet 22. Distribute Independent Practice: Create a List Instruct students to complete independently Monitor/provide assistance Compare students results Facilitate discussion of examples how the create-a-list function is used Have students seen them in forms on the Internet? Helps students UNDERSTAND (B2) the effects of LookUp functions (LookUp and VLookUp) Helps students UNDERSTAND (B2) the benefits and uses of the list function Helps students UNDERSTAND (B2) the benefits and uses of the list function Independent Practice: Understanding the LookUp Function activity and key 4.01/25-IP Calories- Key Guided Practice: Create a List activity and key 4.01/26-GP List- Student 4.01/27- GP List- Key Spreadsheet from Guided Practice: Use IF Functions Independent Practice: Create a List activity 4.01/ 28-IP List-Key 4.01/ 29-IP Student 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 226

13 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 23. Distribute the Guided Practice: Use the Count Function to students Using a digital projector, demonstrate the activity as students take notes and follow along at their computers Discuss uses of the count function in business 24. Distribute the Independent Practice: Use the Count Function to students Distribute 4.01/16 IP Count-Student to students electronically Instruct students to complete the activity independently Monitor/provide assistance 25. Distribute the Objective 4.01 Summary for students to use as a review of functions, formulas, and operations learned in this objective Monitor students and provide assistance as needed Go over the activity as a class upon completion Helps students UNDERSTAND (B2) the benefits and uses of the count function Helps students UNDERSTAND (B2) the benefits and uses of the count function Reinforces students ability to UNDERSTAND (B2) functions, formulas, and operations learned in this objective Guided Practice: Use the Count Function activity and key 4.01/30-GP Use Count-key Independent Practice: Use the Count Function activity 4.01/31-IP Count- Student 4.01/ 32-IP Count- Key Objective 4.01 Summary and key 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 227

14 Instructional Activities Anatomy of a Spreadsheet Formula and Basic Function Notes Formula and Basic Function Notes Key Fun with Basic Formulas & Functions Fun with Basic Formulas &Functions Key Guided Practice: Spreadsheet Formatting Guided Practice: Spreadsheet Formatting Key Independent Practice: Spreadsheet Formatting Independent Practice: Spreadsheet Formatting Guided Practice: Use Basic Formulas & Functions Guided Practice: Use Basic Formulas & Functions Key Guided Practice: More Formatting Guided Practice: More Formatting Key Independent Practice: Use Basic Functions Independent Practice: Use Basic Functions Key Guided Practice: Spreadsheet Operations Guided Practice: Spreadsheet Operations Key Independent Practice: Spreadsheet Operations Independent Practice: Spreadsheet Operations Key Guided Practice: Linking and Embedding Guided Practice: Linking and Embedding Independent Practice: Linking and Embedding Independent Practice: Linking and Embedding Key Overview of Advanced Functions Practice with IF Statements Practice with IF Statements Practice with IF Statements Key Guided Practice: Use IF statements Guided Practice: Use IF statements Key Independent Practice: Use IF Statements Independent Practice: Use IF Statements Key Guided Practice: The Date Function Guided Practice: The Date Function Key Independent Practice: The Date Function Independent Practice: The Date Function Key Guided Practice: Understanding the LookUp Function Guided Practice: Understanding the LookUp Function Key Independent Practice: Understanding the LookUp Function Independent Practice: Understanding the LookUp Function Key Guided Practice: Create a List Guided Practice: Create a List Key Independent Practice: Create a List Independent Practice: Create a List Key Guided Practice: Use the Count Function Guided Practice: Use the Count Function Key Independent Practice: Use the Count Function Objective 4.01 Summary Objective 4.01 Summary Key Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 228

15 Anatomy of a Spreadsheet ANATOMY OF A SPREADSHEET Directions: Take notes as your teacher demonstrates and describes each of the spreadsheet components listed below Component Description Workbook Spreadsheet Cell Cell address Cell range Column Row 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 229

16 Anatomy of a Spreadsheet Directions: Use cell addresses from the Invoice spreadsheet above to identify examples of each component Component Description Cell Cell address Cell range Column Row 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 230

17 Formula and Basic Function Notes Name: Period: Date: FORMULA AND BASIC FUNCTION NOTES Directions: Record notes below as your teacher discusses formulas and basic functions. 1. Cell data is classified according to its intended purpose Describe each: Label: Value: Formula: 2. What symbol will prepare a cell for entry of a formula? 3. What symbol will tell spreadsheet software not to treat cell data as a value? Use the spreadsheet below to answer questions 4 and 5 A B C D E Write a formula to add the numbers in Row 3, Columns A, C, and D: 5. Write a formula that will add all of the numbers in Column B 6. What are the four operators? List the name of the operator and its symbol. Operator Symbol Operator Symbol 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 231

18 Formula and Basic Function Notes Name: Period: Date: Directions: Record notes below as your teacher discusses formulas and basic functions. 7. What is the Order of Operations 8. Which operation would be performed first in the following equation? =(A8+C9)/(H8-L9)? 9. The value for C7 is 2; C8 is 4; and F4 is 2, What is the result of the equation =C7+C8*F4? Why? 10. What is the result of the equation =(C7+C8)*F4? Why? 11. What is a function? 12. What is a cell reference? 13. Give an example of and explain a relative cell reference 14. Give an example of and explain an absolute cell reference 15. Give an example of and explain a mixed cell reference 16. What is the addition function and why is it used? Give an example 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 232

19 Formula and Basic Function Notes Name: Period: Date: Directions: Record notes below as your teacher discusses formulas and basic functions. 17. What is the average function and why is it used? Give an example 18. What is the maximum function and why is it used? Give an example 19. What is the minimum function and why is it used? Give an example Use the spreadsheet below to answer questions 4 and 5 A B C D E Use a function to write a formula that will add all values in Column A 21. Use a function to write a formula that will find the average of all of the values in Row Use a function to write a formula that will find the highest number in Row Use a function to write a formula that will find the lowest number in Row Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 233

20 Formula and Basic Function Notes Teacher Key FORMULA AND BASIC FUNCTION NOTES KEY Directions: Record notes below as your teacher discusses formulas and basic functions 1. Cell data is classified according to its intended purpose Describe each: Label: Value: Formula: The label classification is used for cells that contain text or for numbers that will not be used in calculations. A value classification indicates that the data has the potential to be used in calculations A formula instructs the software to perform a calculation 2. What symbol will prepare a cell for entry of a formula? = (equals) 3. What symbol will tell spreadsheet software not to treat cell data as a value? (apostrophe) 4. Use the spreadsheet below to answer questions 4 and 5 A B C D E Write a formula to add the numbers in Row 3, Columns A, C, and D: =A3 + C3 + D3 5. Write a formula that will add all of the numbers in Column B =B1 + B2 + B3 + B4 6. What are the four operators? List the name of the operator and its symbol Operator Symbol Operator Symbol Addition + (plus) Multiplication * (asterisk) Division / (diagonal) Subtraction - (minus) 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 234

21 Formula and Basic Function Notes Teacher Key Directions: Record notes below as your teacher discusses formulas and basic functions 7. What is the Order of Operations Mathematical equations are performed in the following order: 1) Parentheses 2) Exponents 3) Multiplication and division (from left to right) 4) Addition and subtraction (from left to right) For example, in the equation = 5+2*3, the result is 11 because the multiplication operation is performed first and then added to the number 5 To change the order of operations, simply place parentheses around the part of the formula to be calculated first. Thus, in the equation = (5 + 2) * 3, the result is Which operation would be performed first in the following equation? =(A8+C9)/(H8-L9)? A8 would be added to C9 L9 would be subtracted from H8 The result of A8 + A9 would be divided by the result of H8-H9 9. The value for C7 is 2; C8 is 4; and F4 is 2, What is the result of the equation =C7+C8*F4? Why? * 2 =10 The multiplication occurs first and then the addition 10. What is the result of the equation =(C7+C8)*F4? Why? 2 + 4=6; 6 * 2 = 12 C7 + C8 is performed first because it is in parentheses 11. What is a function? A function is a shortcut for a formula 12. What is a cell reference? Indicates a cell s location and provides instructions for how cell data is copied or used in calculations 13. Give an example of and explain a relative cell reference C3 A relative cell reference means that the cell value changes relative to the cell in which it is copied. If C3 contains the formula =A3 + B3 and the formula is copied from C3 and pasted in D3, the formula in D3 then becomes =B3 + C Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 235

22 Formula and Basic Function Notes Teacher Key Directions: Record notes below as your teacher discusses formulas and basic functions 14. Give an example of and explain an absolute cell reference $A$3 An absolute cell reference means that the cell value remains constant when copied to another cell or used in a formula If C3 contains the formula =$A$3 + B3 and the formula is copied from C3 and pasted in D3, the formula in D3 then becomes =$A$3 + C3 15. Give an example of and explain a mixed cell reference $A3 A fixed row combined with a relative column or the other way around If C3 contains the formula =A$3 + B and the formula is copied from C3 and pasted in D3, the formula in D3 then becomes =B$3 + C3 16. What is the addition function and why is it used? Give an example =SUM(A3:A23) The sum function tells the software to add the range of cells from A3 to A What is the average function and why is it used? Give an example =Average(C4:C18) The average function tells the software to add the range of cells from C4 to C18 and then divide the result by the total number of cells in the range 18. What is the maximum function and why is it used? Give an example =Max(C4:C18) The max function tells the software to look for the highest value in the range of cells from C4 to C What is the minimum function and why is it used? Give an example =Min(C4:C18) The min function tells the software to look for the lowest number in the range of cells from C4 to C Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 236

23 Formula and Basic Function Notes Teacher Key Directions: Record notes below as your teacher discusses formulas and basic functions Use the spreadsheet below to answer questions 4 and 5 A B C D E Use a function to write a formula that will add all values in Column A 21. Use a function to write a formula that will find the average of all of the values in Row Use a function to write a formula that will find the highest number in Row Use a function to write a formula that will find the lowest number in Row 3 =Sum(A1:A4) =Average(A4:D4) =Max(A1:D1) =Min(A3:D3) 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 237

24 Fun with Basic Formulas & Functions FUN WITH BASIC FORMULAS & FUNCTIONS Directions: Practice using functions to write formulas for the following 10 statements and answer the questions that follow. Practice using formulas and functions for the items below 1 Add the range of cells A1:B Divide A2 by the sum of the range of cells in A10 through C10 Find the highest number in the cell range A1:C10 Subtract B8 from the sum of cells C1 through C10 Multiply A6 by the sum of cells A1 through C10 and then divide the result by A2 Find the lowest number in the cell range A1:A10 Calculate the average of cells C1:C10 Multiply the sum of the range of cells A7 through B10 by the sum of the range of cells B2 through C9 Find the average of all data in the spreadsheet (A1:C10) Subtract C10 from the sum of the cells in the range A1 through A Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 238

25 Fun with Basic Formulas & Functions 11. Open a new blank spreadsheet and enter the data in Table 1 (below) in the exact cell locations as shown. Try out your formulas by keying them in Cells D1:D10 of the spreadsheet you just created. Check the accuracy of your work against the answers in Column D of Table 2 (below). Table 1 Enter these numbers in a new spreadsheet Table 2 Did you achieve the same results as those in Column D? 12. What items gave you trouble? 13. What tips can you share that make using basic function writing easy? 14. How might you use a spreadsheet to verify your formulas? 15. What should you do if you can t get a formula to work correctly? 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 239

26 Fun with Basic Formulas & Functions Teacher Key FUN WITH BASIC FORMULAS &FUNCTIONS KEY Spreadsheet Fun w Form Bas Func Key 12. What items gave you trouble? (Possible student answers) Remembering to put an equal sign in front of every formula Deciding where to put parentheses Figuring out the correct order for the formula Forgetting to add appropriate symbols Not knowing the shortcuts Not knowing the names of functions 13. What tips can you share that make formula writing easy? (Possible student answers) Say the problem out loud when writing a formula Plug easy numbers in the formula first to test for the correct answer Practice makes perfect Double check spelling when using functions 14. How might you use a spreadsheet to verify your formulas? Answers will vary 15. What should you do if you can t get a formula to work correctly? Answers will vary 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 240

27 Guided Practice: Spreadsheet Formatting Student Name: Period: GUIDED PRACTICE: SPREADSHEET FORMATTING Directions: In this exercise, you will follow along with your teacher to enter and format data in a spreadsheet and take notes. You will answer the questions and complete the tasks below: Format a header Use a simple formula Copy data Classify cell data Apply font styles Adjust column and row size Wrap text Indent cell data Format values Add a border 1. Open a new spreadsheet 2. Set a header with your name, the current date, and the title of this activity using procedures outlined by your teacher. Take notes in the space below. 3. Key the title: In Cell A1, key INVOICE in all caps and bold 4. Is the title classified as a label or a value? Why? 5. Enter the column headings (in bold font): In Cell A3, key Item # In Cell B3, key Quantity In Cell C3, key Unit In Cell D3, key Description In Cell E3, key Unit Price In Cell F3, key Amount 6. Adjust column widths to fit contents: 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 241

28 Guided Practice: Spreadsheet Formatting Student Name: Period: 7. Beginning in Row 4, Column A, key the remaining data as indicated in the table below: Item # Quantity Unit Description Unit Price Amount Ea PDA Doz Flash Drive Ea Scanner Pkg Web cam Center the data in the title cells (Row 3) (in initial caps and bold) 9. Merge and center the title in Row 1 across Columns A-F 10. Give an example of a cell range used in this spreadsheet 11. Which columns contain values and which contain labels? 12. Readjust all column widths. Why is this step necessary? 13. Edit the text: Change the # symbol in Cell A3 to the word Number 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 242

29 Guided Practice: Spreadsheet Formatting Student Name: Period: 14. Wrap and center the text in Cells A3 and E3 Wrap text Feature that aligns multi-line text within a cell 15. What is the effect of using the wrap text feature on a cell? 16. Format the data in the unit price column for 2 decimals 17. Enter a formula in the last column to calculate the Amount (unit price x quantity) and format the data as currency. 18. Copy the formula to all cells in the Amount column. 19. Key and indent the word Total in bold and initial caps below the last item in Column A. 20. Use a function to enter a formula to add the amounts in the last column and place the result in Cell F8. Format the data as currency. 21. Add an accounting border (single line above and double line below) to Cell F Save and submit your work according to teacher directions Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 243

30 Guided Practice: Spreadsheet Formatting Teacher Key GUIDED PRACTICE: SPREADSHEET FORMATTING KEY Spreadsheet GP Formatting Key 4. Is the title classified as a label or a value? Explain A label is cell data that will not be used in spreadsheet calculations. A value has the potential to be used in calculations. 10. What is a cell range and how is it represented in spreadsheet terms? A cell range is a group of cells and is expressed (in Excel) as A1:A Which columns contain values and which contain labels? Columns B and E contain values Columns A, C, and D contain labels 12. Readjust all column widths. Why is this step necessary? So that the data is visible in each cell 15. What is the effect of using the wrap text feature on a cell? Wrap feature allows cell data to take up more than one line, as in Cell A3 17. Formula to calculate the amount: =B4 * E4 20. Formula to calculate the total: =SUM(F4:F7) (as noted in the unpacked content, the plus sign can be used instead of the equals sign in some software to begin a formula) 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 244

31 Independent Practice: Spreadsheet Formatting INDEPENDENT PRACTICE: SPREADSHEET FORMATTING In this exercise, you will complete the following tasks independently: Format a header Use a simple formula Copy data Apply font styles Adjust column and row size Wrap text Indent cell data Format values Add a border 1. Open a new spreadsheet 2. Set a header with your name in the left section, the current date in the center, and the filename assigned to this exercise by your teacher in the right section. 3. Key the data shown in the table below in the exact cell locations 4. Merge and center the title cells for Technology Advancements in all caps and bold across Columns A-F 5. Merge and center the sub-title Sales Income Comparison-2 Years in initial caps and bold across Columns A-F 6. Adjust all column widths to fit contents 7. Center all data in Row 4 and in cell range A5:A11 8. Format the data in Columns D and E for two decimal places 9. Change the title in A4 from Item No to Item Number 10. Wrap the text in A4 11. Merge and center the heading in B4 across Columns B and C 12. Replace Drive with Cartridge in Cell B Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 245

32 Independent Practice: Spreadsheet Formatting 13. Enter a formula in Cell F5 that will calculate Net Change a. What is the formula? 14. Copy the formula to the remaining cells in Column F and format for 2 decimal places 15. Which items experienced negative growth? How do you know? 16. Add and indent the word Total in Cell A Use a formula to calculate the total net change in Cell F12 and format it for currency. What formula did you use? 18. Add a single line bottom border to Row 4, Columns A-F 19. Add an accounting border to Cell F Save and submit according to teacher directions 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 246

33 Independent Practice: Spreadsheet Formatting Teacher Key INDEPENDENT PRACTICE: SPREADSHEET FORMATTING Spreadsheet IP Formatting Key 13. The formula is = E5 D5 15. The items that experienced negative growth are Computers, Flash Drives, Ink Jet Cartridges, and Ink Jet Printers 17. The formula is =SUM(F5:F11) 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 247

34 Guided Practice: Use Basic Formulas & Functions GUIDED PRACTICE: USE BASIC FORMULAS & FUNCTIONS In this exercise, you will follow along with your teacher to enter data into a spreadsheet and perform simple calculations. You will use the operations and functions listed below. Addition Multiplication Average Maximum Division Subtraction Sum Minimum You will also use an absolute reference Upon completion of the activity, save and submit according to teacher directions 1. Retrieve the spreadsheet from Independent Practice: Spreadsheet Formatting (Technology Advancements) 2. Delete Column C 3. Use a function to write a formula in Cell C12 that will calculate the total for the range of cells C5:C11 and format the data as currency. Notes: 4. Copy the formula to Column D Notes: 5. Apply an accounting border to C12 and D12 6. Enter the heading Percent of Total Sales in Cell F4 and format the cell to Wrap Text. 7. Format the column as percent with one decimal place 8. Apply a single line bottom border to Cell F Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 248

35 Guided Practice: Use Basic Formulas & Functions 9. Enter a formula in F5 to calculate how much the total computer sales for Year 2 contributed to the total sales for all items for the same year. In other words, what percent is the total computer sales of the total sales for Year 2? Notes: =Total Sales Year 2 for Computers/Total Sales Year Before copying the formula to the rest of the cells in Column F, edit the formula in Cell F5 to make the cell reference for D12 an absolute reference. Why? 11. Copy the formula to the remaining cells. 12. Insert a new column after Column B (it will be a new Column C). 13. Insert the column heading Unit Price in Cell C4 and enter the following prices: Item Unit Price Computer 799 Digital Camera 275 Flash Drive 25 InkJet Cartridge 75 InkJet Printer 575 PDA 299 Scanner Format the Unit Price column for currency 15. Enter the column heading Quantity in Cell H Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 249

36 Guided Practice: Use Basic Formulas & Functions 16. Enter the quantity data in Column H Item Quantity Computer 5 Digital Camera 900 Flash Drive 150 InkJet Cartridge 13 InkJet Printer 25 PDA 575 Scanner Enter the column heading Total Price in Cell I4 and format the cell to wrap and center the text 18. In Column I, calculate the Total Price for each item and format the data as currency. Notes: 19. Copy the formula to the remaining cells in Column I 20. Enter the row heading Average in bold in Column A below the word Total and enter a formula in the same row in Column C to calculate the average price of the items Notes: 21. Key the heading Highest in bold in Column A below the word Average and enter a formula in the same row in Column C to find the highest priced item Notes: 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 250

37 Guided Practice: Use Basic Formulas & Functions 22. Key the heading Lowest in bold in Column A below the word Highest and enter a formula in the same row in Column C to find the lowest priced item Notes: 23. Readjust the title and subtitle to center across Columns A-I Notes: 24. Sort the data in descending order by Net Change 25. Check for uniformity by making sure a. all column headings are formatted in initial caps with a single bottom border b. any amounts in Row 12 are formatted with an accounting border 26. Print in landscape format Notes: 6411 Computer Applications I Summer 2008, Version 2 Unit B 4.01 page 251

38 Guided Practice: Use Basic Formulas & Functions Teacher Key GUIDED PRACTICE: USE BASIC FORMULAS & FUNCTIONS KEY Spreadsheet TechAdv Key 6411 Computer Applications I Summer 2008 Unit B 4.01 page 252

39 Guided Practice: More Formatting GUIDED PRACTICE: MORE FORMATTING In this exercise, you will follow along with your teacher to enter and format data and complete the following tasks: Format numbers and labels (review) Rename a spreadsheet Format borders (review) Move a spreadsheet Insert and delete columns and rows Use functions and formulas o Record the notes and steps necessary to complete each task in the spaces provided as your teacher demonstrates o Upon completion of the activity, save and submit according to teacher directions o Remember to save your work periodically throughout the activity 1. Open the GP More-Student spreadsheet 2. Set a header with your name, date, and the filename of this activity 3. Format the title, ABC Hourly Payroll, in bold, 16 pt. font and center the title across all columns. You may need to adjust the row height. 4. Format the headings in Row 3 for wrap text, center, initial caps, and bold font, and readjust the column width; adjust row height if needed 5. Delete Row 7 6. Format labels Format the data Column A as a label (text). Remember that sometimes numbers are entered for identification purposes and not for calculations, such as the employee social security numbers in Column A. This data is used to identify each employee and will not be used to calculate pay. Notes: 7. Format the data in Column C as currency 8. Format a double-line border around Row 3 Notes: 6411 Computer Applications I Summer 2008 Unit B 4.01 page 253