Making a Seating Chart using Microsoft Excel 2007

Transcription

1 Making a Seating Chart using Microsoft Excel Open up Microsoft Office 2007 a. Click on Start at the bottom left corner of the screen b. Hover the cursor over All Programs until the program list comes up. c. Find the Microsoft Office folder and hover the cursor over it until the Office program list comes up. d. Find and click on Microsoft Excel Save your file a. Click on the circular button at the top left hand corner of the screen. b. Find Save as. And click on it. c. Click on the down arrow in the Save in: bar at the top of the pop up box. d. Choose the folder you want to save it in. e. Click in the File name: box at the bottom of the pop up box. f. Type in a name of your choice, one that describes the class this seating chart is for. g. Click Save h. You have now saved your file, from now on when you save the file you just need to click on the blue disk icon directly to the right of the circular button at the top of the screen. 3. Set the column width. a. Place the cursor right above the A at the top of the first column. b. Click and hold, then drag the cursor to the right until it is over column BA, then let go. c. With the cursor still over the BA, right click and choose Column width d. In the Column width box, type in 2 and the click OK e. You have now set the column width to 2 4. Set the box for the picture a. Click, and hold down, in the cell on with the A at the top of the column and the 1 at the right of the row. b. Drag the cursor down and to the right until you have a 4 x 4 block of cells highlighted (16 cells), then let go. c. With the cells still highlighted, click on the Merge & Center button at the top of the screen towards the middle. d. You have now set the box for the picture. e. Save you document by clicking on the blue disk button at the top of the screen, right next to the circular button you used to save the first time. 5. Set the box for the name. a. Click, and hold down, in the cell on the left hand side and right below the box we set for the picture.

2 b. Drag the cursor until you have highlighted a set of cells as wide as the picture box (4) and 2 cells deep (8 cells), then let go. c. With the cells still highlighted, click on the Merge & Center button again, and then click the Wrap Text button right above it. d. You have now set the block for the name. 6. Putting a border around the seat. a. Click, and hold, in the box for the picture, then drag to highlight both boxes. You should notice that they now act like they are only 2 cells, rather than the original 24. b. With the 2 cells highlighted, right click and choose Format Cells. c. Click on the Border tab at the top of the pop up box. d. Click on the button above Outline and then the one above Inside in the upper right hand part of the pop up. e. Click OK at the bottom. f. You have now put a border around the cells, forming a seat on your chart. 7. Setting the edges of the page. a. Click on the Page Layout tab at the top of the screen, towards the left hand side. b. Click, and hold, on the Margins tab right below the Page Layout tab you just clicked. c. Move the cursor down towards the bottom of the pop-up menu until the Narrow tab is highlighted and let go. d. You should see a dark dotted line between two of the columns, probably the ones labeled AK and AL. This is the right hand border of your printed page. If you scroll down you will see a horizontal line, probably between row 47 & 48, this is the bottom border of the printed page. e. You can now see the borders of your printed page. 8. Setting the print area. a. Still in the Page Layout menu, click and hold in the cell at the bottom right hand corner of your printed page area right where the two dark dotted lines that show the printed page borders. Make sure your cursor is inside the printed page area. b. Drag the cursor up to the upper left hand corner of the screen, highlighting the entire printed page area, let go. c. Click on the Print Area tab up at the top of the page, just below and to the right of the Page Setup tab. d. Scroll down and click on the Set Print Area in the pop up menu. e. You have now set up the area that the computer will print when you choose Print this will keep a permanent marking for your page borders and keep from printing things outside the area that you do not want printed. f. Save your document.

3 9. Duplicating the seat. a. Highlight the two cells of the seat you just created. b. Click the Home tab at the top left hand corner of your menu bar. c. Click on the Copy tab, just two tabs below the Home tab you just clicked. d. Notice that your seat had flashing dotted lines around the two cells that comprise the seat. If the flashing dotted lines do not encompass the entire seat area, repeat from step 9a. e. Using the arrow keys next to the number pad on your keyboard, move your cursor to cell F1, that will be at the top two columns to the right of your seat. Notice that as you move the cursor around, you can tell which cell you are in by the heavy outline around the cells. f. Click the Paste button just to the left of the Copy button. You should see a duplicate seat appear right where your cursor is. g. Using the arrow key, move over another two rows and click the Paste button again. You will see another seat appear. h. Continue this process, moving around the print area, until you have the needed number of seats for your class. Notice that as long as the flashing dotted line is around the seat you can paste as many as you want. If the flashing dotted lines go away (for example saving the document will do this), then just repeat steps 9a,b,c on any one of the seats you have created. i. You have now created the seats for your class. 10. Setting the seats to match your classroom, moving them to the proper places. a. Highlight the seat that you want to move, making sure you have both the picture and name cell highlighted. b. Let go of the cursor button and move the cursor to the edge of the seat, you will see the cursor change from the usual bold plus sign to a thinner cross with arrows pointing up, down and to each side. Once you see the 4 arrows, click and hold down the button. Move the cursor somewhere outside of the printed area. Notice that as you move the seat you will see an outline of it so that you can predict exactly where the seat will end up. c. Also notice that when you move the seat you have to move it completely out of its original area. If you have to move a seat only one or two rows, you will need to move it completely out of its original area, let go of the cursor and then move it back to where you need it. d. You also will not be able to overlap seats. If you want one seat to take place in part of another seat, you have to move that other seat first. e. Move the seats in and out of the print area until you have arranged them to match your classroom.

4 f. You can always undo any mistakes you make by clicking the Undo button at the top of the screen. It is the curved blue arrow pointing towards the bottom left, right next to the Save button that looks like a floppy disk. g. Hint : Try to leave some space at either the top or the bottom of the page for your name, the class period, subject and date. The more area, the bigger the printing will be, but they can be put in a single row if needed. 11. Putting in the class information. a. Setting up the class name and period cell. i. Choose a spot for the class name and period. It should be centered at the top or bottom, two cells tall and about 9 to 19 cells wide. ii. Highlight all the cells you want to be part of the block for the name and period. Go back to the Home menu and click on Merge & Center. iii. Type in the class name and period. iv. Using the font size tab at the top, just below and to the right of the Page Layout tab (it will have a number in it, usually 11) adjust the size of the font to fit the box you created. b. Setting up the date printed cell. i. Choose a spot for the date printed information. It should be in a corner, one row tall and about 10 cells wide. Highlight the cells and click Merge & Center. ii. Type +now() in the cell and hit enter. You will see either a date or a number entered into the cell. iii. Click in the cell, right click and choose Format Cells iv. Click on the Number tab at the top left corner. v. Choose Date in the category list at the left hand side of the pop up menu. vi. In the box below Type:, choose the format of the date you like the best. vii. Click OK. viii. Today s date will show up in the cells in whatever format you choose. NOTE: this will change to the current date every time you open up this file. c. Setting up any other information you want. i. Use the steps above to create any other data cells you want and have room for on your seating chart. d. You have now labeled your chart. 12. Saving the blank chart for other classes a. Click on the circular button at the top left hand corner of the screen. b. Find Save as. And click on it. c. Click on the down arrow in the Save in: bar at the top of the pop up box.

5 d. Choose the folder you want to save it in, it will already be in the folder you choose earlier. e. Click in the File name: box at the bottom of the pop up box. f. Type in a new name, one that describes the new class this seating chart is for. g. Click Save h. Repeat steps 12a through 12g for as many classes as you want seating charts for Putting student names in the name box. a. Click in the name box of the seat you want the student sitting in. b. Type in the name of the student, as soon as you start typing you will see the letters showing in the cell you clicked on. c. If you picked the wrong cell, just backspace until all the letters are gone and then hit enter. d. You can use the arrow keys to move around the cells when you have to change cells. e. If you typed the wrong name in a cell, or want to change the student in that seat, just move to that cell, (either by clicking or by using the arrow keys) and start typing the right name. You will notice that it automatically erases the previous name and inserts whatever you are typing. f. Using the arrow keys, move around the chart and enter all your student s names in the seats you want them to be in. Keep in mind that you can move a student s seat with their name (and picture) the same way we moved the empty seats around. g. You have now created your seating chart. 14. Putting the student pictures in the picture box above their names. a. Click in the picture box above the student s name. b. Click on the Insert tab at the top, right between the Home tab and the Print Layout tab we used before. c. Click on the Picture tab right below the Insert tab you just clicked. d. Navigate to the pictures, choose the student s picture, then click Insert. e. You will see the student s picture in the cell, towards the top left hand corner. There should be a border around it with circles at the corner, boxes in the middle of the sides and a green circle above it. If there isn t, click on the picture and they will appear. f. Using the arrow keys, move the picture into the center of the box. If you want to resize the picture before moving it, you can resize it by clicking on one of the corner circles, holding down and dragging. Otherwise just center the picture. g. Continue putting student s pictures above their names by repeating steps 12a through 12f, until done. h. You have now added student pictures to your seating chart. 15. To change your seating chart moving students around.

6 a. Students can be moved around the room by highlighting their name and picture boxes at the same time and moving the two cells out of the print area, the same way we moved the empty cells. b. Move all the students you want to change seats for out of the print area, do not overlap the seats you are moving. c. Move the students back into the spot you want them to sit. d. You have now successfully changed your seating chart. 16. Printing your seating chart. a. Click on the circle button in the top left corner of the screen. b. Choose Print and click on it. c. Make your printer choices and click OK. Remember that we already set the print area, so you do not need to make a choice as to what should be printed. d. You have now successfully printed your seating chart. e. Notice that only the borders we set up print, the 17. You are now done, and hopefully it came out looking something like the example below.