# ST LOUIS SCHOOL. S1 Computer Literacy. S1 Microsoft Excel. Dominic Kwok

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1 ST LOUIS SCHOOL ST LOUIS SCHOOL S1 Computer Literacy S1 Microsoft Excel Dominic Kwok

2 CHAPTER 1 Introducing Spreadsheet After learning this chapter, you will be able to be familiar with the working environment of electronic spreadsheets manage the files of electronic spreadsheets state the advantages of using electronic spreadsheets 1

3 Chapter 1 Introducing Spreadsheet 1.1 Introduction to Microsoft Excel Microsoft Excel is a popular spreadsheet software, it is an effective tool for organizing and calculating numerical data. It helps us manage data in our daily lives, such as personal expenses records. At schools, they are used for organizing and calculating students examination marks. Gallery 1.1 Microsoft Excel Excel

4 1.2 Working Environment of Excel Working environment in different versions of Excel is similar. Please match the labels to the corresponding position below. Review 1.1 Working environment in Excel 2007 Match the labels. Ribbon Column heading Title bar Formula bar Cell Row heading Cell Formula bar Ribbon Row heading Column heading Title bar 3

5 1.3 The advantages of using spreadsheet Compare below two mark sheets used by a teacher. 4

6 Which one is more efficient to store and process the student examination marks? Why? Review 1.2 Advantages of using electronic spreadsheet Question 1 of 2 Which method is more efficient? Check Answer 5

7 1.4 Spreadsheet basic The two most common types of data used in a spreadsheet are text and numbers. We can enter the data directly into a cell and then press ENTER key. A cell address (e.g: B3) is formed by the column letter (e.g: B) followed by the row number (e.g: 3). A cell range (e.g: A2:B5) is formed by two cell addresses separated by a colon ( : means to ) which is used in the function. When all the data is entered, select File > Save As.... Enter a file name for the spreadsheet, and save the Review 1.3 Cell references in Excel Question 1 of 2 Match the labels file in Excel Workbook (*.xlsx) format. B2 C6 E4 C6 B2 E4 6

8 Automatic update of data If formulae are used to add the data in a spreadsheet, the output will be updated (recalculated) automatically when changes are made to the data. If the value in A1 change to 100, then... The value in C1 will update to 556 automatically. 1.5 Data sorting Data can be rearranged easily in a specified order in an electronic spreadsheet. This process is known as data sorting. First, select a single cell within the range, then choose Data > Sort command. 7

9 Gallery 1.2 Data sorting Original set of data (sorted by class number) 8

10 Movie 1.1 Sorting in Excel 9

11 1.6 Filtering As the number of records in a table grows, it is very difficult to look for records we want. Gallery 1.3 Filtering Show records matching English name that start with Chan. 10

12 Filtering is a function to select and display the records meeting the criteria specified by a user, leaving the rest of the records hidden. Microsoft Excel automatically identifies the data type in a column of a table and displays different filtering options for the respective data types. 11

13 Movie 1.2 Filtering in Excel 12

14 Review 1.4 Automatic update Question 1 of 2 To obtain updated result of the sum of cell A1 and B1, what should be typed in cell C1? A. A1+B1 B. = C. =579 D. =A1+B1 Check Answer 13

15 CHAPTER 2 Editing and Formatting After learning this chapter, you will be able to change column width and row height of a spreadsheet merge and split cells in a spreadsheet format the text and number displayed in the cell of a spreadsheet 14

16 Chapter 2 Editing and Formatting Spreadsheets 2.1 AutoFill Electronic spreadsheets provide an AutoFill function which helps us fill in a series of cells easily. Text, numbers and dates can be filled using the fill handle (a tiny solid square located at the bottom right corner of a cell). Other forms of series (e.g. odd number series, weekday series, a mix-up of text and numbers can also be filled using AutoFill function. 15

17 Classwork Using AutoFill function to create a monthly calendar Step 1: Start Microsoft Excel and create a new spreadsheet. Step 2: Enter Sun in cell A1. Drag the fill handle to cell G1 to fill the remaining days of week in row 1. Step 3: Enter the numbers 1 and 2 in cells A2 and B2 respectively. Select cells A2 and B2 and drag the fill handle to cell G2. The numbers 3 to 7 will be filled in row 2 automatically. 16

18 Step 4: Similarly, enter the numbers 8 and 9 in cells A3 and B3 respectively. Fill the third row with numbers up to 14. Step 5: To fill the remaining rows, select cells A2 and G3 and drag the fill handle to row 5. 17

19 Step 6: Step 7: Enter the remaining days 29 and 30 in cells A6 and B6 respectively. Select row 1 by clicking its row heading. Click the Both button. Step 8: Select column A by clicking its column heading. Click the Font Color button to change the text colour to red. Step 9: Select cells A1 to G6. Click the Borders button to apply all borders. 18

20 2.2 Changing Column Width The width of a column affects the way in which data is presented in a spreadsheet. If a column is not wide enough too display its content, confusion may occur. In the following figure, cell A2 contains the text Computer Literacy which is too long to be contained with column A. It appears that cell B2 contains text extended from cell A2, even though cell B2 is actually empty. However, entering S1 in cell B2 gives the following: For numbers that are too long to fit in a column, the symbol # will be displayed as follows: The width of a column can be changed in several ways. The simplest way is to drag the boundary between adjacent column headings. Point to the boundary, so that the cursor changes to. Dragging the boundary towards the right can increase the column width. 19

21 Double-click the boundary and this can adjust the column to be wide enough to fit the stored content. This may increase or decrease the column width depending on the length of the stored content. Alternatively, select Format > Column > Width... in Menu bar can also change the column width. This command is useful for changing the width of a group of selected columns. 2.3 Changing Row Height Similarly, the height of a row can be changed by dragging or double-clicking the boundary between two adjacent row headings. To change the height of more than one row, select the rows by clicking the row headings. Select Format > Row > Height and enter a new value for row height. 20

22 2.4 Merging and Centering Cells Data entered in a single cell can be centred and spanned across several columns or rows. This can be done by combining or merging cells. For example, the text Computer Literacy is stored in cell A1. Select cells A1 to G1. Click the Merge and Center button on the Formatting toolbar. Cell A1 now spans across column A to G, and its content is centred. 21

23 Alternatively, we can select Format > Cells from the Menu bar. In Alignment tab of Format Cells dialog box, select Center for Horizontal text alignment and check the Merge cells box. To split a merged cell, simply uncheck the Merge cells box. 22

24 2.5 Applying Cell Borders Cell borders make individual cells more distinguishable and help us read data easier. Select the cells to apply borders and click the Borders button on the Formatting toolbar. Select the appropriate border, such as the All Borders, from the Borders menu. To remove cell borders, click the No Border button form the menu. 23

25 24

26 2.6 Formatting Text and Number Similar to word processor, the text in a spreadsheet can be aligned left, center or right. Note that by default, numbers are aligned right in a cell while text is aligned left. The font and size of a cell are set by the Font pull down menu and the Font Size pull down menu respectively. Note that when the font size is increased or decreased, the row height is automatically adjusted. 25

27 The font color of the text in a cell is set by clicking the Font Color button. A color palette will be displayed and the necessary color can be selected. Numbers stored in the cells should be formatted properly to reflect the type of value represented. For example, number representing money should be displayed in currency style ( \$ sign and 2 decimal places). The type of currency symbols displayed depends on the regional and language settings of the user s computer. 26

28 For decimal numbers, the value displayed in a cell depends on the column width. In the example below, the number is displayed as Clicking the Increase decimal button will increase the number of decimal places displayed and column width. 27

29 Clicking the Decrease decimal button will decrease the number of decimal places displayed. Note that both Increase decimal and Decrease decimal functions affect only the displayed value of a cell, rather than the actual stored value. 28

30 2.8 Conditional Formatting Adding conditional formatting to a cell in Excel allows you to apply different formatting options, such as color, to a cell or cells based on the data in the cell(s). Step 1: Select the cells that require conditional format. Step 2: Choose Conditional Formatting > Highlight Cells Rules > Less Than... Step 3: Enter the value. 29

31 Gallery 2.1 Conditional Format Original set of data 30

32 Movie 2.1 Conditional Formatting in Excel 31

33 CHAPTER 3 Calculation After learning this chapter, you will be able to enter and copy formulae in spreadsheet use spreadsheet functions to calculate the sum, the average, the maximum and the minimum value briefly describe the idea of relative cell addressing 32

34 Chapter 3 Calculation 3.1 Using Formulae One of the main advantages of using spreadsheets is the ability to perform calculations automatically. Every formula begins with an equal sign (=). The following show some examples of mathematical operators. Mathematical operator Meaning Formula Displayed Result + Addition = Subtraction =5-2 3 * Multiplication =12*4 48 / Division =10/2 5 ^ Exponentiation =4^2 16 () Brackets =(2+3)*4 20 Formula input is completed by pressing ENTER. 33

35 3.2 Using Cell Address in Formulae Cell addresses (rather than actual number) can be used in formulae so that the values stored in cells are calculated. In the spreadsheet below, cell C1 stores the formula =A1+B1 which adds up the values stored in cells A1 and B1. Cell addresses can be easily entered in formula by pointing them. After starting the formula with equal sign (=), just click the specified cell. The corresponding cell address will be entered into the formula. Press ENTER to complete the formula. 3.3 Using Functions in Calculation Many built-in functions are provided by Microsoft Excel. The functions are used to facilitate the input of formulae. When the built-in functions are used for calculation, the results are shown directly in the corresponding cells. 34

36 3.3.1 Using SUM Function The SUM function adds up the values stored in one ore more cells. For example, cell E2 stores the formula =SUM(A1:D1), which adds up the values stored in cells A1 to D1. Cell address used in the SUM function can be entered by Movie 3.1 Editing formula in Excel clicking and dragging. For example, after entering =SUM( in cell E1, click cell A1 and then drag to cell D1. The cell range A1:D1 will be entered in the formula. 35

37 3.3.2 Using AVERAGE Function The AVERAGE function calculates the average value for a group of cells. For example, cell D1 stores the formula =AVERAGE(A1:C1), which calculates the average value of cells A1 to C Using MAX and MIN Functions The MAX and MIN functions can be used to find the largest and smallest value in a group of cells respectively. For example, cell B4 stores the formula =MAX(A1:D1) which finds the largest value within cells A1 to D1. The formula =MIN(A1:D1) in cell B3 gives the smallest value within cells A1 to D1. 36

38 3.3.4 Using COUNT Function The COUNT function counts the number of cells in a selected range that contains numbers. For example, cell A3 stores the formula =COUNT(A1:D1). It counts the number of cells which stores a number from cells A1 to D Copying Formula To copy a formula to adjacent columns or rows, drag the fill handle of the cell which stores the formula. In the following example, the formula =SUM(A1:A3) stored in cell A4 is copied to cells B4 and C4. 37

39 Note that the formula copied to cells B4 and C4 adds up the numbers directly above them, rather than the numbers stored in cells A1 to A3. Check that cell C4 indicating cell addresses in the formula is automatically changed from A1:A3 to C1:C3. This is known as relative cell addressing. In contrast to relative cell addresses, absolute cell addresses remain unchanged even if the formula is copied to another cell. Absolute cell address is denoted by the symbol \$, such as \$A\$1, which means that column A and row 1 are fixed. For example, if the formula =SUM(\$A\$1:\$A\$2) in cell A3 is copied to cell B3, the content of cell B3 will also be =SUM(\$A\$1:\$A\$2). 38

40 Movie 3.2 Using Rank function in Excel (Use of Absolute Cell Addressing) 39

41 Review 3.1 Concept questions Question 1 of 2 Which of the following functions is different from the others? A. =A1+A2+A3+A4+A5+A6 B. =SUM(A1:A6) C. =SUM(A1,A6) D. =SUM(A1:A3,A4:A6) E. =SUM(A1+A2+A3,A4:A6) F. =SUM(A1:A3)+A4+SUM(A5:A6) Check Answer 40

42 CHAPTER 4 Charts After learning this chapter, you will be able to state the advantages of using charts to present data explain how to operate and edit charts by location, size, title and format identify the features of different chart types, including bar charts, line charts and pie charts 41

43 Chapter 4 Charts 4.1 Creating Charts Charts can be used to visualize the relationship between data. A chart must include at least one data series. A chart can be created by selecting the group of cells which store data, then select Insert tab, then select one of the chart type in the Charts group. 42

44 Each type of chart has advantage over the other types to present certain kind of information. Before creating a chart, we should choose the chart type carefully. 43

45 Column chart A column chart is useful for comparing values, such as the number of students getting a particular grade in an examination. The length of the rectangular bars is proportional to the value they represent. 44

46 Choosing between 2D charts and 3D charts Microsoft Excel allows users to present most of the chart types in 3D. A 3D chart is apparently more attractive, but the perspective view may distort the scale of a figure. Therefore, a 3D chart cannot show the correlation between data as good as 2D chart. In general, a 2D chart is used for data analysis and presentation requiring clear visualization of the relationship between data. A 3D chart is used for marketing, advertisement and illustration when visual impact on users is more important. 45

47 Pie chart A pie chart is best used for presenting data that is a percentage of a whole. However, it can only include one data series. 46

48 Line chart A line chart is useful in presenting the changes of data over a period of time, such as monthly average temperature of a city. It can include more than one data series. 47

49 Review 4.1 Choosing the right chart Question 1 of 3 Different types of data can be presented by different charts. Match the following data series with the suitable chart types. A B C A B C Check Answer 48

50 4.2 Editing Charts Chart title, legend and data labels are important in describing the data presented in a chart. The toolbar options will be changed automatically when different chart type has been changed. In the following demonstration, we are going to create a simple 2D column chart which shows the browser hits to the school web site. Step 1: Select the chart data, then click the Insert tab. Step 2: Click the Column button in the Charts group, then choose a 2D Column chart. 49

51 Under the Design Chart Tools group, choose an appropriate Chart Layouts. 50

52 Step 3: Type in the chart title and Axes label. Step 4: In the Axis Options (Under Vertical Axis Option), change the Minimum value (e.g ). You may change the Number format also. 51

53 Step 5: Select the data series and choose Fill option (Gradient fill). 52

54 Step 6: Fill color in the plot area. You may even use a photo in the chart area. 53

55 Movie 4.1 Editing chart in Excel 54

56 Review 4.2 Concept question Question 1 of 2 Which type of chart is best suitable to display the trend over time? A. Column chart B. Line chart C. Pie chart D. Bar chart Check Answer 55

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