Supporting BSBITU202A Create and Use Spreadsheets and BSBITU304A Produce Spreadsheets in the Business Services Training Package.

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1 ISBN CREATE AND PRODUCE SPREADSHEETS BSBITU202A/BSBITU304A Excel 2010 Supporting BSBITU202A Create and Use Spreadsheets and BSBITU304A Produce Spreadsheets in the Business Services Training Package. By The Software Publications Writing Team

2 Create and Produce Spreadsheets BSBITU202A/BSBITU304A Excel 2010 Supporting BSBITU202A Create and Use Spreadsheets and BSBITU304A Produce Spreadsheets in the Business Services Training Package. Supporting BSBITU202A Create and Use Spreadsheets in the Business Services Training Package. Copyright Millbank Investments Ltd, NZ October 2010 Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ or from the publisher Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit Gibbes Street Chatswood NSW 2067 Phone: (02) Fax: (02) Australia Toll Free Numbers: Phone: Fax: Web address: Published and printed in Australia

3 Starting Excel Windows XP Exercise 1 1 Click at the bottom left-hand corner of the screen. 2 Select from the Start Menu. 3 Select from the Programs menu. 4 Select from the list to open Excel The program will open with a new blank spreadsheet displayed. Starting Excel Windows 7 Exercise 1 1 Click at the bottom left-hand corner of the screen. 2 Select from the Start Menu. 3 Select from the Programs menu. 4 Select from the list to open Excel The program will open with a new blank spreadsheet displayed. A note on images used in this book Your monitor size and resolution will determine how your version of Excel 2010 will display. There will be variation in the number of buttons shown on the Ribbon, and the format of some buttons. For example on a bigger screen the Copy button has text on it smaller screen it displays as those shown. whereas on a. Therefore sometimes your screen or buttons may vary from BSBITU202A/BSBITU304A Excel

4 2 BSBITU202A/BSBITU304A Excel 2010 The Excel Screen Quick Access Toolbar File tab Ribbon Name Box Active cell Title Bar Column heading Minimize Restore Down Close Excel Help Row heading Vertical scroll bar Sheet tabs Status Bar Horizontal scroll bar

5 Quick Access Toolbar The Quick Access Toolbar contains commands to Save, Undo and Redo. Frequently used commands can be added to this toolbar. The File Tab The Office Button in Excel 2007 has been replaced with the File tab, which is positioned at the left of the Ribbon. Clicking on the File tab opens Backstage view. Backstage view is designed to help you manage files allowing you to open, save and print spreadsheets. Backstage view will be discussed in more detail later. The Ribbon The Ribbon provides access to all the tools required for working with a spreadsheet. Ribbon Tabs The Ribbon has a series of tabs along the top; click on the tab to display the Ribbon required. There are eight default tabs including the File tab. There are also hidden tabs that also appear when appropriate, such as the Chart Tools. These appear when you are working on a chart and disappear again when you have finished. Groups Ribbons are split into Groups, (e.g. the Font Group). Each group contains command buttons appropriate to a particular action; the font formatting tools are located in the Font Group. Clipboard Group Font Group Alignment Group Number Group BSBITU202A/BSBITU304A Excel

6 Dialog Box Launcher The Dialog Box Launcher button is the small diagonal arrow in the bottom right corner of some Groups. When you click on this button, it opens up an associated dialog box. Dialog boxes usually contain more settings or advanced features. For example, the Number Dialog Box allows you to make advanced formatting changes to the current cell value. Key Tip Badges The Keyboard can be used to select tabs and buttons on the Ribbons. If you press Alt, Key Tip Badges become active. These small badges are labelled with various letters and numbers, that when pressed on the keyboard, will trigger the associated command or function. For example, to format text to bold, press Alt, then H (opens the Home Ribbon) then 1 (activates bold). ScreenTips When you rest the Mouse pointer over a button or command, a screen tip appears. This is a small window describing the function of that command. 4 BSBITU202A/BSBITU304A Excel 2010

7 Opening a Workbook Windows 7 Exercise 2 Ctrl O 1 Click on the File Tab at the top left of the window. 2 Click on Open to display the Open dialog box. Current folder Navigation Pane Files The Navigation Pane lists all drives (including portable USB drives connected to the computer) and document libraies. 3 Use the appropriate instruction below to locate your files location. To locate files in the Documents Library If it is not already selected, click on Documents in the list of Libraries in the Navigation Pane. To locate files on a portable USB drive Ensure your portable drive is connected to your computer. Select the portable drive from the Navigation Pane (the drive letter will vary depending on your computer configuration) 4 Select Fashion House from the list of files. 5 Click on. BSBITU202A/BSBITU304A Excel

8 Open a Workbook Windows XP Exercise 2 Ctrl O 1 Click on the File Tab at the top left of the window. 2 Click on Open to display the Open dialog box. Current folder Places Bar Files Look in: Places Bar The Look in: box displays the current folder. Clicking on a button on the Places Bar will allow you to go immediately to different locations on the computer. 3 Use the appropriate instruction below to locate your files location. To locate files in the My Documents folder If it is not already highlighted, click on My Documents in the Places Bar. To locate files on a portable USB drive Ensure your portable drive is connected to your computer. Click on My Computer in the Places Bar. Select the portable drive (the drive letter will vary depending on your computer configuration) 4 Select Fashion House from the list of files. 5 Click on. 6 BSBITU202A/BSBITU304A Excel 2010

9 More on Opening Spreadsheets Protected View Excel 2010 helps protect your computer from viruses and other malicious software. If you try and open a file which was downloaded from the Internet, or from an , Excel will open the spreadsheet in Protected View. The spreadsheet will open with the following bar at the top of the screen: While this yellow bar is displayed, you can read the spreadsheet, but you cannot edit it. This is a good option if you simply want to check a spreadsheet safely. Clicking on the Enable Editing button allows you to make changes to the spreadsheet. Enabling editing can expose your computer to risk if the file is hiding any malicious software. If you are unsure about the safety of a spreadsheet, check it with a virus scanner before enabling editing. Compatibility Mode If you open a spreadsheet created in a much older version of Excel (specifically in the Excel format), the spreadsheet will be opened in Compatibility Mode. When a spreadsheet is opened in Compatibility Mode, some of the advanced features of Excel 2010 will not be available. This helps to preserve the functionality of the spreadsheet. When one of these spreadsheets is opened you will see the text Compatibility Mode in the Title bar. To ensure all Excel 2010 features are available, you will have to convert the spreadsheet. This will be performed in the following exercise. Exercise 3 1 Ensure you have the spreadsheet called Fashion House open. 2 If your exercise files were downloaded from the Internet, you may see the Protected View bar at the top of the screen. If this bar displays, click on the Enable Editing button. (Note that depending on how your educational provider accessed these files, this bar may not display.) Note that the file has been opening in Compatibility Mode (as shown in the Title bar). 3 Click on and ensure is selected at the left. 4 Click on the Convert button. A dialog box will display explaining the conversion process. 5 Click on OK to convert the spreadsheet. Click on Yes to close and reopen the file. Press Ctrl S to save the spreadsheet and leave it open for the next exercise. Information about saving a workbook using Compatibility Mode is provided on page 95. Note: Microsoft Excel refers to individual spreadsheets as worksheets. Worksheets are combined into files called workbook. Therefore you have now opened the workbook called Fashion House. In this book, the terms worksheet and workbooks will be used when referring specifically to Excel files. BSBITU202A/BSBITU304A Excel

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