Computer Training Solutions Version 1.0 Revision Date Course Length 2011-Nov-10 6 hours
Table of Contents Quick Reference... 2 Frequently Used Commands... 2 Manitoba ehealth Learning Management System... 2 General Keyboard Shortcuts... 2 Navigation Keyboard Shortcuts... 2 Editing Keyboard Shortcuts... 3 Mouse Pointer Shapes... 3 Mathematical Order of Operations... 3 Using AutoSum... 3 Functions... 3 Creating and Editing Worksheets... 4 Introduction to Excel 2010... 4 Setting Excel Options... 4 Creating a New Workbook... 5 Adding & Moving Data in a Worksheet... 5 Modifying a Worksheet... 8 Working with Worksheets... 10 Printing a Worksheet... 11 Adding Formulas... 12 Working with Calculations... 12 Using Functions... 12 Working with Relative & Absolute References... 14 Formatting Worksheet Data... 15 Modifying the Formatting of Cells... 15 Using Excel Table Styles... 17 Exercises... 18 Exercise 1 Creating a Workbook... 18 Exercise 2 Working with Formulas... 19 Exercise 3 Using Absolute References... 20 Exercise 4 Formatting... 21 Appendix... 22 Working with Comments... 22 Working with Charts and Graphics... 22 Taking an Online Excel Course in the Manitoba ehealth LMS... 23 Launching the Course Survey... 24 Computer Training Solutions 1 of 24
QUICK REFERENCE Frequently Used Commands Location Commands File Tab Home Tab View Tab Quick Access Toolbar Undo Redo Manitoba ehealth Learning Management System http://manitoba-ehealth.learnflex.net General Keyboard Shortcuts New workbook... Ctrl + N Open a workbook... Ctrl + O Save a workbook... Ctrl + S Undo... Ctrl + Z Redo... Ctrl + Y Repeat last action... F4 Cancel... Esc Help... F1 New chart... F11 Show formulas in cells... Ctrl + ` Navigation Keyboard Shortcuts Beginning of worksheet...ctrl + Home Last cell with data...ctrl + End Beginning of row...home Go to a specific cell...f5 or Ctrl + G One cell down...enter One cell right...tab One cell left, right, up, down...arrow keys One screen down...page Down One screen up...page Up One screen right...alt + Page Down One screen left...alt + Page Up Next sheet...ctrl + Page Down Previous sheet...ctrl + Page Up Active cell...ctrl + Backspace Edge of range...ctrl + Arrow Computer Training Solutions 2 of 24
Editing Keyboard Shortcuts Edit active cell... F2 Absolute Reference... F4 Cut... Ctrl + X Copy... Ctrl + C Paste... Ctrl + V Select all... Ctrl + A Format selected cell(s)... Ctrl + 1 Mouse Pointer Shapes Shape Description Select cell(s) Mathematical Order of Operations B Brackets () E Exponents ^ Excel formulas D Division / M Multiplication * start with an equal (=) sign. A Addition + S Subtraction - Using AutoSum 1. Select the cell where you want the formula to be created. 2. Click the arrow beside the AutoSum button. Select row(s) Select column(s) Resize rows(s) Resize column(s) Fill Move 3. Select the function that you want to use. The formula is inserted into the active cell. 4. If necessary, adjust the formula range. 5. Press Enter. Functions Function Description Example SUM Adds all the numbers in a range of cells. =SUM(A5:G20) AVERAGE Adds a group of numbers and then divides by the count of those numbers. =AVERAGE(A5:G20) COUNT Counts the number of cells in a range that contain numbers. = COUNT (A5:G20) COUNTA Counts the number of cells in a range that are not empty. = COUNTA (A5:G20) MAX Returns the largest number in a set of values. = MAX (A5:G20) MIN Returns the smallest number in a set of values. = MIN (A5:G20) Computer Training Solutions 3 of 24
CREATING AND EDITING WORKSHEETS Introduction to Excel 2010 Quick Access Toolbar Name Box Formula Bar Ribbon Column Headings Row Headings Cell* Sheet Tabs Scroll Bars Status Bar Zoom Controls *A cell is named according to the column and row in which it intersects. In the image above, cell H12 is selected. Setting Excel Options To set options in Excel, select File > Options. Computer Training Solutions 4 of 24
Creating a New Workbook Description To create a blank workbook To save a workbook To save a copy of a workbook To close a workbook To open a workbook Instructions 1. Select File > New. 2. Select Blank workbook. 3. Click Create. Click the Save button. 1. Select File > Save As. The Save As dialog box appears. 2. Select the folder in which you want to save the file. 3. Type a name in the File name field. 4. Click Save. Click the X in the top right corner of the window. Select File > Open. Adding & Moving Data in a Worksheet ENTERING & EDITING DATA Description To enter data in a cell To edit data in a cell To clear data from a cell To undo the last action To reverse the last undo To find or replace data Instructions Type in the cell and press Enter or click the Enter button. Do any of the following: Double-click the cell Select the cell and press F2 Select the cell and edit the entry in the Formula Bar Select the cell and press the Delete key. Click the Undo button. Click the Redo button. Click the Find & Select button and select the appropriate option. To check spelling Select the Review tab and click the Spelling button. Computer Training Solutions 5 of 24
SELECTING DATA To select this Do this Mouse pointer shape Example Single cell Click in the cell. Adjacent cells Drag over the cells. Range A1:C3 Non-adjacent cells 1. Select the first cell(s). 2. Hold down the Ctrl key. 3. Select the next cell(s). Row Click in the row heading. Column Click in the column heading. Entire worksheet Click where the row and column headings intersect. Tip: You may also select/deselect adjacent cells by holding down the Shift key and then using the arrow keys. Computer Training Solutions 6 of 24
MOVING DATA 1. Select the data to be moved. 2. Click the Cut button. 3. Select the cell where the data is to be moved to. 4. Click the Paste button. Tip: You may also move data by placing the mouse pointer on the selection border and then dragging and dropping. COPYING DATA 1. Select the data to be copied. 2. Click the Copy button. 3. Select the cell where the data is to be copied to. 4. Click the Paste button. Tip: Click the arrow at the bottom of the Paste button to view Paste options. FILLING A SERIES 1. Type the first item in the series into a cell. E.g. Day of week, month, date 2. Position the mouse pointer in the lower right corner of the cell. The Fill Handle appears. 3. Drag to the desired number of cells. E.g. Computer Training Solutions 7 of 24
Modifying a Worksheet RESIZING ROWS & COLUMNS Description Instructions Example Resize a column by dragging 1. Place your mouse pointer on the right border of the column heading to be resized. 2. Drag to the desired width. In this example, column E was resized. Resize a column using AutoFit Resize a row by dragging 1. Place your mouse pointer on the right border of the column heading to be AutoFit. 2. Double-click. 1. Place your mouse pointer on the bottom border of the row heading to be resized. 2. Drag to the desired height. In this example, AutoFit was applied to column I. In this example, row 2 was resized. You may also resize rows or columns by selecting the rows/columns to be resized and then selecting the appropriate option from the Format button. Tip: You may resize several rows/columns at the same time by selecting them first and then applying one of the resizing methods above. Computer Training Solutions 8 of 24
INSERTING ROWS & COLUMNS Description Instructions Example To insert a row 1. Select the row below where you want the new row to be inserted. 2. Click the Insert button. In this example, the new row will be inserted above the Equipment row. To insert a column 1. Select the column to the right of where you want the new column to be inserted. 2. Click the Insert button. In this example, the new column will be inserted to the left of the DEPT column. DELETING ROWS & COLUMNS 1. Select the rows/columns to be deleted. 2. Click the Delete button. HIDING & UNHIDING ROWS AND COLUMNS 1. Select the rows/columns to be hidden/unhidden. 2. Click the Format button. 3. Select Hide & Unhide and then click the appropriate option. Hide Rows/Hide Columns Unhide Rows/Unhide Columns Computer Training Solutions 9 of 24
Working with Worksheets VIEWING WORKSHEETS Description Keep rows/columns visible while scrolling through the worksheet Instructions 1. Select the View tab 2. Click the Freeze Panes button. 3. Select the appropriate option Zoom in/out Use the options in the bottom right corner of the window. -OR- Select the View tab and use the options in the Zoom group. WORKING WITH SHEET TABS Right-click a sheet tab to perform the following actions: Insert a new worksheet Delete a worksheet Rename a worksheet Move/copy a worksheet Change the color of the sheet tab Computer Training Solutions 10 of 24
Printing a Worksheet PRINT PREVIEW To see what your worksheet will look like when it prints, select File > Print. PRINT SETTINGS Print Settings may be selected from the drop down menus in the Settings section or by selecting the Page Setup link. Tip: Print settings may also be set from the Page Layou tab. Computer Training Solutions 11 of 24
ADDING FORMULAS Working with Calculations OVERVIEW A formula performs calculations on the data in your worksheet. A formula always starts with an equal sign (=), which can be followed by numbers, math operators (such as a plus or minus sign), and functions. Examples: =B4+C4-W10 =C20*.07 =D5/12 =(B6-C6)*D20/E4 Tip: To enter a cell reference into a formula, you can click the cell and Excel will enter the reference automatically. ORDER OF OPERATIONS Mathematical calculations are always performed in the following order (BEDMAS): () Brackets (parentheses) ^ Exponents / * Division and Multiplication + - Addition and Subtraction Examples: 5+2*10-3=22 (5+2)*10-3=67 COPYING FORMULAS To copy a formula from one cell to another, you may Use Copy/Paste Drag the Fill Handle Using Functions OVERVIEW A function calculates a result based on one or more input values. Some commonly used functions: Function Description Example SUM Adds all the numbers in a range of cells. =SUM(A5:G20) AVERAGE Adds a group of numbers and then divides by the count of those numbers. =AVERAGE(A5:G20) COUNT Counts the number of cells in a range that contain numbers. = COUNT (A5:G20) COUNTA Counts the number of cells in a range that are not empty. = COUNTA (A5:G20) MAX Returns the largest number in a set of values. = MAX (A5:G20) MIN Returns the smallest number in a set of values. = MIN (A5:G20) Computer Training Solutions 12 of 24
AUTOSUM To create a formula using the AutoSum button: 1. Select the cell where you want the formula to be created. 2. Click the arrow beside the AutoSum button. 3. Select the function that you want to use. The formula is inserted into the active cell. 4. If necessary, adjust the formula range. 5. Press Enter. INSERT FUNCTION A function may also be inserted by clicking the Insert Function button. This will display the following dialog box in which you can search for a function, get help on a function and select the function that you want to use. Computer Training Solutions 13 of 24
FUNCTION LIBRARY Functions may also be inserted from the Function Library on the Formulas tab. Working with Relative & Absolute References RELATIVE REFERENCES By default, a cell reference is relative meaning that if you copy the formula, the reference automatically adjusts to its new position. Example: When the formula in cell B6 was copied to the right, the references adjusted. ABSOLUTE REFERENCES An absolute reference is one that does not change when the formula is copied. Dollar signs ($) are used to make a reference absolute. Example: When the formula in cell C3 was copied down, the first reference adjusted but the second did not. Tip: When inserting or editing a formula, you can make a reference absolute by pressing the F4 key. Computer Training Solutions 14 of 24
FORMATTING WORKSHEET DATA Modifying the Formatting of Cells USING BUTTONS Button(s) Description Font, Font Size Bold, Italic, Underline Font Color Borders, Fill Color (shading) Alignment Indent Displays text on multiple lines Joins selected cells & centers contents Displays a list of number formats Accounting, Percent, Comma Styles Increase/Decrease Decimal Copies formatting from one place to another Displays a list of pre-defined cell formats Tip: To clear formatting from a selected range, click the Clear button and select Clear Formats. Computer Training Solutions 15 of 24
USING DIALOG BOXES Computer Training Solutions 16 of 24
Using Excel Table Styles Table Styles allow you to quickly format a list of data. To apply a Table Style: 1. Click in the list to be formatted. 2. Select the Format as Table button. A list of styles appears. 3. Select the Style that you want to use. The Format As Table dialog box appears. 4. If necessary, adjust the data range to be included in the table. 5. Click OK. The list is formatted with the selected style. Tip: The drop down arrows that appear at the top of each column in a Table, may be used to sort and filter the data. To convert a Table back to a normal range, click in the table, select the Design tab and click Convert to Range. Computer Training Solutions 17 of 24
EXERCISES Exercise 1 Creating a Workbook 1. Create a new workbook. 2. Enter the information shown below: 3. Change the text in cell D4 to HOURLY RATE. 4. Move the row containing Shirley s information (row 8) above the row containing Robert s information (row 6). 5. Delete row 11 (MIN). 6. Insert a new column between columns B (LAST) and C (HRS). (Hint: Select column C.) 7. Enter information into the new column (HIRE DATE) as shown below: Computer Training Solutions 18 of 24
8. Select columns A:F and set the column width to 13.5. Your worksheet should look similar to the image shown below. 9. Rename Sheet1 to Payroll. 10. Delete Sheet2 and Sheet3. 11. Save the file as Practice Payroll and close the file. Exercise 2 Working with Formulas 1. Open the Practice Calculations workbook. 2. Verify Sheet 1 is selected. 3. Calculate Gross Pay: a. Select cell E5 and enter a formula to calculate the Gross Pay for Kathy. (Hint: Multiply HRS by HOURLY RATE) b. Copy the formula down to Cell E8. 4. Calculate Totals: a. Select cell C9 and enter a formula to calculate the total number of hours worked for the whole department. (Hint: Use the AutoSum button.) b. Copy the formula to cells D9 and E9. 5. Similarly, create formulas to calculate the Average, Minimum, and Maximum values in each of the corresponding rows. (Hint: Use the arrow beside the AutoSum button and modify the formula range.) Your spreadsheet should look similar to the image shown below. Computer Training Solutions 19 of 24
6. Select Sheet 2. 7. In cells D5:D8, create formulas to calculate the difference between the Actual and Projected costs. 8. In cells B9:D9, create formulas to calculate the total for each column. Your worksheet should look similar to the image shown below. 9. Save and close the file. Exercise 3 Using Absolute References 1. Open the Practice Absolute Reference workbook. 2. Select cell C11 and enter a formula that will calculate the projected cost for Pediatrics in 2012. (Hint: Multiply the growth rate by the cost from the previous year.) 3. Copy the formula into D11:F11. (Hint: Use an absolute reference for the Growth Rate.) 4. Copy the formula into C12:F14. 5. Create total formulas in B15:F15. Your worksheet should look similar to the image shown below. 6. Save and close the file. Computer Training Solutions 20 of 24
Exercise 4 Formatting 1. Open the Practice Formatting workbook. 2. Format the worksheet as shown below. 3. View the worksheet in Print Preview. 4. Set the following Page Setup options: 1 margins all the way around Center on page horizontally Center Header = &[Date] (Hint: ) Center Footer = &[Page] of &[Pages] (Hint: ) 5. Save and close the file. Computer Training Solutions 21 of 24
APPENDIX Working with Comments To insert a comment into a cell, select the Review tab and click the New Comment button. When a cell containing a Comment is selected, the following options appear on the Review tab. Working with Charts and Graphics Description To insert a chart Instructions 1. Select the data to be included in the chart. 2. Select the Inser tab. 3. Select the desired chart type from the Charts group. To format a chart 1. Select the chart to be formatted. 2. Select the desired options from the Chart Tools tabs. To insert a graphic object or shape 1. Select the Inser tab. 2. Select the desired option from the Illustrations group. Computer Training Solutions 22 of 24
Taking an Online Excel Course in the Manitoba ehealth LMS Microsoft Excel 2010 online courses are available in the ehealth Learning Management System (LMS). To register: 1. Go to http://manitoba-ehealth.learnflex.net 2. Type your User Name and Password and click Enter. 3. Select the Courses/Registration tab. The Catalogue List appears. 4. Click Microsoft Online Training. Note: Your list may differ from the one shown above. The List of Subjects appears. 5. Click Excel 2010. The Course List appears. 6. Click the course that you want to take. The Course Information page appears. 7. Click the Register button. This message appears. 8. Click OK. The Registration page appears, confirming your registration in the course. To start the course, select the Learning Plan tab and click the Launch button next to the Course Name. Once you complete the course, it will move to the Achievement Record tab. You may still view the course from this tab by clicking the Launch button. Computer Training Solutions 23 of 24
Launching the Course Survey To launch the ANONYMOUS course survey: 1. Double-click the LMS icon on the Desktop. (http://manitoba-ehealth.learnflex.net) 2. Type your User Name and Password and click Enter. Note: If you do not remember your password, follow these steps: a. Click Password reminder. b. Type your User Name. Note: Usually this is your first initial & last name E.g. jsmith c. Click Submit. d. Open Internet Explorer and go to https://webmail.manitoba-ehealth.ca e. Enter your NETWORK User name and Password. f. Click Log On. g. Open the email with a subject of LearnFlex - Password Reminder Notification. Your password will be in the email. 3. Select the Learning Plan tab and click the survey link. 4. Click Launch next to the Course Name. Computer Training Solutions 24 of 24