ICDL MODULE

4: SPREADSHEETS
4.1 GETTING STARTED
4.1.1 FIRST STEPS WITH SPREADSHEETS
4.1.1.1 OPEN A SPREADSHEET APPLICATION
- Click on the START button
- Point to PROGRAMES
- Click on MICROSOFT EXCEL

4.1.1.4 CREATE A NEW SPREADSHEET AND SAVE

CREATING A SPREADSHEET.

We are going to create a worksheet showing the sales and cost figures for the first three
months of the year for a particular company. We will then calculate the profit.

The layout of the spreadsheet will be as shown in the diagram below.

Make sure you are positioned in cell B3.

Type JAN
Press the right Arrow to move to cell C3
Type FEB
Press the Right Arrow key

Enter the rest of the text in following the same format and sequence. Your spreadsheet
should look like the example below.

A B C D E F G H

1
2
3 JAN FEB MAR TOTAL
4
5 INCOME
6 Account
7 Cash

1
 8 Total
9 Lights

- On the menu bar, click the FILE option.

- Click on SAVE AS.
- From the window that appears, at the top of the screen in the SAVE IN box,
select A: (3.5 Floppy).
- At the bottom of the screen, in the box labeled FILE NAME type the file
name SALES.
- At the bottom right corner of the same screen, click on SAVE.

4.1.1.6 CLOSE THE SPREADSHEET

- Click the FILE option on the menu bar

- From the submenu that appears, click on CLOSE
- If the CLOSE option does not appear, point to the down arrow at the bottom
of the submenu. The option will then appear somewhere at the top of the
submenu.

4.1.1.2 OPEN EXISTING SPREADSHEET, MAKE CHANGES AND SAVE

- While in Microsoft word,

- Click FILE on the menu bar
- From the submenu that appears, click OPEN
- A window will appear
- From the LOOK IN box at the top of the window, select A: (3.5 floppy)
- From the list that appears, click on the document SALES or type in the word
SALES in the box labeled FILE NAME and click open at the bottom-right
corner of the screen.
- Click on OPEN at the bottom-right corner of the screen

EDITING ENTRIES

When entries on the spreadsheet are incorrect, they can either be corrected or retyped or
edited. If only a simple change is required, it is often easier to edit, the entry while other
times it can be easier to type the whole entry again.

In our spreadsheet, the word INCOME should in fact be SALES. As this is a complete
change, it would be easier to retype the entry.

Move to cell a4
Type SALES
Press ENTER

The new entry replaces the on the spreadsheet.

2
If you have a long entry and you only wish to change one or two characters, it might be
easier to edit this entry opposed to retyping it all.

Looking at the spreadsheet again, the word COST should read COSTS. It would be easier
to edit the entry.

Move to cell A9
Press F2 - the edit key. The entry appears in the Control panel, with the cursor at the end
of the word
Type S
Press Enter - the edited entry now appears in cell A9.

When using edit, Excel will insert any characters in the cursor's position. As an example,
we will change COSTS to read COAST.

Move to cell A9
Press F2 - the edit key
Press Backspace
Press the left Arrow two times - to move the cursor between S and O.
Type ‘A’ and press the Enter key.

The delete will delete the cell in which the cursor is positioned.
Move to cell A9
Press F2 Edit key
Press left arrow three times
Press DELETE
Press ENTER

To type over existing characters, first press the INSERT key, then as you type existing
characters will be typed over by the new characters. For example, we will change COST
to COASTS.
Move to cell A9
Press F2
Move to S
Press INSERT Notice the OVR at the bottom of the screen for TYPEOVER.
NB once you have come out of the edit mode, Excel automatically returns to insert mode.
- Type the letters AST
- Press the ENTER key
- Type in the word COSTS
- Press the ENTER key
- On the menu bar, click the FILE option
- Click on SAVE
- Close your document (without closing the program)

3
EXERCISE 1
Create a spreadsheet like the one below and save it as SALES2 on your floppy disk

A B C D E F
1
2 NAME SURNAME DOB BOX CITY
3
4 EMILTAH MAPOSA 25/12/1997 1007 KWEKWE
5 FARIE MAPOSA 25/12/1997 1007 KWEKWE
6 LORRAINE SIGODO 01/01/2001 5524 ZHOMBE
7 GWENXANA CHIGUMBU 05/05/2002 1274 KADOMA
8 PHILISIWE RANGISI 15/12/1998 2778 HARARE
9

- Close all open spreadsheets

- While in Microsoft excel,
- Click FILE on the menu bar
- From the submenu that appears, click OPEN
- A window will appear
- From the LOOK IN box at the top of the window, select A: (3.5 floppy)
- From the list that appears, click on the document SALES or type in the word
SALES in the box labeled FILE NAME and click open at the bottom-right
corner of the screen.
- Click on OPEN at the bottom-right corner of the screen
- Click FILE on the menu bar
- From the submenu that appears, click OPEN
- A window will appear
- From the LOOK IN box at the top of the window, select A: (3.5 floppy)
- From the list that appears, click on the document SALES2 or type in the word
SALES2 in the box labeled FILE NAME and click open at the bottom-right
corner of the screen.
- Click on OPEN at the bottom-right corner of the screen

4.1.1.7 USE APPLICATION HELP FUNCTION

- Click the HELP option on the menu bar

- Click on MICROSOFT WORD HELP
- Clock in the box written TYPE YOUR QUESTON HERE AND CLICK
SEARCH
- Type in your question and click search

4
4.1.2 ADJUST BASIC SETTINGS
4.1.2.1 CHANGE SPREADSHEET VIEW MODE
- Click VIEW on the menu bar
- Click NORMAL, PAGE BREAK PREVIEW
- If any of the above option does not appear, then click the down arrow at the
bottom of the VIEW submenu
- These option changes the look of your template (white part of the screen)

4.1.2.2 USE THE PAGE VIEW MAGNIFICATION TOOL/ZOOM TOOL

There are several ways of accomplishing this task only two are going to be explained
here:
1. USING THE STANDARD BAR
- Click the down-arrow next to the box with a percentage
- A list of percentages appears, select a zoom percentage by clicking any one of
these percentages

2. USING THE VIEW MENU

- Click VIEW on the menu bar
- From the submenu that appears, click ZOOM.(If this option does not appear,
click the down arrow at the bottom of the view-submenu)
- In the ZOOM TO box from the screen that appears, select any of the option or
select a percentage at the bottom-left corner of the screen.

4.1.2.3 MODIFY TOOLBAR DISPLAY

Tool bars, e.g. Standard or formatting are bars made up of icons and displayed
horizontally at the top of the screen. Clicking on an icon is a quick way of accessing
commands available within your drop-down menu. To add toolbars;
- Click VIEW on the menu bar
- Point to TOOLBARS
- Click on the tool bar-name you want to activate and ensure it is ticked. To
deactivate, click on the tool bar-name until the tick disappears.

4.1.3 DOCUMENT EXCHANGE

4.1.3.1 SAVE EXISTING SPREADSHEET UNDER ANOTHER FILEFORMAT
- Open the document SALES2
- On the menu bar click FILE
- Click the SAVE AS option from the submenu that appears
- At the bottom of the screen in the box labeled SAVE AS TYPE, click the
down arrow.
- A list appears with a number of file types, select one[in this case select TEXT
(TAB DELIMITED) (*.TXT)

5
 - Click on SAVE at the bottom-right of the screen.

4.1.3.2 SAVE A DOCUMENT IN A FORMAT APPROPRIATE FOR POSTING

TO A WEBSITE

- Open the document SALES2

- On the menu bar, click the FILE option
- From the sub-menu that appears, click on SAVE AS WEB PAGE
- To save the whole worksheet as a web page, click on entire worksheet below
the list of available documents or;
- To save only a part that has been selected, click on the option
- Select the folder you want to save your file in ( in this case use your floppy)
and then click the SAVE button
- Your file will be saved with an extension of HTM

4.2 BASIC OPERATIONS

4.2.1 INSERT TEXT
4.2.1.1 - 4.2.1.2 ENTERING VALUES

We are now going to enter the values on the worksheet

- CLOSE ALL OPEN PROGRAMS AND FILES
- Open the file SALES
Move to cell B5
Type 90.5
Press RIGHT Arrow moves the cursor to C5
Type 125
Press RIGHT Arrow moves the cursor to D5

Continue entering until your worksheet appears like the one below.

Notice how all the values line up to the right of their cells and the labels are aligned to the
left. This can be changed and we will do so later on.

6
 A B C D E

1
2
3 JAN FEB MAR TOTAL
4 SALES
5 ACCOUNT 90.5 125 170
6 CASH 100 110.15 60
7 TOTAL
8
9 COSTS
10 LIGHTS 30.35 40 55.75
11 SALARIES 20 38.8 15
12 RENT 25
13 TOTAL
14
15 PROFIT
16

save the file as SALES.

4.1.1.3 ENTER SYMBOLS OR SPECIAL CHARACTERS

- There are a number of symbols one can insert here are a few of them ~ ! @ # $
%^&*( )_+|}{“:?><,./’;[ ]\=-`
- if the symbol you want is at the top of the button, then press down the SHIFT
key then while holding down this SHIFT key, hit the key with the option you
want.
- If the symbol to be inserted is at the bottom end of the button, then just hit the
key without holding down the SHIFT key.

4.1.1.4 ENTER SIMPLE FORMULAS IN A CELL

- Move your cursor to cell E4

- Type the following: (+B4+C4+D4)
- Press the ENTER key
- Press your down arrow once to move to cell E5
- Type the following; (+B5+C5+D5)
- Press the ENTER key

7
 - Enter the total for the rest of the worksheet
- Save your worksheet

4.2.1.5 USE THE UNDO COMMAND

- Move your cursor to cell E4
- Press the DELETE button on the keyboard
- To undo the deletion, click the UNDO icon on the tools bar

4.2.2 SELECT DATA

4.2.2.1 SELECT A CELL OR RANGE OF ADJACENT OR NON-ADJACENT
CELLS.

4.2.2.2 SELECT A ROW OR COLUMN. SELECT A RANGE OF ADJACENT OR

NON-ADJACENT ROWS OR COLUMNS.

4.2.3 COPY, MOVE, DELETE

4.2.3.1 USE THE COPY AND PASTE TOOL TO DUPLICATE CELL CONTENTS
IN ANOTHER PART OF A WORKSHEET.

COPY COMMAND

Looking at the spreadsheet, under the Rent heading you have a value of 25, which is
fixed cost for all three months. Rather than type the figure again, you can copy the
contents of a cell.

You can copy from one cell to another cell or from one cell to many cells.

First, we will copy from one cell to another. We will copy the 25 for January across to
February.

Move to cell B12 cell you wish to copy from

Click COPY (Toolbars) copying from B12
Move to C12
Click PASTE (TOOLBAR)

To copy from one cell to many cells, simply select multiple cells to copy to after
following the above procedure.

You can also use the Edit Menu to do the copy. Try the above using the EDIT option
(Menu bar).

Any entry, labels, values or formulas may be copied from cell to cell or cell(s) to many
cells.

EXERCISE

8
1. Move to cell C12
2. Use the copy command to copy 25 for February across to March
3. Save the spreadsheet correctly
4. Erase the spreadsheet from the screen

4.2.3.2 USE THE CUT AND PASTE TOOLS TO MOVE CELL CONTENTS
WITHIN WORKSHEETS.

Create the following table using the cell references as indicated in the table below.

A B C D E F G
1 NAME SURNAME AGE SEX COURSE
2 RATI TOGA 19 FEMALE WORD
3 NICKY TARUONA 21 MALE EXCEL
4 NOKIA MARS 24 MALE PUBLISHER
5
6

Select the contents of the cells F1...F4

Click cut on the Edit Menu
Select E1…E4 and click paste.

4.2.3.3 MOVE CELL CONTENTS BETWEEN ACTIVE WORKSHEETS

Select all data on sheet one

Click cut on the tool bar
Open another worksheet sheet 2 on the same screen
Click paste to move the content to that work sheet.

4.2.3.5 DELETE CELL CONTENTS IN A SELECTED CELL RANGE

Select cells G1…G4

Click delete on the Edit menu to delete the contents.

USE THE SEARCH COMMAND FOR SPECIFIED CELL

CONTENT

USE THE REPLACE COMMAND

Click Auto correct on the Tools menu
Type in the word number you want replace on the REPLACE box

9
On the WITH box type in the replacement and click OK e.g we would like to replace the
name Rati in the worksheet above with Ratidzo. Click autocorrect on the tools menu.
Type in the name Rati in the Replace box and Ratidzo in the With box and click OK.
Excel will automatically change the name Rati to Ratidzo.

INSERT ROWS AND COLUMNS

Place your courser were you want to insert the row or column and click insert on the
menu bar then click rows or columns on the menu.

MODIFY COLUMN WIDTH AND ROW HEIGHT.

Select the column you wish to modify its width and click format on the menu bar. Point
to column and click autofit selection. To modify a row click format menu, point to rows
and click auto fit.

DELETE SELECTED ROWS AND COLUMNS.

Select rows and column you wish to delete

Click delete on the edit menu.

SORT DATA IN ASCENDING OR DESCENDING ORDER.

Click sort on the Data menu select ascending or descending and click OK.

USE BASIC ARITHMETIC AND LOGICAL FORMULAS IN A SPREADSHEET.

EXERCISE

1. On a blank spreadsheet, make sure you are in cell A1

2. Type the formula: +12+8 press enter
3. Move down a cell
4. Type the formula: +8-6 press enter
5. Move down one cell
6. Type the formula +5*5 press enter
7. Move down one cell
8. Type the formula: +30/6
9. Move down one cell
10. Type the formula: +3^2 press enter
11. Move to cell B1 and type the value 100
12. Move to cell B2 and type the value 50
13. Move to B3 and enter the formula: +100+50
14. Move back to cell B1 and change 100 to 200

10
You will notice that the value in cell B3 does not change. This is because we did not refer
to the 100 and 50 in cells B1 and B2. We must create a formula, which refers to cells, if
we want the answer to change when we change those cells.

15. Move to cell B3 and enter the formula: B1+B2

The first character you typed was a label, not a value. When you enter a formula the first
character you type must put excel into value mode. The easiest way to do this is to start
the formula off with a + (plus) sign.
16. Move to cell B3 and enter the formula: +B1+B2
17. Move to cell B1 and change the value. The answer to the formula will
recalculate.
Move to cell B2 and change the value.

WORKING WITH FUNCTIONS

@FUNCTIONS

For the next calculations we are need a total of the cost figures. As you are adding
together a number of values, rather than using the + sign between each reference, there is
better method.

Excel has ‘built in functions’ these formulas, which allows you to sum, that is, to add up
a range of cell.
The formula will look like this.

@SUM(RANGE)

The cell references, which make up the range, may either be in or use the cursor to point
to the cell references. The second method is recommended as it reduces the chance of
error and makes it easier to see exactly which cells you are summing.

Move to cell B13 cell containing the formula.

Type @SUM(
Move to cell B12 the first cell you wish to add.
Drag down to cell B12 the last cell you wish to add
Type)
Press ENTER or CLICK confirms the formula and the result is displayed

EXERCISE

1. Use the copy command to copy the formula in cell B13 across to C13 and D13.

We now need to enter a formula to calculate the profit for January. The profit is equal to
the Total Sales less Total Costs.

11
 Move to cell B15
Type +
Click in cell B7 Total Sales figure.
Type –
Click in the cell B13 Total Costs Figure
Press Enter

EXERCISE

1. Copy the formula for January Profit to February and March.

2. Save the Sales File.
3. If you are not sure if you saved correctly, check the save.
4. Move to cell E5 and a formula to sum up the three monthly figures. Use the
@SUM function to add the three cells.
5. Copy the formula down to column E so we have total figure for Sales, Costs and
Profit.
6. Save the Sales File.

The complete worksheet should look like the one below.

A B C D E

1
2
3
4 JAN FEB MAR TOTAL
5 SALES 90.5 125 170 385.5
6 CASH 100 110.15 60 270.15
7 TOTAL 190.5 235.15 230 655.65
8
9 COSTS
10 LIGHTS 30.35 40 55.75 126.1
11 SALARIES 20 38.8 15 70.0
12 RENT 25 25 25 75.0
13 TOTAL 75 100.8 95.75 271.9
14
15 PROFIT 115.15 134.34 134.25 383.75
16
17

TO CALCULATE AVERAGE USE THE FOLLOWING FORMULA

@AVERAGE (RANGE)

12
FORMAT CELLS
Click cell on the format menu and choose the style you want from the number tab.

Add border effects to a selected cell range.

Select the cells were you want to add the border to.
Click cells on the format menu
Click border tab and select the border style you want.
If you wish to change color you can change on the same tab.

ADD HEADERS AND FOOTERS

Click headers and footers on the view menu.

PRODUCE DIFFERENT TYPES OF CHARTS AND GRAPHS

PRODUCE THE FOLLOWING WORKSHEET AS IT IS

A B C
1 NAME MODULE MARK
2 JOHN 1 90
3 PETER 6 70
4 MARY 5 85
5 RUDO 4 95
6 CHIPO 6 90
7 JAMES 7 50
8 WILLIAM 2 35
9 PATY 3 100

CREATING A GRAPH

To create a graph out of the data on your worksheet, click CHART WIZARD button from
the TOOLBAR to create a standard type graph or a custom type graph.

ALTERNATIVE; Use the CHART from the insert menu.

Standard graphs are much easier to use, from the standard types, under CHART TYPE.
Select the type of graph you want and click next.
A sample preview graph is displayed. If it looks the way you want then the data range is
correct.
To change the data and labels for the chart, click the DATA RANGE box, and select the
cells on your worksheet.
To move the dialogue box out of your worksheet temporarily while you select a range of
cells click collapse dialogue.

13
To restore the dialogue box,
Click restore dialogue.

If you want to end or finish creating there, then click finish tab, and your graph will be
displayed on the screen, otherwise click next to ad options.

Chart options

This is the third step when creating a graph in excel, where you need to put titles, specify
legends, data labels, and so on.

Type the heading or title

To label your X-AXIS and y-axis data ranges" click in the category (x) axis and (y) axis
respectively and type the labels.

LEGENDS
This option allows you to specify where you want your graph legends to be positioned.
Legends are sort of keys that identify each series on your graph.

GRIDLINES

You can also specify whether you want gridlines or not using this option. Click on the
gridlines option, then click in either category (x) axis or value (y) axis major or minor
gridlines and see the effect on your graph preview.

DATA LABELS

If you want your graph to show data labels as values, percentage, etc, you can use this
option, example: click Data label option, then click / select any of the options except none
and see the effect on your graph preview.

DATA TABLE

This option allows you to either show data table and/or legend keys besides your graph.
Click on data table option then select show data table and/ or show legend keys and
see the effect.

When you finish, click next and the chart location window will be displayed. You can then
specify where you want your graph to be located and how.

14
If you want your graph to be placed in your worksheet as on object, select as object in and
then specify the location (either sheet 1,2 etc, otherwise select as new sheet so that it will be
displayed alone as a chart.

Click finish when you have completed putting the options you want.

You can save your chart and do the printing if you require it.

TO MOVE OR RESIZE THE LEGEND

Drag the legend
Dotted lines show the shape and placement the legend as you drag it.

FORMATTING THE BACKGROUND AND SIZE THE

CHART FOR PRINTING
There are two background areas in a chart that you can format with colours and patterns.
a) The entire chart area, and
b) The plot area (which is contained within the chart area)

FORMATTING THE CHART AREA

When formatting the chart area, you can also change the font for the entire chart.
Double click the chart area (to display the available formatting options)

Then specify the changes you want on the patterns or font tabs

Customising the look of a chart

Formatting a 3-D chart

In addition to the chart formatting options discussed earlier in this lesson, there are several
more ways you can the look of a 3-D chart (chart with three axes)

You can adjust the rotation, elevation and perspective. By so doing, you can find the best
arrangement for clearly displaying the values and axis in a chart.

15
Changing the rotation and elevation
Click a corner, and then Drag.

(To see outlines of the markers while you drag, hold down control key)

Changing the colour and pattern of the walls and floor

The walls of a 3-d chart are formatted together as a unit. The floor is always opaque, unless
you have rotated it to view the chart from below, in this case, the floor is transparent.

Double- click a wall or the floor to make the formatting options. You can apply patterns,
Gradient fills, texture, and even pictures to the walls and floor.
For more formatting options, click 3-D view (chart menu)

Formatting the plot area

To format the plot area, double-click it and then select options on the patterns tab.

Resizing the plot area

When you have moved the legend, or added a title or text box, resizing the plot area can
help make all the chart items fit together well select the plot area, then drag until it is the size
you want.

Applying fancy backgrounds

Double- click the chart area or the plot area, to display available formatting options.
On the patterns tab, click files button. The file effects dialogue box offers many possibilities
including gradient files, textures, patterns and even pictures.

These Notes By: Sibanda Mavellas © 2003

16