1

Contents
Chapter 1 - Microsoft Excel Basic ........................................................................................3
Enter data into an Excel Worksheet .................................................................................................................3
Excel Terms. ......................................................................................................................................................4
Moving Around in the Excel Worksheet ...........................................................................................................5
Typing text in the Worksheet ...........................................................................................................................6
Validation..........................................................................................................................................................9
Conditional Formatting.................................................................................................................................. 22
Options .......................................................................................................................................................... 23
Top/ Bottom Rules......................................................................................................................................... 24
Data Bars........................................................................................................................................................ 26
Colour Scales.................................................................................................................................................. 27
Icon sets ......................................................................................................................................................... 28
Filter and sorting............................................................................................................................................ 31
Absolute cell references ................................................................................................................................ 33
Chapter 2 – Formulas and Data. .........................................................................................36
Formulas ........................................................................................................................................................ 36
Other Formulas .............................................................................................................................................. 43
Financial Functions ........................................................................................................................................ 46
Data ............................................................................................................................................................... 68
Create a Pivot Table Graph ............................................................................................................................ 74
Microsoft Slicer .............................................................................................................................................. 78
Insert an Excel Table ...................................................................................................................................... 81
. 3. CHAPTER 3 – Charts (Also called graphs) ..................................................................85
Create a chart ................................................................................................................................................ 85
Chart title ....................................................................................................................................................... 86
Axis Titles ....................................................................................................................................................... 86
Change the type of chart in a current chart .................................................................................................. 87
CHAPTER 4– Microsoft Word .............................................................................................89
Introduction ................................................................................................................................................... 89
Templates ...................................................................................................................................................... 89
Load templates or add-ins ............................................................................................................................. 89
Unload templates or add-ins ......................................................................................................................... 89
Make a template or add-in available whenever Word is started.................................................................. 90
Styles.............................................................................................................................................................. 90
About formatting styles ................................................................................................................................. 90
Using Quick Styles.......................................................................................................................................... 90
Add a style to the Quick Styles gallery .......................................................................................................... 90
 2

Move a style to the Quick Styles gallery ........................................................................................................ 90

Remove a style from the Quick Styles gallery ............................................................................................... 91
Format Page Layout ....................................................................................................................................... 92
Type, edit and format text ............................................................................................................................. 94
Borders. ......................................................................................................................................................... 95
Colours ........................................................................................................................................................... 96
Find and replace ............................................................................................................................................ 97
Cut and paste or copy and paste ................................................................................................................... 97
Save................................................................................................................................................................ 98
Print ............................................................................................................................................................... 98
Columns ......................................................................................................................................................... 98
Tables............................................................................................................................................................. 99
Symbols and pictures................................................................................................................................... 100
Mail Merge .................................................................................................................................................. 102
Create a “Data Source” directly from Microsoft Word ............................................................................... 108
Return to the Microsoft Word document. .................................................................................................. 110
Resume a mail merge .................................................................................................................................. 111
Merge from a “Data Source” created in a Microsoft Word Table............................................................... 111
Merge from a “Data Source” created in a Microsoft Excel Worksheet ...................................................... 112
Other merges ............................................................................................................................................... 114
CHAPTER 5 - Starting Access .......................................................................................... 115
5.1 Open access ........................................................................................................................................... 115
5.2 Selecting the location where the file must be saved ........................................................................... 115
5.3 Creating a table ................................................................................................................................... 116
5.4 Insert and Rename Fields ...................................................................................................................... 117
5.5 Closing a database ................................................................................................................................ 118
5.6 Fields (Columns) in your table. .............................................................................................................. 119
5.7 Entering data in the database ............................................................................................................... 122
5.8 Relational database ............................................................................................................................... 125
 3

Chapter 1 - Microsoft Excel Basic

Enter data into an Excel Worksheet
There are a number of alternatives to open an Excel Workbook.
Alternative 1.
Double left click on the “Excel 2010” icon in Windows Desktop. Refer Figure 1.1A
Figure 1.1A

Alternative 2

1. Left click on the “Start button”

2. Left click on “All Programs”
3. Move the mouse pointer through the dropdown menu until it reaches “Microsoft Office” and left click. Refer Figure
1.1B.
4. Move the mouse pointer through the dropdown menu until it reaches “Microsoft Office Excel 2010” and left click.
Refer Figure 1.1C
Figure 1.1B Figure 1.1C
 4

With the left click on “Microsoft Excel 2010” a blank Workbook will appear on the computer screen. See figure 1.2.

Figure 1.2.

Active cell

Excel is now ready to receive data

Excel Terms.
The following are the common terms used in Microsoft Excel.
Workbook
That is the document that appears on the computer screen when Excel is activated.
One workbook contains quite a number of worksheets.
 5

Worksheet
As described in 12.1.1, a worksheet appears in a workbook and is the document into which data or other
information will be entered.
Column
As indicated in Figure 12.1 columns appear at the top of the worksheet and is represented by Alpha characters
A, B, C onwards for 16384 columns. In other words it is repeats the alphabet 630 times.
Row
As indicated in Figure 12.1 row numbers appear on the left hand side of the worksheet and is represented by the
numbers 1 to 1,048,576.
Active cell
When Excel is running or when a worksheet is opened the Active cell is always A1. Refer Figure 12.2
A1, or any other cell that is surrounded with a bold border, is an active cell.
A cell is always the intersection of a column and a row and it becomes active with a click on the left mouse button.
The mouse pointer must have this format ( ) in order to activate the cell.
It is in this activated cell that numbers, amounts, dates, formulas and text can be entered. Numbers, amounts, dates
and text already entered in a cell will also appear in the Formula bar when the cell is activated.
If however a formula is entered the result will appear in the cell and the formula in the formula bar.

Moving Around in the Excel Worksheet

The user can move around in the Worksheet/cells as follows:
= Left click with the mouse on various cells in the worksheet
= Use the up, down, right and left arrow movement keys on the keyboard.
= Use the “scroll” bars on the right hand and at the bottom of the worksheet.
= Use the “Tab” key on the keyboard
= Use the “Enter” key on the keyboard

Go ahead and move around in the worksheet using the various options given above.

Please Note how the “Name Box” will always show the column number and the row number of the active cell. Figure
1.3.
Figure 1.3.

When scrolling to the right or left (scroll bar at the bottom of the worksheet) note how the alphabet at the top of the
worksheet changes from single letters (A, B, C,. …. Z) to several letter combinations (AA, AB, AC) when scrolling
to the right, and visa versa when scrolling to the left.
When scrolling up or down (scroll bar on the right hand side of the worksheet) note how the numbers on the left hand
side of the worksheet changes from 1 to thousands when scrolling down and, visa versa when scrolling up.
There are hundreds of columns and thousands of rows in a worksheet.
To return to the Home Cell (A1) simply left click in the “Name Box” and type in A1 and then press the “Enter” key
on the keyboard.
This action will also make any cell in the worksheet the “active cell”. Simply type in a column number and a row
number and press the Enter key on the keyboard.

To move to the last column on the right, hold down the Ctrl key and press the right arrow key (XFD is the address
of the last column). Hold down the Ctrl key and press the left arrow key to return to column A.

To move to the last row at the bottom of the worksheet, hold down the Ctrl key and press the down arrow key
(1,048,576 is the number of the last row number). Hold down the Ctrl key and press the up arrow key to return to row
1.

Self-evaluation 1.1 – Moving around in the Excel worksheet

Using the mouse and the keyboard
1. Click on cell A1 to activate the cell. In the NAME BOX type in the following cell numbers:
D10, then F25, then A30, then AX555, then A1. Press enter on the keyboard after the column number and
row number is entered.
2. With only two entries on the keyboard move to cell XFD1,048,576. With two more entries return to A1
Using the arrow keys on the keyboard only
3. Find the following cells: O36, G16, K4 and Q25
 6

Typing text in the Worksheet

When text is entered as column headings it may comprise of one word or more than one word. This should not
present a problem as the width of the column can be adjusted should the word spill over the end of the cell into the
next cell. There are a number of methods that can be applied to adjust the column width.
Activate cell B2 and type in the word “Depreciation”. Figure 1.4
Figure 1.4

The word spills over the end of cell B2 into cell C2.
Place the mouse pointer on the line between B and C. The format of the pointer change to (+). With the left button of
the mouse held down drag the line to the right until the word fits into the cell.
Place the mouse pointer on the line between B and C. The format of the pointer change to (+). Double click the left
mouse button and Excel will automatically change the column width.
In the “HOME TAB” in the group “CELLS” left click on the arrow to the right of the “format” command. The command
menu in figure 1.5 will appear on the screen:

Figure 1.5.

In this command menu it is possible to change the cell sizes. Left click on “AutoFit column width” and the column
width will be extended immediately or left click on “Column Width”. The menu in figure 1.6 will appear:
Figure 1. 6

In the block “Column Width” type in the required width and then left click on “OK”. If the column is still not wide
enough repeat the action until the word fit into the column.

Row height can be adjusted following the same procedure but left clicking on row instead of column.
If the column heading consists of two words and the column width may not be adjusted the safest way is to use two
rows in the same column and enter a word in each of the cells.
It may also be done by rotating the contents of the cell to a vertical orientation in the “HOME Tab” command group
“Alignment” with a left click on the button. A
Refer Figure 1.7
Figure 1.7 b
 7

If the text is a heading for the document or a description of some kind, chances are good that it will run over more
than one column. This does not matter as long as it does not exceed the page width. When printed the grid lines of
Excel are not shown.

Excel automatically left-align text in the cell. To change the alignment of the text in the cell, go to The “HOME TAB”
and in the group “Alignment” left click on left, right or centre buttons. Refer Figure 1.8.

4 MANTSU, NP Miss 92
6 MALE, P Miss 45
8 MOMANE, MM Miss 54
10 MESHORO, TG Miss 53
11 MAKHADO, SLE Mr 52
12 MATSIETSA, TH Mr 75
13 MINNIE, CDA Mr 83
14 MKOLI, LM Miss 55
15 MKUTHA, GV Miss 56
17 MENNANT, D Mr 35

To further filter the information, the “Marks” column can now be filtered. Left click on the arrow to the right of
“marks” and the command menu in figure 1.50 will appear.

Figure 1.50.

Left click on “number filters” and the command menu in figure 1.51 will appear.
 8

Figure 1.51.

For this example left click on “Between” and that will filter the column by a lower limit and an upper limit. The dialogue
box in figure 1.52 will appear.
Figure 1.52.

Type in 55 next to “is greater than or equal to” (the lower limit) and 91 next to “is less than or equal to” (the upper
limit). Left click on “OK” and the column “Marks” will be filtered. See figure 1.53.
Figure 1.53.
Name Marks
1 MARROW, FS MNR 60
12 MATSIETSA, TH MNR 75
13 MINNIE, CDA MNR 83
14 MKOLI, LM MEJ 55
15 MKUTHA, GV MEJ 56

Important!
If only the “Marks” column is to be filtered the filter of the “Name” column must be cancelled before the “Marks”
column is filtered. If this is not done only the information appearing after the “Name” column filter will be filtered
in stead of the complete table.
Self evaluation 12.8.
Use the same table and filter the marks column using each of the different commands in the command menu.
To return to the original range of cells in the worksheet do the following:
Left click on the arrow to the right of “Marks” and the command menu in figure 1.54 will apear.
Figure 1.54.
 9

Left click on clear filter from “Marks” and the arrow next to “Marks” will return to its original format.
Left click on the arrow to the right of “Name” and the command menu in figure 1.55 will apear.
Figure 1.55.

Left click on clear filter from “Name” and the arrow next to “Name” will return to its original format.
To remove the arrows in the column headings left click on “Change Styles” in the “Home Tab” and left click on filter.
Validation
Validation can be applied to:
i). Prevent invalid data being entered in a cell
ii). Reject invalid dates
iii). Reject numbers greater than or smaller than a range specified
iv). Force input to be chosen from a dropdown list of specified values

Example:
The following table gives details of students that wrote an examination on 30 June 20XX.
Table 1.
A B C D
1
2 Result
Name Marks
3
1 MARROW, FS Mr 60 Pass
4
2 CLOETE, D Miss 30 Fail
5
3 DA SILVA, N Miss 75 Distinction
6
4 MANTSU, NP Miss 92 Not admitted
7
5 HAARHOFF, JT Mr 71
8
6 MALE, P Mr 30
9
7 KHESWA, TV Mr 67
10
8 MOMANE, MM Miss 45
11
9 LAUBSCHER, L Mr 82
12
10 MESHORO, TG Miss 53
Required:
Using “Data Validation”, prepare a table showing the date of the examination, the names of the students with
surnames starting with the letters “C” to “L”, their marks and the result of the examination for these students.
Solution.
1 Enter the table given above in an Excel Worksheet.
2 Enter the following table in the same Worksheet.
Table 2
A B C D E
1
 10

2 Date Name Marks Result

3
1
4
2
5
3
6
4
7
5

Date Validation
1 Format the date column to accept dates in the preferred format.
2 In table 2 select (Highlight) cells B3 to B7 (the date column).
3 In the “Home Tab” the group “Cells” left click on “format”. In the command menu as in figure 1.56 left click on
“Format Cells”.

Figure 1.56.

The command menu in figure 1.57 will appear.

Figure 1.57.

In this menu (figure 12.57) left click on “date” and from the options available (figure 1.58) select the format of the date
that is required, for example 14 March 2001, and then left click on “OK”.

Figure 1.58.
 11

With the cells B3 to B7 in the date column still highlighted go to the “Data Tab”, the group “Data Tools” and left click
on the “Data validation” Command button”. In the command menu that appears on the screen left click on “Data
Validation” and the command menu in figure 1.59 will appear.

Figure 1.59.

Left click on the arrow next to “Any Value” and the next command Menu (figure 1.60) will appear.
Figure 1.60.

Left click on “date” to reveal the command menu in figure 1.61 .

Figure 1.61.
 12

As all the students wrote their examination on the same date, enter 30 June 20XX as the “Start Date” and the “End
Date”. Then left click on “OK”. The cells in the date column will now only accept the date 30 June 20XX.

Test!
Enter 1 July 2009 in any one of the cells and the message in figure 1.62 will appear on the screen.
Figure 1.62.

Left click on cancel to remove both the incorrect date and the invalid data message.

Text Validation
1 Format the name column to accept the surnames starting with the letters “C” to “L”
In table 2 select (Highlight) cells C3 to C7 (the date column).
2 Names can be entered using a drop down list.
In the command menu “Data Validation” select “settings” and left click on “List” in the section “allow”. Figure 1.63.

Figure 1.63.

In the command menu that follows place the mouse cursor in the block “Source”. Figure 1.64.
 13

Figure 1.64.

Now select (Highlight) the cells (B3 to B12) with the surnames as given in table 1. Start at the first surname in the list
(Cell B3) and holding down the left mouse button drag it down to the last name (Cell B12).
The range of cells selected will now appear in the “Source Column”. Figure 1.65.

Figure 1.65.

Left click on “OK” and the column is ready to receive the surnames from a drop down list.
Left click on a cell within the name column. A box with an arrow will appear to the right hand side of the cell. Left
click on the arrow and a drop down list will appear containing all the surnames selected.
From the list select and left click the surnames that should appear in the final table. Do it one cell at a time until all
the surnames beginning with ”C” to “L” is entered.

Numeric fields Validation

1 Format the “Marks” column to accept the marks of the selected surnames
Select (Highlight) the cells (D3 to D7)in the “marks” column of Table 2. Activate the first cell (D3) and holding the
left mouse button down drag it down to the last cell (D7).
2 In the “Data Tab” the group “Data Tools” left click on the command button “Data Validation” to open the command
menu in figure 1.66.
Figure 1.66

Left click on the arrow next to “Any value” to open the command menu in figure 1.67.
 14

Figure 1.67.

Here there are two options:

i). If the numeric field contains numbers with decimals (12.34) “Decimal” should be selected from the list.
ii). If the numeric field contains only whole numbers (34) “Whole number” should be selected from the list.
As the example contains only whole numbers, left click on “Whole Number” and the command menu in figure 1.68 will
appear on the screen.
Figure 1.68.

(If “Decimal” was selected the number of digits after the decimal point must be specified in the minimum and the
maximum columns).
As the example contains only whole numbers no decimals should be entered.
Place the mouse cursor in the “Minimum block” and enter “30”.
Place the mouse cursor in the “Maximum block” and enter “90”.
Left click “OK”

Test
Type any number below 30 or above 90 in any one of the cells and the error message will again appear. Left click
cancel and the message and the number typed in will disappear.

Text field Validation

To complete the results column use the “List” function as described for the “Names” column but in this instance use
“Pass”, “Fail”, “Distinction” and “Not admitted” as given in column “F” of Table 1.

Now enter the given information as described and the result should be as in figure 1.69.
Figure 1.69.
Date Name Marks Result
1 30 June 2009 CLOETE, D Miss 30 Not admitted
2 30 June 2009 DA SILVA, N Miss 75 Distinction
3 30 June 2009 HAARHOFF, JT Mr 71 Pass
4 30 June 2009 KHESWA, TV Mr 67 Pass
5 30 June 2009 LAUBSCHER, L Mr 82 Distinction
 15

Circle invalid data

Whenever data is entered into a schedule (Table) of which the columns have been validated any invalid data will be
highlighted with a “red circle”.
Example.
Mr Crooks is only authorized to place orders with a total value of R1,000.00. The following table is presented to Mr
Crook’s supervisor for approval:
B C D E F G
2 Orders for April 20XX for approval
3
4 Order Item Number Unit Total
5 Date Number Description of units Price Value
6 01 April 20XX 101 Small Tools 90 9.99 899.10
7 05 April 20XX 102 Stationery 3 2.54 7.62
8 14 April 20XX 103 Inventory 200 5.00 1,000.00
9 16 April 20XX 104 Inventory 150 4.56 684.00
10 17 April 20XX 105 Printer Cartridges 2 189.57 379.14
11 19 April 20XX 106 Computer parts 3 200.00 600.00
12 22 April 20XX 107 Cooling fans 3 399.98 1,199.94
13 23 April 20XX 108 Inventory 400 5.87 2,348.00
14 25 April 20XX 109 Office chairs 2 367.89 735.78
15 27 April 20XX 110 Office desk 1 500.00 500.00
16 30 April 20XX 111 Carpets for office 3 450.00 1,350.00

Enter the above table in an Excel worksheet covering the cell range “B2” to “G16”.
Select (Highlight) Cells “G6 to G16”.
In the “Data Tab”, the group “Data Tools” left click on the “Data validation” Command button”. In the “command menu”
that appears on the screen left click on “Data Validation” and the “command menu” in figure 1.70 will appear on the
screen.
Figure 1.70.

In “Settings” left click on the arrow to the right of “Any value” and a list of options as in figure 1.71 will appear.
Figure 1.71.

Left click on “Decimal” and in the command menu (figure 12.68) enter as “Minimum” 1.00 and as maximum 1000.00
as shown below: Figure 1.72(Decimal is used because the data to be checked is Rand and cents).
 16

Figure 1.72.

Now Left click on “OK” and the cells selected will be validated to receive on amounts between R1.00 and R1,000.00.
Select (Highlight) cells “G6 to G16”. In the “Data tab” the group “Data tools” Left click on the command button “Data
validation”. The command menu in figure 1.73 will appear on the screen.
Figure 1.73.

Left click on “Circle Invalid Data” and a “Red Circle” will appear around the amounts exceeding the limits within which
Mr Crooks may order. The table will now show that there are three items that Mr Crooks is not authorised to order.
See figure 1.74.

Figure 1.74.
A B C D E F G
2 Orders for April 20XX for approval
3
4 Order Item Number Unit Total
5 Date Number Description of units Price Value
6 1 April 20XX 101 Small Tools 90 9.99 899.10
7 5 April 20 XX 102 Stationery 3 2.54 7.62
8 14 April 20XX 103 Inventory 200 5.00 1,000.00
9 16 April 20XX 104 Inventory 150 4.56 684.00
10 17 April 20XX 105 Printer Cartridges 2 189.57 379.14
11 200.00
19 April 20XX 106 Computer parts 3 600.00
12 22April 20XX 107 Cooling fans 3 399.98 1,199.94
13 23 April 20XX 108 Inventory 400 5.87 2,348.00
14 25 April 20XX 109 Office chairs 2 367.89 735.78
15 500.00
27 April 20XX 110 Office desk 1 500.00
16 30 April 20XX 111 Carpets for office 3 450.00 1,350.00

To remove the “Red Circles” left click on “Clear Validation Circles” in the last command menu.
Set Print Areas
Once a document is complete it should be printed for distribution to interested parties.
Before starting the printing process, check the following and corrected if necessary. First of all select the area to be
printed.
Activate the cell in any corner of the document (Top Left, Top Right, Bottom Left or Bottom Right) holding down the
left mouse button drag the cursor left or right and up or down until the whole of the document is covered in a light
shade of grey.
 17

Page Setup
i). Page
In the “Page Layout Tab” group “Page setup” left click on the command button “Margins”.
In the “Command Menu” that follows, left click on “custom margins“. The “Page Setup” Command Menu will appear
on the screen. Figure 1.75.

Figure 1.75.

1
2

In the “Page” menu:

1 Select the paper size. Left click on the arrow to the right of the column and select and left click on the preferred
paper size. A4 selected above.
2 Select the print quality. Left click on the arrow to the right of the column and select and left click on the preferred
print quality. 300 dpi selected above.
3 In “orientation” left click on either “portrait” or “Landscape” depending on the width of the document.
Left click on “print preview” and the document will be shown as it will appear on the printed sheet.
4 If all of the selected cell range does not fit on the page (assuming a document with only one page) it can be
corrected with a left click on “Fit to 1 Page” or changing the margins (See later)
If however the document contains more than one page a change of the margins or “Adjust To” less than 100% of the
normal size would be the better option.
Another way in which this can be done is to reduce the “Font Size” and thereafter the “Column Widths” until the width
of the selected cell range fits into the page size.

ii). Margins
Figure 1.76.

3
4
 18

In the “margin” Menu (figure 1.76):

1 The “Top” and “Bottom” margins must be set to a size that will accommodate “Headers” and “Footers”. It is best to
set these margins after the headers or footers are entered. Open “Print Preview” to ensure that the header or the
footer is clearly visible.
2 The “Left” margin must be set to allow space for filing the document (2.5cm should be sufficient). The “Right”
margin can be set as low as possible (even at “0”) because it will still leave a border on the right hand side of the
page.
3 Centre the document “Horizontally” or “Vertically” on the page within the set margins.
4 Left click on “Print Preview” to make sure that the document fit correctly on the page.

iii). Header/Footer
Figure 1.77.

In the “Header & Footer” Menu (figure 1.77):

A “Header” will insert information at the top of the sheet. A left click on the column showing (none) will reveal a
dropdown list from which can be selected “Page Number”, the “Name of the Document” or various other options. A left
click on “OK” after the required header is selected will then show the header at the top of every page of the document
in “Print Preview” and when the document is printed. It will not be shown in the normal view of the Excel Worksheet.

A “Footer” will insert information at the bottom of the sheet. A left click on the column showing (none) will reveal a
dropdown list from which can be selected “Page Number”, the “Name of the Document” or various other options. A left
click on “OK” after the required header is selected will then show the header at the top of every page of the document
in “Print Preview” and when the document is printed. It will not be shown in the normal view of the Excel Worksheet.

Headers and Footers can also be entered from the “Insert Tab” group “Text”.
In the “Insert Tab” Group “Text”, left click on “Header/Footer” and it will open a new “Tab” called “Design”.
Figure 1.78.

Note the options that can be selected from the group “Header & Footer Elements”
It also opens a space at the top of the page into which the required header can be typed Figure 12.78.

In the “Design Tab” group “Headers & Footers” left click on “Header” and a dropdown list from which can be selected
“Page Number”, the “Name of the Document” or various other options will appear.
The same will happen with a left click on “Footer”.

To return to the normal view of the worksheet after the Header or Footer is entered, go to the “View Tab”. In the group
“Workbook Views” and left click on “Normal”.

iv). Sheet
Important!
If the document contains two or more pages and does have headings that must be repeated on every page, the
printing of the headings must be activated before printing the document.

Left click on “Page Layout” to open the page layout ribbon. See figure 1.79
 19

Figure 1.79

Left click the arrow in the right hand bottom corner of the “Page Setup Group”. In the menu that appears on the
screen, right click the tab “Sheet”. The “Page Setup menu” as in figure 1.79A will appear on the screen.

Figure 1.79A

Left click on the icon to the right of print area 1. Figure 1.79B will appear on the screen.
Figure 1.79B

When the figure as in figure12.79B appears on the screen, the range of cells in the total area to be printed must be
selected by activate the cell in any corner of the document (Top Left, Top Right, Bottom Left or Bottom Right) holding
down the left mouse button drag the cursor left or right and up or down until the whole of the document is covered in a
light shade of grey. The range of cells selected will then appear in the column “Print Area”. The range of cells in the
area to be printed will now appear in “page Setup – Print area” (Figure 1.75C)
Figure 1.79C

Now left click on the icon to the right of “Rows to be repeated repeat at top.
1 in Figure 1.79A). Figure 1.79D will
appear on the screen.
Figure 1.79D

In the document select (Highlight) the row/s that must be repeated and the row numbers will be shown in the space to
the right of “Rows to repeat at top”. Figure 1.79E.
Figure 1.79E

Left click the on the icon to the right of the row/s selected (Figure12.95E) and the “Page Setup” menu will again
appear. See Figure 1.79F.
 20

Figure 1.79F

Left click on “Print Preview” to see whether the full page will be printed and that the row/s to be repeated
is repeated at the top of each page. Figure 1.80.
Figure 1.80

If everything is correct left click on “Print” to print the selected range and pages or if more work is to be done on this
worksheet left click on “close” to print preview and go back to the document.

Print
Select (Highlight) the range of cells to be printed.

Now left click on the “File Button” . Left click on “Print” in the command menu that follows in order to arrive
at the “Print” command menu. Figure 1.81.
 21

Figure 1.81.

Check that the printer name is that of the printer connected to the computer.
If not, left click on the arrow to the right of the printer name and select the correct printer from the
dropdown list.

Activate “Selection” with a left click on Print Selection

With selection activated, only that part of the document that is selected (highlighted) will be printed.
Figure 1.81A

.
Left click on “properties” to arrive at the command menu in figure 1.82.
Figure 1.82
 22

In the “Printing Shortcuts” menu select the print options required:

i). Print quality
Left click on the arrow to the right hand side of the box and select the print quality from the dropdown list;
Draft, fast draft, normal, fast normal or best.
ii). Paper type
Set paper type to Automatic and the printer will adjust to the type of paper used
iii). Paper size
The normal paper size is A4 so select A4 from the dropdown list.
Activate “Print at Actual size” with a click of the left mouse button.
Orientation
Select “portrait” or landscape” depending on which format is required. Can also be set In the main
“Printing Menu” as in figure 1.77
Print on both sides
Turn “two-sided Printing” ON or OF depending on what is required
In the “Paper/quality” menu select the paper size and the print quality.
In the “Effects” menu select actual size.
In the “Finishing” menu select the number of pages that should be printed on one page.
It is advisable to always do a “Print Preview” before printing.
Conditional Formatting
The worksheet should contain data before conditional formatting can be applied.
The applications and functions of Conditional Formatting:
1 When selecting the relevant “Conditional formatting Rules” the specified areas will be highlighted.
2 High, unusual or trends can be emphasised or identified which may make the management of data more visual.
3 Selected criteria can be indicated by colour scales and Icon sets.
4 The purpose of conditional formatting can be seen as a tool to visually measure and compare data within a data set
and let Excel assist you to concentrate on the exceptions or the relevant spread of the population.
5 This function can also assist you in identifying and extracting specific items based on a set of criteria to be further
investigated.
Example 1.1
Open an Excel file. Figure 1.83.
Name the file “Conditional Formatting” and using the “Save as” command save as a workbook.
Record the following values in the Conditional Formatting” file in Sheet 1
Further explanations to go with the example below:
The higher the employee’s level, the higher the remuneration the employee receives.
The salary given below is the current monthly salary before performance increase.
The lower the performance mark the lower the increase.
For each performance point an employee would receive 3% increase on his current salary. (e.g. Performance point 1
= 3% and Performance point 2 would be [2x3%] =6%)
Required:
Calculate the percentage increase, the value of the increase and the new Salary based on the information given
above.
Figure 1.83
Name Lev Salary Performance % Increase Value of New Salary
el increase
Mr Xchoelu 3 15000 2
Mr Xhgaso 11 3500 4
Ms Stwiena 1 20000 3
Mr Lectrue 4 11000 1
Mr Student 13 2000 5
Suggested solution: Figure 1.84 below is the solution of the Example 1.1 above:
Figure 1.84
A B C D E F G
1 Name Level Salary Performance % Increase Value of increase New Salary
2 Mr Xchoelu 3 15000 2 6% 900 15900
3 Mr Xhgaso 11 3500 4 12% 420 3920
4 Ms Stwiena 1 20000 3 9% 1800 21800
5 Mr Lectrue 4 11000 1 3% 330 11330
6 Mr Student 13 2000 5 15% 300 2300
7 Increase percentage 3%
 23

Figure 1.85 below indicate the formulas used to calculate the values in the Figure 12.84 above:
Follow the following steps to show the formulas in the columns:
Step 1: Highlight/select Cells E2:G8
Step 2: Left click on the “Formulas TAB”
Step 3: Left click on the “Show Formulas” button in the Group “Styles” and the formulas will be shown.
The formatting for column E2:E8 should be percentages.

Figure 1.85.
A B C D E F G
1 Name Level Salary Performance % Increase Value of increase New Salary
2 Mr Xchoelu 3 15000 2 =D2*$E$8 =C2*E2 =C2+F2
3 Mr Xhgaso 11 3500 4 =D3*$E$8 =C3*E3 =C3+F3
4 Ms Stwiena 1 20000 3 =D4*$E$8 =C4*E4 =C4+F4
5 Mr Lectrue 4 11000 1 =D5*$E$8 =C5*E5 =C5+F5
6 Mr Student 13 2000 5 =D6*$E$8 =C6*E6 =C6+F6
7
8 Increase 0.03
percentage

The example will now be used to explain the different conditional formatting options, filters and sorting.
Options
Highlight Cell Rules
In the “Home Menu” group “Styles” left click on the arrow of “Conditional Formatting”. Figure 1.86 will appear on the
screen.
Figure 1.86

A left click on “Highlight Cell Rules” will give figure 1.86A.

Figure 1.86A
 24

(i) Greater than

All Items above level 10 in column B will be selected in this example.
Highlight Column B1: B6
Left click on the “Conditional Formatting: button found in the “Styles” Group of the “Home” Tab.
In the command menu move the mouse pointer downwards to “Highlight Cell Rules”.
Move the mouse pointer to the right into the next command menu and highlight/select the “Greater Than” command
and left click.
In the “Greater Than” Dialogue box, type in “10” and left click on “Ok”.
The cells in Column B with a value greater than 10 will be highlighted in a darker colour as indicated with arrows in
Figure 1.87 below.
Figure 1.87
The values are
highlighted according to
the rules as indicated in
above cells

The same process as mentioned above can be applied for the following conditions
A. Less than
B. Between
C. Equal to
D. Text that contains
E. A date occurring
F. Duplicate values
Duplicate values will be highlighted in the same way as in any of the other rules mentioned above.
Top/ Bottom Rules
Top 10 items See Figure 1.88

Figure 1.88.

In the example given in Figure 1.84 there are only 5 data sets and not 10 as indicated in the name given above.
Therefore a new rule will have to be created to accommodate this data set.
Highlight Column C1:C6
Left click on the “Conditional Formatting” button in the “Styles” Group of the “Home” Tab.
In the command menu move the mouse pointer to “Top/Bottom Rules”.
Move mouse pointer to the right into the next command menu and move mouse pointer down to “More Rules” at the
bottom of the right hand command menu.
Highlight “More Rules” command and left click.
The dialogue box in Figure 1.89 will appear on the screen.
Left click on “Format only top or bottom ranked values”.
 25

In the “Format values that rank in” Dialogue box type in “3” in the space next to “Top”.
Do not click on the “% of the selected range” Check box. See Figure 1.90.

Figure 1.89.

Figure 1.90.

Left click on the “Format” button Figure 1.90.

Select format “Colour blue” and click on strikethrough in the “Strikethrough” Check box in the next dialogue box and
left click on “Ok”.
The preview will be shown as follows in Figure 1.91 in the “Preview” bar.
Figure 1.91.

The cells in Column C with the 3 highest values will be shown as indicated in Figure 1.92 below.
Left click on “Ok”.
 26

The Figure shows the blue and strikethrough in Column C.

Figure 1.92.

The same process as mentioned above can be applied for the following conditions

B. Top 10%
C. Bottom 10 items
D. Bottom 10%
E. Above average
F. Below average
G. More rules

Data Bars
View a colour data bar in a cell which represents the value. The colour data bar within the cell will become longer the
higher the value.
A. Blue
B. Green
C. Red
D. Orange
E. Light Blue
F. Purple
Figure 1.93.

Highlight (select) Column D1:D6

Left click on the “Conditional Formatting” button in the “Styles” Group of the “Home” Tab.
In the command menu, move mouse pointer to “Data Bars”.
Move mouse pointer to the right into the next command menu and move mouse pointer to “Gradient Fill” “Orange” in
the right hand command menu.
Highlight “Orange” command and left click. See Figure 1.94.
 27

Figure 1.94.

As can be seen in figure 12.90 above, the colour data bar within the cell will become longer the higher the value.
The same process as mentioned above can be applied for the different Data Bars colours .
Colour Scales
Two to three colours are displayed in a gradient style in a range of cells where the value in a cell is represented in the
colour shade. There are 8 different colour scales.
Figure 1.95

Highlight (select) Column F1:F6

Left click on the Conditional Formatting button in the “Styles Group” in the “Home Tab”.
In the command menu, move mouse pointer to “Colour Scales”.
Move mouse pointer to the right into the next command menu and then move the mouse pointer to “Green-Yellow-
Red Colour Scale” in the command menu on the right hand side. Figure 1.96
Figure 1.96

Highlight (select) “Green-Yellow-Red Colour Scale” command and left click on “Green-Yellow-Red Colour Scale” and
Column F should be presented as in figure 1.97 below.
 28

Figure 1.97.

The same process as mentioned above can be applied for the different Data Bars colours.
Icon sets
Figure 1.98

Different types of icons are displayed dependant on the value of the cell. In certain of the icon sets the higher value
will be represented by a green icon, the average values will be indicated by an orange/yellow icon and the lower
values will be indicated by the red icon.
A. “3 Arrows Coloured”
Left click on the Conditional Formatting button in the “Styles Group” of the “Home Tab”.
In the command menu, move mouse pointer to “Icon Sets”.
Move mouse pointer to the right into the next command menu and then move the mouse pointer to “3 Arrows
(Coloured)” on the top left hand side of the command menu. Figure 1.99
Figure 1.99

Highlight (select) Column G1:G6

Left click on the Conditional Formatting button in the “Styles Group” of the “Home Tab”.
In the command menu, move mouse pointer to “Icon Sets”.
 29

Highlight (select) “3 Arrows (Colored)” command and left click on “3 Arrows Colored” and the Column G should look
like as in figure 1.100 below.

Figure 1.100

B. “5 Arrows Coloured”
Left click on the “Conditional Formatting” button in the “Styles Group” of the “Home Tab”.
In the command menu move the mouse pointer to “Icon Sets”.
Move mouse pointer to the right into the next command menu and then move the mouse pointer to “5 Arrows (Coloured)”
on the right hand side of the command menu.

Figure 1.101

Highlight Column G1:G6

Left click on the “Conditional Formatting” button in the “Styles Group” of the “Home Tab”.
In the command menu move the mouse pointer to “Icon Sets”.
Highlight “5 Arrows (Coloured)” command and left click on “5 Arrows (Coloured)” and the Column G should look like as
in figure 1.101A below.
 30

Figure 1.101A

C. “5 Quarters”
Left click on the “Conditional Formatting” button in the “Styles Group” of the “Home Tab”.
In the command menu, move the mouse pointer to “Icon Sets”.
Move mouse pointer to the right into the next command menu and then move the mouse pointer to “5 Quarters” in the
left hand command menu.
Highlight (select) the “5 Quarters” command and left click on “5 Quarters” and the Column G should look like as in
Figure 1.102 below.

Figure 1.102

Highlight (select) Column G1:G6

Left click on the “Conditional Formatting” button in the “Styles Group” of the “Home Tab”.
In the command menu, move the mouse pointer to “Icon Sets”.
Move mouse pointer to the right into the next command menu and then move the mouse pointer to “5 Quarters” in the
left hand command menu.
Highlight (select) the “5 Quarters” command and left click on “5 Quarters” and the Column G should look like as in
Figure 1.103 below.
 31

Figure 1.103

The same process as mentioned above can be applied for the different Icon Sets.

Filter and sorting

Still using the same example with the various stages of conditional formatting proceed to do the following:

“Sort by Colour”
Highlight (select) Column A1:G1
Left click on “Sort and Filter” in the “Editing Group” of the “Home Tab”. In the command menu, move mouse pointer to
the “Filter” command. Left click on the “Filter” command. To the right hand side of each name in the heading will

appear an arrow . Refer figure 1.104.

Figure 1.104

Left click on this down arrow on the right hand side of “value of increase” in Column F1 (Figure 1.104)
Move mouse pointer to the “Sort by Colour” command (figure 1.105).
Move mouse pointer to the right into the next command menu and select the light green bar on the menu.
Left click on the light green bar in the menu. The result can be seen in figure 1.106.
Figure 1.105
 32

Figure 1.106

The dark green bar is replaced by the light green bar.

Figure 1.107.
A B C
1 Name Level Salary
2 Mr Xchoelu 3 15000
3 Ms Stwiena 1 20000
4 Mr Lectrue 4 11000
5 Mr Xhgaso 11 3500
6 Mr Student 13 2000
To undo the colour sort left Click on the Undo Button

“Filter by Colour”
Left click on the down arrow to the right hand side “Value of Increase” in Column F1 (figure 1.108).
Move the mouse pointer to the “Filter by Colour” command (figure 12.108).
Move mouse pointer to the right into the next command menu and select the fifth bar “RED” on the menu (figure
12.108).
Left click on the fifth bar “Red” on the menu. The result is as shown in figuren1.109.
Figure 1.108.

Figure 1.109

To undo the colour filter left Click on the Undo Button

 33

“Filter by Colour” (Icon Sets)

Left click the down arrow to the right hand side of New Salary in Column G1 (figure 1.110).
Move mouse pointer to “Filter by Colour” command (figure 1.110).
Move mouse pointer to the right into the next command menu “Filter by Icon” and then move mouse
pointer to the icon that is Red (figure 1.110).
Left click on the red icon of the menu.

Figure 1.110

The result will be as in figure 1.111.

Figure 1.111

Highlight and Select Cells A1:G5 that includes items hidden as a result of the filter.
Open Microsoft Office Word and paste the selection in Word.
The information will appear as shown in figure 1.112 when pasted in the Word Document.

Figure 1.112
Name Level Salary Performance % Increase Value of increase New Salary
Mr Xhgaso 11 3500 4 12% 420 3920
Mr Student 13 2000 5 15% 300 2300

1.1
Absolute cell references
The $ sign indicates absolute cell references.
If the $ sign is in front of the Column number ($B4) it means that the column is fixed but not the row.
If the $ sign is in front of the Row number (B$5) it means that the row is fixed but not the column.
If the $ sign is in front of the Column number and in front of the Row number ($B$6) it means that both the
column and the row is fixed.
What is the importance of absolute cell references?
It often happens in the Excel Worksheet that the value of a range of cells must be multiplied, divided, increase or
decreased with the value of one cell.
 34

Example:
X √ f x

A B C D
1 321 11
2 654
3 987
4 741
5 852
i). The amounts in cell B1 to cell B5 must be multiplied with the value in cell D1 and the result must be entered in cell
C1 to cell C5.
ii). The amounts in cell B1 to cell B5 must be divided by the value in cell D1 and the result must be entered in cell C1
to cell C5.
iii). The amounts in cell B1 to cell B5 must be increased with the value in cell D1 and the result must be entered in
cell C1 to cell C5.
iv). The amounts in cell B1 to cell B5 must be decreased with the value in cell D1 and the result must be entered in
cell C1 to cell C5.

Suggested solution
i). In Cell C1 type in =B1*D1 and press enter. 3531 will appear in cell C1. The same action can now be repeated for
cells C2, C3, C4 and C5 and the result will be as given in figure 1.113:
Figure 1.113.
X √ f x

A B C D
1 321 3531 11
2 654 7194
3 987 10857
4 741 8151
5 852 9372
If however the number of rows in column C is 20, 30, 50 or more this action will consume a lot of time.
To reduce the time required for this calculation do the following:
In cell C1; type = left click on B1, type in * and left click on D1. Before pressing the enter key, place the mouse cursor
on D1 and press the function key F4 once. The following will now appear in the formula box; B1*$D$1 (Column and
Row fixed). Now press the enter key on the keyboard and 3531 will appear in cell C1.
Now left click on the bottom right hand corner of cell C1 and holding down the left mouse button drag the cursor
downward until it reaches cell C5. Now release the left mouse button and the amounts as given above will appear in
column C rows 1 to 5.
This action will only be successful with column and row fixed (B1*$D$1) or with the row fixed (B1*D$1).

ii). Follow the same procedure as in i). In cell C1; type = left click on B1, type in “/” and left click on D1. Before
pressing the enter key of the keyboard, place the mouse cursor on D1 and press the function key F4 once. The
following will now appear in cell C1; B1/$D$1 (Column and Row fixed).
Now press the enter key on the keyboard and 29.18182 will appear in cell C1. Now left click on the bottom right hand
corner of cell C1 and holding down the left mouse button drag the cursor downward until it reaches cell C5. Now
release the left mouse button and the amounts as given in figure 1.114 will appear in the column C rows 1 to 5.
This action will only be successful with column and row fixed B1/$D$1 or with the row fixed B1/D$1.
Figure .1.114
X √ f x

A B C D
1 321 29.18182 11
2 654 59.45455
3 987 89.72727
4 741 67.36364
5 852 77.45455
iii). Follow the same procedure as in i). In cell C1; type = left click on B1, type in + left click on
D1. Before pressing the enter key of the keyboard, place the mouse cursor on D1 and press the
function key F4 once. The following will now appear in cell C1; B1+$D$1 (Column and Row
fixed).
 35

Now press the enter key of the keyboard and 332 will appear in cell C1. Now left click on the
bottom right hand corner of cell C1 and holding down the left mouse button drag the cursor
downward until it reaches cell C5. Now release the left mouse button and the amounts as given
in figure 1.115 will appear in column C rows 1 to 5.
This action will only be successful with column and row fixed B1+$D$1 or with the row fixed
B1+D$1.
Figure 1.115
X √ f x

A B C D
1 321 332 11
2 654 665
3 987 998
4 741 752
5 852 863
iv). Follow the same procedure as in i). In cell C1; type = left click on B1, type in - left click on D1. Before pressing the
enter key of the keyboard, place the mouse cursor on D1 and press the function key F4 once.. The following will now
appear in cell C1; B1-$D$1 (Column and Row fixed).
Now press enter and 310 will appear in cell C1. Now left click on the bottom right hand corner of cell C1 and holding
down the left mouse button drag the cursor downward until it reaches cell C5. Now release the left mouse button
and the amounts as given in figure 1.115 will appear in the column C rows 1 to 5.
This action will only be successful with column and row fixed B1-$D$1 or with the row fixed only B1-D$1.
X √ f x

A B C D
1 321 310 11
2 654 643
3 987 976
4 741 730
5 852 841

Please note: Press once on the function key F4 and it will display column and row fixed $D$1.
Press twice on the function key F4 and it will display only row fixed D$1
Press three times on the function key F4 and it will display only column fixed $D1
The column fixed function ($D1) will only be applicable if the calculation is to be done in a row.
Example:
Multiply the amounts in cells A2, B2, C2 and D2 with the amount in cell A1 using absolute cell references and the F4
function key. The results must be shown in cells A3, B3, C3 and D3.
X √ f x

A B C D
1 24
2 564 897 231 582
3
4
5
In cell A3 type = left click on cell A2 type * and left click on cell A1. With the mouse cursor on A1 press the function
key F4 three times and the following will appear in the formula bar (=A2*$A1). Now press the enter key of the
keyboard.
Left click on the bottom right hand corner of cell A3 and holding down the left mouse button drag the pointer until it
reaches cell D3. Release the left mouse button and the worksheet should reflect the amounts as shown in figure
1.116
Figure 1.116
X √ f x

A B C D
1 24
2 564 897 231 582
 36

3 13536 21528 5544 13968

4
Chapter 2 – Formulas and Data.
Formulas
A formula is a method that can be used for various calculations like addition, subtraction, multiplication, division,
percentages and other advanced calculations like averages, etc.
The most commonly used formulas are for the addition, subtraction, multiplication and division functions.
It is important to remember that the formula will not appear in the active cell but only in the formula bar.
Please note that as many numbers and amounts as given can be added together in this way .
Additions
Example 1:
Add 306 to 134 and show the result in Cell B2.
Left click on cell B2 to activate the cell.
In the formula bar type (=306+134) and press the enter key on the keyboard or left click on the √ button in the formula
bar.
In B2 the result will be entered as 440. Figure 2.1
Figure 2.1
B2 X √ fx =306+134
A B C D E F
1
2 440
3
The example given above is only one way to get the total value of amounts and numbers.
Numbers and amounts entered in cells can also be added together as a total of the column or as a total of the row.

Example 2:
X √
fx
A B C D E F
1 356 245 334
2 234 356 285
3 205 134 396
4
Calculate the totals for columns A, B and C and show the results in cells A4, B4 and C4.
Calculate the values of rows 1, 2 and 3 and show the results in D1, D2 and D3
Method 1.
Left click on A4 to activate the cell and then enter the following in the formula bar:
=356+134+245 and press enter or left click on the √ button in the formula bar.
795 will appear in cell A4
Repeat this for cell B4 (total 735) and cell C4 (total 1015)
Left click on D1 to activate the cell and then enter the following in the formula bar:
=356+245+334 and press enter or left click on the √ button in the formula bar.
935 will appear in cell D1
Repeat this for cell D2 (total 875) and cell D3 (total 735)
The information as in figure 2.2 should now appear in the worksheet:

Figure 2.2.
A4 X √ fx =365+134+245
A B C D E F
1 356 245 334 935
2 234 356 285 875
3 205 134 396 735
4 795 735 1015
 37

Method 2.
Left click on A4 to activate the cell and then enter the following in the formula bar:
=A1+A2+A3 and press enter or left click on the √ button in the formula bar.
795 will appear in cell A4
Repeat this for cell B4 (total 735) and cell C4 (total 1015)
Left click on D1 to activate the cell and then enter the following in the formula bar:
=A1+B1+C1 and press enter or left click on the √ button in the formula bar.
935 will appear in cell D1
Left click on D2 to activate the cell and then enter the following in the formula bar:
=A2+B2+C2 and press enter or left click on the √ button in the formula bar.
875 will appear in cell D2
Left click on D3 to activate the cell and then type in the following in the formula bar:
=A3+B3+C3 and press enter or left click on the √ button in the formula bar.
735 will appear in cell D3
The information as in figure 2.3 should now appear in the worksheet:
Figure 2.3
X √ fx
A B C D E F
1 356 245 334 935
2 234 356 285 875
3 205 134 396 735
4 795 735 1015

Method 3.
Left click on A4 to activate the cell. Click on the Σ Button in the group “Editing” of the HOME TAB.
The following will appear in the formula bar: =sum(A1:A3). The rows in the column that will be added together will be
highlighted with a dotted line as in figure 2.4.
Figure 2.4
A
1 356
2 234
3 205
4
5
Press enter on the keyboard or left click on the √ button in the formula bar.
795 will appear in cell A4
Repeat the above for cells B4 and C4.
Left click on D1 to activate the cell. Left click on the Σ button in the group “Editing” of the HOME TAB.
The following will appear in the formula bar: =sum(A1:C1). The columns in the row that will be added together will be
highlighted with a dotted line as in figure 2.5.
Figure 1.33.
A B C D E
1 356 245 334
2 234 356 285
3 205 134 396
Press enter on the keyboard or left click on the √ button in the formula bar.
Repeat the above for cells D2 and D3.
The detail as in figure 1.34 should now appear in the worksheet.

Figure 2.5.
X √
fx
A B C D E F
1 356 245 334 935
2 234 356 285 875
 38

3 205 134 396 735

4 795 735 1015
Instead of repeating the actions as explained for adding columns and rows the “drag” action of the mouse can be
used to obtain the totals of the other columns or rows. For example to get the totals of columns B4 and C4 left click
on A4 to activate the cell. Place the mouse cursor on the square in the bottom right hand corner of the cell. The
cursor format will change to “”. Holding down the left mouse button, move the mouse cursor to cell C4. Release the
left mouse button and the totals of columns B4 and C4 will be entered.
Repeat this action to get the totals of the rows D2 and D3 from the formula in D1.

Amounts in different columns and different rows can also be added together.
Example: In cell F3 calculate the total of A1, B2 and C3.
In the formula bar type =A1+B2+C3 OR (Type =left click on A1, type + left click on B2, type + left click on C3) and
then press the enter key on the keyboard. The result 1108 will appear in cell F3.

Subtraction
As with addition, a number or an amount in one cell can be subtracted from a number or an amount in another cell
again using the = formula. The format of the formula will depend on how the numbers or amounts were typed in the
cells.
If the numbers or amounts in both cells are positives the formula will read as follows: =D3-D4.
If however the amount in D3 is a positive and the number or amount in D4 is a negative the formula will read as
follows: =D3+D4.
Subtraction can also be done using the Σ button in the group “Editing” of the HOME TAB. The use of this button is
especially handy when totaling a column of cells with more than one positive and more than one negative cell.
It is therefore important that negative numbers or amounts are entered as a negative (-).
See figure 2.6.
Figure 2.6
X √ fx
A B C D E F
-334
1 356 245 267
-356 -305
2 -234 285
-134
3 205 396 467
-113 -129
4 -122 106
-139
5 205 234
Left click on A5 to activate the cell. Left click on the Σ button in the group “Editing” of the HOME TAB.
Press the enter key on the keyboard or left click on the √ button in the formula bar.
Repeat the above for cells B5, C5, D1, D2, D3 and D4.
Amounts in different columns and different rows can also be subtracted.
Example: In cell F3 calculate the total of A1, B3 and C4.
In the formula bar type =A1-B3-C4 OR (Type =left click on A1, type - left click on B3, type - left click on C4) and then
press the enter key on the keyboard. The result 109 will appear in cell F3.

Multiplication
A number or an amount in one cell can be multiplied with a number or an amount in another cell again using the “=”
formula.
Here again the numbers or amounts must be typed in as positives and/or negatives. A positive can be multiplied with
a negative.
The formula in the formula bar will read as follows: =A1*A2 or =A1*B1.
It is not necessary to type in the cell numbers. After typing in the “=” simply left click on cell A1, Type in the asterisk ‘*’
and then left click on cell A2. Now press the enter key on the keyboard. Remember to activate the cell in which the
result must be entered. In the worksheet given in figure 2.7 it will be Cell A3 and Cell C1.

Figure 2.7
X √ fx
A B C D E F
1 154 -18 -2772
2 512
3 1848
 39

Division
A number or an amount in one cell can be divided with a number or an amount in another cell again using the “=”
formula.
Here again the numbers or amounts must be typed in as positives and/or negatives. A positive can be divided with a
negative.
The formula in the formula bar will read as follows: =A1/A2 or =A1/B1.
It is not necessary to type in the cell numbers. After typing in the = simply left click on cell A1, type in the forward
slash ‘/’ and then left click on cell A2. Now press the enter key on the keyboard. Remember to activate the cell in
which the result must be entered. In the worksheet given in figure 2.8 it will be Cell A3 and Cell C1.

Figure 2.8
X √ fx
A B C D E F
1 154 -18 -8.56
2 12
3 12.83

Simultaneous multiplication and division

The number or amount in one cell can be multiplied with the number or amount in another cell and divided with the
number or amount in another cell again using the “=” formula.
Example:
Activate cell E5. Multiply cell A5 with cell C5 and divide the result with cell D1.
X √ fx =(A5*C5)/D1
A B C D E F
1 356 245 -334 267
2 -234 -356 285 -305
3 205 -134 396 467
4 -122 106 -113 -129
5 205 -139 234 179.66

It is not necessary to type in the cell numbers. After = type in open bracket “(“ then left click on cell A5 type in the
asterisk ‘*’ then left click on cell C5 and type in the closing bracket ”)”, type in the forward slash ‘/’ and left click on cell
D1. Now press the enter key on the keyboard or left click on the √ button in the formula bar.
Cell E5 will reveal the result of the simultaneous multiplication and division namely 179.66. Remember to activate the
cell in which the result must be entered. In the worksheet given above it will be Cell E5.

Self-evaluation 2.1 – Calculations using formulas

Using the Excel Worksheet up to the stage of completion after self- evaluation 1.6

What needs to be calculated is the sub-total “Total Income”, the sub-total “Expenses” and the final total
“Surplus/(Shortage)”.

Activate cell C10. In the “HOME TAB” in the group “Editing” left click on the “SUM button” (Σ). Refer figure 2.9.

Figure 2.9
 40

In cell C10 and in the formula bar the following was entered: =sum(C7:C9).
Now press the enter key on the keyboard and the total of these three columns will be entered in cell C10.
Activate cell C18. In the “HOME TAB” the group “Editing” left click on the “SUM button” (Σ).
In cell C18 and in the formula bar the following was entered: =sum(C12:C17).
Now press the enter key on the keyboard and the total of these three columns will be entered in cell C18. Refer figure
2.10.

Figure 2.10

To get the shortage or surplus of this budget the total expenses must be deducted from the total income.
Activate cell C19. In the formula bar type in =C10-C18
Now press the enter key on the keyboard and the difference between these two amounts will be displayed in cell
C19.
The worksheet is now complete and will contain the information as given in figure 2.11.
Figure 2.11.

Yes, everything for the March 2009 budget was entered and calculated but the question is, is this worksheet
presentable?
What can be done to improve the overall look and easy readability of the worksheet?
 41

i). “My Personal Budget” is the heading of this document and should be prominent.
Activate cell B2. Increase the font size to 16 and make the letters bold.
ii). The dates, income, total income and the amount of total income, Expenses, total expenses and the amount of total
expenses and surplus/shortage and the amount of Surplus/shortage should also be prominent. Activate these cells
and make them bold.
iii). A further improvement would be to put borders around the dates and the amounts of income and also the amounts
of expenses.
iv).The last item to be formatted is the amounts because it is not clear whether it is a number or an amount. As this is
a budget of income received and expenses incurred, it is therefore necessary to format the amounts to show the
currency and the thousands separator.
Activate cell C7. In the “HOME TAB” in the group “Number” left click on the arrow to the right of “General”. The
command menu in figure 2.12 will appear.

Figure 2.12.

For amounts use

Left click on currency or accounting. The amount will now appear in the spread sheet with the currency indicator and
the thousands separator.

Repeat this for cells C10, C18 and C19.

To change the formats of the other amounts follow the following procedure:

Activate cells C8 and C9. In the “HOME TAB” in the group “Number” left click on the comma “,” button. The amounts
will now appear with the thousands separator.

Repeat this for cells C12 to C17.

The worksheet should now look as shown in figure 2.13.

Figure 2.13.
 42

In order to change the table given above into a more presentable document, left click anywhere inside the range of
cells and the left click on the table command button in the “Tables Group” of the “Insert Tab”.
The result will be as shown in figure 2.14.

Figure 2.14.
My Personal budget

01 March 2009 01 April 2009 01 May 2009

Income
Salary R 5,000.00
Interest 2,000.00
Dividends 2,000.00
Total income R 9,000.00
Expenses
Food 2,000.00
Petrol 1,500.00
Telephone 450.00
Water and electricity 900.00
Rent 1,250.00
General 2,000.00
Total expenses R 8,100.00
Surplus/(Shortage) R 900.00

Changing colours.
The colours of the background and of the font can also be changed using the “Home Tab” and in the Group “Font” the
“fill colour” command button and select from the “command Menu” the colour required for the back ground and from
the “Font Colour” command button select the required colour for the font.
 43

Other Formulas
1.2 The following formulas will now be discussed:
i). How to calculate the average of a series of numbers.
ii). How to select the Minimum of a series of numbers
iii). How to select the maximum of a series of numbers
iv) Financial functions – Round, depreciation, band repayments and present value and future value
v). How to apply a logical argument - single “IF”.
vi)V-Lookup and H-Lookup

Average
This function calculates the average of a list of numbers in a column of the worksheet and shows it in the designated
cell.
Example.
Prepare the following worksheet:
Turnover for the six months ended 31 August 2009
Cells Column B Column C Cells
Month Amount
B5 March R 123,456.00 C5
B6 April R 145,236.00 C6
B7 May R 178,563.00 C7
B8 June R 198,412.00 C8
B9 July R 165,412.00 C9
B10 August R 139,456.00 C10
Total
Average
Calculate the total turnover for the six months as described before.
Calculate the average monthly turnover for the six months.
To calculate the average monthly turnover, follow the following steps:
i). Activate cell C12. In the “Formula TAB” and the group “Function Library” left click on the button “fx” (Insert
Function). The following command menu will appear:

Figure 2.15

ii). In the “Search for a Function” box type in “Average” and left click on “GO”. In the “Select a function box” “Average will
appear at the top. Make sure that average is highlighted and then left click on “OK”. The following command menu will
appear on the screen:

Figure 2.16
 44

iii). Because there is only one numeric argument type in C5:C10 in the block next to “Number1”. Press “OK”. The
average of cells C5 to C10 will now be given in Cell C12.
Minimum
The test here is, which month had the smallest turnover.
To calculate the minimum monthly turnover, follow the following steps:
i). Activate cell C13. In the “Formula Tab” and the group “Function Library” left click on the button “fx” (Insert
Function). The following command menu will appear:
Figure 2.17

ii). In the “Search for a Function box” type in “Min” and left click on “GO”. In the “Select a function box” “Min” will
appear at the top. Make sure that Min is highlighted and then left click on “OK”. The following command menu will
appear on the screen:

Figure 2.18

iii). Because there is only one numeric argument type C5:C10 in the block next to “Number 1”. Press “OK”. The
Minimum of the cells C5 to C10 will now be given in Cell C13.
Maximum
The test here is which month had the smallest turnover.
To calculate the minimum monthly turnover, follow the following steps:
i). Activate cell C14. In the “Formula Menu” and group “Function Library” left click on the button “fx” (Insert Function).
The following command menu will appear:
Figure 2.19
 45

ii). In the “Search for a Function box” type in “Max” and left click on “GO”. In the “Select a function box” “Max” will
appear at the top. Make sure that Max is highlighted and then left click on “OK”. The following command menu will
appear on the screen:
Figure 2.20

iii). Because there is only one numeric argument type C5:C10 in the block next to “Number 1”. Press “OK”. The
Minimum of the cell range C5 to C10 will now be given in Cell C14.
The completed worksheet with total, Average, Minimum and maximum calculated will look as follows:

Figure 2.21
B C D E F G
1
Turnover for the six months ended 31/08/20XX Good Poor
2 Month Amount Performance
3 March R 123,456.00
4 April R 145,236.00
5 May R 178,563.00
6 June R 198,412.00
7 July R 165,412.00
8 August R 139,456.00
9 Total R 950,535.00
10
Average R 158,422.50
11
Minimum R 123,456.00
12
Maximum R 198,412.00
 46

Financial Functions
Up till now the =sum, =subtract, =multiply, =division, =multiply & divide and the =IF functions were discussed. What
remains are the financial functions and only some of the more commonly used financial function will be discussed.
Round , (ROUNDUP and =ROUNDDOWN)

1.1.1.1 =ROUND
The formula is typed as follows: =ROUND(F3,0), =ROUND(F3,1) or =ROUND(F3,2) meaning that the amount
must be rounded to 0, 1 or 2 digits after the decimal. See Figure 3.8 below with reference to cells H3, H4 and
H5.
Note that =ROUND automatically rounds up.
1.1.1.2 =ROUNDUP
The formula is typed as follows: =ROUNDUP(F3,0), =ROUNDUP(F3,1) or =ROUNDUP(F3,2) meaning that the
amount must be rounded to 0, 1 or 2 digits after the decimal. Figure 3.8 below with reference to cells I3, I4 and
I5.
Note that =ROUNDUP increases the digit specified even if the following digit is less than 5.
1.1.1.3 =ROUNDDOWN
The formula is typed as follows: =ROUNDDOWN(F3,0), =ROUNDDOWN(F3,1) or =ROUNDDOWN(F3,2)
meaning that the amount must be rounded to 0, 1 or 2 digits after the decimal. Figure 3.8 below with reference
to cells J3, J4 and J5.
Note that =ROUNDDOWN returns the digit specified unchanged even if the following digit is more than 5.

Figure 2.22
F G H I J
2 Round to =ROUND =ROUNDUP =ROUNDDOWN
3 1258.35698 0 1258 1259 1258
4 548.7788995 1 548.8 548.8 548.7
5 5263.650789 2 5263.65 5263.66 5263.65

1.1.1.4 “Round”, “Roundup” and “Rounddown” can also be used with:

= Additions (Sum); Formula: =ROUND(SUM(F6:F9),2)
= Subtractions; Formula: =ROUND(H8-H9,2)
= Multiplication; Formula: =ROUND(H8*H9,2) and
= Division; Formula: =ROUND(H9/H8,1)

Depreciation calculations
Depreciation calculations are best explained using an example.
Example:
An enterprise purchased an asset with an initial cost of R250,000, a residual value of R30,000 and a useful economic
life of 5 years. The asset was purchased at the beginning of the financial year.

1.1.1.5 Straight line method (=SLN)

Depreciation per period in this case is the same for all periods unless the asset was purchased during the financial
year in which case the first year’s depreciation will only be for the number of months from the date of purchase to the
end of the financial year. In the last year the depreciation will only be calculated from the beginning of the financial
year for the number of months still remaining.
In the “FORMULA TAB” and the group “Function Library” left click on “Insert Function”. The command menu in figure
2.22 will appear on the screen:
Figure 2.22
 47

Type “SLN” in the “Search for Function” box. Left click on “GO”. Left click on “SLN” in the “Select a Function” box. Left
click on “OK”.
The command menu in figure 2.23 will now appear on the screen:

Figure 2.23

Type 250000 (without the thousands separator) in the box to the right of “Cost”.
Type 30000 (without the thousands separator) in the box to the right of “Salvage” (Residual value).
Type 5 in the box to the right of “Life” (period over which asset will be depreciated)
Left click on “OK” and R44,000 (being the depreciation for 12 months) will be entered in the active cell.

If the depreciation period is less than 12 months (say 7 months) left click on the cell containing the R44,000. In the
formula bar the following will appear =SLN(250000,30000,5). Change this to read =SLN(250000,30000,5)*7/12 and
press the enter key on the keyboard. The depreciation for 7 months (R25,666.67) will now be entered in the active
cell.

1.1.1.6 Sum-of-the-years’(digits) method (=SYD)

Depreciation in the early years will be higher than in the later years because in this method the digits of the years are
added together (1+2+3+4+5=15) and the write off in the first year will use the higher digit divided by the total of the
digits. In this case it is 5/15. In the last year the depreciation will be calculated as 1/15.
If the asset was purchased during the financial year in which case the first year’s depreciation will only be for the
number of months from the date of purchase to the end of the financial year. In the last year the depreciation will only
be calculated from the beginning of the financial year for the number of months still remaining.
In the “FORMULA TAB” and the group “Function Library” left click on “Insert Function”. The command menu in figure
2.24 will appear on the screen:

Figure 2.24
 48

Type “SYD” in the “Search for a Function” box. Left click on “GO”. Left click on “SYD” in the “Select a Function” box.
Left click on “OK”.
The command menu in figure 2.25 will now appear on the screen:
Figure 2.25

Type 250000 (without the thousands separator) in the box to the right of “Cost”.
Type 30000 (without the thousands separator) in the box to the right of “Salvage” (Residual value).
Type 5 in the box to the right of “Life” (period over which asset will be depreciated)
Type 1 in the box to the right of “Per” (period for which depreciation is calculated)

Left click on “OK” and R73,333,33 (being the depreciation for 12 months) will be entered in the active cell.
If the depreciation period is less than 12 months (say 7 months) left click on the cell containing the R73,333.33. In the
formula bar the following will appear =SYD(250000,30000,5,1). Change this to read =SYD(250000,30000,5,1)*7/12
and press enter. The depreciation for 7 months (R42,777.78) will now be entered in the active cell.
Now calculate the depreciation for years 2, 3, 4 and 5. Total depreciation should equal R220,000,00.

1.1.1.7 Declining balance method (=DB)

Depreciation in the early years will be higher than in the later years because in this method depreciation is calculated
on the cost less the accumulated depreciation. If the asset was purchased during the financial year in which case the
first year’s depreciation will only be for the number of months from the date of purchase to the end of the financial
year, the depreciation in the last year the depreciation will only be calculated from the beginning of the financial year
for the number of months still remaining.
In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Function”. The command menu in
figure 2.26 will appear on the screen:

Figure 2.26
 49

Type “DB” in the “Search for a Function” box. Left click on “GO”. Left click on “DB” in the “Select a Function” box. Left
click on “OK”.
The command menu in figure 2.27 will now appear on the screen:
Figure 2.27

Type 250000 (without the thousands separator) in the box to the right of “Cost”.
Type 30000 (without the thousands separator) in the box to the right of “Salvage” (Residual value).
Type 5 in the box to the right of “Life” (period over which asset will be depreciated)
Type 1 in the box to the right of “Period” (period for which depreciation is calculated)
Type 12 (or the number of months depreciation is calculated for) in the box to the right of “Months”. (If this box is left
blank the program will assume the number of months is 12).
Left click on “OK” and R86,500.00 (being the depreciation for 12 months) will be entered in the active cell.
Year 1; =DB(250000,30000,5,1) = R 86,500.00
Year 2; =DB(250000,30000,5,2) = R 56,571.00
Year 3; =DB(250000,30000,5,3) = R 36,997.43
Year 4; =DB(250000,30000,5,4) = R 24,196.32
Year 5; =DB(250000,30000,5,5) = R 15,824.39
Total accumulated depreciation = R220,089.15
Please note that with reducing balance method it very seldom happens that the total depreciation written of over the
periods will be equal to the cost price less the salvage value. The total depreciation may be more or less than the
actual amount to be written off.
If the depreciation period in the first year is less than 12 months (say 7 months) it means that there will be a sixth
write off of depreciation for the 5 months not written off in year 1. Change the formulas for all the years as follows and
add year 6:
Year 1; =DB(250000,30000,5,1,7) = R 50,458.33
Year 2; =DB(250000,30000,5,2,7) = R 69,041.42
Year 3; =DB(250000,30000,5,3,7) = R 45,153.09
Year 4; =DB(250000,30000,5,4,7) = R 29,530.12
Year 5; =DB(250000,30000,5,5,7) = R 19,312.70
Year 6; =DB(250000,30000,5,6,7) = R 5,262.71
Total accumulated depreciation = R218,758.36
 50

Please note that the number 7 has been added at the end of the formula for all the years. This is because as from
year 2 the formula calculates the first 5 months of the year plus the last 7 months of the year accept for year 6 where
only the depreciation for the first 5 months is calculated (12-7).

Bond repayments (=PMT).

The calculation is based on the assumption that instalments are paid regularly (monthly or yearly) and that the interest
rate is fixed.
Example:
A bond of R750,00.00 is raised at a fixed interest rate of 18% calculated monthly and is repayable in monthly
instalments in arrears over 25 years.

1.1.1.8 Calculate the amount of the monthly instalments.

In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Function”. The command menu in
figure 2.28 will appear on the screen:
Figure 2.28

Type “PMT” in the “Search for a Function” box. Left click on “GO”. Left click on “PMT” in the “Select a Function” box.
Left click on “OK”.
The command menu in figure 2.29 will now appear on the screen:

Figure 2.29

Type .18/12 (or 18%/12) in the box to the right of “Rate” (the monthly interest rate)
Type 25*12 in the box to the right of “NPer” (the number of instalments to be paid over the period)
Type 750000 (without the thousands separator) in the box to the right of “PV” (The value of the bond when raised).
Type 0 in the box to the right of “Fv” (the future value of the bond will be zero).
Type 0 in the box to the right of “Type” (0 if payments are made in arrears and 1 if payments are made in advance)
Left click on “OK” and R-11,380.72 (the value of the monthly instalments) will be entered in the active cell.
Instalments paid in advance
Repeat this exercise but enter “Type” as 1.
The monthly instalment will be R-11,212.54

1.1.1.9 Future value of an Annuity (=FV).

The calculation is based on the assumption that deposits are made regularly (monthly or yearly) and that the interest
rate is fixed.
 51

Example:
An individual is investing R25,000.00 at the end of every year in an annuity over a period of 12 years. The annuity is
earning a fixed interest rate at 9% per year over the period.
Calculate the value of the annuity at the end of the 12 years.

In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Function”. The command menu in
figure 2.29 will appear on the screen:

Figure 2.29

Type “FV” in the “Search for a Function” box. Left click on “GO”. Left click on “FV” in the “Select a Function” box. Left
click on “OK”.
The command menu in figure 2.30 will now appear on the screen:

Figure 2.30

Type .09 (or 9%) in the box to the right of “Rate” (the yearly interest rate)
Type 12 in the box to the right of “NPer” (the number of payments to be made over the period)
Type 25000 (without the thousands separator) in the box to the right of “PMT” (The value of the yearly payments).
Type 0 in the box to the right of “Pv” (the present value of the annuity will be zero)).
Type 0 in the box to the right of “Type” (0 if payments are made in arrears and 1 if payments are made in advance)
Left click on “OK” and R-503,517.99 (the value of the annuity after 12 years) will be entered in the active cell.
Deposits made at the beginning of the year.
Repeat this exercise but enter “Type” as 1.
The future value will be R-548,834.61

1.1.1.10 Net Present Value of monies invested in a project that returns income
(=NPV).
The calculation is based on a fixed discount rate and a series of future payments (negative values) and income
(positive values) equally spaced in time and occurring at the end of each period.
Example:
A sole trader is considering investing in a project over a period of four years that will render the following income and
require expenses as indicated:
 52

Period Income Expenses

1 R40,000 R50,000
2 R80,000 R75,000
3 R120,000 R80,000
4 R110,000 R30,000
Taking into account a rate of return of 20%, calculate the Net Present Value of the project.
In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Function”. The command menu in
figure 2.31 will appear on the screen:
Figure 2.31

Type “NPV” in the “Search for a Function” box. Left click on “GO”. Left click on “NPV” in the “Select a Function” box.
Left click on “OK”.
The command menu in figure 2.32 will now appear on the screen:
Figure 2.32

Type .2 (or 20%) in the box to the right of “Rate” (rate of return)
Type 40000,-50000 in the box to the right of “Value 1” (income and expenses for the first period)
Type 80000,-75000 in the box to the right of “Value 2” (income and expenses for the second period)
Type 120000,-80000 in the box to the right of “Value 3” (income and expenses for the Third period)
Type 110000,-30000 in the box to the right of “Value 4” (income and expenses for the fourth period)
Left click on “OK” and R53,893.84 (the Net Present Value) will be entered in the active cell.

1.1.1.11 Internal rate of return of a series of cash flows (=IRR).

The calculation is based on the values of a range of cells and a default percentage of 10%.
Example:
An entrepreneur want to start a new business that requires a capital investment of R45,000. For the first five years the
cash flows from this venture will be as follows:
Year 1 R25,000
Year 2 R35,000
Year 3 R42,000
Year 4 R45,000
Year 5 R50,000
Calculate the rate of return for the five years
 53

Open a worksheet and enter the above information in the cells indicated below.
A B C D E
1
2 Capital investment -45,000.00
3 Cash flow Year 1 25,000.00
4 Year 2 35,000.00
5 Year 3 42,000.00
6 Year 4 45,000.00
7 Year 5 50,000.00
Activate cell E7 and calculate the internal rate of return.
In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Function”. The command menu in
figure 2.33 will appear on the screen:

Figure 2.33

Type “IRR” in the “Search for a Function” box. Left click on “GO”. Left click on “IRR” in the “Select a Function” box.
Left click on “OK”.
The command menu in figure 2.34 will now appear on the screen:

Figure 2.34

Type the cell range D2:D7 in the box to the right of “Values”
Type .1 (or 10%) in the box to the right of “Guess” (This is by default .1 or 10% if omitted)
Left click on “OK” and the internal rate of return, 69%, will be entered in cell E7.

“Vlookup” and “Hlookup” Functions

The LOOKUP Functions are used to make decisions based on variables that are set out within a worksheet in a table
format and with various limits.
In a cell of another table in the worksheet (or another worksheet), information can be retrieved using the HLOOKUP
(Horizontal) or the VLOOKUP (Vertical) functions.
 54

Vertical
vertical

Vertical
Horizontal (HLOOKUP) Horizontal

(VLOOKUP)

As shown in the diagram above, VLOOKUP search for information in a specified column. In other words VLOOKUP
look through the rows in a column. Find the information in a column (A, B, C…..) that is located in a specific row (1, 2,
3…..).
On the other hand, again with reference to the diagram above, HLOOKUP search for information in a specified row. In
other words HLOOKUP look through the columns to find the information in a specified row. Find the information in a
row (1, 2, 3,…..) that is located in a specific column (A, B, C,…..).

1.1.1.12 “VLOOKUP” (vertical)

Example 1
The information given in table 1 is regarding the debtors of a company. It is password protected and is only available
to authorized personnel. It is entered on “Sheet 1” (named data) of an Excel Workbook.

Table 1
Account Nr. Client name Telephone Nr. Account balance Credit Limit
Q1 Mr. Q 011 475 6677 R5,000 R6,000
W2 Ms W 012 796 3345 R20,000 R25,000
E34 Miss E 016 985 2267 R1,000 R500
T5 Mr. T 016 455 6987 R15,000 R12,500
P6 Ms. P 016 555 9987 R25,124 R30,000
A staff member not authorized to access this file is given the following information with a request to get the name and
the account balance of the following client Account numbers T5 and Q1 using “VLOOKUP”.
Only the following information is made available:

A B C D E
1 Account Nr. Client name Telephone Nr. Account balance Credit Limit
2 Q1
3 W2
4 E34
5 T5
6 P6
Number of rows in the table array (range)
Number of columns in table array (range)
1 2 3 4 5

Suggested solution
Step 1
Open an Excel workbook.
 55

Double left click on sheet 1 and type in Data

Type the information given in Table 1 in the sheet named data using the columns and rows as given. This is the
hidden Data

Step 2
Double left click on sheet 2 and type in VLOOKUP.
Type the information given in Table 2 in the sheet named VLOOKUP using the columns and rows as given. In this
table the formula will be applied
Table 2
A B C
1 “VLOOKUP”
2 Acc Nr. Client name Account balance
3 T5
4 Q1
Step 3
Activate cell B3. Left click on the “FORMULAS TAB” and then left click on the command button “Insert Function” in
the group “Function Library”. The command menu in figure 2.35 will appear on the screen:

Figure 2.35

In the box below Search for a Function; Type in VLOOKUP and left click on GO
In the space below Select a Function VLOOKUP will appear at the top of the list. Left click on VLOOKUP and then
left click on OK. The command menu in figure 2.36 will appear on the screen:
Figure 2.36

To search for the client name in the table array (range) of the table in the DATA sheet enter the following in the
function argument command menu:
i). “LOOKUP_Value”. (Type A3: gives the instruction to look for the row containing T5 in the table array (cell range)
in the DATA table).
ii). “Table_array”. Type Data!$A$1:Data!$E$6 (The range of cells in the DATA table where the client name can be
found)
 56

iii). “Col_index_num”. Type 2; the number of the column in the DATA table where the Client name can be found.
(Client name can be found in column 2 of the DATA table).
iv). “Range_Lookup”. Type “FALSE”: and the precise information will be looked for.
If “TRUE” the value or text nearest to the required information will be given.
Left click on OK and the client name will be entered in cell B3.

Activate Cell B4 and repeat the steps above to retrieve the name of the other client.
The only difference will be that A4 is entered as the “LOOKUP_Value”.

Activate Cell C3. Left click on the “FORMULAS TAB” and then left click on the command button “Insert Function” in
the group “Function Library”. The command menu in figure 2.37 will appear on the screen:

Figure 2.37

In the box below Search for a Function; Type in VLOOKUP and left click on GO
In the space below Select a Function VLOOKUP will appear at the top of the list. Left click on VLOOKUP and then
left click on OK. The command menu in figure 2.38 will appear on the screen:

Figure 2.38

To search for the account balance of the client in the table array (range) of the table in the DATA sheet enter the
following in the function argument command menu:
i). “LOOKUP_Value”. (Type A3: gives the instruction to look for the row containing T5 in the table array (cell range)
in the DATA table).
ii). “Table_array”. Type Data!$A$1:Data!$E$6 (The range of cells in the DATA table where the client name can be
found)
iii). “Col_index_num”. Type 4; the number of the column in the DATA table where the account balance of the client
name can be found. (Client account balance can be found in column 4 of the DATA table).
iv). “Range_Lookup”. Type “FALSE”: and the precise information will be looked for.
If “TRUE” the value or text nearest to the required information will be given.
Left click on OK and the account balance of the client will be entered in cell C3.
 57

Activate Cell C4 and repeat the steps above to retrieve the account balance of the other client. The only difference
will be that A4 is entered as the “LOOKUP_Value”.
The formulas entered in the sheet “VLOOKUP” as it will appear in the worksheet
A B C
1 “VLOOKUP”
2 Acc Nr. Client name Account balance
3 T5 =VLOOKUP(A3,Data!$A$1:Data!$E$6,2,FALSE) =VLOOKUP(A3,Data!$A$1:Data!$E$6,4,FALSE)

4 Q1 =VLOOKUP(A4,Data!$A$1:Data!$E$6,2,FALSE) =VLOOKUP(A4,Data!$A$1:Data!$E$6,4,FALSE)

The result of “VLOOKUP” in this example is the following.

A B C
1 “VLOOKUP”
2 Acc Nr. Client name Account balance
3 T5 Mr. T R15,000
4 Q1 Mr. Q R5,000

2.3.4.2 “HLOOKUP” (horizontal)

Example 2
Mr. Exa, a retailer carries inventory of about 1,500 different items. The table below lists only 9 of these items.
Table 1
A B C D
1 Item code Unit cost Qty Selling
2 TSF-HSGAAS/DQ9 80.11 685 120.17
3 HF-NVERHEQ/V4 71.62 868 107.43
4 RF-OAL/QO6 36.94 178 55.41
5 VDF-QL/T7 98.46 118 147.69
6 UF-VBMNAB/5 52.71 565 29.45
7 PMF-ITISVHG/6 64.70 759 97.05
8 F-SIEG/D3 3.87 171 5.81
9 MSF-JHNM/AV8 57.00 763 85.50
10 F-DUIJKA/OU5 67.17 795 100.76
Mr. Exa want to know the cost, the quantity in stock and the selling price of the following items:

Table 2
G H I J
3 “HLOOKUP”
4 Item code Unit cost Qty Selling
5 TSF-HSGAAS/DQ9
6 VDF-QL/T7
7 F-SIEG/D3
8 FPF-QJPHM/PB5
9 PMF-ITISVHG/6
10 HF-MANB/S5

Without sorting the Item codes use “HLOOKUP” to get the information Mr. Exa requires.

Suggested solution
Enter table 1 in an Excel Worksheet using the columns and rows as indicated.
Enter table 2 in the Excel Worksheet to the right of table 1 using the columns and rows as indicated. (Another
worksheet may also be used)
The column headings of table 2 must be exactly the same as the column headings of Table 1.
Remember!
“HLOOKUP” looks in the rows within the columns of the table array (cell range) from left to right to find the required
information.
Activate Cell H5. Left click on the “FORMULAS TAB” and then left click on the command button “Insert Function” in
the group “Function Library”. The command menu in figure 2.39 will appear on the screen:

Figure 2.39
 58

In the block “Search for a Function”; Type “HLOOKUP”.

Left click on “GO”.
In the “Select a Function” box; Left click on “HLOOKUP”.
Left click on “OK”.
The command menu in figure 2.40 will now appear on the screen:
Figure 2.40

In the command menu (Figure 3.29) the following must be entered to calculate the Unit cost:
Lookup value: Type H4 (That represents the name “Unit Cost” of the column that must be found in the
table array (cell range).
Table_array: Type $A$1:$D$10. (That represents the range of cells in which “HLOOKUP” can find the
column and the row specified.
Row_index_num: Type 2. (This refers to the row within the cell range in Table 1 where HLOOKUP will
find the Unit cost of the stock item given in cell G5 of table 2).
Range_lookup: Type FALSE. (This is a logical value that specifies whether HLOOKUP must find an
exact match) If true is typed in this area or nothing at all is typed in this area HLOOKUP
will return an approximate match.
Left click on the right hand bottom corner of cell H5 and holding the left mouse button down copy the
formula into cells I5 and J5.

Repeat the above for cells H6:H10 and complete table 2.

The result should be the following:
G H I J
3 "HLOOKUP"
4 Item code Unit cost Qty Selling
5 TSF-HSGAAS/DQ9 80.11 685 120.17
6 VDF-QL/T7 98.46 118 147.69
7 F-SIEG/D3 3.87 171 5.81
8 FPF-QJPHM/PB5 29.85 987 44.78
9 PMF-ITISVHG/6 64.70 759 97.05
10 HF-MANB/S5 74.21 429 111.32
 59

1.1.1.13 Further examples of “HLOOKUP” (horizontal) and VLOOKUP” (vertical)

Example 3
Slick is a motor dealer selling three models of motor vehicles. Each model again has vehicles with engine capacities
of 1.4L, 1.6L and 2L.
The cost prices of these vehicles are:
Table 1
A B C D
Row 1 Engine Cap./Model A B C
Row 2 1.4L R150,000 R170,000 R190,000
Row 3 1.6L R165,000 R185,000 R210,000
Row 4 2.0L R195,000 R215,000 R230,000
The following vehicles were sold:
To Mr B, a model A vehicle with an engine capacity of 2 Litres.
To Miss A, a model B vehicle with an engine capacity of 1,4 Litres.
To Mr C, a model C vehicle with an engine capacity of 1.6 Litres
Calculate the cost of sales using:
i). “HLOOKUP”
ii). “VLOOKUP”

Suggested solution
(A) “H-LOOKUP”
Step 1.
Open a Microsoft Excel workbook. Enter table 1 with the cost prices of the vehicles given above using the rows and
columns given in worksheet 1.. (The cell range is A1:D4)
“HLOOKUP” needs the row number in which it should look to find the cost of each vehicle.
Information will now be retrieved from this table in order to complete table 2 given in step 2.
Step 2
Enter table 2 using the columns and rows given. In this table the cost of each vehicle will be retrieved using
HLOOKUP. Please note that the headings of the columns must be the same as the column headings of table 1.

Table 2
A B C D E F
Row 8 Cost of sales with HLOOKUP
Row 9 Vehicle Cost Engine Model Model Model
Row 10 Capacity A B C Total
Row 11 Mr.B 2
Row 12 Miss.A 1.4
Row 13 Mr.C 1.6
Row 14
Total cost of Sales

Activate cell C11.

In the “FORMULA TAB” and in the group “Function Library” left click on “Insert Formula” and the command menu in
figure 2.41 will appear on the screen:
Figure 2.41

Type “HLOOKUP” in the “Search for a Function” box. Left click on “GO”. Left click on “HLOOKUP” in the “Select a
Function” box. Left click on “OK”.
The command menu in figure 2.42 will now appear on the screen:
 60

Figure 2.42

1 Type C10 in the box to the right of “Lookup_value” (the value of what to look for in the table)
2 Type $B$1:$E$4 in the box to the right of “Table_array” (The range of cells in table 2 where the program must
search for the information). The cell addresses is fixed with the dollar “$” sign because it is necessary when copying
the formula to other cells.
3 Type 4 in the box to the right of “Row_Index_num” (That is the row number in table 1 where the value (Cost) will be
found).
4 Type “False”in the box to the right of Range_lookup.

Activate cell D12.

In the command menu as in figure 14.33, enter the following:
1 Type D10 in the box to the right of “Lookup_value” (the value of what to look for in the table)
2 Type $B$1:$E$4 in the box to the right of “Table_array” (The range of cells in table 2 where the program must
search for the information). The cell addresses is fixed with the dollar “$” sign because it is necessary when copying
the formula to other cells.
3 Type 2 in the box to the right of “Row_Index_num” (That is the row number in table 1 where the value (Cost) will be
found).
4 Type “False”in the box to the right of Range_lookup.

Activate cell E13.

In the command menu as in figure 14.33, enter the following:
1 Type E10 in the box to the right of “Lookup_value” (the value of what to look for in the table)
2 Type $B$1:$E$4 in the box to the right of “Table_array” (The range of cells in table 2 where the program must
search for the information). The cell addresses is fixed with the dollar “$” sign because it is necessary when copying
the formula to other cells.
3 Type 3 in the box to the right of “Row_Index_num” (That is the row number in table 1 where the value (Cost) will be
found).
4 Type “False”in the box to the right of Range_lookup.

Calculate the totals for F11 to F13 and the total cost of sales in F14
The completed table should contain the following information:
A B C D E F
Row 8 Cost of sales with HLOOKUP
Row 9 Vehicle Cost Engine Model Model Model
Row 10 Capacity A B C Total
Row 11 Mr.B 2 195,000 195,000
Row 12 Miss.A 1.4 170,000 170,000
Row 13 Mr.C 1.6 210,000 210,000
Row 14 Total cost of Sales 575,000
 61

(B) “V-LOOKUP”
Step 1.
Open a new Microsoft Excel workbook. In worksheet 1 prepare the following table using the columns and rows as
indicated:
Table 1
Column 1 Column 2 Column 3 Column 4
A B C D
1 Model/Engine Cap 1.4L 1.6L 2.0L
2
A 150,000 165,000 195,000
3
B 170,000 185,000 215,000
4
C 190,000 210,000 230,000

This is the data table. In other words the table where VLOOKUP will find the required information.

Step 2
Enter the table 2 (including the column numbers) with the cost prices of the vehicles on the right hand side of table 1
in the worksheet. (Use cell range I2 to L6)

Table 2
Cost of sales with VLOOKUP
A B C D E
9 Mr B Ms A Mr C
10 Engine capacity 2L 1.4L 1.6L Total
11 Model
12
13 A
14 B
15 C
Total Cost of sales

Information will now be retrieved from table 1 in order to complete table 2.

Remember that “VLOOKUP” needs the column number in which it should look to find the cost of a specific vehicle.

Step 3.
Activate cell B13.
In the “FORMULA TAB” and in the group “Function Library” left click on “Insert
Formula” and the command menu in figure 2.43 will appear on the screen:
Figure 2.43

Type “VLOOKUP” in the “Search for a Function” box. Left click on “GO”. Left click on “VLOOKUP” in the “Select a
Function” box. Left click on “OK”.
The command menu in figure 2.44 will now appear on the screen:
 62

Figure 2.44

Type A13 in the box to the right of “Lookup_value” (the value of what to find in the table array)
Type A1:D4 in the box to the right of “Table_array” (The range of cells in table 1 where the formula must search for
the information). The cell address can be fixed with the dollar “$” sign if it should become necessary to copy the
formula to other cells.
Type 4 in the box to the right of “Row_Index_num” (That is the column number in table 1 where the value (Cost) will
be found).
Type False in the box to the right of “Range_Lookup.

Activate Cell C14

For the function arguments (table 3.32) type in the following:
Type A14 in the box to the right of “Lookup_value” (the value of what to find in the table array)
Type A1:D4 in the box to the right of “Table_array” (The range of cells in table 1 where the formula must search for
the information). The cell address can be fixed with the dollar “$” sign if it should become necessary to copy the
formula to other cells.
Type 2 in the box to the right of “Row_Index_num” (That is the column number in table 1 where the value (Cost) will
be found).
Type False in the box to the right of “Range_Lookup.

Activate Cell D15

For the function arguments (table 3.32) type in the following:
Type A15 in the box to the right of “Lookup_value” (the value of what to find in the table array)
Type A1:D4 in the box to the right of “Table_array” (The range of cells in table 1 where the formula must search for
the information). The cell address can be fixed with the dollar “$” sign if it should become necessary to copy the
formula to other cells.
Type 3 in the box to the right of “Row_Index_num” (That is the column number in table 1 where the value (Cost) will
be found).
Type False in the box to the right of “Range_Lookup.

The completed table should contain the following information:

Cost of sales with VLOOKUP
A B C D E
9 Mr B Ms A Mr C
10 Engine capacity 2L 1.4L 1.6L Total
11 Model
12
13 A 195,000 195,000
14 B 170,000 170,000
15 C 210,000 210,000
Total Cost of sales 575,000
 63

The “IF” argument

The “IF” argument is a logical test checking whether a condition is met and returns one value if “TRUE” (condition
met) and another value if “FALSE” (condition not met).
The following argument will be used:
If the monthly turnover is equal to or greater than the average turnover the performance is “GOOD”. If the monthly
turnover is less than the average turnover the performance is “POOR”.
The values to be used here are GOOD and POOR. In an area outside the print area of the worksheet type GOOD in
one cell (F1) and POOR in another cell (G1) as given in figure 2.45
In Cell D4 type in “Performance”.
Activate cell D5. In the “Formula Tab” and the group “Function Library” left click on the icon “fx” (Insert Function).
Figure 2.45
B C D E F G
1
Turnover for the six months ended 31/08/20XX Good Poor
2
Month Amount Performance
3
March R 123,456.00
4
April R 145,236.00
5
May R 178,563.00
6
June R 198,412.00
7
July R 165,412.00
8
August R 139,456.00
9
Total R 950,535.00
10
Average R 158,422.50
11
Minimum R 123,456.00
12
Maximum R 198,412.00

The following command menu (Figure 2.46) will appear:

Figure 2.46

In the “Search for a Function box”, type in “IF” and left click on “GO”. In the “Select a function box” “IF” will appear at
the top. Make sure that IF is highlighted and then left click on “OK”. The following command menu will appear on the
screen: Figure 2.47
 64

Figure 2.47

In the block “Logical test” type the argument being C5 greater than or equal to the average C12 as follows:
C5=>$C$12.
In the block value if true, type $F$1.
In the block value if false, type $G$1. (See figure 13.9)
The $ sign indicates absolute cell references.
If the $ sign is in front of the Column number ($B4) it means that the column is fixed but not the row.
If the $ sign is in front of the Row number (B$5) it means that the row is fixed but not the column.
If the $ sign is in front of the Column number and in front of the Row number ($B$6) it means that both
the column and the row is fixed.

In the example above column C and row 12 is fixed. The same applies to column F row 2 and column G row 2.
With all of the test and values entered correctly left click on “OK”. In cell D5 the word poor will appear because the
value of C5 is lower than the average. See figure 2.48

Figure 2.48
B C D E F G
1 Turnover for the six months Good Poor
2 ended 31 August 20XX
3
4 Month Amount Performance
5 March R 123,456.00 Poor
6 April R 145,236.00
7 May R 178,563.00
8 June R 198,412.00
9 July R 165,412.00
10 August R 139,456.00
11 Total R 950,535.00
12 Average R 158,422.50
13 Minimum R 123,456.00
14 Maximum R 198,412.00

Activate cell D5. Place the mouse pointer on the bottom right corner cell D5. The format of the pointer will change to
“+”. Holding down the left mouse button drag the mouse downward until the block reaches D10. Let go of the left
mouse button and all the results will appear in cells D5 to D10. The final result is shown in figure 2.49.
 65

Figure 2.49.
B C D E F G
1 Turnover for the six months Good Poor
2 ended 31 August 20XX
3
4 Month Amount Performance
5 March R 123,456.00 Poor
6 April R 145,236.00 Poor
7 May R 178,563.00 Good
8 June R 198,412.00 Good
9 July R 165,412.00 Good
10 August R 139,456.00 Poor
11 Total R 950,535.00
12 Average R 158,422.50
13 Minimum R 123,456.00
14 Maximum R 198,412.00

Extended (Nested) “IF” functions.

Up to now the “IF” function with only one argument was discussed. More arguments will now be added.
Example:
A B C D E F G
1 RRTP 212
2 Preliminary examination result
3 Student Admission Exam Final
4 Student name number Mark mark Mark Result
5 1 Mason R 20764758 40 0 18
6 2 De Wet P 20843917 41 56 49
7 3 Ceba M 20821832 66 57 62
8 4 Bekker M 20774516 68 56 62
9 5 Welbach C 20469217 27 0 14
10 6 Ross R 20383568 75 50 63
11 7 Scott T 20793510 74 41 58
12 8 Nel P 20768036 63 67 65
13 9 Bafoe Y 20968906 49 26 38
14 10 Benade R 20800274 61 44 53
15 11 Bence L 20954816 76 52 64
16 12 Quince R 20869630 80 78 79
17 13 Bakkes T 20887914 58 72 65
18 14 Boonzaaier F 20766777 58 28 43
19 15 Cloete D 20947364 81 58 70
20 16 Cassim L 20976925 26 0 13
21 17 Combrink H 20793219 29 9 19
22 18 Da Silva R 20460694 50 50 50
23 19 Pope P 20888686 50 58 54
24 20 De Jager L 20884931 39 37 38

The above schedule is the examination results of a group of students.

The final marks have been calculated but the number of students that passed, failed or did not write the examination
has not been calculated.
You are required to:
i). The word final that appears in Cell F3 should be the heading for columns F and G. Merge cells F3 and G3 and
centre Final above columns F and G.
ii). Sort column B in ascending alphabetical order.
iii). Calculate the examination results using the following arguments and place the answers in cells G5 to G25.
Arguments:
If cell E = 0, DW (Did not write)
If cell F is equal to or greater than 49, Pass
If cell F is smaller than 49, Fail.
 66

Use the “COUNTIF” function to give the number of students that PASSED, FAILED and DID NOT WRITE

Suggested solution
i). Left click on cell F3 and holding the left mouse button down drag it to cell G3 in order to highlight both cells.
Go to the “HOME TAB” and the group “alignment”. Left click on the merge and centre button and the cells will be
merged and the word “Final” will be placed in the centre of cells F3 and G3.
ii). Left click on cell B5 and holding the left mouse button down drag it down and to the right to highlight the range of
cells B5 to F25. IT IS VERY IMPORTANT THAT THE FULL RANGE OF CELLS IN THE TABLE IS HIGHLIGHTED.
In the “HOME TAB” and the group “Editing” left click on the button “sort and filter”. The following command menu will
appear: Figure 2.50

Figure 2.50

Left click on “custom sort” and the command menu in figure 3.387 will appear: Figure 2.51

Figure 2.51

Place a tick (√) in the block to the left of “My data has headers”
In the Column “Sort by”, select “Student Name” or “column B”. In the column “Sort On” select “Values” in the column
“Order” select “A to Z”. Now left click on OK and column B will now be sorted in alphabetical order.

iii). In cell H11 type “Pass”; In cell H12 type “Fail”; In cell H13 type “DNW” (Did Not Write)
Activate cell G6 and type in the following formula that will determine whether a student passed, Failed or did not write,
in the formula bar:
=IF(E6=0,$H$13,IF(F6=49,$H$11,IF(F6>49,$H$11,IF(F6<49,$H$12))))

Please note the four brackets at the end of the formula. Because the formula has four arguments to close, there must
be a bracket for each argument at the end of the formula and not at the end of each argument.
Now left click on cell G6 and with the left mouse button held down drag the pointer downward until it reaches G25.
Release the left mouse button and the results will now be recorded.

Please remember to save the document as often as possible to prevent loss of information!!
 67

iv) Figure 3.40. In the box “Search for Function” type “COUNTIF” and left click on “GO”. If “COUNTIF” appears
highlighted in the “select function box”, left click on “OK” and the command menu “Function Arguments” as in figure
2.52 will appear on the screen:

Figure 2.52

v). Activate cell I11. In the “FORMULA TAB” and group “Function Library” left click on “Insert Function” and the
command menu in figure 2.53 will appear on the screen:

Figure 2.53

In the “Range” box type G6:G25.

In the “Criteria” box type “Pass”
Left click on “OK” and the number of students that passed will appear in cell I11.
Activate cell I12 and repeat the actions as for cell I11. The only difference is that in the “Function Argument menu”
“Criteria box” fail” is typed.
Activate cell I13 and repeat the actions as for cell I11. The only difference is that in the “Function Argument menu”
“Criteria box” DW is typed.

The completed worksheet should look as given in figure 2.54

 68

Figure 2.54

Data
Filter
1.1.1.14 Filter data in a range or table.
Using AutoFilter or built-in comparison operators such as "greater than" and “top 10” will show only the data required
and hide the rest. Once data in a range of cells or table has been filtered, it may be filtered again in order to obtain
up-to-date results, or a filter may be cleared in order to display all of the original data.

Filtered data only displays the rows that meet the criteria specified and hides rows that should not be displayed. After
the data has been filtered, it can be copied, be found, edited, formatted, displayed in chart format, and the subset of
filtered data can be printed without rearranging or moving it.

More than one column may be filtered. Filters are additive, which means that each additional filter reduces the data
displayed.

Note: When the Find dialog box is used to search filtered data, only the data that is displayed is searched; Data that
is not displayed is not searched. To search all the data, clear all filters.

Using AutoFilter, three types of filters can created:

1 As a List of values
2 As a Format
3 As a Criteria

Each of these filter types is mutually exclusive for each range of cells or columns in a table. For example, a filter
may be done by cell colour or by a list of numbers, but not by both; or a filter by icon or a custom filter, but not
both.
How to determine whether a filter is applied or not:
A drop-down arrow in the heading column means that filtering is enabled but not applied.
When the mouse pointer is touching the “Arrow Button” a drop down menu will give the name of the column
heading and in brackets (Showing All).

A Filter button in the heading column means that a filter is applied.

When the mouse pointer is touching the “Filter Button” a drop down menu will display the name of the
Filter applied to that column and the result (for example “Equals 1,000”).

When a filter is reapplied, different results may appear because of reasons:

1 Data has been added to the range of cells or table column.
 69

2 Data has been modified to the range of cells or table column.

3 Data has been deleted to the range of cells or table column.
4 Values returned by a formula have changed and the worksheet has been recalculated.

The filter is a dynamic date and time filter, such as Today, This Week, or Year to Date.
For the best results, do not mix data types, such as text and numbers, or numbers and dates in the same column.
Only one type of filter command is available for each column.
If there is a mix of data types, the result that is displayed is the data type that occurs the most. For example, if
the column contains three values stored as numbers and four as text, the Text Filters result will be displayed.

1.1.1.15 Example of “Filter a range of data”

Prepare a worksheet using the data as given in figure2.55
1. Select the data you want to filter. For best results, the columns should have headings.

Figure 2.55
Final
Student Admission Exam
Student name Number Mark Mark Mark Result
1 Bafoe Y 20968906 49 26 38 Fail
2 Bakkes T 20968916 58 72 65 Pass
3 Bekker M 20968926 68 56 62 Pass
4 Benade M 20968936 61 44 53 Pass
5 Bence L 20968946 76 52 64 Pass
6 Boonzaaier F 20968956 58 28 43 Fail
7 Cassim L 20968966 26 0 13 DNW
8 Ceba M 20968976 66 57 62 Pass
9 Cloete D 20968986 81 58 70 Pass
10 Combrink H 20968996 29 9 19 Fail
11 Da Silva R 20969006 50 50 50 Pass
12 De jager L 20969016 39 37 38 Fail
13 De wet P 20969026 41 56 49 Pass

1. Select the column with the data that must be filtered. NB! For best results, the columns should have headings.
2. IN the worksheet as shown in Figure 2.55 select the column “Result” and then in the “Data Ribbon” in “Sort and
Filter”, left click on Filter. Refer figure 2.56

Figure 2.56

The worksheet will now be shown as in Figure 2.57.

 70

Figure 2.57

Left click on the arrow next to ”Result” cell G2. In the drop down menu (Figure 2.58) left click on either “TEXT
FILTERS” or “NUMBER FILTERS” and then left click on “Select All) and on ”Pass” and then left click on “OK”

Figure2.58

Or Number
Filters

The result will then be shown as in figure 2.59

 71

Figure 2.59

Example of a “Number Filter”

Use the same worksheet as in figure 2.57 and left click on the arrow next to “Final Mark”.
In the drop down menu in figure 2.60, left click on “Number Filters” and in the next drop down menu left click on “Between”.

Figure 2.60

In the menu that follows enter “50” in the space for “greater than or equal to” and enter “75” in the space for “Less than or equal to” and
left click on “OK”. Refer figure 2.61.
 72

Figure 2.61

The result is shown in figure 2.62

Figure 2.62

The filtering arrow in the table header changes to this icon to indicate a filter is applied. To clear the filter left click on this Icon and in
the drop down menu left click on “Clear Filter”.
 73

Advanced Filter
Enter the following information into an excel worksheet Excel Worksheet using the rows and columns as indicated.

To the right of this schedule in cells J1 to L1 insert the headings of the criteria range.

In the “DATA Ribbon” in the “Sort and Filter Group” LEFT click on “Advanced”’. In the “Advanced Filter” Menu enter the following:
1 Activate “Copy to another location”
2 Enter the “List Range”
3 Enter the “Criteria Range”
4 Enter the ‘Copy To” – Where the result of the Advanced Filter must be shown.

In the “Criteria Range box’ enter the reference for the criteria range as well as the Criteria labels.
 74

Now left click on “OK” in the Advanced Filter Menu and the result will be shown in the cell range J5 – P10. Refer figure
below.

If in the “Advanced Filter Menu” “Filter the list in Place” is selected the rows that do not match the criteria will be hidden in the schedule
originally prepared.
Refer figure below.

Create a Pivot Table Graph

A Pivot Table is useful to summarise, analise, explore and to present a summary of your worksheet data or even external data.
In order to create a basic pivot table in Excel that can later be modified and formatted, start by entering the data to be used in the pivot
table, in a worksheet.

Next, highlight the data range, and from the group “Charts” in the “INSERT RIBBON” and left click on “Recommended Charts”. Refer
figure 2.63.
Figure 2.63

The menu in figure 2.64 will appear on the screen. Select preferred chart type and left click.

Figure 2.64
 75

Please ensure that each column is assigned a heading, and that these headings is selected as part of the data range.

Example
Enter the following data into a worksheet as indicated.

A B C
1 Student Number Category
2 10056793 A-
3 10060677 A-
4 10084975 A-
5 10115021 A-
6 10116060 A+
7 10240691 A-
8 10558845 A-
9 10623019 A-
10 10625348 A-
11 10683909 A+
12 10699805 A+
13 10699945 A+
14 10707301 A+
15 10707468 A+
16 10730060 A+
17 10733418 A+
18 10743480 A-
19 10757228 A-

Select the “Table Array” (Cell Range) A1:B19.

In the “INSERT” ribbon in the “Charts group”, left click on “Recommended Charts”. Refer figure 2.65.
Select and left click on ”Column Chart” And the result is as in Figure 2.65
 76

Figure 2.65

Create a Pivot table

Example!
Enter the following data an Excel worksheet:

Select the table array (Cell Range) A1:F15.

In the “Insert Ribbon” Group “Charts” left click on “Pivot Chart”. Refer Figure 2.66.
 77

Figure 2.66

From the drop down menu select and left click on “Pivot Chart & Pivot Table”’. The “Create Pivot Table” as in figure 2.67 will appear on
the screen/

Figure 2.67

Next the location where the pivot table should be placed must be specified.
1 New Worksheet
Left click on “New Worksheet”. Figure 2.67
2 Existing Worksheet
Left click on “Existing Worksheet”. Figure 2.676. In the space provided for “location” enter the first “Cell in the range of cells that the “pivot
table report” must be placed.
For the purpose of this example, place the Pivot Table in the existing worksheet with the data as provided for this example starting in H1.
The result should be as in Figure 2.68.

Figure 2.68

The Pivot Table will always be blank until the relevant and required fields are added to the pivot table.
If for example the number of students with an A+ and the number of students with an A- must be calculated, the following steps must be
followed:
Left Click on the block named “Pivot Table 2” (Figure 2.69).

Figure 2.69
 78

To the right of Pivot table 2 the “Pivot Table Field’ list will be displayed. Refer figure 2.69

The relevant or required fields must now be added to the Table fields list.
In the “Pivot Table Fields” menu select and left click the boxes next to “Column6” and drag it to “Columns” and again left click on
“Column6” and drag it to “Values”.
The result of the number of passes, fails and DNW is shown at the bottom of figure 2.70.

Figure 2.70

Microsoft Slicer

Use slicers to filter data

Slicers provide buttons that can be clicked on to filter “table data” (Excel 2015 and later), or “PivotTable data”. In addition to quick filtering,
slicers also indicate the current filtering state, which makes it easy to understand what exactly is shown in a filtered PivotTable.
 79

When an item is selected, that item is included in the filter and the data for that item will be displayed in the report. For example, select
White in the Colour field, only data that includes Callahan in that field are displayed.

Open the following database in an Excel Workbook:

It is important to remember that the database must be in “Table Format” before starting the process.
In the “Insert Ribbon” and the group “Tables” left click on “Table” and the following will appear on the screen.

Enter the table array in the space “Where is the data for your table” activate “My table has got headers” and then left click on “OK”. See
Figure below for the format of the table.

Create a slicer in an existing PivotTable

Before creating a “Slicer” convert the table to a “Pivot Table”.
In the “Insert Ribbon” and the group “Tables” left click on “”Pivot Table” to create the Pivot Table..

In the menu box that follows insert the table array and where the Pivot must be shown and left click on “OK”..
See figure below.
 80

The “Pivot Table” is now created.

In the drop down menu “Pivot Table Fields” Move the column headers into the spaces provided as indicated in the Figure below:

Now left click anywhere in the PivotTable for which a slicer must be created
In the “PivotTable Tools Tab” (Additional Ribbon) left click on “Options” and left click on “Insert Slicer” and a box containing the slicers that
can be inserted will be made available. See below
 81

Activate any one of the Slicers by ticking the box next to it and then Left click on “OK”. In this case “Colour” is selected.

In this colour menu left click on for example white and only the cars in the colour white will be shown in the table .

Repeat these actions for all the slicers listed and make note of the result.
Please note that A slicer is displayed for every selected field.
In each slicer, left click on the items that must be filtered.
To select more than one item, hold down CTRL, and then left click the items that must be filtered.
Disconnect a slicer
Click anywhere in the PivotTable in which a slicer must be disconnected.
This displays the PivotTable Tools tab.
Left click on the Options tab then Insert Slicer then Slicer Connections.
In the dialog box, clear the check box of any PivotTable fields for which a slicer must be disconnected.
Delete a slicer
Do one of the following:
1 Left click on the slicer, and then press DELETE.
2 Right click on the slicer, and then left click on Remove (Name of slicer).
Slicer components
A slicer typically displays the following components:
1. A slicer header indicates the category of the items in the slicer (ex Salesperson).
2. A filtering button that is not selected indicates that the item is not included in the filter (ex. Callahan).
3. A filtering button that is selected indicates that the item is included in the filter (ex. Fuller).
4. A Clear Filter button removes the filter by selecting all items in the slicer.
5. A scroll bar enables scrolling when there are more items than are currently visible in the slicer.
6. Border moving and resizing controls allows a size change and the location change of the slicer.

Insert an Excel Table

When creating a table in an Excel worksheet, it not only become easier to manage and analyze data, but it also make available built-in
filtering, sorting, row shading with Banded Rows, and the ability to use different formulas in a Total Row.

Use the following table as an example:

Final
Student Admission Exam
Student name Number Mark Mark Mark Result
1 Bafoe Y 20968906 49 26 38 Fail
2 Bakkes T 20968916 58 72 65 Pass
3 Bekker M 20968926 68 56 62 Pass
4 Benade M 20968936 61 44 53 Pass
5 Bence L 20968946 76 52 64 Pass
 82

6 Boonzaaier F 20968956 58 28 43 Fail

7 Cassim L 20968966 26 0 13 DNW
8 Ceba M 20968976 66 57 62 Pass
9 Cloete D 20968986 81 58 70 Pass
10 Combrink H 20968996 29 9 19 Fail
11 Da Silva R 20969006 50 50 50 Pass
12 De jager L 20969016 39 37 38 Fail
13 De wet P 20969026 41 56 49 Pass

Create a table in the required style.

1. Select any cell within the range of cells to be included in the table.
2. In the “Home ribbon”, go to the “Styles Group” and left click on “Format as Table”.
3. Select the preferred style from the table “Style Gallery”. Figure 2.71
Figure 2.71

The menu in Figure 2.72 will now appear on the screen.

Table 2.72
 83

Excel automatically highlights the data range in the table, and the range address will be listed in the Format As Table dialog, the range
can be adjusted the if necessary.
If the top row of the selected range contains data to be used as table headers, check the My table has headers box. If this is not done,
table headers with default names like Column1 and Column2 are added to the table above its data.
Left click on OK Excel will format your data range as a table with the style selected’. Refer figure 2.73.

Figure 2.73

The current style may be changed at any time by selecting a new style from the “Style Gallery”.
A custom table style may be created for use in the current workbook by selecting New Table Style in the Style Gallery. Refer figure 2.74
After creating a custom table style, it is available for the current workbook in “Format as Table” with a left click on “ Custom” in the
“Style Gallery”.

Figure 2.74
84
 85

. 3. CHAPTER 3 – Charts (Also called graphs)

This chapter aims to enable you to do the following with regard to advanced functions in Microsoft Excel

In Microsoft Office Excel 2010, it is easy to create professional looking charts. Simply by choosing a chart type, a
chart layout, and a chart style all of which are within easy reach in the new Office Excel 2010 “INSERT TAB” in the
group “Charts”. It provides instant professional results every time a chart is created.
Preferred charts may also be saved as a chart template that can be applied whenever a new chart is created.

Excel supports numerous types of charts to help display data in ways that are meaningful to users. When creating a
chart or changing an existing chart, a selection can be made from a wide range of chart types (such as a column chart
or a pie chart) and their subtypes (such as a stacked column chart or a pie chart in 3-D chart).

A chart can be modified. For example, change the way that axes are displayed, add a chart title, move or hide the
legend, or display additional chart elements.

Create a chart
To create a basic chart in Excel that can later be modified and formatted, start by entering the data to be used in the
chart in a worksheet.
Then simply highlight the data range and select the chart type to be used from the group “Charts” found in the
“INSERT TAB”.
Example
Enter the following table in a worksheet:
A B C

1 Debtor Account balance Credit Limit

2 Mr. Q R 5,000 R 6,000

3 Ms W R 20,000 R 25,000

4 Miss E R 10,000 R 5,000

5 Mr. T R 15,000 R 12,500

6 Ms. P R 25,124 R 30,000

Select table array (cell range) A1:C6.

Left click on the “INSERT TAB” and in the group “Charts” left click on the arrow below “Column”. The following array of
possible column charts will appear on the screen:

(Repeat this for each of the other groups of charts to see the range of charts that can be used. Some of the charts in
the selection can only be used in certain circumstances.)
 86

In the 2D column left click on the first chart and the following chart will appear in the worksheet:

Please note:
The debtors names appear on the horizontal axis and the values appear on the vertical axis. The legend “Account
balances” and “Credit limit” is already in the chart.
The chart however is not placed correctly and must be moved below or to the right of the table.
Left click on the chart to select and then left click anywhere in the area around the chart itself and holding the left hand
mouse button down drag the chart to the area in the worksheet where it should be placed.
With the chart still selected the chart title, and axis titles can now be added.
Chart title
Left click on the “LAYOUT TAB” and in the group “Labels” left click on the arrow next to “Chart Title”.
Left click on the button next to “above chart” and a text box Chart Title will appear above the chart. Delete

“chart title” and type in the name of the chart “Debtors account balances and credit Limits”. Change the font
face and font size if necessary.

Axis Titles
i). Horizontal Axis
Left click on the “LAYOUT TAB” and in the group “Labels” left click on the arrow next to “Axis Title”.
Left click on horizontal axis and then left click on the button next to “below axis” and a text box Axis title
will appear below the horizontal axis of the chart. Delete “axis title” and type in the name of the horizontal axis
“Debtors”. Change the font face and font size if necessary.
ii). Vertical axis
Left click on the “LAYOUT TAB” and in the group “Labels” left click on the arrow next to “Axis Title”.
Left click on vertical axis and then left click on the button next to “horizontal title, vertical title or rotated title”

and a text box Axis title will appear to the left of the vertical axis of the chart. Delete “axis title” and type in the
name of the vertical axis “Rand”. Change the font face and font size if necessary.
The following should now be in the worksheet:

The chart displayed can be changed to another chart type with a left click on the chart that should appear in the
worksheet.
 87

Change the type of chart in a current chart

Left click on the chart in the worksheet (a border will appear around the chart). Left click the “Insert Tab” and from the
group “charts” select the chart to replace the current chart. Left click on the selected chart and the chart in the
worksheet will be changed.
For example left click on the arrow below line. Left click on the first line chart in the second row and the chart will be
changed to the following:

The names of the Debtors may be too long to fit nicely between the markers. That will make the chart difficult to read.
To fix that left click on the debtors names and a box will appear around all the names.
Left click on the “LAYOUT TAB” and from the command menu displayed select “Axis” and left click on the arrow below
Axis. In the command menu that is shown left click on “Primary Horizontal Axis” and the following
command menu will appear:

Left click on “More primary Horizontal Axis options” and the following command menu will appear on the screen:

Left click on “Alignment” and that will produce the following command menu:
 88

Left click on the arrow to the right of “text directions” and the following options will appear:

Select and left click on any of the options and the alignment of the text will be changed.
Left click on close to remove the menu.
The appearance of the chart now changes to the following:
 89

CHAPTER 4– Microsoft Word

Introduction
MS Word is a powerful word processor that enables the user to prepare various types of documents such as letters,
reports, newsletters, books, articles and much more.
The advantages of a word processor are that before printing:
1 Typing errors can be corrected
2 Changes can be made without retyping the document.
3 Spelling can be checked and corrected
4 The font face and font size can be changed
5 Pictures and symbols can be imported into the document
6 And much more.

MS word does not do calculations as the workspace is not divided into cells.
If however a table is used to record data, limited calculations can be done in the table format.
MS Word work on the basis that the screen, formatted to individual requirements, is regarded as a column. These are
the major differences between MS Word and MS Excel. In other respects like typing text and numbers MS Word and
MS Excel are very much the same.

Templates
Templates can store styles, AutoText entries, AutoCorrect entries, macros, toolbars, custom menu settings, and
shortcut keys. Loading a template makes it available as a global template that can be used while working with
documents based on any other template.
Add-ins are supplemental programs that can be installed to extend the capabilities of Microsoft Office Word by adding
custom commands and specialized features.
An example of an add-in program might be a program designed and distributed by a company’s “IT” department to
highlight company names in any document opened on the computer.

Load templates or add-ins

When a template or add-in is loaded, it remains loaded for the current Word session only. If the current Word session
is ended the template or add-in is not automatically reloaded when Word is restarted.

1. Left click the File Button and then left click Word Options.
2. Left click on “Add-ins”
3. In the Manage list, select Word Add-ins, and then left click Go.
4. Left click the Templates tab.
5. Under Global templates and add-ins, select the check box next to the template or add-in that you want to load.

If the template or add-in you want does not appear in the box, click Add, switch to the folder that contains the
template or add-in you want, click it, and then click OK.

Unload templates or add-ins

To conserve memory and increase the speed of Word, it is a good idea to unload templates and add-in programs not
often used. When unloading a template or add-in that's located in the Startup folder, Word unloads the template for
the current Word session but automatically reloads it the next time Word is started. When a template or add-in
located in any other folder unloaded, it is unavailable until it is reloaded. To delete a template or add-in from Word, It
must be removed from the Templates and Add-ins dialogue box.

1.Left click the File Button , and then left click Word Options.
2.Left click Add-Ins.
3.In the Manage list, select Word Add-ins, and then left click Go.
4.Left click the Templates tab.
5.Do one of the following:
▪ To unload a template or add-in but leave it under Global templates and add-ins, clear the check box next to
the name of the item.
▪ To unload a template or add-in and remove it from the box under Global templates and add-ins, click the
item in the box, and then click Remove.

The Remove button is unavailable when the template selected is located in the “Startup” folder.
When unloading a template or add-in, it is not removed from the computer — it is only made unavailable. Where
the template or add-in is stored determines whether it's loaded when Word is started.
 90

Make a template or add-in available whenever Word is started

To have a template or add-in available whenever Word is started store the add-in or template in the “Startup” folder.
By default, the “Startup” folder is located in one of the following folders:
i). Microsoft Windows Vista
c:\Users\user name\AppData\Microsoft\Word\STARTUP
ii). Microsoft Windows Server 2007, 2003 or Microsoft Windows XP
c:\Documents and Settings\user name\Application Data\Microsoft\Word\STARTUP
If the location of the Startup folder has changed, it can found by doing the following:

1.Left click the File Button , and then left click Word Options.
2.Left click Advanced.
3.Under General, left click File Locations.
4.Save the template, that should be available when Word is started, to the location that is listed for Startup.

Styles
Add and remove styles from the Quick Styles gallery
As in the past, Microsoft Office Word 2010 allows the user to create his/her own styles. Office Word 2010 also
introduces Quick Styles, which make it easy to create a professional and well-designed document in minutes.

About formatting styles

The user might be used to applying all his/her formatting directly. For example, to format a heading, the Bold button,
Font and Font Size boxes could be used. Or the Font and Paragraph dialogue boxes could be used which have
more options to help with the design of text and to set alignment and spacing.
It all could be done this way. But it's a lot of work; and what if the same formatting is to be used for another heading or
even for another document?
This is where styles come in. Styles are specially packaged sets that can apply a number of formats. The style is there
to be used again and again.
Using Quick Styles
In Microsoft Office Word 2010, not only can a specific style be applied quickly and easily on the Home tab in the
Styles group, a set of styles that work together can be selected to create a cohesive and attractive document
designed for a specific purpose.
For example, one set of Quick Styles may include styles for several heading levels, body text, a quote, and a title. All
of the style colours and formats in a single style set are designed to be used together to create an attractive and
readable document.
All that is to be done is to choose the Quick Style set that is appropriate for the kind of document being created, and
then apply the styles from the convenient Quick Styles gallery as the document is created.
Add a style to the Quick Styles gallery
The user might want to create a new style and add it to the Quick Styles gallery, or might want to add a style that does
not appear in the Quick Styles gallery but that is used often.
Although a Quick Style set likely contains all of the styles that is needed to build a document, a brand new style may
be added.
1. Select the text that the new style must be created for.
For example, the user wants the words “Business Fact” always to appear as a red Heading 1 in the document.
2. On the Mini toolbar that appears above the selection, left click Heading 1 and Red to format the text.
3. Right-click the selection, point to Styles, and then left click on Save Selection as a New Quick Style.
4. Give the style a name, for example, Business Fact, and then left click OK. The style created appears in the Quick
Styles gallery with the name given, ready to be applied whenever the words “Business Fact” is typed, or whenever any
text should be formatted as Bold, Red, and Heading 1.
Move a style to the Quick Styles gallery
Occasionally, a style is removed from the Quick Styles gallery, or it does not appear in the list of styles. When that
happens, it's easy to move a style to the Quick Styles gallery and make it available for use.
1. In the Home tab, left click the Styles Dialogue Box Launcher. See figure 4.1
Figure 4.1

In the command menu that follows, figure 4.2, left click on Options

Figure 4.2
 91

2. Under Select styles to show, select and left click All styles and then left click “OK”.

Figure 4.3

Remove a style from the Quick Styles gallery

1. On the Home tab, in the Styles group, right-click the style that you want to remove from the gallery.
2. Click Remove from Quick Styles gallery.
NOTE Removing a style from the Quick Styles gallery does not remove the style from the entries that appear in the
Styles task pane. The Styles task pane lists all of the styles in the document
 92

Format Page Layout

When the MS Word program is open and running a blank document will appear on the screen. The first thing to do is
to immediately assign a name to the document and save it. (As described before)
Show or hide horizontal and vertical rulers
The horizontal and vertical rulers in Word can be used to align text, graphics, tables, and other elements in a
document.
To view the horizontal ruler across the top of the Word document and the vertical ruler along the left edge of the
document, “Print Layout View” must be active.
To show or hide the horizontal and vertical rulers, left click View Ruler at the top right hand side of the vertical
scroll bar. See the figure 4.4 below

Figure 4.4

The vertical ruler will not appear if it is turned off. To turn on the vertical ruler, do the following:

Left click on the File Button , and then left click Word Options.
Left click on Advanced.
Under Display, select and left click on the Show vertical ruler in Print Layout view check box.
The horizontal ruler will always show across the top of the document. The vertical ruler will only show on the left
hand side of an active page.

Set page margins

i). Left click on the Page Layout tab and in the Page Setup group, left click on the arrow below the Margins
command button. Figure 4.5

Figure 4.5

The command menu in figure 4.6 will appear.

Figure 4.6
 93

ii). Left click on the margin type required. The most commonly used margin width is Normal. The top, bottom, left and
right margins are set as 2.54 cm.
The user can also specify personalised margin settings. Left click Custom Margins, and then in the Top, Bottom,
Left, and Right boxes, enter new values for the margins.
To change the default margins left click the Default button, and then left click Yes. The new default settings are saved
in the template on which the document is based. Each new document based on that template automatically uses the
new margin settings.
iii). A left click on the margin type required, will automatically change the entire document to the margin type selected.
iv). To change the margins for part of a document, select (highlight) the text, and then set the margins by entering the
new margins in the Page Setup dialogue box. In the Apply to box, left click on Selected text. Microsoft Word
automatically inserts section breaks before and after the text that has the new margin settings.
v). To view page margins

Left click the File Button , and then left click Word Options. Left Click Advanced, and then left click the
Show text boundaries check box under Show document content. The page margins appear in the document as
dotted lines.

vi). To remove the page margins, left click the Microsoft Office Button , and then left click Word
Options. Left Click Advanced, and then left click the Show text boundaries check box under Show document
content. The page margins will disappear from the document.

Set font face and font size

Before typing in the document place the cursor in the first row within the set margins. Left click the “HOME Tab”. In the
left top of the font group the following is shown (figure 4.7):
Figure 4.7

Font face Font size

A left click on the arrow to the right of the font face will display a long list of font faces that can be selected. Left click
on the font face selected and it will replace “Times New Roman”. When typing starts the new font face will be applied
to the document.
A left click on the arrow to the right of the font size will display a list of font sizes that can be selected. Left click on the
preferred font size and it will replace “10”. When typing starts the font size will be applied to the document.
The font face and the font size can be changed for a single word, a sentence, a paragraph or the whole of the
document.

Set language
At the bottom of the screen the language currently used is shown. When a “Word” document is opened the default
language is “ENGLISH (US)”. This can be changed to English South African or English (UK).
Left click on the language indicator at the bottom of the screen and the command menu in figure 4.8 will appear:
Figure 4.8

Left click on the language selected, left click in the box “Detect language automatically” left click on default and the
left click on OK.
The spelling and the grammar in the document will be checked against this language throughout the document.
 94

Type, edit and format text

Type the following text into a word document after everything was setup as discussed above: Use the
paragraph marks that is activated in the “HOME TAB” in the paragraph group. The paragraph marks can
be switched off again with a left click on the ¶ button.

Typing exercise
My friend, meet Microsoft Word 2010. Word 2010, meet my friend. There, now that you've been formally
introduced, let's begin! Microsoft Word's claim to fame is word processing, which, in the most basic terms,
means the use of a computer to create, revise, and save documents for printing, distribution, or future
retrieval.¶
¶
When you use your keyboard to type information into Microsoft Word, you'll see the information displayed in
Word on the computer's monitor, or screen. The information is held temporarily in the computer's memory
and can be saved, or stored, on the computer.¶
¶
Because you can save documents on your computer, you can work on them whatever way is best for you.
Don't have time to finish a document now? Save it and come back to it later. This allows you to create,
change, and print information easily at any time, without having to retype entire documents-a huge time
saver.¶
¶
For instance, if you have to update a product price list each month with the latest pricing information, you
wouldn't want to have to retype the entire price list every 30 days, would you? Of course not. Using Word, you
would just have to type it in once, and then save the document. Then you could open the document, change
the prices, adjust the margins, add and delete text, move paragraphs, and correct spelling errors whenever
you wanted.¶

i). Do a spell check to ascertain whether spelling and grammar is correct.

Left click the “REVIEW TAB” and in the group “proofing” left click on spelling and grammar. The program will check the
spelling and grammar in the entire document. If only part of the document is to be checked for spelling and grammar,
highlight the portion to be checked before left clicking on “spelling and grammar”.

ii). Change case

This means to change between upper case (capital letters) and lower case (small letters).
In the “HOME TAB” left click on the arrow to the right of “Aa” in the font group. The command menu will give amongst
others the option to select either upper case or lower case.

Test:
In the second paragraph of the typing exercise change the words “Microsoft word” to upper case without retyping it.
iii). Alignment
Have a look at the text typed from the typing exercise. On the right hand side the last words of sentences and the
paragraphs are not in line. This is because every sentence and paragraph is left aligned. In the “HOME TAB” and in
the paragraph group it will show the alignment of the sentence or paragraph with a left click anywhere in a sentence
or a paragraph. See the figure 4.9
Figure 4.9

To change the alignment of a paragraph left click anywhere in the paragraph and then left click on the alignment
required. The fourth “command button” is the justify button and that will ensure that the sentences in a paragraph
forms a block in which the words on the right hand side of the paragraph will be nicely in line the one below the other.
Test: Left click anywhere in the first paragraph in the typing exercise and then left click on the icon “justify”. The
paragraph will now be aligned as shown below.
My friend, meet Microsoft Word 2010. Word 2010, meet my friend. There, now that you've been
formally introduced, let's begin! Microsoft Word's claim to fame is word processing, which, in the most
basic terms, means the use of a computer to create, revise, and save documents for printing,
distribution, or future retrieval.

Do the same with centre align and right align and see the difference in the layout each time the alignment is
changed.
1 Bullets and numbers
If the different paragraphs each represents a separate event that follow the one on the other, this can be emphasised
using either a bullet or a number. Bullets and numbers are found in the “HOME TAB” in the paragraph group as
shown by the arrow in figure 4.10.
Figure 4.10
 95

Line
Spacing

Left click again anywhere in the first paragraph of the typing exercise and then left click on the bullet button. The
text will now be shown as follows:
❖ My friend, meet Microsoft Word 2010. Word 2010, meet my friend. There, now that you've been formally
introduced, let's begin! Microsoft Word's claim to fame is word processing, which, in the most basic
terms, means the use of a computer to create, revise, and save documents for printing, distribution, or
future retrieval.
Now select (highlight) all the paragraphs in the exercise and left click on “numbers”. The following will be the result:
1. My friend, meet Microsoft Word 2010. Word 2010, meet my friend. There, now that you've been formally
introduced, let's begin! Microsoft Word's claim to fame is word processing, which, in the most basic
terms, means the use of a computer to create, revise, and save documents for printing, distribution, or
future retrieval.¶
¶
2. When you use your keyboard to type information into Microsoft Word, you'll see the information
displayed in Word on the computer's monitor, or screen. The information is held temporarily in the
computer's memory and can be saved, or stored, on the computer.¶
¶
3. Because you can save documents on your computer, you can work on them whatever way is best for
you. Don't have time to finish a document now? Save it and come back to it later. This lets you create,
change, and print information easily at any time, without having to retype entire documents-a huge time
saver.¶
¶
4. For instance, if you have to update a product price list each month with the latest pricing information,
you wouldn't want to have to retype the entire price list every 30 days, would you? Of course not. Using
Word, you would just have to type it in once, and then save the document. Then you could open the
document, change the prices, adjust the margins, add and delete text, move paragraphs, and correct
spelling errors whenever you wanted.¶

Left click on the arrow next to the “multilevel command button” to see the list of multi-levels that may be used.
2 Line spacing
A left click on the arrow next to line spacing (figure 20.6) will reveal a dropdown list from which the required line
spacing (1, 1.5, 2, etc) can be set with a left click.
3 Headers, footers and page numbers
Left click the “INSERT TAB”. In the Header & Footer group is given the option to enter headers, footers and page
numbers.
Left click the arrow below “Header” and the command menu will reveal the selection of header layouts available.
Left click on anyone of the possible headers and it will be shown at the top of the document. Text can be typed in a
header, for example “the name of the document” and that name will then appear at the top of every page of the
document.
Left click the arrow below “Footer” and the command menu will reveal the selection of footer layouts available. Left
click on anyone of the possible footers and it will be shown at the bottom of the document. Text can be typed in a
footer, for example “the name of the document” and that name will then appear at the bottom of every page of the
document.
A picture or clipart can also be entered in a header or a footer.
Page numbers can be entered with a left click on the “INSERT TAB” and a left click on the arrow below Page
Number in the Header & Footer Group. That presents the option of placing the page number at the top of the page or
at the bottom of the page.
The page number will be entered as a header or a footer and can be left, centre or right aligned in the paragraph
group in the “Home TAB”.
Borders.
If part of the text is supposed to be in a border in order to emphasize the importance thereof the border can be placed
around the text as follows.
Select the paragraph/s that should appear inside the border and then left click the “HOME TAB”. In the “Paragraph”
group left click on the arrow to the right of the “Border” command button.
Figure 4.11
 96

The command menu in figure 4.12 will appear:

Figure 4.12

Left click on the button “Outside Borders” and the selected section of the document will be placed in a border.

Colours
Normally text appears on the screen and is printed in black. It can however be typed in any other colour available as
a font colour. This is however only practical if a colour printed is attached to the computer.
A paragraph within the text can also be shown with a background colour.

Figure 4.13

F
o
n
t

Font colour
In the “HOME TAB” left click on the arrow to the right of the command button “Font Colour”. The command menu will
appear showing all the colours that may be selected to use as a font colour.
Still in the “HOME TAB” left click on the arrow to the right of the command button “Text Highlight Colour”. The
command menu will appear showing all the colours that may be selected to use as a highlight (or background) colour.
To remove the colour used for text or to highlight text left click on the arrows again and in the command menu left
click on “No Colour”.
 97

Find and replace

If for example a word was used throughout the document and later it was found that this word can be replaced with a
better word. Find and replace can be used to replace the word no longer wanted.
Highlight the text in the entire document. In the “HOME TAB” left click on the arrow to the right of the command
button “Replace” in the Group “Editing”. The command menu in figure 4.14 will appear:
Figure 4.14

In the find what box type in the word to be replaced. Then left click on replace and the command menu in figure 4.15
will appear:
Figure 4.15

In the replace with box type in the word that should replace the unwanted word and left click on “Replace All”. The
program will indicate how many changes had been made and will request if the rest of the document must be
checked. Left click on NO and close the menu.
It is important that the word to be replaced and the word replacing it must be typed correctly. If the word to be
replaced is for example misspelled the program will not find the word and return a result of zero replacements.

Cut and paste or copy and paste

Cut and paste
A word, sentence or paragraph in page one of a document can be removed and placed somewhere else on the same
page, in another page of the same document or even in another document.
Highlight the word, sentence or paragraph to be removed and left click on the command button “Cut” in the
“clipboard” group of the “HOME TAB”.

Place the mouse cursor on the spot that the word, sentence or paragraph should be moved to and left click on the
paste command Button in the “clipboard” group of the “HOME TAB”.
The word, sentence or paragraph will now no longer appear in page one but in the new location.

Copy and paste

A word, sentence or paragraph in page one of a document can be repeated somewhere else on the same page, in
another page of the same document or even in another document.
Highlight the word, sentence or paragraph to be copied and left click on the command button “Copy” in the “clipboard”
group of the “HOME TAB”.
 98

Place the mouse cursor on the spot that the word, sentence or paragraph should be repeated and left click on the
paste command Button in the “clipboard” group of the “HOME TAB”.
The word, sentence or paragraph will now appear in page one and in the other page or in the other document.

Save
Once all the typing has been done, the page format set, the font face and font size selected and a spell check has
been done the document is ready to be saved.

If it is the first time the document will be saved left click on the “save as” button in the “File” button menu.
Enter the name allocated to the document and left click on save and the document will be saved as named.

If the document was saved before, left click on the “save” button in the “File” button menu and the
document will be saved with name allocated before.

Print
If a printer is connected to the computer left click on “print” in the “File button” menu, set up the document
for printing in the “Print” command menu and left click on print to have the document printed.
A single page of the document can also be printed. In the “Print” command menu left click on Current page and then
left click on Print.
Only part of the document can also be printed. In the “Print” command menu enter for example pages 3-6 and then
left click on Print. Only pages 3, 4, 5 and 6 will then be printed

In the “File button” menu left click on “close” to close the document.

Open the “File button” menu again and left click on “Exit Word” to close the program.
Columns
The MS Word screen can be changed to have a newspaper like appearance by dividing the window in to columns.
When text is then typed into the document it will start at the beginning of the first column and when the end is
reached it will go over to the top of the page at the beginning of the next column.
Columns can be inserted before typing the text into the document or after the text has been typed.
In the “Page Layout TAB” left click on the arrow to the right of the command button Columns in the “Page Setup”
group and the command Menu in figure 4.16 will appear.
Figure 4.16

Left click on the button two and the page will be divided into two columns as shown below.
 99

Figure 4.17

Column 1
Column 2

If text were already entered the result will be as shown in the text layout below.

To show the page again as a single column work through the process as detailed above and left click on the icon
one.

Tables
A table can be drawn or inserted in a word document. It can also be imported form Excel using the copy option (in
Excel) and then the paste option in word.
The table in Word will form part of the text in the word document and is especially handy when a report is to be
prepared containing text and amounts.
Each column in a table can be individually formatted to the desired layout for example the font face and size can be
different in every column. The same applies to alignment, background colour and text colour.
Insert a table.
In the “INSERT TAB” left click on the arrow below the command button “Tables” in the group Tables.
The Command Menu in figure 4.18 will appear:

Figure 4.18
 100

Left click on the block next to “Insert Table” to reveal the command menu in figure 4.19:

Figure 4.19

Using the arrows to the right of the text box of Number of Columns scroll up or down to select the number of columns
required.
Using the arrows to the right of the text box of Number of Rows scroll up or down to select the number of rows
required. Normally only one row is entered.
A table with five columns and one row will look as follows in a Word document:

To add rows to a table use the Tab key on the keyboard. Never use the enter key when working inside a table. To
move around inside a table use either the Tab key or the Arrow keys on the keyboard.
Please note the change in the Horizontal ruler. The squares inside the ruler can be used to change the
column width of the individual columns.

Symbols and pictures

Symbols
Symbols are letters and characters that are not available on the keyboard for example; ë, ï, æ, ₤. ⅔, Ế
and Ặ. These symbols are available in the “INSERT TAB”, “Symbols” group.
A left click on the Command button Symbols will open the Command Menu from which the symbols can
be selected. An example of the Command Menu;

Figure 4.20

Left click on “More Symbols” and word will make available symbols in various font faces and subsets that may be
selected and entered as text.
Left click on the symbol required, left click on insert and then left click on close and the symbol will be inserted.
There is a shortcut available for each of the symbols but to remember all of them is not that easy. So rather stick to
the long way of inserting symbols.
 101

Figure 4.21

Pictures, clipart and shapes

All of these Command buttons are found in the Illustration group of the “INSERT TAB”.
i). Pictures
Left click on the “Picture” Command button and the program will open the “My Pictures” folder located in “My
Documents”.
Left click on the picture required and then left click on insert. The picture will now appear
in the word document. The picture can be resized and moved around within the document.

Winter

ii). Clipart
Clipart is mostly animated drawings of items within a specific group but can be extended to include pictures with the
copy and paste commands.
Left click on the Command button “Clipart”. The Comand menu will in figure 4.22 appear on the left hand side of the
Word document.

Figure 4.22

In the search for box type the category (Office in the image above) and left click on GO. If there are no clipart for a
specific category a message “no results found” will appear.
Left click on the clipart as indicated above and it will be inserted in the word document.
 102

To remove the clipart, left click on the picture and press delete on the keyboard.
To remove the Command menu, left click on the X in the top right hand corner of the Clipart Command menu.

iii). Shapes
Shapes include lines, arrows, rectangles, brackets, callouts and banners in different shapes. This can be used in a
Word document to draw the attention of the reader to an important part in the document.
A callout can be put to good use if for instance the writer wants the reader of the document to pay special attention to
one paragraph.
Important

To insert a “Shape” go to the “INSERT TAB” and left click on the Command button “Shapes” found in the
“Illustrations” group. The Command Menu in figure 4.23 will appear.
Figure 4.23

Left click on the shape required and in the Word document place the cursor as close as possible to the area where
the shape must be placed and left click. What will appear on the screen may not look like the shape selected.

It will be bigger and may have another form. Use the little squares above, below, left and to the right to change the
size of the shape. The shape below is the same as the shape above but made smaller.

Once resized to what is required left click with the mouse on the shape and holding down the left hand mouse button
drag and place the shape correctly.
To remove a shape, left click on the shape to highlight it and then press the delete key on the keyboard.

Mail Merge
Mail merge is used to create a set of documents, such as a form letter that is to be sent to a large number of
customers. or a sheet of address labels.
Each letter or label has the same kind of information, yet the content is unique. For example:
i). In letters to customers, each letter can be personalised to address each customer by name. The unique
information in each letter or label comes from entries in a data source.
The mail merge process entails the following overall steps:
= Set up the main document in MS Word. The main document contains the text and graphics that are the same for
each version of the merged document. For example, the return address or salutation in a form letter.
= Connect the document to a data source. A data source is a file that contains the information to be merged into the
main document. For example: the names and addresses of the recipients of the letter.
= Refine the list of recipients or items. Microsoft Office Word generates a copy of the main document for each item,
or record, in the data file. If the data file is a mailing list, these items are probably recipients of the mailing. If copies
for only certain items in the data file are to be generated, the items (records) to be included can be selected.
= Add placeholders, called mail merge fields, to the main document. When the mail merge is performed, the mail
merge fields are filled with information from the data file.
= Preview and complete the merge. Each copy of the document can be previewed before the whole set is printed.
 103

Database
In order to be able to distribute a form letter to all the customers a database, containing the name of the company,
the name of the person intended to receive the letter, the address, the city and the postal code, of all the recipients
must be created.
The “Database” can be created in “Microsoft Access”, “Microsoft Excel” and “Microsoft Word”.

(C) Microsoft Access

Open a new Document in Microsoft Word. Place the cursor anywhere in the document.
In the “Mailings Tab” group “Start Mail Merge” Left click on the Command Button “Start Mail Merge”.
Open Microsoft Access.

Left click the “File Button” and then Left click “New”. Figure 4.24 will appear on the screen.

Figure 4.24

C
r
e
Type the name of the database in the block for “File Name” (Database4 as in figure 8.20) and left click ona“Create”.
Figure 4.25 will appear on the screen. t
e

Figure 4.25

Please ensure that the “Data Sheet” is activated.

Now proceed as follows:
1 Left click on the column “Add New Field” to activate it and type in “Company”
A new column “Add New Field” will automatically be added to the right of the “Company” column.
 104

2 Left click on the new column “Add New Field” to activate it and type in “Last Name”
A new column “Add New Field” will automatically be added to the right of the “Last Name” column.
3 Left click on the new column “Add New Field” to activate it and type in “Address”.
A new column “Add New Field” will automatically be added to the right of the “Address” column.
4 Left click on the new column “Add New Field” to activate it and type in “City”.
A new column “Add New Field” will automatically be added to the right of the “City” column.
5 Left click on the new column “Add New Field” to activate it and type in “Zip/Postal Code”.
A new column “Add New Field” will automatically be added to the right of the “Zip/Postal Code” column.

The table is now ready to receive the information regarding the recipients. Enter the following information in the
columns:
Table1
ID Company Last Name Address City ZIP/Postal Code
1 Borack CC Mr. First P O Box 1234 Sasol 1534
2 Whistle Ltd Mr Blew 13 Post Street Meyerton 1789
3 Bakers Inc Miss Flower 54 Yeast Street Boksburg 2956

After typing in the Postal Code in row 1 press enter on the keyboard to move to row two.
Move around in the table using the Tab Key or the up, down, left and right arrow keys.

The table must now be saved as a database.

Left click on the “File Button” and move the cursor to and left click on “Save AS database. Figure 4.26 will
appear on the screen.
Figure 4.26

Left click on “Yes” and the Command menu in Figure 4.27 will appear on the screen.
 105

Figure 4.27

Please note that the name of the database is changed to “Datebase21”. Left click on save and the new Database will
be saved.

Return to the Microsoft Word document.

In the “Mailings Tab” and group “Start Mail Merge” left click on the command button “Select Recipients” and the
command menu in figure 4.28 will appear

Figure 4.28

Left click on the button “Use Existing List” and the command menu in figure4.29 will appear.

Figure 4.29

Left click on “+Connect to New Data Source” and then left click on “Open” to open the “Data Connection Wizard” as
in figure 4.30.
 106

Figure 4.30

Left click on “ODBC DSN” and then left click on next to move to the next stage as in figure 4.31.

Figure 4.31

Left click on “MS Access Database” and then left click on “Next” to move to the next stage as in figure 4.32
Figure 4.32

If nothing appears in the block below “Database Name”, left click on “My Documents” and the list if available
Databases will be given. Select and left click on “Database41” and left click on “OK”. As shown in figure 4.33 the
name of the table selected is given (in this case Table4.
 107

Figure 4.33

Left click on “Next” and the menu in figure 4.34 will be given.

Figure 4.34

Left click on finish and the “List of Recipients” will be connected to the word document.
Still in the “Mailings Tab” in the group “Write & Insert Fields”, left click on “Insert Merge fields”

Figure 4.35

The headings of the table prepared in table4 in MS Access appear in the dropdown menu as shown in figure 4.35.
Before entering the merge fields from the menu in figure 4.35 press the enter key a number of times to allow space
for a letterhead.
1 Left click on “Company” and press the enter key on the keyboard
Left click on “Insert Merge fields” again
2 Left click on “Address” and press the enter key on the keyboard
Left click on “Insert Merge fields” again
3 Left click on “City” and press the enter key on the keyboard
Left click on “Insert Merge fields” again
4 Left click on “Zip/Postal Code” and press the enter key on the keyboard
Type in “Dear” and a space and
Left click on “Insert Merge fields” again
5 Left click on “Last Name ” and press the enter key on the keyboard
 108

The MS Word document should now contain the following information:

«Company»
«Address»
«City»
«ZIPPostal_Code»
Dear «Last_Name»
Type in the date and other information that normally appears on a letterhead, type the letter and then, still in the
“Mailings Tab” in the group “Finish” left click on the command button “Finish and Merge”.
In the command menu in figure 4.36 left click on “Print documents”.

Figure 4.36

In the “Merge to Printer” command menu (Figure 4.37) letters can be printed for “All” or only “Selected” names in
“Table4”. Select whatever is required and left click on “OK”.

Figure 4.37

The “Print” command menu will appear and after setting the required properties left click on “OK” to print letters to be
sent to all or only some of the recipients.

Create a “Data Source” directly from Microsoft Word

Open a Microsoft Word document.
In the “Mailings Tab” and the group “Start Mail Merge” Left click the command button “Start Mail Merge”. In the
dropdown menu left click on “Letters” or whatever the data source is required for.
Still in the “Start Mail Merge” group left click the “Select Recipients” command button and the command menu in
figure 4.38 will appear.

Figure 4.38

Left click the “Type New List” command button and the command menu in figure 4.38A will appear.
 109

Figure 4.38A

In this table, type in the necessary information regarding the recipients using only the headings required. When one
line is complete left click on “Next Entry” and carry on typing the information.
The table can be customised to show only the columns required. Left click on “Customise Columns” and the
command menu in figure 4.39 allows columns to be added, renamed or deleted.

Figure 4.39

Once the “Data List” is completed left click on “OK” (figure 8.38A) and the command menu in figure 4.40 will appear.
 110

Figure 4.40

The “Save In” column must contain “My Data Sources”.

In the “File Name” column type in the name of the “Address List” For example “Address List 1” or “Address List
Debtors”.
The “Save as Type” column must contain “Microsoft Office Address Lists”.
Left click on “Save” to save the address list.

Return to the Microsoft Word document.

In the “Mailings Tab” and group “Start Mail Merge” left click on the command button “Select Recipients” and the
command menu in figure 4.41 will appear.

Figure 4.41

Select the Address list with a left click and then left click on open. The address list is now connected to the word
document.
In the group “Write & Insert Fields” left click the command button “Insert Merge Field” and insert the fields from the
dropdown list.
Complete the letter and in the group “Finish” left click on the command button “Finish & Merge” and follow the
instructions that follows in order to print the document for distribution to all the recipients.
 111

Resume a mail merge

If a mail merge in process needs to be stopped, the main document can saved and the merge resume later. Microsoft
Office Word retains the data source and field information. If the “Mail Merge task pane” is being used, Word returns to
the place in the task pane when you resume the merge.
When the merge is resumed, open the document.
Word displays a message that asks confirmation whether the document, is to be opened, which will run a SQL
command.
Because this document is connected to a data source and the data must be retrieved, left click “Yes”.
If a document is opened without knowledge that it was connected to a data source, left click “No” to prevent
potentially malicious access to data.
The text of the document, along with any fields that was inserted, appears.
Left click the “Mailings tab”, and resume.
Merge from a “Data Source” created in a Microsoft Word Table
The document in MS Word should contain a single table.
The first row of the table must contain the headings, and the other rows must contain the information (records) that
must be merged.
Any text file that has data fields (data field: A category of information that corresponds to one column of information
in a data source. The name of each data field is listed in the first row (header row) of the data source. "Postal Code"
and "Last Name" are examples of data field names) separated by paragraph marks and data records (data record: A
complete set of related information that corresponds to one row of information in the data source. All information
about one client in a client mailing list is an example of a data record) separated by paragraph marks.
In a MS Word document create a table with six Columns and four Rows.
Place the mouse cursor anywhere in the table. In the “Home Tab” and the group “paragraph” left click on the
“Paragraph” command button. The table will now change as shown in figure 4.42
Figure 4.42

In the first row type in the headings: “Company”, “First Name”, “Last Name”, “Address”, “City” and “Postal Code”.
Then type in the information of three recipients (see the example in figure 4.43 below)
Figure 4.43

Save the document as a normal MS Word file. (For Example “Debtors List2”).
Open a new MS Word document. In the “Mailings Tab” the group “Start Mail merge” left click on the command button
“Start Mail Merge”.
Left click the command button “Select Recipients” and in the drop down list Left click on “Use Existing List” to open
the “Select Data Source” command menu (See figure 4.44).

Figure 4.44
 112

Select and double left click “Debtors List2” to open the “Confirm Data Source” command menu as in figure 4.45

Figure 4.45

Left Click on “Word Documents (*.docx) and then left click “OK” and the table will be connected to the “MS Word”
document.
In the “Mailings Tab” and the group “Write & Insert Fields” insert the required fields.
Type the letter and then left click the command button “Finish & Merge” in “Finish group” in the “Mailings Tab”.
From the “Finish & Merge” command button print the letter to all or the selected recipients.

Merge from a “Data Source” created in a Microsoft Excel Worksheet

Open a new Worksheet in Microsoft Excel.
Enter the following in the worksheet using the columns and rows as indicated:
A B C D E F
1 Company Address City Postal Code First name Last name
2 Workshop Ltd P O Box 345 Benoni 1526 Spanner Wrench
3 B B Transport CC 25 Truck Road Kemtonpark 2738 Trailer Wheel
4 Services Inc 207 Garden Lane Sasolburg 3849 Spade Mower
Save The worksheet as an Excel (.xls) file.
In order to be able the worksheet to a Microsoft Word file the following must be done in Microsoft Word:
i). Open a Microsoft Word document

ii) Left click on the File Button and in the dropdown list left click on “Word Options”. See figure 4.46

Figure 4.46

iii). In the “Word Options” menu (figure 4.47) left click on “Advanced” and then left click “OK”.
 113

Figure 4.47

iv). In the “Advanced Options for Working with Word” section (figure 4.48) scroll downward to the “General section”,
select and left click the “Confirm File Format Conversion on Open” check box and then left click “OK”.

Figure 4.48

With the mail merge main document open in MS Word, in the “Start Mail Merge” group of the “Mailings tab”, left click
“Select Recipients”, and then left click “Use Existing List”. In the “Select Data Source) menu (figure 4.49) select
“Debtors list2”
Figure 4.49
 114

Please note that The “Look In” column should read “My Documents” and the “Files of Type” column should read “All
Data Sources”. Once “Debtors List2” is selected, left click on “Open”. That will open the “Confirm Data Source” menu
as in figure 4.50.
Figure 4.50

In the “Confirm Data Source” dialogue box, left click “MS Excel Worksheets via DDE (*.xls)”, and then left click “OK”.
(If “MS Excel Worksheets via DDE (*.xls)”, select the “Show all” check box.)
In the “Microsoft Office Excel” dialogue box (figure 4.51) select “Entire Spreadsheet” and left click “OK”

Figure 4.51

The spreadsheet will now be connected to the mail merge document in Microsoft Word.
In the “Mailings Tab” and the group “Write & Insert Fields” insert the required fields.
Type the letter and then left click the command button “Finish & Merge” in the “Finish” group in the “Mailings Tab”.
From the “Finish & Merge” command button print the letter to all or the selected recipients.

Other merges
Labels, Envelopes and E-mail messages can be printed or sent using the same data sources as prepared in
Microsoft Access, Microsoft Excel and Microsoft Word.
In the “Mailings Tab” and the group “Start Mail Merge” left click on the arrow of “Start Mail merge” command button.
From the Command menu select the item to be processed and follow the instructions as given in each case.
 115

CHAPTER 5 - Starting Access

5.1 Open access

Left click on the “Access 2013” icon on the Windows desktop AND click on blank database. (Refer Figure 5.1 below)

Figure 5-1

Figure 5-2

5.2 Selecting the location where the file must be saved

(Refer Figure 5.3)
Enter the file name and choose the folder with the down arrow key. Then press Create.
 116

Figure 5-3

5.3 Creating a table

Go to Create, Table and Save.

On the right hand side of the navigation pane the TAB called “TABLE1” is highlighted.
Below the highlighted tab (table1) is the area in which the data of the database will be entered (figure 5.4). This area
is called a “Record” and may consist of one or more fields (columns) and as many records (rows) as necessary.

The “ID” and “Add New Field” headings are called field names.
In the field name (Heading) “ID” nothing is to be typed in as the numbers will automatically increase as the “Data” is
typed into a record. “New” in the “ID” column will be moved down to the next row as “Data” is typed in the blank
record below the field name. “Add New Field”.
Do not type a heading (for example “Name”) in the blank record below the “Add New Field” field/column.
Please note the change in the record area as field 1 was inserted before the “Add New Field” field/column as shown
in figure 6.5 except for the fact that the field was incorrectly renamed in Record 1 and not in the heading. Press enter
(or “Tab”) on the keyboard to add an additional new field.
 117

Figure 5-4

5.4 Insert and Rename Fields

If no data has yet been entered into any fields below the field heading and the arrow is left or right clicked the screen
as in figure 6.5 will appear and the relevant format of the data should be selected In the field 1 Column right Click on
the down arrow in the right hand side and a dropdown command menu as in Figure 5.6 and 5.7 will appear where the
fields can be inserted deleted or renamed.

Figure 5.5
 118

Figure 5.6 Figure 5.7

5.5 Closing a database

To close and save your database go to File, Save as and you will see screen as in figure 5.8. You must first save the
objects -tables, queries, reports etc. before you can save your database.

Figure 5.8
 119

5.6 Fields (Columns) in your table.

Before you can enter the data in datasheet view you must use the Design view to specify the fields (Columns) to use
in your table.

To go to the Design view you first go to view and choose Datasheet view. See figure 5.8.

Figure 5.8

Create new fields in a table, data types and field properties.

1 Open the VUT Database file.
2 The screen should appear as in Figure 5.9.
3 Double Left Click on “VUT” in the navigation pane in Figure 5.9.
4 The file will be in the ‘Datasheet” view. Refer to Figure 5.9.

Figure 5.9

5 Data should be entered in this view.

 120

6 To create fields click on the “View” command button and select the “Design view” command button. (Refer to Figure
5.23, Figure 5.10 and figure 5.11)

Figure 5.10

Figure 5.11
 121

7 You are required to create the following fields as shown in table 5.1:

Table 5.1

Field properties General

Field Name Data Type
Default
Employee number Auto number1
Default
First Name Text
Default
Last Name Text
Default
Account number # Number2
Text Default
Street address
Text Default
City
Text Default
Province
Default
Postal Code Number
Default
Gender Text
Default
Employment date Date/Time
Default
Salary Currency

1 The data type is deliberately incorrectly stated to illustrate the input mask and editing of data types later to number.
2 The data type is deliberately incorrectly stated to illustrate the input mask and editing of data types later to text .

Recording information in the table: Refer Table 5.1

1 Employee number:
(Refer to Figure 5.12 below)
Enter Employees number in the First field name row.
Left click on the down arrow in the data type column and left click on ”Autonumber”.

Figure 5.12

2 First and last name:

(Refer to Figure 5.13 below)
A Enter “First Name” in the second field name row.
B Left click on the down arrow in the data type column and select and left click on ”Text” .
C Enter “Last Name” in the third field name row.
D Left click on the down arrow in the data type column and select and left click on ”Text” .
3 Account number: (Refer to Figure 5.28 below)
A Enter the “Account Number” in the fourth field name row.
B Left click on the down arrow in the data type column and select and left click on ”Number”
4 Complete the process by entering all the information as per table 5.10.
5 The final Design view will be as illustrated in Figure 5.12.2.
6 Left Click on NWU TAB and select Close
 122

Figure 5.12.2

5.7 Entering data in the database

Setting column (Field) widths

1 A table named VUT was created in the “Design View” and data can now be entered.
2 The table (database) looks familiar to an Excel spread sheet.
3 Left click the View button.
4 Left click on the “Datasheet View” button .
5 Note that all of the Fields that was created is (in the order that it was created) along the top of the Table.

Figure 5.13

5 Some of the “Field Names” may be “cut off” because of the column width.
6 The following process will be used to increase the column widths to enable the user to read the full title of the field
headings. (Refer to Figure 5.14 below)

Figure 5.14

7 Place the mouse pointer between the first and second field name.
8 A left- right arrow ( ) callout will appear.
9 Double left click and the field will have been widened. (Refer to Figure 5.15 below)

Figure 5.15

Enter Data
1 Place the mouse cursor in the block in the first row (record) below the “Employee Number field”. The cursor will be
flashing and that means that the record is ready to receive data.
2 Type the data in the field and press the Enter key or the Tab key on the keyboard or simply place the mouse cursor
in the next field in order to move to the next field. If a mistake was made simply retype the data. 3 If the mistake is
spotted later it can be corrected at any time with a left click on the field in which the mistake was made.
4 In each of the fields type the data in table 5.2 in the block below the Field Name:
 123

Table 5.2

Field Name Data to be entered

Employee No 1000001
First Name Joe
Last Name Blog
Account number
# 1001-45-2006
Street address Sorclin Street 5
City Universita
Province GT
Postal Code 1001
Male or Female (your
Gender choice)
Employment date 04/08/1985
Salary 10480
4 Please note that as the employee number “1000001” is entered below the “Employee No field” nothing will appear
in the field. The reason for this is that the field may not be set to receive numbers.
5 The field type should be changed to “Number” in the “Design view”
6 The current view is in the “Datasheet view” and should be changed to the “Design View” to enable the change.
7 Left click on Views in the views group.
8 The Design view will appear. (Refer Figure 5.16 below)

Figure 5.16

9 Select the first row in the data type menu and “Auto number” will appear as the default.
10 Move the mouse cursor downward to Number left click on Number.
11 In this example you can select the “View menu” and select “Datasheet view”
12 A window will appear requiring you to save the Table.
13 Left click on “OK” (Refer to Figure 5.17 below)
 124

Figure 5.17

14 Carry on recording the information as per table 5.18 in the first record.
15 Please note that the Account number consists of numbers and “–“.
16 When the Account number is entered as “1001-45-2006” , the message as per Figure 5.18 will appear.

Figure 5.18

17 An Input Mask will be used for the Account number (Refer paragraph 5.19 below)
18 Left click in the Input Mask area in the “Field Properties” area at the bottom of the screen as per Figure 5.19

Figure 5.19

19 The message “Input masks only works with text and date type fields” will appear as per Figure 5.20
 125

Figure 5.20

20 Change the data type for account number to text in the same way as per item 9 to 13 above.
21 Left click in the data type field next to account number field where “number” will appear as data type. Move
downward to text and Left click on text. Figure 18.35.1 refers
22 Change fields size to 15. Figure 5.21 refers.

Figure 5-21

5.8 Relational database

5.8.1 Definition

Each table, which is sometimes called a relation, in a relational database contains one or more data categories in
columns, also called attributes. Each row, also called a record contains a unique instance of data, or key, for the
categories defined by the columns. Each table has a unique primary key, which identifies the information in a table.
The relationship between tables can then be set via the use of foreign keys -- a field in a table that links to the
primary key of another table.
For example, a typical business order entry database would include a table that described a customer with columns
for name, address, phone number and so forth. Another table would describe an order: product, customer, date,
sales price and so forth. A user of a relational database can then obtain a view of the database to fit their needs. For
example, a branch office manager might like a view or report on all customers that bought products after a certain
date. A financial services manager in the same company could, from the same tables, obtain a report on accounts
that need to be paid.

5.8.2 Practical example

The relational database will be demonstrated by creating three tables with different information but related to each
other through a specific field of information in the different tables. The tables will be created, relations will be set and
a query/report will be done using information from all three tables.

Create tables

It is Important to go to the design view to create tables.

 126

Figure 5-22

Figure 5-23

Information for the three tables:

Table 1 – Personal detail

Student Surname Initials

number
201901 TJIA SV
201902 MOKOENA PC
201903 SEFARA M
201904 MOLEFE FT
201905 BELA TI

Create > Table

Student number (Key field)
Surname
 127

Initials
Save Personal detail

Figure 5-24

Table 2 – Subject detail

Create the table for Subject detail and enter the data in Table 2. Same as Table 1.

Subject Subject description

code
ACC02 Accounting 2
AUD02 Auditing 2
BIS01 Business information systems
FIN02 Financial management 2
TAX01 Taxation 1

Table 3 – Results detail

Create the table for Results detail and enter the data in Table 3. Same as Table 1.

Subject code Student number Semester

mark
ACC02 201901 65
AUD02 201901 58
TAX01 201901 72
ACC02 201902 66
FIN02 201902 60
BIS01 201903 74
 128

FIN02 201904 80
AUD02 201904 45
ACC02 201905 67
TAX01 201905 55
BIS01 201905 44

5.8.2.1 Set relationship between tables

Go to Database Tools.
Go to Relationships and add all three tables.
Join the key fields.

Figure 5-25

1.8.2.1 Queries and reports

Use the wizard to run Queries and reports.
 129

Figure 5-26

Figure 5-27
 130

Figure 5-28

Figure 5-29
 131

Figure 5-30

Figure 5-31

The result of your report should look like Figure 6.32.

 132

Figure 5-32