Demonstration on Microsoft Excel Windows Features
Session 15: Demonstration on Microsoft Excel Windows Features
Total Session Time: 60 minutes + 120 minutes of practical
Prerequisites
None
Learning Tasks
By the end of this session, students are expected to be able to:
Identify Basic Parts of the Excel Window
Explain How to Create, Open and Save Workbooks
Explain How to Enter, Edit and Delete Data
Explain How to Move, Copy and Delete Cell Contents
Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD
Handout 14.1: Monthly Budget
SESSION OVERVIEW
Step
Time
Activity/
Method
Content
1
05 minutes
Presentation
Presentation of Session Title and Learning Tasks
2
30 minutes
Brainstorming Presentation
Identifying Basic Parts of the Excel Window
3
45 minutes
Presentation, Exercise
Create, Open and Save Workbooks
4
40 minutes
Presentation, Exercise
Entering, Editing and Deleting Data
5
40 minutes
Presentation, Exercise
Moving, Copying and Deleting Cell Contents
6
10 minutes
Presentation
Key Points
7
10 minutes
Presentation
Evaluation
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Tasks (5 minutes)
READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.
Step 2: Identifying Basic Parts of the Excel Window (30 minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What differences are there between excel and word?
What specific purposes are of excel?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Microsoft Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an accounting program for the computer. Spreadsheets are primarily used to work with numbers and text. Spreadsheets can help organize information, like alphabetizing a list of names or ordering records, or calculate and analyze information using mathematical formulas.
The Excel Window
Many items you see on the Excel screen are standard in most other Microsoft software programs like Word, PowerPoint and previous versions of Excel. Some elements are specific to this version of Excel.
Figure 1: Microsoft excel elements
Source: Goodwill Community Foundation 2002
Workbook
Also called a spreadsheet, the Workbook is a unique file created by Excel.
Figure 2: Title bar
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The Title bar displays both the name of the application and the name of the spreadsheet.
Figure 3: Menu bar
The Menu bar displays all the menus available for use in Excel 2003. The contents of any menu can be displayed by clicking on the menu name with the left mouse button.
Toolbar
Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar.
Figure 4: Toolbar
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Figure 5: Column Headings
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Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters.
Figure 6:Row Headings
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Each spreadsheet contains 65,536 rows. Each row is named by a number.
Figure 7: Name Box
Shows the address of the current selection or active cell.
Figure 8: Formula Bar
Source: Goodwill Community Foundation 2002
Displays information entered-or being entered as you type-in the current or active cell
The contents of a cell can also be edited in the Formula bar.
Cell
Figure 9: Active Cell B3
Source: print screen from Microsoft Excel
A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer.
Navigation Buttons and Sheet Tabs
Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook.
Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet
Workbooks and Worksheets
A Workbook automatically shows in the workspace when you open Microsoft Excel 2003. Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of 65,536 rows by 256 columns. Spreadsheet information–text, numbers or mathematical formulas–is entered in the different cells.
Figure 10: workbook
Source: Goodwill Community Foundation 2002
Column headings are referenced by alphabetic characters in the gray boxes that run across the Excel screen, beginning with the Column A and ending with Column IV.
Rows are referenced by numbers that appear on the left and then run down the Excel screen. The first row is named Row 1 and the last row is named 65536.
Important Terms
A workbook is made up of three worksheets.
The worksheets are labelled Sheet1, Sheet2, and Sheet3.
Each Excel worksheet is made up of columns and rows.
In order to access a worksheet, click on the tab that says Sheet#.
The Cell
An Excel worksheet is made up of columns and rows. Where these columns and rows intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon, reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its name is comprised of two parts: the column letter and the row number.
Figure 11: Cell Point
Source: Goodwill Community Foundation 2002
In the following picture the cell C3, formed by the intersection of column C and row 3, contains the dark border. It is the active cell.
Figure 12: Active
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Important Terms
Each cell has a unique cell address composed of a cell's column and row.
The active cell is the cell that receives the data or command you give it.
A darkened border, called the cell pointer, identifies it.
Moving around the worksheet
You can move around the spreadsheet in several different ways.
To Move the Cell Pointer
To activate any cell, point to a cell with the mouse and click.
To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.
To Scroll Through the worksheet
The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to move left or right across the spreadsheet.
Figure 13: Vertical Scrolling Bar
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The Page Up and Page Down keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that move the active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of the spreadsheet or cell A1.
To Move between worksheets
As mentioned, each Workbook defaults to three worksheets. These worksheets are represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the Excel window.
To Move from one worksheet to another worksheet:
Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display
Step 3: Create, Open and Save Workbooks (45 Minutes)
Understanding File Terms
The File menu contains all the operations that we will discuss in this lesson: New, Open, and Close, Save and Save As.
Figure 14: Save, Save As and Close
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New-Used to create a new Workbook
Open-Used to open an existing file from a floppy disk or hard drive of your computer
Close-Used to close a spreadsheet
Save As-Used when to save a new file for the first time or save an existing file with a different name.
Save-Used to save a file that has had changes made to it. If you close the workbook without saving then any changes made will be lost.
Creating a workbook
A blank workbook is displayed when Microsoft Excel is first opened. You can type information or design a layout directly in this blank workbook.
To Create an Excel Workbook
Choose File New from the menu bar.
Figure 15: Show How to Open New Worksheet
Source: Goodwill Community Foundation 2002
The New Workbook task pane opens on the right side of the screen.
Figure 16:Blank Workbook
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Choose Blank Workbook under the New category heading.
A blank workbook opens in the Excel window. The New Workbook task pane is closed.
Saving a workbook
Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. The first time you save a workbook, Excel will prompt you to assign a name through the Save As operation. Once assigned a name, any additional changes made to the text, numbers or formulas need to be saved using the Save operation
To Save a new Workbook: Choose File Save As from the menu bar.
Figure 17:Save As command
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The Save As Dialog Box appears.
Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3 1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your computer.
Type a name for your file in the File Name: box.
Click the Save button.
Figure 18: Uses of Save As Button, Save in.
Source: Goodwill Community Foundation 2002
To Save Changes Made to an Existing Workbook
Choose File Save from the menu bar, or
Click the Save button on the Standard toolbar.
If you're saving the file for the first time and you do not choose a file name, Microsoft Excel will assign a file name for you.
It is a good idea to Save frequently when working in a spreadsheet. Losing information is never fun! You can quickly save your spreadsheet by using the quick-key combination Ctrl + S.
Opening a workbook
You can open any workbook that has previously been saved and given a name.
To Open an Existing Excel 2003 Workbook
Choose File Open from the menu bar.
Figure 20: Opening Workbook
The Open dialog box opens.
Source: Goodwill Community Foundation 2002
In the Look in list, click the drive, folder, or Internet location that contains the file you want to open.
In the folder list, open the folder that contains the file. Once the file is displayed, click on the file you want to open.
Click the Open button.
Closing a Workbook
To close an existing Excel Workbook
Choose File Close from the menu bar. The workbook in the Excel window is closed.
Figure 21:Close Workbook
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Excel 2003 will prompt you to save information if any has been typed between the last save and the time you close the file
Step 4: Enter, Edit and Delete Data (40 minutes)
Entering Text in a Cell
You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are values used when making calculations. Formulas are mathematical calculations.
To Enter Data into a Cell
Click the cell where you want to type information.
Type the data. An insertion point appears in the cell as the data is typed.
The data can be typed in either the cell or the Formula bar.
Figure 22: Text area
Figure 23: Data being typed appears in the both active cell and in the formula bar.
Source: Goodwill Community Foundation 2002
Notice the Cancel and Enter buttons in the formula bar.
Click the Enter button to end the entry and turn off the formula bar buttons.
Excel's AutoComplete feature keeps track of previously-entered text. If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you
Editing Information in a Cell
Information in a spreadsheet is likely to change over time. Information can be changed in either of two ways.
Quick and Easy Method
Click the cell that contains the information to be changed.
Type the new entry. The old entry is replaced by the new entry.
If the original entry is long and requires only a minor adjustment (in spelling, for example), then you can directly edit the information in the cell.
To Edit Information in a Cell
Direct Cell Editing
Double-click on the cell that contains the information to be changed.
The cell is opened for direct editing.
Figure 24:Direct Editing
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Make the necessary corrections.
Press Enter or click the Enter button on the Formula bar to complete the entry.
Formula Bar Editing
Click the cell that contains the information to be changed.
Edit the entry in the formula bar.
Figure 25: Editing Toolbar
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Deleting Information in a Cell
To Delete Data that Already Appears in a Cell
Click the cell that contains the information to be deleted.
Press the Delete key, or
Right-click and choose Clear Contents from the shortcut menu.
Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells, or a cell range. Many operations can be done against a cell range: move it, copy, it, delete it or format it. A cell range can be defined in different ways: select a specific range of cells, select multiple columns or rows, or select the entire worksheet.
To Select a Range of Cells
Move to the first cell in the range.
The mouse pointer becomes a large cross.
Click-and-hold the left mouse button and drag left or right, up or down to the last cell you want to select.
Release the mouse button.
Figure 28: The Cells You Selected are Shaded.
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To Select All Cells in a Column or Row
Click the gray Column heading to select the entire column. (Click and drag the cursor across other column headings to select those columns).
Figure 29: How to Select Column
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Click the gray Row heading to select the entire row. (Click and drag the cursor down through the row headings select those rows).
Figure 30: How to Select Row
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To Select the Entire Worksheet:
Click the gray rectangle in the upper left corner to select entire worksheet.
Figure 31: How to Select Entire Worksheet
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If the cells and columns you want to select are not directly next to one another, select one of the ranges you want to select, and hold down the Control key while selecting other ranges.
Figure 31: Selected Area
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Activities 4: Monthly bills (Take-home assignment)
Refer Handout 14.1: Monthly Budget.
Type the following data in the spreadsheet
In cell A1, type Monthly Budget.
In cell A2, type Rent or Mortgage.
In cell A3, type Car Payment.
In cell A4, type Cable.
In cell A5, type Power.
In cell A6, type Phone.
In cell A7, type Insurance.
In cell A8, type Credit Cards.
In cell A9, type Groceries.
In cell A10, type Gas.
Type your other monthly bills in Column A, cells A11-A14 (if you have any)
Type Total Monthly Expenses in cell A15
Type Income in cell A16
Type Savings in cell A17
.
Save and close the Monthly Budget file
.
Step 5: Moving, Copying and Deleting Cell Contents (40 minutes)
Cut, copy, paste defined
Cut, Copy and Paste are very useful operations in Excel. You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste them into other cells. These operations save you a lot of time from having to type and retype the same information.
The Cut, Copy and Paste buttons are located on the Standard toolbar.
Figure 32: The Cut, Copy and Paste operations also appear as choices in the Edit menu:
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The Cut, Copy and Paste operations can also be performed through shortcut keys:
Cut
Ctrl+X
Copy
Ctrl+C
Paste
Ctrl+V
Copy and Paste Cell Contents
The Copy feature allows you to copy selected information from the spreadsheet and temporarily place it on the Clipboard, which is a temporary storage file in your computer's memory. The Paste feature allows you to select any of the collected items on the Clipboard and paste it in a cell of the same or different spreadsheet.
To Copy and Paste:
Select a cell or cells to be duplicated.
Click on the Copy button on the standard toolbar.
The border of the copied cell(s) takes on the appearance of marching ants.
Figure 33:Marching Ants Appear
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Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you are copying contents into more than one cell, click the first cell where you want to place the duplicated information.
Press the Enter key. Your information is copied to the new location.
Be careful if you paste copied cell information into cells that already contain data. If you do, the existing data is overwritten.
You can copy information from many different sources including Web sites, emails or other Office applications like Word and PowerPoint and paste it into an Excel spreadsheet.
Cut and Paste Cell Contents
The Cut feature allows you to remove information from cells in the spreadsheet. Information that is cut can be pasted in another cell, as long as the pasting occurs before you perform another operation. If you don't paste the cut information immediately, it is removed from the Office clipboard.
To Cut and Paste:
Select a cell or cells to be cut.
Click on the Cut button on the Standard toolbar.
The information in the cell is deleted.
The border of the cut cell(s) take on the appearance of marching ants.
Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you want to paste the contents into more than one cell, click the first cell where you want to place the duplicated information.
Press the Enter key. Your information is pasted to the new location.
You do not have to paste information that has been cut. You can use Cut to delete information from a cell.
Moving Information Using Drag-and-Drop
Another way to move information from one cell to another is to use the drag-and-drop method. You use the cursor to point to the information to be moved and then drag the cell to its new location.
To Use Drag and Drop
Highlight and select the cell(s) you want to move to a new location.
Position the mouse pointer near one of the outside edges of the selected cell(s). The mouse pointer changes from a large, white cross and becomes a slender, black cross with arrows at all ends.
Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse button and drag the cell(s) to a new location.
Release the mouse button to move the information to its new location.
Refer to Handout 14.1: Monthly Budget.
Activities 5: Monthly Bills (Take-home assignment)
ASK student to refer to Handout 14.1 Monthly Budget.
Move the word Insurance from cell A7 to A4 and the word Cable from A4 to A7 using the cut, copy, and paste, and drag and drop features you learned in this lesson.
Type January in C2.
Type the corresponding amounts for your monthly expenses and income in Column C.
In cell C3, type your rent/mortgage bill amount
In cell C4, type your Car Payment amount
In cell C5, type your Car Payment amount
In cell C6, type your Power bill amount
In cell C7, type your Phone bill amount
In cell C8, type your Cable bill amount
In cell C9, type your Credit Card bill amount
In cell C10, type your Grocery/Food bill estimate
In cell C11, type your Gas bill estimate
In cells C12 – C16, type the amount of any additional bills you have listed
In cell C17, type your Income
Save and close the Monthly Budget file
Note: Be sure to leave cells C15 and C17 blank
Step 6: Key Points (10 minutes)
Spreadsheets can help organize information, like alphabetizing a list of names or ordering records, or calculate and analyze information using mathematical formulas.
Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks.
You can enter three types of data in a cell: text, numbers, and formulas
You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste them into other cells.
Step 7: Evaluation (10 minutes)
What are the tasks of the following Excel window parts?
Title bar, Menu bar, Toolbar, Formula Bar
How do you create, open and save workbooks?
How do you enter, edit and delete data in worksheet?
Activity: Take home Assignment (5 minutes)
DIVIDE students in groups or individual.
ASK the students to work on the following assignment
Create a new blank file and save as Monthly Budget
Close the blank file
ALLOCATE time for students to do the assignment and submit
REFER students to recommended references
Important Reminder: If you are using a public computer, such as one at a library or learning centre, you may not be able to use the same computer each time. It is very important to understand the policies on saving documents to public computers. Some places do not allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the public computers where you are. If you are unsure how you will keep a recent copy of the assignment, you can always email a copy of the document to yourself when you finish working on the document.
References
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition, Introduction to Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International, Barb House, Barb Mews, London W6 7PA UK
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html
Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.
Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/
.
Handout 14.1: Monthly Budget
Figure
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