Demonstration on Worksheet Layout Management

Session 16: Demonstration on Worksheet Layout Management

Total Session Time: 120 minutes

Prerequisites

None

Learning Tasks

By the end of this session, students are expected to be able to:

Describe on How to Work with Multiple Worksheets

Describe on How to Insert and Delete Rows and Columns

Explain Process of Changing Column Width and Row Height

Resources Needed

Flip charts, marker pens, and masking tape

Black/white board and chalk/whiteboard markers

Computer

LCD

Handout 16.1: 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 Exercise

Work with Multiple Worksheets

3

30 minutes

Presentation

Exercise

Insert and Delete Rows and Columns

4

35 minutes

Presentation

Exercise

Change Column Width and Row Height

5

5 minutes

Presentation

Key Points

6

15 minutes

Presentation

Evaluation

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Objectives (5 minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Working with Multiple Worksheets (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What are worksheets?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Naming Worksheets

At the beginning of this course, we learned that the tabs displayed at the bottom of the screen are named Sheet1, Sheet2 and Sheet3. These are not very informative names. Excel 2003 allows you to define a meaningful name for each worksheet in a workbook-Checkbook, Reports, Accounts-so you can quickly locate information.

To Name a Worksheet

Double-click the sheet tab to select it. The text is highlighted by a black box.

Type a new name for the worksheet.

Press the Enter key.

The worksheet now assumes the descriptive name defined.

Inserting Worksheets

By default, each new workbook in Excel defaults to three worksheets named Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want.

To Insert a New Worksheet

Choose Insert Worksheet from the menu bar.

A new worksheet tab is added to the bottom of the screen. It will be named Sheet4, Sheet5 or whatever the next sequential sheet number may be in the workbook.

Figure 1: Show Worksheet

Source: Goodwill Community Foundation 2002

Deleting Worksheets

Any worksheet can be deleted from a workbook, including those that have data in it. Remember, a workbook must contain at least one worksheet.

To Delete One or More Worksheets

Click on the sheet(s) you want to delete.

Choose Edit Delete Sheet from the menu bar.

Figure 2: The Following Dialog Box Appears if the Sheet Being Deleted Contains Information On It.

Source: Goodwill Community Foundation 2002

Click the Delete button to remove the worksheet and all the data in it.

Another way to delete or insert a worksheet is to right-click on the sheet to be deleted and then select Delete or Insert from the shortcut menu.

Figure 3: Delete or Insert Sheet

Source: Goodwill Community Foundation 2002

Grouping and Ungrouping Worksheets

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes you will want to work with the worksheets one at a time as if each is a single unit. Other times, the same information or formatting may need to be added to every worksheet. You can type and retype the same information in each worksheet, or apply identical formatting, or you can group the worksheet and enter the information once.

Worksheets can also be combined together into a group. Grouping worksheets allows you to apply identical formulas and/or formatting across all the worksheets in the group. When you group worksheets, any changes made to one worksheet will also be changed in any other worksheets in the group. If many worksheets are to have the same data–regions, departments, quarters, months, weeks and days, for example–then you type it once and it will appear on every worksheet included in the grouping.

Figure 3: Grouping Worksheets

Source: Goodwill Community Foundation 2002

To Group Worksheets

To select one worksheet, click on the sheet tab.

To select more than one worksheet, hold the Control key down and click on one or more worksheet tabs in the workbook.

To select all worksheets in a workbook, right-click on any worksheet tab and choose Select All Sheets from the shortcut menu.

When finished entering, moving, copying or formatting the data, you will need to ungroup worksheets. If you do not ungroup the sheets, any work you do in one sheet will be duplicated in all the others.

To Ungroup Worksheets

Right-click on any of the selected worksheet tabs.

Choose Ungroup Sheets from the shortcut menu.

Moving Worksheets

When you move a sheet, you are moving it to a new location in this or another workbook.

To Move a Workbook

Select the worksheet you want to move/copy.

Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will move the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.

Figure 5:Sheet And Check Book

Source: Goodwill Community Foundation 2002

Check Create a copy to copy it.

Click the OK button to move the worksheet to its new location.

Copying Worksheets

When you copy a sheet, you make an exact copy of it.

To Copy a Worksheet

Select the worksheet you want to move/copy.

Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will copy the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.

Click the Create a copy checkbox.

Click OK to create an exact copy of the worksheet and move it to the location

Step 3: Inserting Deleting Rows and Columns (30 minutes)

Inserting a row

You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows down to make room for the new one.

To Insert a Row

Click anywhere in the row below where you want to insert the new row.

Choose Insert Rows from the menu bar.

Figure 6:Insert Rows Into Worksheet

Source: Goodwill Community Foundation 2002

A new row is inserted above the cell(s) you originally selected. OR

Click anywhere in the row below where you want to insert the new row.

Right-click and choose Insert from the shortcut menu.

Figure 7: The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Choose the Entire Row radio button.

Click the OK button.

Figure 8: A New Row Is Inserted Above The Cell(S) You Originally Selected.

Source: Goodwill Community Foundation 2002

Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows that you originally selected.

Inserting a column

In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to make room for the new one.

To Insert a Column

Click anywhere in the column where you want to insert a new column.

Choose Insert Columns from the menu bar

Figure 9: Inserting Column

Source: Goodwill Community Foundation 2002

A new column is inserted to the left of the existing column. OR Click anywhere in the column where you want to insert a new column. Right-click and choose Insert from the shortcut menu.

Figure 10:Inserting Column Into Cell

The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Click the Entire Column radio button in the Insert dialog box.

Click the OK button.

Figure 11: A New Column is inserted to The Left of the Existing Column.

Source: Goodwill Community Foundation 2002

You can also select multiple columns before choosing Insert to add columns quickly. Excel inserts the same number of new columns that you originally selected.

Deleting columns and rows

Columns and rows are deleted in much the same manner as inserting columns and rows.

To Delete a Row and All Information in It

Select a cell in the row to be deleted.

Choose Edit Delete from the menu bar.

Click the Entire Row radio button in the Delete dialog box.

Click the OK button.

Figure 12: Show How to Delete Row

Source: Goodwill Community Foundation 2002

To Delete a Column and All Information in it:

Select a cell in the column to be deleted.

Choose Edit Delete from the menu bar.

Click the Entire Column radio button in the Delete dialog box.

Click the OK button.

Figure 13: Show How to Delete column

Source: Goodwill Community Foundation 2002

Step 4: Changing Column Width and Row Height (35 minutes)

Adjusting column widths

By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide.

If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data.

Figure 14: Unadjusted Column

Source: Goodwill Community Foundation 2002

You can adjust column width manually or use AutoFit.

To Manually Adjust a Column Width

Place your mouse pointer to the right side of the gray column header.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Figure 15: Adjusted Column

Source: Goodwill Community Foundation 2002

Drag the Adjustment tool left or right to the desired width and release the mouse button.

To AutoFit the Column Width

Place your mouse pointer to the right side of the column header.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Double-click the column header border.

Excel "Auto Fits" the column, making the entire column slightly larger than the largest entry contained in it.

To access AutoFit from the menu bar, choose Format Column AutoFit Selection.

Adjusting row height

Changing the row height is very much like adjusting a column width. There will be times when you want to enlarge a row to visually provide some space between it and another row above or below it.

To Adjust Row Height of a Single Row

Place your mouse pointer to the lower edge of the row heading you want to adjust.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool up or down to the desired height and release the mouse button.

To AutoFit the Row Height

Place your mouse pointer to the lower edge of the row heading you want to adjust.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Double-click to adjust the row height to "AutoFit" the font size.

Excel "Auto Fits" the row, making the entire row slightly larger than the largest entry contained in the row.

Activities 4: Make adjustment of column (5 minutes)

Refer students to Handout 13.1: Monthly Budget

AutoFit the column width of Column A

Manually adjust the column width for any columns that you need to enlarge. For example, Column A may need to be adjusted so the word Car payment fits in the cell.

Adjust the row height of Row 1 to at least double its current width.

Save and close the document.

Step 5: Key Points (5 minutes)

By default, each new workbook in Excel 2003 defaults to three worksheets named Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want.

Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows that you originally selected.

By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide. If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data.

Step 6: Evaluation (15 minutes)

How do you define a meaningful name for each worksheet in a workbook?

How do you insert and delete Rows and columns?

How do you change column width and row height?

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Refer students to handout 16.2:Monthly budget

ALLOW student to rename Sheet1 to 2005, Sheet2 to 2006 and Sheet3 to 2007.

INSERT two worksheets and name them 2008 and 2009.

Move the 2008 and 2009 worksheets so they are immediately following the 2007 sheet.

Use the Grouping feature so that the 2006, 2007, 2008, and 2009 sheets contain the same information as Column A and Row 1 of the 2005 sheet.

Delete the 2009 sheet.

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Reference

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft 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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for healthcare professionals (4th ed). Barb Mews: London

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press

Handout 16.1: Monthly Budget

Handout 16.2: Monthly Budget

Handout 16.3: Monthly Budget

Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline au PDF, bonyeza kitufe hapa chini. Ujumbe wenye Level, Semester, Module na Topic utaandaliwa moja kwa moja.TUMIWA NOTES WHATSAPP