Creation of Table from Health Data Using – PST05209 Health Information Management

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NTA Level 5 • Semester 2 • PST05209

Creation of Table from Health Data Using

Health Information Management • Source Session/Topic 2
Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability.

Session 2: Creation of Table from Health Data Using

Spreadsheet

Learning Tasks

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

• Explain the structure of Microsoft Excel spreadsheet
• Use Microsoft Excel procedures to open spreadsheet
• Use Microsoft Excel procedures to formatting data
• Use Microsoft Excel procedures to create borders
• Use Microsoft Excel procedures to print a table

The Structure of Microsoft Excel Spreadsheet

Microsoft Excel

• Microsoft Excel is a spreadsheet program that is used to record and analyse numerical

data.

• Spreadsheet is a collection of columns and rows that form a table.
• Alphabetical letters are assigned to columns.
• Numbers are usually assigned to rows.
• The point where a column and a row meet is called a cell.
• The address of a cell is given by the letter representing the column and the number

representing a row.

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Parts of Microsoft Excel/ Elements of Microsoft Excel/ Elements of Excel Window

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From the Diagram above

Explanations on the Elements found in Excel

i. Cell

Is the Intersection of Row and Column

Each contains the unique value called Address i.e A1, B1

CELLS

ii. Column

Is the Vertical Stock of data or values.

Each column is represented by Alphabets as A, B, C etc

COLUMNS

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iii. Row

Is the Horizontal Stock of data or values.

Each column is represented by Alphabets as A, B, C etc

ROWS

iv. Worksheet

Is the collection of sheets that contains data or Information.

By default Office 2007 Spreadsheet comes with 3 sheets

SHEETS

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v. Workbook

Is the collection of Worksheet.

It displays on Top As Book means if contains data in sheet thus is Workbook.

Workbook

vi. Active Cell

Is the cell ready for use.

By default when you open Excel its located at cell A1

Active

Cell

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vii. Range

Is the collection of Cells.

The separate is (:) between one cell and another

i.e A2:G2

viii. Name box

Is a space that is used to show the name of the active cell.

 The active cell is A1.

 The name box can also be used to rename an active cell.

Active

Cell

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ix. Formula bar

It shows the cell contents including formulas or text

 This space shows the contents of a cell.

 It is preceded by the fx symbol as it is also used to search for mathematical functions

that are inbuilt the excel itself.

Formula

Bar

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Microsoft Excel Ribbon

• The ribbon provides shortcuts to commands in Excel.
• A command is an action that the user performs.
• An example of a command is creating a new document, printing a documenting.
• Ribbon start button

o It is used to access commands i.e. creating new documents, saving existing work,

printing, accessing the options for customizing Excel.

• Ribbon tabs

o The tabs are used to group similar commands together. The home tab is used for basic

commands such as formatting the data to make it more presentable, sorting and finding

specific data within the spreadsheet.

• Ribbon bar

o The bars are used to group similar commands together. As an example, the Alignment

ribbon bar is used to group all the commands that are used to align data together.

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Worksheet and Workbook

• A worksheet is a collection of rows and columns.

o When a row and a column meet, they form a cell.

o Cells are used to record data.

o Each cell is uniquely identified using a cell address.

o Columns are usually labelled with letters while rows are usually numbers.

• A workbook is a collection of worksheets.

o A workbook has three cells in Excel.

o Sheet can be added or deleted to suit the requirements.

o The sheets are named Sheet1, Sheet2 and so on and so forth.

o The sheet can be rename to more meaningful names i.e. Daily Expenses, Monthly

Budget, etc.

Ms Excel data formats

• Number – Stores data as a number
• Currency – Stores data in the form of currency
• Date – Data is stored as dates
• Percentage – Stores numbers as a percentage
• Text Formats – Stores data as string of texts

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The Procedures for Opening Microsoft Excel Spreadsheet

Procedures for open Microsoft Excel

• Click on start menu
• Point to all programs
• Point to Microsoft Excel
• Click on Microsoft Excel

Add, Subtract, Multiply, divided in Excel

• Create a folder on computer in my documents folder and name it HIM Excel.
• Open Excel.
• Enter the data in the worksheet.
• Perform the calculations using the respective arithmetic operators.
• When performing calculations in Excel, start with the equal (=) sign.
• Start with the one for addition.
• Write the following formula in E2 Excel (Result column)
= C2+D2
o "=" tells Excel to evaluate whatever follows after the equal sign

o "C2" is the cell address of the first number given by C representing the column letter

and 2 representing the row number

o "D2" is the cell address of the second number given by D representing the column letter

and 2 representing the row number

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STEP 4: The Procedures for Formatting Microsoft Excel Data (30 minutes)

Formatting data in Microsoft Excel table

• Use data formatting arithmetic operations

o Bold

o Align serial numbers to the left, center or right

Procedure for make column names bold

• Highlight the cells that have the column names by dragging them.
• Click on the bold button represented by B command.
• The workbook should now appear as follows.

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Procedures for align data to the left

• Align the serial numbers to the left
• Highlight all the data in the S/N column
• Click on align left as shown below

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The Procedures for Inserting Border in Microsoft Excel Spreadsheet

Procedures for inserting borders

• Highlight all the columns and rows with data
• On the font ribbon bar, click on borders command as shown below

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• Follow drop down menu below
• Select the option "All Borders".
• The data should look as follows

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The Procedures for Printing a Table From Spreadsheet

Procedure for setting print area, print view, printing and page layout

• The print area is the part of the worksheet that used to print out on paper.
• The quick and easy way of doing it is by using the following shortcut commands

Ctrl + P

• The following print preview will be displayed on the computer screen.

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• Press Esc button to exit print preview mode

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Evaluation Questions

• What is Microsoft Excel?

Microsoft Excel is a spreadsheet program that is used for Calculations or Inventory and Stock

Management.

• What is ribbon?

Is the strip of buttons and icons located above the work area in Microsoft excel

The ribbon provides shortcuts to commands in Excel.

• What is spreadsheet?

Is program that is used to record and analyse numerical data.

• How many data formats available in Excel?

o Number – Stores data as a number

o Currency – Stores data in the form of currency

o Date – Data is stored as dates

o Percentage – Stores numbers as a percentage

o Text Formats – Stores data as string of texts

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