Creation of Table from Health Data Using – PST05209 Health Information Management
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. HMIS NOTES B.Boy Parts of Microsoft Excel/ Elements of Microsoft Excel/ Elements of Excel Window HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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. HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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 HMIS NOTES B.Boy 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