ICT Skills Enhancement Training for Teachers November 16, 23, 30, 2013

UNIT III: TAPPING THE POWER OF EXCEL

Objectives
After completing this lesson, youll be able to do the following tasks:

Activities

Create and revise formulas.

Understand absolute and relative references.
Add functions to formulas.
Sort and filter data.
Create and modify charts, graphics, and diagrams.

Execute the following tasks:

1.Create this list of students and fill their respective marks in different courses,
calculate the total and percentage for each student.
2. Display the first decimal of all points.
3. Display students in alphabetic order.
4. Display only students who have greater than 50 in math and greater than 15 in
physics.
5. Open the workbook graphics located in excel exercise folder on your desktop.
6. Create a chart in sectors that indicates clients by level of education according to the
following table.
7. Title the chart as clients by level of education.
8. Put the chart on a new worksheet named" chart movement ".
9. Save the modifications.

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Content
I.

Performing Calculations
a) Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to
perform calculations. Formals are started in the formula box with an = sign.

There are many elements to excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, , *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel
To create a basic formula in Excel:
Select the cell for the formula

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Type = (the equal sign) and the formula
Click Enter

b) Calculate with Functions

A function is a built in formula in Excel. A function has a name and arguments (the
mathematical function) in parentheses. Common functions in Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the
argument
To calculate a function:
Click the cell where you want the function applied
Click the Insert Function button from formula tab
Choose the function
Click OK
Complete the Number 1 box with the first cell in the range that you want calculated
Complete the Number 2 box with the last cell in the range that you want calculated

c) Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon. These
functions include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

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d) Relative, Absolute and Mixed References
Calling cells by just their column and row labels (such as "A1") is called relative referencing.
When a formula contains relative referencing and it is copied from one cell to another, Excel
does not create an exact copy of the formula. It will change cell addresses relative to the ro
w and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1
+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the
new row.
To prevent this change, cells must be called by absolute referencing and this is accomplishe
d by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous
example, the formula incell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be
the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not c
hange when copied. Mixed referencing can also be used where only the row or column fixed.
For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell
B2 is fixed.
e) Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in
a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the seco
nd worksheet can be added using the format "sheetname!celladdress".
The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the c
urrent
worksheet is added to the value of cell A2 in the worksheet named "Sheet2". Sorting and Filt
ering allow you to manipulate data in a worksheet based on given set of criteria.
II. Sort and Filter
Sorting and Filtering allow you to manipulate data in a worksheet based on given set of
criteria.
a) Basic Sorts
To execute a basic descending or ascending sort based on one column:
Highlight the cells that will be sorted
Click the Sort & Filter button on the Home tab
Click the Sort Ascending (AZ) button or Sort Descending (ZA) button

b) Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
Click the column or columns that contain the data you wish to filter
On the Home tab, click on Sort & Filter
Click Filter button
Click the Arrow at the bottom of the first cell
Click the Text Filter
Click the Words you wish to Filter
To clear the filter click the Sort & Filter button

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Click Clear

III.

Graphics

a) Adding a Picture
To add a picture:
Click the Insert tab
Click the Picture button
Browse to the picture from your files
Click the name of the picture
Click Insert
To move the graphic, click it and drag it to where you want it

b) Adding Clip Art

To add Clip Art:
Click the Insert tab
Click the Clip Art button
Search for the clip art using the search Clip Art dialog box
Click the clip art
To move the graphic, click it and drag it to where you want it

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c) Editing Pictures and Clip Art

When you add a graphic to the worksheet, an additional tab appears on the
Ribbon.
The Format tab allows you to format the pictures and graphics. This tab has four groups:
Adjust: Controls the picture brightness, contrast, and colors
Picture Style: Allows you to place a frame or border around the picture and add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic

d) Adding Shapes
To add Shape:
Click the Insert tab
Click the Shapes button
Click the shape you choose

Click the Worksheet

Drag the cursor to expand the Shape

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To format the shapes:
Click the Shape
Click the Format tab
e) Adding SmartArt
SmartArt is a feature in Office 2007 that allows you to choose from a variety of graphics,
including flow charts, lists, cycles, and processes. To add SmartArt:
Click the Insert tab
Click the SmartArt button
Click the SmartArt you choose

Select the Smart Art

Drag it to the desired location in the worksheet
To format the SmartArt:
Select the SmartArt
Click either the Design or the Format tab
Click the SmartArt to add text and pictures.
III. Charts
Charts allow you to present information contained in the worksheet in a graphic format. Exce
l
offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To vie
w
the charts available click the Insert Tab on the Ribbon.
a) Create a Chart
To create a chart:
Select the cells that contain the data you want to use in the chart
Click the Insert tab on the Ribbon
Click the type of Chart you want to create

b) Modify a Chart
Once you have created a chart you can do several things to modify the chart.
To move the chart:
Click the Chart and Drag it another location on the same worksheet, or
Click the Move Chart button on the Design tab
Choose the desired location (either a new sheet or a current sheet in the workbook)

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To change the data included in the chart:

Click the Chart
Click the Select Data button on the Design tab

To reverse which data are displayed in the rows and columns:

Click the Chart
Click the Switch Row/Column button on the Design tab
To modify the labels and titles:
Click the Chart
On the Layout tab, click the Chart Title or the Data Labels button
Change the Title and click Enter

c) Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on
three tabs: Design, Layout, and Format.
Within the Design tab you can control the chart type, layout, styles, and location.

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ICT Skills Enhancement Training for Teachers November 16, 23, 30, 2013

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes,
background, and analysis.
Within the Format tab you can modify shape styles, word styles and size of the chart.
d) Copy a Chart to Word
Select the chart
Click Copy on the Home tab
Go to the Word document where you want the chart located
Click Paste on the Home tab
Exercises
A. You are a secretary of a high school. The head teacher asks you to make a list o
f staf
payment and save it as" payment list"
1. Fill:
a) The column "Gross salary
b) The column "medical Care", if it is 15% of gross salary in Frw.
c) The column" TPR, if the tax is 30% of the gross salary.
d) The column of FARG, if it is 1% of the G.salary.
e) The columnCSR, if it is 3% of the gross salary minus the transport (add the column of
transport and give them 7000 frw for all)
d) The column of "Net salary" if net salary is equal to Gross salary minus medical care minus
tax and FARG.
Payment List

B. You are a secretary to an Examination Council. The director asks you to comput
erize the
results of the science Exams.
1. Reproduce the table of RESULT OF EXAMS IN SCIENCE below.
2. Complete :
the "Total/290" and % column,
the column "Percentage" to 2 decimal places.
3. Save the document as "sciences results".
4. Sort the student from the highest to the lower marks in math.
5. Make a list of students who have more than 15 in biology and geography.
6. Create a chart in "sector" comparing marks of the students with their courses.
7. Save modifications.

Strengthening Information Technology Skills in Basic Education Teachers (SITSBE)

ICT Skills Enhancement Training for Teachers November 16, 23, 30, 2013

Strengthening Information Technology Skills in Basic Education Teachers (SITSBE)