CHAPTER 5

ELECTRONIC SPREADSHEET APPLICATION

Laboratory exercise guidebook
 LESSON 
INTRODUCTION TO ELECTRONIC SPREADSHEET
 LESSON 
DATA ENTRY TECHNIQUES
 LESSON 
Doing calculation and enhancing the appearance of the
Worksheet
 LESSON 
Charting the worksheet data
 LESSON 
Worksheet design
 LESSON 
Working on MS-Excel list/database
 LESSON 
Printing the worksheet data

LESSON 1
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 INTRODUCTION TO ELECTRONIC SPREADSHEET
APPLICATION
1. An Overview Of Spreadsheet

What is a Spreadsheet?
The spreadsheet is a grid of columns (designated by letters) and rows (designated by numbers).

Types of spreadsheet

• Manual spreadsheet:-spreadsheets done by hand with pencil and paper

• An electronic spreadsheet is an automated version of the manual type, created and maintained by a
software package called an electronic spreadsheet program like lotus 1-2-3, MS-excel, Improve, Quattro
pro etc

An electronic spreadsheet application is an interactive application program for organization and analysis of
data/information in tabular form.

Spreadsheets have been used by

• Accountants
• Mangers
• Project Planners
• Engineers
• Clerks
• Statistician
• Mathematician
• Medical doctors etc

A modern spreadsheet file consists of multiple worksheets (usually called by the shorter name sheets) that
make up one workbook, with each file being one workbook.

2. The end user interface of Microsoft® Office and navigation procedure

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 From the moment you launch any of the applications in the Microsoft Office system, you will notice a
dramatic difference. The entire user interface has been redesigned to be more intuitive, easier to navigate,
and better suited to the task at hand.
When the developers of the Office release began brainstorming about the new user interface, they decided
to go back to the drawing board and create an interface based on the way people use their computers today.
The result is a simplified, smart system that brings you just the tools you need, when you need them. No
more clicking through menus, submenus, and nested dialog boxes. Now the commands you need come to
you, depending on the type of object you select and the application you are using. This training introduces
the new elements in the Microsoft Office Excel Fluent user interface so that you'll recognize the features as
you begin to use the applications.
1. Command Tabs
In Microsoft Office Excel , the command tabs are Home, Insert, Page Layout, Formulas, Data, Review,
and View as indicated in the figure below.

2. Ribbon
Click the command tab Homeyou will see the ribbon as indicated in the figure below

3. Command Sets
Different commands appear in the Ribbon depending on the tab you've selected as indicated in the figure
below.

4. Dialog Box Launchers

When you see a small arrow in the lower-right corner of a command set, it means
There are more options available for the command set. Click the arrow (called the
Dialog Box Launcher), and you'll see a dialog box or a task pane with more commands.

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 5. Galleries
Galleries with multiple selections (such as the Styles, Themes, and Margins in Word ) appear as drop-down
galleries so that you can make your selection from the displayed group.
When you select a command that has an arrow next to it (which means additional choices are available), the
gallery appears.

6. Office Menu (New File Menu)

The File menu has had a major makeover. Instead of the word "File," the Microsoft Office Button now marks
the spot where the File menu resides. The new File menu includes two panels. On the left, you see the major file
tasks; on the right, the choices related to those tasks appear when you point to one of the commands on the left

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 7. Quick Access Toolbar
To the right of the Microsoft Office Button at the top of the Ribbon you see three familiar tools: Save, Undo,
and Redo. These tools are part of the Quick Access Toolbar, which travels with you from application to
application. These tools are available in the same spot in all the Office release core applications that have the
new user interface.

8. View Controls
The Office release moves the View tab to organize the controls you need for viewing your documents.

9. Contextual Tools
Contextual tools are different from command sets in that they appear only when you select a specific object
in your document. For example, when you create a table in Word , the Table Tools contextual tools appear
above the
Ribbon.

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MOVING AROUND THE WORKSHEET and USER interface
you can also use the keyboard (Alt key) to navigate the interace

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Assignment:
Compare and contrast the Microsoft excel and 2003 END user interface. Which interface is
more user friendly and convenient to use?

 LESSON 
DATA ENTRY TECHNIQUES
Data to be inserted in MS-excel can be categorized into two groups, Sequential and non-sequential data. You can insert
sequential data automatically using the auto fill features.

Example:

 The months of the year

 The days of the week
 Numerical entries etc
To increase the usefulness of Auto Fill, you can add your own custom lists. If you frequently add a series of department
titles or people's names to your spreadsheets you can create a custom list and then use Auto Fill to add the names when
you need them.

Click on office menuExcel options popular-  edit custom list

Then Import or add your custom list

Using AutoComplete to Enter Data

 Excel’s AutoComplete feature is intended to simplify the task of data entry.

 When entering labels down a column, if you begin typing text that has previously been entered, Excel will display
a black box containing the previous entry in the cell you are entering data into.

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  If you want to reenter the same text, press the Enter key and Excel enters the text for you.

 If you are entering a different word continue typing and the AutoComplete box will go away.

Limitations of AutoComplete are:

 It only works for data being entered in columns - it will not work if you are entering text across a row.

 It only works for columns of continuous data. As soon as an empty cell is left in a column, AutoComplete is
interrupted.

Turning Off AutoComplete

If you do not want to use the AutoComplete feature:

1. Click on office menuExcel options  advanced

Remove the checkmark from the Enable AutoComplete for cell values option

Worksheet 1
Automatic data entry techniques in Microsoft Excel
Start Microsoft Excel and enter the following data.

s/n Date Date Days Months Number Labels quarters labels % labels

1 8/24/2003 8/24/2003 Mon Jan 10 a1 Q1 Q1 10% Section 1

2 8/25/2003 8/24/2004 Tue Feb 15 a2 Q2 Q2 15% Section 2

3 8/26/2003 8/24/2005 Wed Mar 20 a3 Q3 Q3 20% Section 3

4 8/27/2003 8/24/2006 Thu Apr 25 a4 Q4 Q4 25% Section 4

5 8/28/2003 8/24/ Fri May 30 g6 Q1 Q5 30% Section 5

6 8/29/2003 8/24/2008 Sat Jun 35 g7 Q2 Q6 35% Section 6

7 8/30/2003 8/24/2009 Sun Jul 40 g8 Q3 Q7 40% Section 7

8 8/24/2003 8/24/2010 Monday January 2 g9 Q4 Q8 18% #1

9 9/24/2003 8/24/2011 Tuesday February 10 g10 Q1 Q9 28% #2

10 10/24/2003 8/24/2012 Wednesday March 50 z16 Q2 Q10 38% #3

11 11/24/2003 8/24/2013 Thursday April 250 z17 Q3 Q11 48% #4

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 12 12/24/2003 8/24/2014 Friday May 1250 z18 Q4 Q12 58% #5

13 1/24/2004 8/24/2015 Saturday June 6250 z19 Q1 Q13 68% #6

14 2/24/2004 8/24/2016 Sunday July 31250 z20 Q2 Q14 78% #7

Worksheet 2
1. Prepare name list of 10 employees and add in your custom list. Check your
work
2. What is auto complete feature? Can you see any advantage?

& LESSON Ž
Doing calculation and enhancing the appearance of the
worksheet
Operators specify the type of calculation that you want to perform on the elements of a
formula. There is a default order in which calculations occur, but you can change this order by
using parentheses (refer BODMAS or PEMDAS rule shown below)

Note: remember BODMAS/PEMDAS Rule

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Example: do the following using MS-Excel

1. (3X4-2)+32 + 7/2 - 6
7
2. 3 ×7+ √ 7+ 2 + −6
3
8
Note: the program can handle BODMAS/PEMDAS Rule

SELECTED SIMPLE BUILT-IN FUNCTIONS

Note: range is rectangular block of cells

Syntax rules of writing the function

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 Arguments things found inside the bracket

Do the worksheets given below

Worksheet 
Instruction

The following guests were admitted to hotel for the days shown against their names.

The rent room per day is ETB 16.75

Each guest had taken breakfast for the number of days he/she stayed in the hotel and the charge for breakfast
is ETB 15.33

Required
1. Use the format below to enter data and computations.
2. Insert a column between room charge and service charge with title ‘Total charge’ which is the sum of ‘Breakfast
charge’ and ‘Room charge’.
3. Service charge is computed at 13% on the total charge.
ABDISSA WACHAMMO HOTEL

RENT COLLECTION IN THE MONTH OF JUNE 1995

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 Days Breakfast Room
Client Service Charge
Stayed charge Charge
Abreham Cherinet 23
Workneh Kelilie 20
Gezahegn Sebsebe 31
Kemal Yesuf 41
Bezu Welde 64
Elfe Berhanu 53

Total

Average

Maximum

Minimum

Worksheet 
Instruction:
Assuming that you are the Clerk of Addis International Pvt. Ltd.; Use Microsoft Excel to design a worksheet to display the
profile of the business partners using the following format.

Required:
1. Use the format given below and complete the table.
2. Return is computed as the sum of 25% of the maximum investment and 34% of the minimum investment for
each investor.
3. Return Ratio is computed as Return/(Investment 1+Investment 2).
4. Use Microsoft Excel formatting facility to work on the appearance of the table.

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 ADDIS INTERNATIONAL PVT.LTD.
BUSINESS PARTNERS PROFILE

Total Investment
Investment 1

Investment 2

Investment

Investment

Investment
Maximum

Minimum
Investor

Average

Return

Return
Ratio
JOHN 12568 20540

ABRAHAM 17987 23654

MARY 15487 22990

JACOB 25687 30254

SAMUEL 25841 30565

DAVID 32650 31000

TOTAL

 Insert a row between the 3rd and 4th rows and enter the following data.
JONATHAN 15864 21985

then automatically apply the formulas you’ve entered by dragging up or down.

Worksheet 

Assignments

TOTAL
S/N Name ASS1 ASS2 ASS3 MID FINAL
MARK
15% 10% 15% 30% 30%

1 BEKELE BELAY 11 8 11 25 16

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 2 ABRAHAM CHERINET 13 5 10 23 15

3 SELAMAWIT MOLA 10 9 12 21 14

4 ZEWDU BELETE 12 5 11 10 12

5 SAMUEL HAILU 15 8 13 15 23

6 ASTER BELAY 8 9 14 12 25

7 TARIKU MOHAMMED 7 7 15 29 26

8 CHERU WELEDE 11 6 11 22 27

9 TAMERAT MOLA 13 5 10 13 28

10 HIRUT BEKELE 12 4 9 17 12

MAX TOTAL MARK

SUMMARY MIN TOTAL MARK

AVERAGE TOTAL MARK

Worksheet 

Instruction:

1. Compute the sum column

2. Compute the Average column
3. Compute the maximum, minimum, and average rows
ABC SECONDARY SCHOOL
STUDENTS' MARK PROCESSING

NAME OF THE
AMHARIC ENGLISH MATHS CHEM SUM AVERAGE
STUDENT

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Abebe Bekele 45 56 67 53
Mamo Hailu 56 34 45 34
Tirsit Mulugeta 89 46 23 77
Belay Bekele 32 73 45 46
Tolosa Chala 77 55 67 48
Bedru Welede 65 34 80 50
Telila Taye 70 88 90 89
Hirut Mamo 87 33 45 34
Tolosa Kotu 32 40 66 67
Meseret defar 48 38 54 56
MAXIMUM

MINIMUM

AVERAGE

Conditional Testing
The IF function is used for conditional testing. It has many applications for solving different
types business related problems.
Important building blocks for conditional testing

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Note: COMPARISON OPERATORS RETURNS EITHER TRUE/FALSE

Logical functions

Function Syntax

AND =AND(CONDITION 1, CONDITION 2,……….CONDITION 255)

OR =AND(CONDITION 1, CONDITION 2,……….CONDITION 255)

Note:
AND Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is
FALSE.
OR Returns FALSE if all arguments are FALSE; returns TRUE if any argument is TRUE ;.
IF-Function
Two Types:-

1. Simple IF- function

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 2. Nested IF- function

1. Simple IF- function

Syntax

=IF(X,Y,Z)

Where:-

– X is logical test,8 evaluated to True/False

– Y is value_if_true
– Z is value_if_false
EXAMPLE 1 (Refer worksheet 1 on page 19)
Status will be:

 “PASSED”, IFAVERAGE RESULT IS >=50

 “FAILED”, OTHERWISE

EXAMPLE 2 (Refer worksheet 2 on page 19)

Bonus will be:

– 40% OF SALARY,IF SEX IS FEMALE AND AGE IS >=30

– 30% OF SALARY, OTHERWISE

EXAMPLE 3 (Refer worksheet 2 on page 19)

BONUS will be

– 35.5% OF SALARY,IF SEX IS FEMALE OR

SERVICE YEAR IS GREATER THAN 15

– 15.78% OF SALARY, OTHERWISE

2. Nested IF function

Syntax:

FOR TWO CONDITIONAL TESTING

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=IF(X1, Y1,IF(X2,Y2,Z))

FOR THREE CONDITIONAL TESTING

=IF(X1,Y1,IF(X2,Y2,IF(X3,Y3,Z))) etc.

Up to 64 IF functions can be nested

Example 1 (Refer worksheet 3  on page 19)

Salary increment will be:

– 20% of old salary, if qualification is BA

– 22% of old salary, if qualification is BSC

– 25% of old salary, if qualification is MA

– 27.55% of old salary, otherwise

Example 2 (Refer worksheet 3  on page 19)

Salary increment will be:

 25% of old salary, if qualification is MA AND Sex is female

 15% of old salary, if qualification is BA or BSC

 20.33% of old salary, otherwise

WORKSHEET 
NAME AMHARIC ENGLISH MATHS CHEM AVERAGE STATUS
Abebe Bekele 45 56 67 53 55.25
Mamo Hailu 56 34 45 34 42.25

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Tirsit Mulugeta 89 46 23 77 58.75
Belay Bekele 32 73 45 46 49.00
Tolosa Chala 77 55 67 48 61.75
Bedru Welede 65 34 80 50 57.25
Telila Taye 70 88 90 89 84.25
Hirut Mamo 87 33 45 34 49.75
Tolosa Kotu 32 40 66 67 51.25
Meseret defar 48 38 54 56 49.00

WORKSHEET 
NAME SEX AGE SALARY SERVICE YEAR BONUS
Abebe Bekele M 32 456 7
Mamo Hailu M 23 234 3
Tirsit Mulugeta F 45 768 2
Belaynesh Bekele F 42 800 17
Tolosa Chala M 43 990 18
Bedru Welede M 35 567 22
Tihun Mulugeta F 23 1290 8
Hirut Mamo F 23 678 7
Tolosa Kotu M 50 765 11
Meseret defar M 26 800 12

WORKSHEET 

NAME SEX QUALI. OLD SALARY SALARY INCREMENT

Abebe Bekele M BA 700
Mamo Hailu M DIP 234
Tirsit Mulugeta F MA 1700
Belaynesh Bekele F BSC 800
Tolosa Chala M MA 990
Bedru Welede M DIP 567
Tihun Mulugeta F DIP 670
Hirut Mamo F MA 1450
Tolosa Kotu M BSC 765
Meseret defar M BA 800

worksheet
1. Use MS-EXCEL to create the worksheet given below, and enhance it as shown
2. Perform the computations based on the following information.

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Salary increment is
 55.55% of old salary, if qualification is PHD
 45.98% of old salary, if qualification is MA or MSC
 35.66% of old salary, if qualification is BSC or BA
 33.96% of old salary, if sex is female (F) and qualification is DIP
 27.88% of old salary, otherwise
New salary is

 the sum of old salary and salary increment

3. Create a column chart that compares old salary and new salary for each employee
ABC office and home furniture production
Salary increment proposal sheet
SALARY
EMPLOYEE SEX QUALI. OLD SALARY New Salary
INCREMENT

EMP1 M BA 700

EMP2 F DIP 234

EMP3 F MA 1700

EMP4 M BSC 750

EMP5 F MSC 1750

EMP6 M DIP 567

EMP7 F PHD 2570

EMP8 F MA 1700

EMP9 M BSC 765

EMP10 M BA 800

Total

Average

Maximum

Minimum

 LESSON 
Charting the worksheet data
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Microsoft Office Excel supports numerous types of charts to help you display data in ways that are meaningful
to your audience. When you want to create a chart or change an existing chart, you can choose from a wide
range of chart subtypes available for each of the following chart types.

• Charts are graphical representation of worksheet data to see

– Comparisons

– Patterns and

– Trends, in data.

Examples

Use the following data to create the chart given below

Januar Februar Marc

Expenses y y h April
1020
Payroll 6000 7600 6400 0
Utilities 4500 5700 4800 7650
Rent 2000 2000 2000 2000
Advertisement 2400 3040 2560 4080
Others 10500 1330 11200 1750

Exercises
create 4 different types of chart that
1. Shows expenses for the month January
2. Shows expenses for the month February
3. Shows expenses for the April
4. Shows expenses for the months January and February
5. Shows expenses for the months January and march
6. Shows expenses for the months January ,February and April
7. Shows expenses for the months January , February, march, and April

Solution for – question # 1

1.

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 Expense for the month January
12000
10000
8000
6000
amount

4000
2000
0
Payroll
Utilities
rent
Advertisement
others
expenses

2.

Expense for the month January

12000

10000

8000

6000
amount

4000

2000

0
Payroll
Utilities
rent
Advertisement
others

3.

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 Expense for the month January
12000

10000

8000

6000
amount

4000

2000

0
Payroll
Utilities
rent
Advertisement
others

4.

Payroll; 6000

others; 10500

Utilities; 4500

Advertisement; 2400 rent; 2000

Do the same for question 2 up to 7

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  LESSON 
Worksheet design
Worksheet design means creating the skeleton of the worksheet without data and adding
.security features in your worksheet

The worksheet design duty should include the following

 Prepare the format of the worksheet
 Insert all the necessary formula
 Format the worksheet for better appearance
 Lock the area of the worksheet which contains formula
 Unlock the area of the worksheet that should be accessible for the data encoder
 Protect the worksheet from unauthorized edition
 Make the file read only
 Test it with data
 Deploy for the users

Worksheet design 1
Instructions

1. Prepare the format of a grade sheet as shown below

2. Calculate the TOTAL MARK
3. Use if function to automatically post status as "PASSED" if total mark is greater
than or equal to 50, and post “FAILED” otherwise
4. Protect the area of the worksheet which contains formula with password to protect
from unauthorized edition
5. Generate an automatic report on a new sheet which contains the columns "
NAME", "TOTAL MARK" and "STATUS" columns
Hint: use paste link
6. Fill sample data and check the correctness of the design of the worksheet
7. Define a landscape paper size
8. Save your work for feature use (use read-only attribute)
9. Show your work for the instructor

Assignments

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 Assignment 2 (10%)
Assignment 1 (5%)

Assignment 3 (5%)
Mid Final TOTAL
S/N Name Status
(30%) (50%) MARK

1 0.00 Failed

2 0.00 Failed

3 0.00 failed

4 0.00 failed

5 0.00 Failed

6 0.00 Failed

7 0.00 Failed

8 0.00 Failed

9 0.00 Failed

10 0.00 Failed

11 0.00 Failed

12 0.00 Failed

13 0.00 Failed

14 0.00 Failed
0.00
15 Failed
0.00
16 Failed
0.00
17 Failed

18 0.00 Failed

SUMMERY
MAX. TOTAL MARK 0.00
MIN TOTAL MARK 0.00
AVG. TOTAL MARK 0.00

Worksheet design 2
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Instructions:
1. Prepare the skeleton of grade sheet as per the format given below
2. Calculate the total mark
3. Use if function to set letter grades as per the following ranges
(0 30]  F
(30 40]  D
(40 65]  C
(65 85]  B
(85 95]  A
(95 100]  A+
4. Use “IF” function to set status as per the following

A+  OUTSTANDING
A  EXCELLENET
B  VERY GOOD
C  SATISFACTORY
D  UNSATISIFACTORY
F  FAIL

5. Protect the area of the worksheet which contains formula with password to
protect from unauthorized edition

6. Generate an automatic report on a new sheet which contains the columns "

“NAME", "TOTAL MARK", "GRADE" and "STATUS" columns

Hint : use paste link

7. Define a landscape paper size

8. Fill sample data and check the correctness of your design

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 Course Name: Introduction to pc
Course Code: BIS 100

Assignments

Assignment 1

Assignment 2

Assignment 3

GRADE
(10%)
Mid Final TOTAL

(5%)

(5%)
S/N Name Status
(30%) (50%) MARK

1 0 F Failed

2 0 F Failed

3 0 F Failed

4 0 F Failed

5 0 F Failed

6 0 F Failed

7 0 F Failed

8 0 F Failed

9 0 F Failed

10 0 F Failed

SUMMERY
MAX MARK 0 Total # of A+ 0
MIN MARK 0 Total # of A 0
AVG. MARK 0 Total # of B 0
Total # of C 0
Total # of D 0
Total # of F 0
Hint: use COUNTIF

Syntax: COUNTIF (range, criteria), to count the # of As, Bs, etc

Worksheet design 3

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Design a worksheet that calculates the age of the employee based on their date of birth date
.and automatically report weather the employee is retired or active

:Hint

”If age is >=60,” RETIRED” otherwise “ACTIVE

Use the format given below

EMPLOYEES' AGE CONTROL FOR RETIREMENT

NAME OF THE DATE OF BIRTH
S/N AGE STATUS
EMPLOYEE (DOB)
1 113 retired
2 113 retired
3 113 retired
4 113 retired
5 113 retired
6 113 retired
7 113 retired
8 113 retired
9 113 retired
10 113 retired
11 113 retired
12 113 retired
13 113 retired
14 113 retired
15 113 retired
16 113 retired

Reference

Use Date format " Mar 14, 2001"

Fe Ju Se
Jan b Mar Apr May Jun l Aug p Oct Nov Dec
USE--> =DATEDIF(B3,TODAY(),"y")

Worksheet design 4

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Use the payroll format given below to design payroll

:Note

Pension is computed as 6% of basic salary

The current income tax policy of Ethiopia.

SALARY ON TAX THEREFORE TAX WILL BE

RANGE exceeding RATE
amount

Up to 150 150 0% 0= 0

(150 650 ] 500 10% 10%*(X-150) + 0 = 0.1X-15

(650 1400 ] 750 15% 15%*(X-650)+0+50 = 0.15X-47.5

(1400 2350 ] 950 20% 20%*(X-1400)+0+50+112.5=0.2X-117.5

(2350 3550 ] 1200 25% 25%*(X-2350)+0+50+112.5+190=0.25X-235

(3550 5000 ] 1450 30% 30%*(X-3550)+0+50+112.5+190+300=0.3X-412.5

Above 5000 The

exceeding 35% 35%*(X-5000)+0+50+112.5+190+300+435=0.35X-662.5
amount

ABROKEMAL METAL WORK INDUSTRY

PAYROLL FOR THE MONTH ENDING

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 Earning Deduction
S/ Employee Gross Total Net
Basic Income Signature
N name Allow Earning Pension Others Deductions pay
salary Tax

1 0 0 0 0 0

2 0 0 0 0 0

3 0 0 0 0 0

4 0 0 0 0 0

5 0 0 0 0 0

6 0 0 0 0 0

7 0 0 0 0 0

8 0 0 0 0 0

9 0 0 0 0 0

10 0 0 0 0 0

11 0 0 0 0 0

12 0 0 0 0 0

13 0 0 0 0 0

14 0 0 0 0 0

15 0 0 0 0 0

16 0 0 0 0 0

Total 0 0 0 0 0 0 0 0

 LESSON 
Working on MS-Excel list/database

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Ms-Excel list/database is a systematically arranged collection of tabular data, so that it can be automatically
retrieved or manipulated.
Steps for creating table/Ms-Excel list
Note: Table are used to manage and analyze related data

Step 1
Identify the entity that you want to create table
Note: Entity is a place, thing or event etc, about which information must be kept
In our example: DATA ABOUT EMPLOYEE
Step 2
Identify the field names (attributes) required
Note: Attribute is pieces of information describing a particular entity

Filed name Description

EMP-ID# Employee ID number

EMP-FNAME Employee’s first name

EMP-SNAME Employee’s second name

EMP-QUAL Employee’s academic qualification

ACCTAccounting

ASMAdm. Service Mgt

BAISBusiness Adm. & info. sys

EMP-DEPT Employee’s department
FNDEFinance & Dev. Economics

PSMPurchasing and supplies Mgt

MMMarketing Mgt

EMP-DOB Employee’s date of birth

EMP-SEX Employee’s sex

EMP-SAL Employee’s salary

EMP-HDATE Employee’s hire date

MAR-STATUS Marital status

EMP-CPHONE# Employee’s cell phone number

Step 3
Click the tab INSERT in the TABLES command set click TABLEselect the area of the worksheet to
create table
Step 4
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Type your filed names
Step 5
Type records
Record is row entry

Moving around the list

Click view TAB and in the window command set use the following

1. use freeze panes to keep rows and columns visible while the rest of the worksheet scrolls (based on
current selections)
2. use freeze Top row to keep the top row visible while the rest of the worksheet scrolls
3. freeze first column to keep the first column visible while the rest of the worksheet scrolls

Sorting and filtering data

Use the file named (Employee-list) found on the desktop of your PC and answer the following questions.

Exercise -1 (sorting)
1. Sort the list by EMP-FNAME
2. Sort the list by EMP-SAL descending order (largest to smallest)
3. Sort the list by EMP-HDATE (OLDEST TO NEWEST)
4. Sort the list by EMP-DOB (Newest to oldest)
5. Sort the list by EMP-FNAME then by EMP-SNAME (Use A to Z order)
6. Sort the list by EMP-DEPT then by first name
7. Sort the list by EMP-SEX then by EMP-FNAME THEN BY EMP-SNAME

Exercise -2 (filtering data)

1. List the names of employee in the department of BAIS

2. List the names of female employees

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 3. List the names of female employees in the department of BAIS

4. List the names of female employees whose qualification is MSC

5. list the names of employees whose first name begins with character “B”

6. list the names of employees whose EMP-DOB is after 01-jan-70

7. List the names of employees who are employed between the years 1985 and

1987 inclusive.

8. List and print the names of employee in the department BAIS (note: only their

names and their cell phone numbers are required)

9. List the names of employees whose salary is above 6000 birr

10. List the names of employees in the department of BAIS whose salary is

above 5000 birr.

11. List employees whose salary is above 5000 birr

Exercise -3
GENERATING REPORT FROM THE LIST USING PIVOT TABLE

USE EMPLOYEE-LIST AND GENERATE THE FOLLOWING REPORTS

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1. How many female and male employees are found in each department?
Use graph to show the result obtained
Solution
Grand
Row Labels F M Total

BAIS 3 6 9

ACCT 6 6

MM 2 5 7

PSM 1 5 6

ASM 1 6 7

FNDE 3 3

Grand Total 7 31 38

3 F
M
2

0
BAIS ACCT MM PSM ASM FNDE

2. Count the number of employee in each department via qualification

Solution
Row Labels BA BSC MA MS PHD Grand

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 C Total

BAIS 3 3 2 1 9

ACCT 2 2 2 6

MM 1 3 2 1 7

PSM 3 2 1 6

ASM 6 1 7

FNDE 1 2 3

Grand Total 15 4 12 5 2 38

3. Filter the above result via sex

Solution
EMP-SEX (All)

Count of EMP-
ID# Column Labels

MS Grand
Row Labels BA BSC MA C PHD Total

BAIS 3 3 2 1 9

ACCT 2 2 2 6

MM 1 3 2 1 7

PSM 3 2 1 6

ASM 6 1 7

FNDE 1 2 3

Grand Total 15 4 12 5 2 38

4. Count the number of employee in each department via marital status

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solution
Count of EMP-
ID# Column Labels

ACC PS Grand
Row Labels BAIS T MM M ASM FNDE Total

No 8 5 6 5 3 1 28

Yes 1 1 1 1 4 2 10

Grand Total 9 6 7 6 7 3 38

5. Compute the average salary of employee in each department

Solution
Row Average of EMP-
Labels SAL

BAIS 5817.333333

ACCT 4347.833333

MM 4894

PSM 4259.333333

ASM 5013.714286

FNDE 7136.666667

Grand
Total 5125.342105

Exercise
Think any report that you want to generate from the list and do it.

 LESSON 
Printing the worksheet data
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Before printing  Print Preview your worksheet

Note: WYSIWYG ("What You See Is What You Get")

If the page break is not as per your interest, adjust it using page break preview

What is Page Break Preview?

To print the exact number of pages that you want, you can use Page Break Preview view to quickly adjust
page breaks. In this view, manually-inserted page breaks appear as solid lines. Dashed lines indicate where
Microsoft Office Excel will break pages automatically.

Page Break Preview view is especially useful for seeing how other changes that you make (such as page
orientation and formatting changes) affect the automatic page breaks. For example, changing the row height and
column width can affect the placement of the automatic page breaks. You can also make changes to the page
breaks that are affected by the margin settings of the current printer driver.

1. On the View tab, in the Workbook Views group, click Page Break Preview.

TIP You can also click Page Break Preview on the status bar.

2. Do one of the following:

 To move a page break, drag the page break to a new location.

NOTE Moving an automatic page break changes it to a manual page break.

 To insert a vertical page break or a horizontal page break, select a row or column below or to the
right of where you want to insert the page break, right-click, and then click Insert Page Break on
the shortcut menu.

 To remove a manual page break, drag the page break outside of the page break preview area.

 To remove all manual page breaks, right-click any cell on the worksheet, and then click Reset All
Page Breaks on the shortcut menu.
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3. To return to Normal view after you finish working with the page breaks, on the View tab, in the
Workbook Views group, click Normal.

TIP You can also click Normal on the status bar.

Important
Before printing your worksheet, you have to work on page layout tab and work on different page setup
activities

 Set margins
 Set Orientation of the paper
 Define paper size as per your requirement
 Define print area
 Adjust breaks as per your requirement
 You can insert any background picture
 Specify print Titles (specify rows and columns to repeat on each printed page)
 Press the dialog box launcher to see more commands.

Example:

Open the workbook “WSHEET-PRINT” found on the desktop of your

PC
1. Print preview the document/page layout view
2. What happened? How many pages are there?

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 3. How do you solve the problem? (use page break preview to adjust
the page break) Or change the orientation of the paper
4. Set the print area to print the first 15 students only
5. Clear the print area
6. Set the 1st row to repeat on every page
7. Insert back ground picture
8. Adjust the page order as per your interest (do this in the page break
view)
9. Insert the following header and footer in the workbook
Header
AAUSC Abreham C. page #

Footer
Cell phone # +251-911-695945
10. Work on print dialog box

Important

Print a partial or entire worksheet or workbook

1. Do one of the following:

 To print a partial worksheet, click the worksheet, and then select the range of data that you want to
print.

 To print the entire worksheet, click the worksheet to activate it.

 To print a workbook, click any of its worksheets.

2. Click Microsoft Office Button , and then click Print/ CTRL+P.

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 Under Print what, select an option to print the selection, the active sheet or sheets, or the entire
workbook.

NOTE If a worksheet has a defined print area, Excel will print only the print area. If you don't want to
print a defined print area, select the Ignore print areas check box.

TIP To print quickly or to preview the printout before you print, click Microsoft Office Button , click the
arrow next to Print, and then click Quick Print or Print Preview.

Print several workbooks at once

1. Click Microsoft Office Button , and then click Open.

Keyboard shortcut You can also press CTRL+O.

2. Hold down CTRL and click the name of each workbook that you want to print.

3. In the Open dialog box, click Tools, and then click Print

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