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Examples like the Nk’Mip suite of businesses and partnerships through the Osoyoos Indian Band demonstrate that BC is on track to become one of the world’s leading destinations for Indigenous tourism experiences. Across Canada, Indigenous peoples and their partners are using Indigenous-developed standards to help preserve and strengthen cultures while building economic benefits for their communities. This is directly in line with the global trend toward linking tourism with the need to uphold Indigenous rights.
An aim of this chapter was to inspire respectful curiosity among students of tourism and offer a glimpse at the complexity and connectedness of Indigenous tourism in the historic and contemporary spheres of the public and private lives of non-Indigenous and Indigenous peoples in Canada, with a primary focus on British Columbia. Frankly, one chapter can never fully reveal the diversity, resiliency, and cultural richness of Indigenous peoples, nor can it fully reveal the depth of harm wrought by past, and ever-present colonial systemic forces that remain entangled with the phenomenon of tourism.
The promise of Indigenous tourism can provide a basis for conversation — and action — among stakeholders with potentially competing aims and differing worldviews. It is important to recognize that these conversations can be emotionally charged, complex and personally unsettling. Nevertheless, the progress that has been made thus far by individuals, communities, businesses, agencies, organizations and governments in developing quality Indigenous tourism opportunities for visitors to British Columbia, Canada and around the world is encouraging. The cumulative results of these efforts demonstrate that properly supported, and most importantly Indigenous-led, Indigenous tourism development can be a powerful force for positive change. Indigenous tourism not only has the potential to contribute to a healthier, more respectful and more prosperous shared future for all, it is arguably one of the best positioned and most appropriate global force to do so.
In recent years, the momentum, growth, and evident growth-potential of Indigenous tourism within the tourism sector has had some of the most significant and genuine change and influence on policy, product, destination development within tourism in BC, Canada, and internationally. These changes — catalyzed through Indigenous tourism — are integral for augmenting and repositioning the role of tourism in general within larger provincial, national and international objectives and efforts for reconciliation and sustainable development. Whether a person or business is Indigenous or otherwise, becoming genuinely engaged in moving Indigenous tourism forward is at the front edge of helping tourism reach it’s positive societal and economic potential both domestically and internationally.
Up to this point, we’ve gained an understanding of multiple sectors of the industry as well as special considerations for professionals in BC. Chapter 13 explores careers and work experience in tourism and hospitality.
Figure 12.10 Sunrise at St. Eugene Mission Resort owned by the Ktunaxa, the Samson Cree, and the Mnjikaning First Nations.
Key Terms
• American Indian: a term used to describe First people in the United States, still used today
• Appropriation: the action of taking something for one’s own use, typically without the owner’s permission
• Declaration on the Rights of Indigenous People: a 2007 statement that set forth the minimum standards for the survival, dignity, and well-being of the indigenous peoples of the world
• Eskimo: a term once used by non-Inuit people to describe Inuit people; no longer considered appropriate in Canada (however, still used in Alaska, US).
• Export-ready criteria: the highest level of market readiness, with sophisticated travel distribution trade channels, to attract out-of-town visitors and highly reliable service standards, particularly with groups
• First Nation: one of the three recognized groups of Canada’s Indigenous peoples (along with Inuit and Métis)
• Indian (or Native Indian): a legal term in Canada, once used to describe Indigenous people but now considered inappropriate
• Indigenous cultural experiences: experiences that are offered in a manner that is appropriate, respectful, and true to the Indigenous culture being portrayed
• Indigenous cultural tourism: Indigenous tourism that incorporates Indigenous culture as a significant portion of the experience in a manner that is appropriate, respectful, and true
• Indigenous tourism: tourism businesses that are majority owned and operated by First Nations, Métis, and Inuit
• Indigenous peoples: groups specially protected in international or national legislation as having a set of specific rights based on their historical ties to a particular territory, and their cultural or historical distinctiveness from other populations. Indigenous peoples are recognized in the Canadian Constitution Act as comprising three groups: First Nations, Métis, and Inuit
• Indigenous Tourism Association of BC (ITBC): the organization responsible for developing and marketing Indigenous tourism experiences in BC in a strategic way; marketing stakeholder members are over 51% owned and operated by First Nations, Métis, and Inuit
• Indigenous Tourism Association of Canada (ITAC): a consortium of over 20 Indigenous tourism industry organizations and government representatives from across Canada
• Inuit: one of the three recognized groups of Indigenous peoples in Canada (along with First Nation and Métis), from the Arctic region of Canada
• Larrakia Declaration: a set of principles developed to guide appropriate indigenous tourism development
• Marae: a communal or sacred centre that serves a religious and social purpose in Polynesian societies
• Market-ready business: a business that goes beyond visitor readiness to demonstrate strengths in customer service, marketing, pricing and payments policies, response times and reservations systems, and so on
• Métis: one of the three recognized groups of Canada’s Indigenous peoples (along with First Nation and Inuit), meaning “to mix”
• United Nations Declaration on the Rights of Indigenous People (UNDRIP): a 2007 United Nations statement that set forth the minimum standards for the survival, dignity, and well-being of the indigenous peoples of the world
• Visitor-ready business: often a start-up or small operation that might qualify for a listing in a tourism directory but is not ready for more complex promotions (like cooperative marketing); may not have a predictable business cycle or offerings
Exercises
1. Reread the Larrakia Declaration mentioned earlier in this chapter. Find one statement that resonates with you either for personal reasons or as a future tourism professional. Why do you feel this principle is important?
2. Why have the terms used to describe Indigenous people changed over time? Why is it important for tourism professionals to respect these terms?
3. Who are the local Indigenous groups in your community? Are these First Nations, Métis, or Inuit? What are their languages called?
4. Suggest three reasons why Indigenous tourism is different from product-based sub-sectors of the industry (e.g., golf tourism, cuisine tourism).
5. With trends showing increased numbers of Indigenous Tourism businesses and employment, do you anticipate this having continued sustainable growth within tourism? Why? Why not?
6. Are there Indigenous tourism businesses in your area? Try to find at least two (you can use the Indigenous Tourism BC website to locate them). How would you rate their market readiness? Give three reasons for your assessment.
7. Complete online research to identify four international (non-US or Canada) Indigenous tourism experiences/attractions. Create a table to record the following information:
1. Indigenous group represented
2. Ownership
3. Products or services provided
4. Years of operation
5. Indigenous hosts
6. Authenticity of experience
7. Market readiness (based on website/marketing materials)
8. Notable features
8. Compare and contrast the experiences you summarized in question 7. Which businesses do you think are the most successful, and why? Which might be struggling? Which would you like to visit? Why or why not?
Case Study: Tourism and the Red Dzao and Black Hmong in Vietnam
In the Sa Pa region of Vietnam, ethnic minorities, including the Hmong and Red Dao, once depended solely on subsistence farming, timber harvesting, and opium cultivation for their income. The Hmong are indigenous to Southern China, however they were forced to migrate to areas in Myanmar, Thailand, Laos and Vietnam in the mid-1800’s.
As tourism to the region has increased since the early 1990’s, so to has the economic opportunities as well as potential and real impacts. However, the benefits of tourism have not been equitably shared with everyone. Many of Sa Pa’s ethnic minorities either do not gain from the burgeoning sector, or are limited to selling handicraft-souvenirs to tourists on the streets.
Community-based tourism projects supported by Capilano University, North Island College, and Ha Noi Open University, and funded by the Canadian International Development Agency and the Pacific Asia Travel Association Foundation, led to an evolution in sustainable practices as well as increased tourism revenues coming into the ethnic minority communities. Projects such as training and homestay development began in the villages of Ta Van and Ta Phin, and after some promising steps forward there, a project was replicated in Black Hmong village of Lao Chai.
Lao Chai used to be just a lunch stop for tourists trekking through the beautiful, mountainous region. Over a period of many years, training and capacity-building activities were undertaken by the local Black Hmong people with the support of project volunteers. The fascinating culture, the hospitality of the community, and new trekking routes changed the role of Lao Chai. With the development of homestays the village is now seen as a suitable place for an overnight stay.
A potential threat to the rights of the ethnic minorities and the village products has been the lack of inclusion and participation in decision making and tourism planning. This was evident during the development of Hoang Lien Son National Park. To protect this regional mountain range, authorities increased the borders of the park, encroaching on traditionally important natural resources for local villages. Additional challenges have arisen because the Vietnamese hold the majority of government positions and own the majority of tourism businesses in the region. Large scale tourism development projects, such as a gondola, have shifted economic priorities to attracting mass tourism markets. Access to education, language and racism are just some of the factors hegemonizing minority people like the Black Hmong.
Despite these challenges, and with the support of students and faculty from Capilano University and Ha Noi Open University, residents of Lao Chai have set up small shops and a restaurant that attract visitors. Homestays have been certified, allowing guests to enjoy an overnight experience in the village as part of a Black Hmong family. Partnerships have been fostered between private sector tour operators and the local communities. Local government and regional tourism authorities have been supportive of tourism development in the villages. As entrepreneurial activities by the local ethnic minorities have proved successful, other individuals and communities have worked to train and make investments in their own tourism ventures.
Watch the video The Black Hmong of Lao Chai Village and the video The Black Hmong and a Different Way of Life on YouTube and answer the following questions:
1. What were some of the challenges to establishing tourism in the Lao Chai community?
2. Review the Larrakia Declaration mentioned earlier in this chapter. What, in your opinion, are the most important of these principles that need to be understood in order for a project like this to succeed?
3. What stakeholders do you think are critical to bring to the table to ensure equitable tourism development?
4. Whose responsibility is the ongoing success and sustainability of tourism in Lao Chai village? How might success be measured?
5. What lessons from the Sa Pa Case Study could be applied to Indigenous tourism development in BC? List five strategies used or actions taken in Vietnam that could be applied here.
Case Study: Trails of 1885 Bridges Cultures and Builds Tourism
Western Canada in the 1880s was facing a time of rapid change as the buffalo disappeared and the established way of life was rocked to its core. Tensions rose between European settlers and the Métis, whose rights had been eroded. In 1885, the North-West Resistance (formerly known as the North-West Rebellion) concluded with the hanging of resistance leader Louis Riel and eight other Indigenous leaders (Trails of 1885, 2015).
In the years since, residents of Saskatchewan have protected areas from major interpretive centres to remote meadows and hillsides where solitary historic markers recount stories from an almost mythical past.
In 2006, a small group of tourism developers and historic site managers gathered in Saskatoon to discuss how these locations and their stories could be brought together and enhanced to collectively attract more visitors to the region.
As detailed in Cultural and Heritage Tourism: A Handbook for Community Champions, their project included:
• Creating an inventory of 1885-related sites and stories
• Meeting with site stakeholders to gauge interest in the project
• Acknowledging that First Nations and Métis stories had been previously overlooked
• Creating the 1885 coalition (Elders, accommodations, tourism organizations, tourism attractions, museums, tour operators)
• Reaching beyond Saskatchewan (the site of the main historical event) to Alberta and Manitoba sites related to the story of the North-West Resistance
• Finding funding, striking a steering committee, and finding a project manager
• Navigating culturally sensitive issues including the language of program delivery
• Creating visuals and branding (including the Trails of 1885 brand itself)
The project relied on the participation of various stakeholder groups and the leadership of a local champion. As a result of their efforts, an elk-hide proclamation was signed by First Nations, the Métis Nation, and federal and provincial governments.
Numerous other major events were held throughout the year including the first-ever reenactment of the Battle of Poundmaker Cree Nation and other 1885 ceremonies in communities across the region. The added impact of Trails of 1885 resulted in the largest attendance of the annual Métis homecoming festival (Back to Batoche Days).
To support long-term tourism benefits to the region, these activities were reinforced by capital projects such as highway improvements (to the sites), highway and site signage, large maps at various 1885 sites, and multi-million dollar improvements at Batoche. After this multi-year project, a new non-profit corporation, Trails of 1885 Association, was created to extend the work into the future and promote the region as a long-term tourism draw.
According to one of the initiative’s leaders, “the project has certainly met one of its main goals—to increase visitation and visitor satisfaction, while developing First Nations and Métis cultural awareness locally, regionally, provincially, and nationally” (LinkBC, 2012, p. 66).
Visit the site at Trails of 1885 website and answer the following questions:
1. List two attractions in each of the three provinces that span this project. What do they have in common?
2. List five stakeholder groups who participated in the development of Trails of 1885. How might their interests differ? How might they align? Name three benefits of having these partners work together.
3. What kind of tours are available to visitors wanting to learn more about this time in Canada’s history?
4. Based on the website, where would you say the Trails of 1885 falls on the readiness scale (visitor ready, market ready, export ready)? Why would you classify it in this way?
5. Go back to the Larrakia Declaration and create a checklist made up of the statements. In what ways did this project adhere to the principles set out in the declaration? Are there any ways the project could have done better? | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/12%3A_Indigenous_Tourism/12.05%3A_Conclusion.txt |
This chapter is divided into four parts. First, we’ll learn the essential steps of career planning. Then we’ll take a look at the types of work experience you can engage in while still at school. Finally, we’ll explore how you can integrate your planning with your education and experiences, and we’ll hear from graduates who have been successful in their career choices.
Figure 13.1 Students from Vancouver Island University win recognition and gain experience at the LinkBC Student Case Competition.
Let’s start with a review of the essential steps in the career planning process.
Shepard and Mani define career planning “as an ongoing process through which an individual sets career goals and identifies the means to achieve them” (2013, p. 14). It is through career planning that a person evaluates abilities and interests, assesses values and personality, considers alternative career opportunities, establishes career goals, and plans practical developmental activities.
Career planning requires individuals to understand themselves and their values, interests, and skills. It is also an ongoing process, one that must be repeated with changes in employment and life circumstances. As you gain more experience and knowledge, the process will begin anew.
This section reviews the five essential steps of career planning, which are based on our research and input from industry experts:
1. Conduct a self-assessment
2. Research the labour market
3. Create your career search toolkit
4. Put your career campaign into action
5. Engage in networking
Let’s start at step one.
Step One: Conduct a Self-Assessment
Self knowledge is the key to choosing a career. It can be overwhelming to begin the process of self-assessment. However, if done well at the start, the likelihood of securing work that has meaning, purpose, and fulfillment is far greater. Understanding your preferences, knowing your strengths, and honestly facing the areas you need to develop are the first steps for effective self-assessment.
Take a Closer Look: Tourism Careers from the Tourism HR Canada
The Tourism HR Canada has a website that can help you explore career options. Start with its tourism career quiz to see where you might find a fit, and browse the list of job boards and other resources on their website.
Rosenberg McKay (2014) identifies self-assessment as “the process of gathering information about you in order to make a knowledgeable career decision” and adds that “a self-assessment should examine values, interests, personality, and skills.” Your values should guide your decision making to ensure a good fit for both you and your employer.
Take a Closer Look: Explore Careers by Skills and Knowledge
The Government of Canada Job Bank website allows you to peruse occupations and explore the skills and knowledge required to work in these fields. Discover what jobs might be a good match for you at the Government of Canada Job Bank.
Many people find that over the course of their post-secondary program they naturally become more self-aware. It’s recommended, however, that you take time to do the following in order to facilitate your understanding:
1. Think back to when you were a child. What hopes and dreams did you have for yourself? How have these changed?
2. Develop a profile of your personality type. One helpful way of classifying personalities was developed by Myers and Briggs. You can learn more about their personality types by visiting their foundation at Myers-Briggs Personality Types.
3. Do an internet search for terms like personal value statement and find examples that inspire you. These may include key words such as loyalty, accountability, determination, and passion. Now create your own unique statement that reflects where you are today.
4. Gain a better understanding of yourself by learning how others see you. Ask a close friend, family member, or trusted academic contact to write down 10 key words that describe you. Notice where these are different or similar to the words you chose for your value statement.
5. Go back to the introductory chapter of this textbook and make note of the five key sectors of the tourism industry. With a highlighter or similar tool, choose the two sectors that are the most appealing to you. Why are these of interest? What life experiences or work experience do you have that apply to these sectors? How do they align with your personality type and values?
With this foundation in place, you’re ready to face employment reality by gaining a greater understanding of the labour market.
Step Two: Research the Labour Market
Whether you are career planning for the very first time or you are trying to change careers, gathering labour market information is necessary to ensure your education and training are relevant. Keep in mind that a career is distinct from a job. A job can be a part-time or short-term position, whereas a career is work you plan to explore for the length of your professional life, with each employment opportunity building on the last.
Learning as much as you can about careers within the tourism and hospitality industry will allow you to make good decisions about your future. Some of the activities you can do to complete your research include visiting job boards to identify demand and following companies and sectors in the media. Let’s look at these concepts in more detail.
Visit Tourism and Hospitality Job Boards to Identify Demand
It’s not enough for you to want to work in a certain field — you have to know what types of jobs are currently being offered. By visiting job boards you can get a sense of which geographic areas have more opportunities, how much different jobs pay, and what kind of experience is required.
Websites you can use for this search include:
Make note of any interesting positions, and pay attention to gaps. Compare this to your self-assessment. Where are the opportunities lining up? What changes might you have to make to advance your career? For example, if you’d like to stay in the same city, but see no jobs posted that match your needs, it might be time to look elsewhere.
Follow Companies and Sectors in the Media
Make it a point to follow companies and sectors of interest to you in the media. You can do this by using a search engine to set up notifications (e.g., Google Alerts) about sectors (e.g., restaurants, ski resorts), and following companies on social media (Twitter, Facebook, LinkedIn, Instagram). You can also monitor news from industry associations to read their commentary on issues and trends affecting specific sectors of the industry and/or geographic regions. This will help you identify growth patterns, understand job market trends, and gain an edge should you have the opportunity to interview.
With this information in hand, you’ll be ready to create a plan.
Step Three: Create Your Career Search Toolkit
You have completed your initial research, and now you need to get down to business! This step involves getting ready to approach employers about specific opportunities.
Identify, and be prepared to provide evidence of, the attributes and skills you possess that would be attractive to an employer. It can be helpful to review these in three categories:
1. Personal attributes: describe what you are like as a person/employee (e.g., your values, personality type, personal qualities, and characteristics)
2. Technical skills: skills and knowledge required to perform specific work (e.g., how to use restaurant Point-of-Sale systems, hotel reservations systems, or other computer software)
3. Transferable skills: skills required to perform a variety of tasks that can be transferred from one type of job to another (e.g., the ability to read a balance sheet and prepare a budget)
Use the list of your skills and attributes when you describe yourself in your documents.
Figure 13.2 Consider a branded set of tools, like resumes and business cards, to help you stand out from the crowd.
A standard set of job search documents includes:
1. Cover letter: a long-form document of one page that tells a story, illustrating how your skills and experience make you an ideal candidate for the job.
2. Resume (sometimes called a curriculum vitae or CV): a point-form document, typically two pages, that includes your career objective, relevant experience, education, skills, and interests.
3. Reference list: identifies three or four professional contacts who have worked with you, and can vouch for the quality of your work.
Be sure to update these documents each time you apply for a position and customize them to the opportunity at hand.
You may also want to consider using social media tools and resources to promote yourself. This may include creating a LinkedIn profile, making a professional (rather than personal) Facebook page, and using Twitter and Instagram to communicate with companies. Some job seekers also use a professional e-portfolio to demonstrate their skills, knowledge, and abilities. Showcasing your experiences with an e-portfolio is one way to stand out from other applicants (Lorenzo & Ittleson, 2005).
Step Four: Put Your Career Campaign into Action
Now it’s time to make a list of companies to target, and to approach them.
We’ve already addressed how you can find opportunities by scanning postings on websites like the go2HR job board. This is a great start, but most work opportunities are found in the hidden job market, which consists of jobs that are not advertised or made public in traditional ways. Many individuals find work in BC’s tourism and hospitality industry by being referred, getting hired by someone they already know, or starting at an entry-level position and waiting for future growth opportunities.
If you don’t have any connections in tourism and hospitality, make them! List all the organizations you’re interested in working for. Now find some key contacts to meet with. These might be:
• The person responsible for hiring within the organization (as noted on its website or in its directory)
• An alumni from your program already working for the company (ask a faculty member to connect you)
• The person who currently works in your ideal role within the company
• A personal contact (family member, friend, or acquaintance) working at the company
Approach your potential contact to set up an informational interview. This is a session where you make contact with individuals who can use their first-hand experience to educate you about a particular role or company.
Write a short script that will help you remain focused and appear professional as you embark on your first call or send an initial email. Here’s a sample:
I have five years’ experience working in the tourism and/or hospitality field, mainly holding front-end positions. I have increased return visitor numbers and received continuous feedback about my outstanding customer service focus. I am wondering if you have 10 minutes to speak with me.
Your script will change depending on who you are targeting. Prepare a list of questions you want to ask. Remember, at this stage, you are not asking for a job; you’re asking for advice and gathering information. Don’t ask obvious questions about information already available on the company’s website or in its print material. Some questions might include:
• What are three words you would use to describe the culture of this company?
• In the time that you’ve worked here, would you say the company has grown? What has changed? What has stayed the same?
• What is a day-in-the-life of someone in (name a role) at this company?
• What salary range is available for entry-level employees?
• What types of training and career path support is offered to employees?
• Are there any other people I should be talking to about this? If possible, could you give me their contact information or introduce me to them?
The conversation should be professional but informal in nature, and many of your questions will be answered in the natural flow of the conversation. Take notes as you move through the interview, and take a minute after the interview to fill in details you may have missed while you were there.
After the session, always send a thank-you note. Thank the person for his or her time, and add something specific you learned in the interview that you believe will be helpful as you navigate your career. Sending an email thank-you is fine, but sending a written card will help you stand out.
If you’re given the name of someone else to contact, or you are asked to provide further information, be sure to follow through. This is your opportunity to make a good impression on your contact, and the organization.
Step Five: Engage in Networking
Developing your professional network as an emerging professional in tourism and hospitality is essential. Just as you need to continue to learn and develop your skill sets, you need to develop and nurture your network; it’s an investment in your future. Some ways to do this include:
• Conducting multiple informational interviews (covered in the previous step)
• Maintaining contact with academic classmates/faculty
• Attending and presenting at conferences
• Participating in case study competitions and other academic contests
• Using social media networks and groups
• Maintaining good relationships with coworkers at your current job, and staying in touch with people when they leave
• Asking family and friends to introduce you to tourism and hospitality professionals in their network
Remember that networking is equally about who you know and who knows you; it works both ways. Be generous with your contacts, information, and resources. As a new professional, you may not have a developed network, but you can offer your great attitude and valuable ideas, and you will soon gain a reputation as someone who contributes to the field.
Figure 13.3 Students eagerly await the start of a networking event.
Now that you have a sense of the steps needed to plan your tourism or hospitality career, let’s have a look at an important tool: work experience, which you can gain while still at school to propel you to your ideal career much faster. | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/13%3A_Careers_and_Work_Experience/13.01%3A_Career_Planning.txt |
Experiential learning is “based on students being directly involved in a learning experience rather than being recipients of ready-made content in the form of lectures” (ContactPoint, 2014a). Experiential learning is:
• Action-oriented
• Learner-centred
• Geared toward process, rather than outcomes
In this way, knowledge is created as the learner moves through the experience.
Through your educational program, you may be able to participate in a variety of different learning experiences in tourism and hospitality. Students who participate in a learning experience outside of the classroom are more likely to enter the field with both academic and practical workplace skills and knowledge, and have more opportunities for career advancement.
Work Experience Examples
Let’s have a look at some of the common types of work learning experiences:
• Co-op education
• Internship
• Practicum
• Service learning
• Volunteering
Each of these is defined below.
Co-op Education
Co-operative, or co-op education refers to “a structured program that integrates work experience in a student’s field along with academic studies by alternating in-class learning with periods of actual work” (ContactPoint, 2014b, para. 1). The term reflects the co-operative relationship between students, schools, and employers.
Internship
An internship is a temporary on-the-job experience that is “typically offered to students or inexperienced workers” (ContactPoint, 2014c, para. 1). It is generally project-oriented, and supervised.
The intern should have specific learning goals against which he or she can apply experience about a particular industry or field of work. The term may be paid or unpaid, and may lead to permanent career opportunities with the organization (ContactPoint, 2014b).
Practicum
A practicum is “applied learning that provides students with practical experience and interaction with professionals from industry and the community outside of school” (ConnectEd, 2011, p.3). The goal is to support career readiness and help enhance:
• Higher-order thinking
• Academic skills
• Technical skills
• Applied workplace skills
The experience may be paid or unpaid.
Service Learning
Service learning is defined as a course-based, credit-bearing educational experience in which students:
• Participate in an organized service activity that meets identified community needs
• Reflect on the service activity to gain further understanding of course content, a broader appreciation of the discipline, and an enhanced sense of civic responsibility (Bringle & Hatcher, 1995)
Volunteering
Volunteering involves performing a service without pay in order to obtain work experience, learn new skills, meet people, contribute to community, and contribute to a cause that’s important to the volunteer (for example, helping animals, supporting elderly people, working for an environmental cause) (Pickerell, 2014).
Benefits of Work Experience Programs
Students who have completed a formal work experience component benefit from a supportive partnership between the educational institution, the employer, and themselves. This partnership encourages community stakeholder investment, student learning opportunities, professional networks, as well as opportunities for employers to participate as co-educators.
Some institutions may work with an experiential education coordinator to ensure a particular position meets the school’s criteria. Depending on your program, remuneration for work can be by the hour, by salary, by a stipend, as in-kind contributions (experiences or services from the business), or as a volunteer assignment. The educational institution may monitor your placement and ask you to complete an assignment where you reflect on the work experience. Some programs may have an evaluation component and a supervisor who supports the student’s learning. Students are also evaluated by the employer, and they will have a supervisor whom they report to directly.
Most often, for students to participate in a work experience program, they are required to maintain a certain grade point average (GPA) set by the school. Often students are also asked to establish learning goals prior to starting their work experience.
If your program doesn’t offer a formal work experience program such as a co-op, internship, or practicum, you can still gain valuable hands-on learning through part-time work and volunteer opportunities. Because tourism is the number-one employer of youth in BC, you can find a part-time job to develop your skills and gain an entry-level opportunity to join the industry.
Whatever experience you engage in, be it formal, or informal, it’s important to:
• Explore your employer’s organizational culture and social norms
• Do your best on the job
• Gain conflict management and resolution skills
These three keys come directly from BC tourism and hospitality employers (LinkBC, 2014), and are explored in the next section. | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/13%3A_Careers_and_Work_Experience/13.02%3A_Work_Experience.txt |
The final career planning element we’ll explore in this chapter involves integrating your education and work experience. By applying classroom learning to the field, and then bringing lessons from your workplace back to the classroom, you can see key concepts in action.
Research Organizational Culture and Social Norms
Each organization has its own culture and social norms. Organizational culture refers to “the customs, rituals, and values shared by the members of an organization that have to be accepted by new members” (Collins English Dictionary, 2012), and is expressed through its mission statement, vision, beliefs, language systems, and processes. Social norms refer to the way individuals in the organization interact, communicate, and generally behave with each other.
Figure 13.4 Meet with, and talk to, as many prospective employers as you can. Here, students are talking to a representative from West Coast Sightseeing. [Long Description]
You will want to understand the culture of an organization before applying for a job there to ensure your values are congruent. Find out what’s important to the organization by researching the business. How does it present its public face?
Asking questions of a potential employer about the organization’s culture will help you assess whether it is a good fit for you. You can do this by asking employees in the organization during the informational interview; or alternatively, in a formal job interview.
Performance on the Job
This is your time to shine — no matter what role you’ve been assigned. In addition to respecting and working within a company’s culture, once you start your position, it’s time for you to show initiative (Iannarino, n.d.). Demonstrate an interest in learning and contributing to the organization’s goals and objectives and you will stand out from other employees.
Act without waiting to be told what to do and persistently follow through on work responsibilities, regardless of the obstacles. Think about ways to improve operations, and come up with new ideas, while presenting these in a way that shows you respect management’s expertise. It’s up to you to signal to your employer that you’re someone who can be counted on and you have leadership potential. Some ways of showing initiative include:
• Asking to observe a meeting
• Asking to shadow a manager in another department
• Reading through company policies and plans, and asking questions about them
• Offering to bring your skills to the table to make a difference, such as setting up a social media account for the company or creating a training manual for future students in your position
Often, you’ll be able to take advantage of project work at school to accomplish some of the above.
Practise Conflict Management and Resolution
The majority of tourism and hospitality employers stress that conflict management is an essential skill in this customer-service driven industry (LinkBC, 2014). It’s up to you to practise these skills at your workplace.
In most conflicts, the ultimate goal must be to find a resolution. Avoiding or ignoring conflict is not an effective strategy. While resolving conflict can be uncomfortable, unresolved conflict actually makes the situation worse. Generally, conflicts have more than one cause. How you choose to resolve conflicts will ultimately demonstrate your ability to be professional and move upward in your career.
Consider the following three steps to resolving conflicts both at work and in the classroom.
Listen
If at all possible, try not to take the situation or comments personally. Do not make assumptions about people’s motivations. Jumping to conclusions adds to the conflict and creates more tension and issues to work though.
Consider that if there is a conflict, you might not have fully understood the issue or your part in it. While you may not like the style or approach of the person you’re interacting with, set the goal of listening with acceptance with the intent to resolve the conflict. Convey that you are listening respectfully through your body language and tone of voice, and don’t interrupt. If there are several people involved, let everyone have a chance to speak.
Reflect and Summarize
If you need to, silently count to 10 in your head to give yourself the time to respond appropriately. Acknowledge your commitment to resolving the conflict, and clarify how the other person is feeling about it. When people feel listened to, they are often willing to take the first step toward trust, which then creates willingness to work through the issue. Summarizing what the other person has said allows you to ensure that you’ve fully captured his or her position.
Focus on appreciating what the other person is saying and thinking to understand the source of conflict. Ask what the other person believes would resolve the conflict. Focus the conversation on mutually resolving the issue.
Respond
Allow each person the opportunity to explore solutions equally. Take a break from the process if you need to, and come back to the conflict when you feel refreshed. Often the solution is through compromise, because no one is all wrong or all right in any given situation. Each time you’re given the chance to respond, do your best to keep language neutral.
By maturely moving through the process of listening, reflecting, summarizing, and responding (and sometimes going back to the start again), you’ll not only demonstrate your workplace potential, but gain valuable skills for your personal life.
While adapting to organizational culture, demonstrating strong on-the-job performance, and practising conflict resolution are important, there are many skills to be learned in the workplace. Others include the ability to apply critical thinking, acting as a global citizen, and working as part of a team. With this in mind, let’s have a look at success stories in our industry — graduates who possess these skills and attributes, and have used them to propel their careers forward.
Long Descriptions
Figure 13.4 long description: A woman in a West Coast Sightseeing jacket speaks to two students. They stand by a sign saying, “Snowbus: Vancouver to Whistler Blackcomb, 7 days a week, all season long!” [Return to Figure 13.4] | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/13%3A_Careers_and_Work_Experience/13.03%3A_Integrating_Planning_with_Educationand_Experience.txt |
Just a few years ago, the professionals highlighted in this section were students in the classroom. Here, they tell us first-hand what you need to know in order to grow in BC’s tourism and hospitality industry. These success stories span the following sectors:
• Accommodation (account manager, rooms division coordinator)
• Recreation and entertainment (project coordinator, conference services manager, entrepreneur and small business owner)
• Travel services (long-range planner, travel designer, industry and communications services manager)
As you read their stories, you’ll see that many of the themes explored in this chapter are echoed in their advice. Please note that these profiles were current as of spring 2015 — some of these grads may already be on to the next big thing in their careers!
Accommodation
Brock Martin, Account Manager
Figure 13.5 Brock Martin.
Brock manages accounts for Canada Booking.com Online Reservations Inc. He graduated with a bachelor of hospitality management at Vancouver Community College in 2010. Brock says:
I oversee more than 300 accommodations on Vancouver Island and am their point of contact for day-to-day support and for assisting them in maximizing their listing’s potential with Booking.com. When I moved to Vancouver in 2004, I started my first hotel job at the Westin Bayshore as a banquet server. I still remember my first day; we had to serve a dinner for over 1,200 people, and I remember that despite how crazy it was I knew this was the industry for me!
From there, I moved to the Pacific Palisades Hotel in banquets, and then I was given an opportunity to move to the front desk. I remember thinking at first that I didn’t belong at the front desk as I had always just done food and beverage. I did not think I would fit the position. Well, I was wrong! I immediately knew I loved the interactions with the guests.
I progressed with my career, moving from a front desk agent to an assistant front office manager, where I stayed until the hotel unfortunately closed its doors in 2010. Following the Palisades, I held various front office management positions with Coast Hotels and Delta Hotels in Vancouver, Nanaimo, and Whistler. In 2013, I was presented with an opportunity to join Booking.com as an account manager, where I am presently working.
Taking courses related to hospitality management and tourism will really assist in developing your career. Once in a workplace setting, continued education is key. Look for opportunities for cross training and job shadowing, and ask Human Resources about internal training programs to further your understanding.
Students entering this industry need to have a passion for guest services and for helping people. They need to be able to think quickly and be a good problem solver. This is a fast-paced, ever-evolving industry and doesn’t fit someone who likes routine. No two days are ever the same, and that is what I love! Remain flexible and do not be afraid to try new things. Have an open mind and challenge yourself to think outside of the box.
Specific things students can do to get ahead include networking, further training, and volunteering. Remember, the industry is very large, yet small at the same time. Take opportunities to volunteer as these are great networking opportunities as well. I couldn’t picture myself in any other industry. It is challenging, yet rewarding, and best of all, it is a lot of fun!
Katie Clarke, Marketing Coordinator
Figure 13.6 Katie Clarke.
Katie works at the Parkside Hotel & Spa in Victoria, BC. She graduated with a diploma in hospitality management from Vancouver Island University in 2011. Katie says:
My initial hotel job was with the Fairmont Empress housekeeping department during my first co-op work term, a temporary two-month position after which I returned for my second year of schooling. After graduating from Vancouver Island University, I completed my last co-op semester by working at the Queen Victoria Hotel and Suites as a guest services agent. My employment continued there after my co-op term was complete, and lasted until the hotel was sold in October 2012. I left with a wealth of knowledge in guest services.
I began working at the Parkside Hotel & Spa at the time it was purchased by a group of Vancouver Island local investors. I started in reservations, which was a new department in the early stages of development, and my skills and qualifications played a large role in assisting with the department’s foundations. I worked as a reservations agent for seven months before I was promoted to the position of rooms division coordinator. In this position, I assisted in supervising the department, as well as taking on some marketing responsibilities such as keeping the hotel website up-to-date, social media, print materials, and much, much more. The role became a jack-of-all-trades position and was a great experience! In fact, I used what I learned in that role to obtain my current position of marketing coordinator.
My advice for students is that any related education will always help get your foot in the door of a hotel. All applicable work experience, skills, and knowledge can also be an advantage. If you are a hard worker, a team player, and willing to help out when other departments need it, you will be successful in any job you do.
Students should understand that the hospitality field can be a career. Some people view a job in the hospitality industry as temporary or seasonal employment, but it can be a career with many exciting opportunities if you stick with it. The great thing about working in a hotel is that there are so many different departments to explore. The options are endless.
Networking can provide an advantage in this industry. If you contact your tourism bureau, it can connect you to organizations to help you further your industry network. Creating great workplace relationships also fosters getting ahead in any industry. Be sure to keep up with new training and volunteering, as that can be a great advantage, and most workplaces encourage it!
Though every job will come with its tough days, push past them as there are so many better days ahead! Work hard and it will pay off!
Recreation and Entertainment
Anna Rowinska, Project Coordinator
Figure 13.7 Anna Rowinska.
Anna works for MCI Group Canada. She has multiple credentials including a hospitality restaurant management diploma from Douglas College (2005), an Event Marketing Association certificate from BCIT (2008), and a bachelor of tourism management from Capilano University (2013). Anna says:
My love for travel and hospitality were key reasons I took the hospitality restaurant management diploma program at Douglas College. After receiving my diploma, I decided to focus on event marketing and enrolled at BCIT for further training.
Students interested in getting into events and or event marketing need to be able to multi-task, be organized, and have a hard work ethic. Both education and experience are important to work as an event coordinator. You need to know the ins and outs of the industry by working in events, and you also need to understand the back-end strategies of how to implement, organize, and plan events.
The events industry is not your typical nine-to-five job. Long workdays are common, and you can expect to sometimes work 16 or more hours in one day to get the job done. Events can happen any day of the week, at any time. Commitment and the ability to be flexible is key as you are always the first one on scene and the last one to leave. You need to have patience, be organized, and be able to deal with stress.
Many students expect to be hired at at a high level right after graduation, but in truth, most will be entering the workforce in their respective fields in an entry-level position. You’ll need to be prepared to work toward gaining experience with your company before you can move into a supervisor or manager position. My advice is to work hard, learn, and ask questions, and you will succeed.
Volunteering or working part time with events is key as you will not only gain valuable industry experience, you will also be networking with your future peers. Experience is invaluable in our sector, so the more events you work or volunteer in, the more opportunities you will have to expand your network and meet key stakeholders in the event industry.
To be successful, you need to be organized, have excellent communication skills, and be able to handle stress and pressure. Don’t get discouraged if things don’t happen exactly like you planned; life throws you curve balls, and it’s how you deal with those curve balls that allows you to succeed in our industry.
Throughout my career, I have needed to make decisions on what was next for me. You never know which job may lead you to where, so treat each job as a stepping stone to move ahead in your career.
Christine McCann, Senior Conference Services Manager
Figure 13.8 Christine McCann.
Christine is in senior management at the Fairmont Chateau Whistler. She graduated from the Douglas College program in hotel and restaurant management in 2006. Christine says:
I started at the Fairmont Chateau Whistler as a SWEP (student work experience) student in the banquet department. From there, I became very interested in the organization and execution of events, weddings, and conferences. During my time as a banquet server, I was able to cross train with conference services, allowing me to gain insights into the skills and knowledge required to be a successful member of the that team. When a position opened up for a conference services coordinator, I was overjoyed to receive a role as part of this fantastic team! Seven years have passed, and I am now in the position of senior conference services manager, taking care of many large groups throughout the year.
Event and conference planning is a very interesting blend of roles: being on the floor with clients and groups but also completing many administrative tasks and paperwork to ensure plans are effectively communicated. A positive attitude, passion for creating outstanding events, and an eye for detail are three key qualities needed. Members of my team have moved here from many other departments, including banquets, front office, sales, and food and beverage; however, having a base of operations experience is the normal pathway to a position in conference services.
Being successful in a conference services role takes passion and an understanding and appreciation for the guest experience. We are ambassadors for our brand to our guests — 100 to 1,000 guests at a time — and it is important that we ensure each one feels a special connection to our venue and location.
A positive attitude, willingness to learn and passion for whatever role you choose will always help you on the road to success.
Volunteering is a fantastic way to try out new roles and meet great contacts. Hands-on experience can be invaluable in the future. Continuing to seek knowledge, through training, education, industry events — whatever method is interesting for you — will also be beneficial.
Love what you do, work hard, and listen!
David Wooldridge, Entrepreneur and Small Business Owner
David is the owner and founder of Ridge Wilderness Adventures Ltd. He graduated from the outdoor recreation management program at Capilano University in 2002. David says:
I love people and I love being outside, so I searched for positions that would fill that need. I have worked at canoe rental companies, guiding outfits, first-aid schools, retail shops, construction, and anything else that I could get my hands on.
I recommend students get into the field by one of two means: enter a specific program like the one at Capilano University, or contact a company that does the work they would like to do and apply. If applying directly doesn’t work, ask the company what it is looking for in a person to be employable.
This work is for those who don’t like to have a fixed routine and who thrive on problem solving and like to do different things all the time. If you prefer a set schedule and set pay, it is probably not for you.
It’s an amazing job where we get to work at what we love. To succeed in this line of work, attitude and availability trump aptitude. If you would like to have a lucrative career in the outdoors, you need to possess an outgoing, friendly, hardworking attitude. This style of work is not nine-to-five; in fact, it’s the opposite of that. Your ability to work when the work is there is key to success. Obviously, you need to have the ability to do the work, but 9 times out of 10, if that’s all you have you will not succeed.
This industry is all about the people that you know. Go to every event and course you can to meet people and get known. Most places will give you the training; you need to do the work if your attitude is right, so sort out what you need before you start.
If you love the outdoors, love people, and want to have fun for work, this is what you should do.
Travel Services
Cleopatra Corbett, Long-Range Planner
Figure 13.9 Cleopatra Corbett.
Cleopatra works as a planner for the City of Vernon. She holds a bachelor of tourism management from Vancouver Island University (2004) and completed the urban design certificate at Simon Fraser University in 2012. Cleopatra says:
My first experience in community planning came during my third-year co-op work term as a planning assistant with the District of Ucluelet. I instantly fell in love with the profession: working with local residents, businesses, non-profits, and elected officials to realize a desired future for the community. Upon graduation, I continued to work in Ucluelet, followed by Tofino, Golden, and now Vernon, all in British Columbia.
In my field the desired skill set includes planning, communication, collaboration, facilitation, public speaking, and report writing. For knowledge, you need planning history and theory, community development, environmental stewardship, marketing, and statistical and research methods. As for education, you want to study planning, geography, urban design, tourism, recreation, history, and law.
Community planning is incredibly challenging and rewarding work. Put simply, your work can have a tremendous impact on the environment and the quality of life for residents in your community. You help the community dream about a desired future and then develop policy to make it happen.
My advice would be to have mentors you respect and admire, and to meet with them regularly to ask questions and look for advice. Always do your best, work hard with integrity, be kind, tell the truth, and do what you love.
Get experience before graduating through volunteer work, internships, and/or co-op work terms. Also, try to apply course projects in university to real-world projects for businesses, non-profits, or governments in order to gain meaningful applied experience. Interview people who are in positions that interest you; ask questions and don’t be afraid to ask for help.
If you are willing to move, you can get any type of job you desire. Being mobile enhances your opportunities. Practise life-long learning and strive for a healthy work-life balance. Follow your bliss and make the world a better place.
Marie-Catherine Lapointe, Travel Designer Team Lead
Figure 13.10 Marie-Catherine Lapointe.
Marie-Catherine is a travel designer with Discover Holidays Inc. She graduated from Capilano University with a diploma of tourism management in 2012. Marie-Catherine says:
When I graduated, I knew that I wanted to work in travel services as a central part of the industry with touch points in every other sector, so when a posting to be a travel designer for a receptive tour operator came up, I jumped at the chance. I was excited to be working to bring clients from all over the world to Canada, and I took in every opportunity to learn about the many aspects of the company, including product, marketing, and sales.
Students wanting to get into the tour operator sector need to have a tourism education to really understand the intricacies of the sectors in the industry, as well as skills in customer service, sales, cultural practices (particularly dealing with international clients), marketing, and a real passion for the products they are selling. Teamwork is crucial on our small team, as is being intrinsically motivated to provide the best experience for clients.
First, receptive tour operators are not travel agents, nor do they operate the tours. We work with travel agents, wholesale agents, and occasionally with clients directly. However, it is mainly a B2B model. Receptive tour operators are in a dynamic workplace, with opportunities to learn and gain experience in other sectors and fields, as well as hone customer service and sales skills.
My advice is to really take hold of every opportunity that is presented, and to never stop learning about the industry. This is a very social industry and building a large solid network can help with future opportunities. Build up your customer service experience, whether it’s through front-line jobs or volunteering, and attend networking events. Schools often host or sponsor these, and students should be attending them all.
This is a really fun industry, and with so many sectors and positions available, I really believe that there is something for everyone in tourism.
Jody Young, Industry and Community Services Manager
Figure 13.11 Jody Young.
Jody works for Tourism Vancouver Island. She holds a bachelor of tourism management from Vancouver Island University (2008). Jody says:
After graduation, it took a year and a half before I got my big break into the industry. I’m thankful for the time it took for my career to really start as it provided me the opportunity to travel around Southeast Asia. I started at Tourism Vancouver Island in an entry-level position as the distribution coordinator. After just one year in the role I was promoted to industry services coordinator where I was coordinating the association’s annual conference and AGM and conducting accommodation inspections. After another year and a half, I was promoted again to management level within the organization to the role I am currently in. As industry and community services manager, I oversee many portfolios for the organization such as community tourism development, event management, research, and promotion of the value of tourism.
The tourism management degree program at Vancouver Island University definitely set me up for success in this role. I highly recommend completing the four-year degree and getting as much hands-on, real-world experience that you can while completing your education. Employers will be looking for proven successes and workplace skills, not just completion of courses.
Although the tourism industry is vast with many desirable, well-paying career opportunities, it is still fairly new. The industry has room to grow on communicating that it is a key economic and social contributor to our province and country.
I would advise students to jump at an entry-level opportunity as it will be your door to advancing in your career in a particular organization. Once you’ve got your foot in the door, demonstrate your ability and you will soon find bigger opportunities presented to you. If I didn’t take the entry-level opportunity that was presented to me, I wouldn’t be in the role I am in today.
Students can get ahead by taking advantage of student rates at industry events. By attending these industry events you will rub shoulders with the folks who are at the top of the game in this industry and meeting potential future employers. Look for opportunities for mentorship programs or internships to gain that workplace experience as well. | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/13%3A_Careers_and_Work_Experience/13.04%3A_Tourism_and_Hospitality_Success_Stories.txt |
As you can see, successful tourism and hospitality careers depend on reaching out and meeting people (networking), gaining practical experience, having a great attitude and work ethic, and committing to ongoing learning about the world, the industry, and yourself.
With diligence and a sense of exploration, you can launch your dream career in tourism and hospitality, today. Remember that career planning is an ongoing process — the more you practise the steps in this chapter, the more likely your success.
Now that you’ve explored the five sectors of tourism, special considerations, and your own place in the industry, it’s time to deepen your understanding. Chapter 14, on globalization and trends, will help you appreciate the big picture of tourism and hospitality.
Key Terms
• Career planning: a series of deliberate steps with outcomes to help individuals achieve their short- and long-term career goals
• Conflict management: the practice of being able to identify and handle conflicts sensibly, fairly, and efficiently
• Co-op education: a special program offered by a college/university in which students alternate work and study, usually spending a number of weeks in full-time study and a number in full-time employment away from the campus
• Experiential learning: learning that takes place when a student directly participates in experiences designed for a learning purpose; takes place both inside and outside of the classroom, and involves reflection as well as action
• Hidden job market: employment opportunities that aren’t posted through traditional channels, but rather arise because of a person’s connections and relationships
• Informational interview: a short appointment where you learn about an employer, or a specific role, from someone already established in the field
• Internship: short-term, supervised work experience in a student’s field of interest for which the student may earn academic credit
• Networking: creating relationships within a sector for the purpose of enhancing and developing one’s professional identity
• Organizational culture: ways of acting, values, and beliefs shared within an organization
• Personal attributes: describe what you are like as a person/employee, such as your attitude, personality type, and so on
• Practicum: practical experiences outside the classroom supported by professionals in a workplace environment
• Self-assessment: informal and formal methods of gathering information about yourself to make career decisions
• Service learning: course-based, credit-bearing educational experience in which students participate in organized service that meets community needs and reflect on the service
• Technical skills: skills and knowledge required to perform specific work
• Transferable skills: skills required to perform a variety of tasks that can be transferred from one type of job to another
• Values: an individual’s ways of living and making decisions that are congruent with his or her beliefs and principles
• Volunteering: performing a service without pay in order to obtain work experience, learn new skills, meet people, contribute to community, and contribute to a cause
Exercises
1. Describe the steps of career planning.
2. Identify your technical and transferable skills, and personal attributes.
3. Share your draft resume and cover letter with a trusted classmate, friend, or family member. What feedback do they have for you? What did you do well, and what needs improving?
4. Fill in the blank: The act of creating professional relationships is referred to as [blank].
5. List the ways job seekers connect to potential employment opportunities.
6. Based on your career plan, identify additional training, development, and continued learning you will need for professional success.
7. Define experiential learning. What are the common types of experiential learning options?
8. Why is it important to understand an organization’s culture and social norms?
9. What are the steps in conflict management resolution? Think back to a recent dispute you have had. How might these steps have changed the outcome?
10. Pick one success story that resonates with you. What are three key things you learned from the experience you have read about? | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/13%3A_Careers_and_Work_Experience/13.05%3A_Conclusion.txt |
Figure 14.1 Around the world.
In today’s integrated and interdependent world, multiple forces represent both opportunities and threats to tourism. This chapter explores the topic of globalization and how it relates to tourism, and then examines trends (political, economic, social, technological, legal and environmental influences — PESTLE). The chapter closes with a reflection on what all this means for tourism in British Columbia.
Depending on the focus of the discussion, globalization can be defined in several ways. One broad definition is:
A complex web of social processes that intensify and expand worldwide economic, cultural, political and technological exchanges and connections (Campbell, MacKinnon, & Stevens, 2011, p. 4).
Globalization can also be simply described as the movement of goods, ideas, values, and people around the world. The term was first used in the early 1950s to recognize the increasing interdependence of economies and societies around the world. Globalization, however, has existed for centuries by way of evolving trade routes, including the slave trade, colonization, and immigration.
Figure 14.2 A floating market in Thailand.
Today, we are divided into separate countries, each looking out for its own national self-interest, with all its flaws and benefits. At the same time, other entities such as multinational corporations cross borders, which leads to global economic and political integration. Many benefits can result from global integration and interdependence, but we also need to heed its negative effects.
We can look at the relationship between globalization and tourism in several ways. For the purposes of this chapter, we will consider the impact of tourism and travel on globalization, and the impact of globalization on tourism. But first, let’s keep in mind why it is important for a local tour operator, general manager, or tourism business owner to think about globalization. More importantly, let’s consider where we should be looking to understand globalization and future trends. The rest of this chapter will address these topics.
The Impact of Globalization on Tourism
We can assess the impact of globalization on tourism from a number of perspectives. Here, we will discuss five examples: global mobility and ease of travel; population and demographic trends; terrorism, safety, and security; increased awareness of new destinations; and poverty.
Global Mobility and Ease of Travel
The advances made in transportation that have enabled global mobility are particularly significant. Modern aircraft, cruise ships, trains, and other modes of transport allow people to move quickly and relatively cheaply. Aircraft such as the Boeing 787 Dreamliner have opened new routes by creating an aircraft capable of flying “long haul” distances with a smaller passenger load. Fast trains, road systems, and even city bike rental programs enable people to move, tour, and explore the world. These changes have allowed more people to travel more often in less time.
Figure 14.3 The Vancouver International Airport’s official opening in 1931.
Ease of travel has also helped to overcome the barriers of fear, frustration, and expense. For example, an international banking system allows access to money almost anywhere in the world. Multinational corporations, which provide flights, local transportation, and accommodation and food, have allowed for “one-stop shopping” for travel bookings. Mobile devices have also changed the nature of travel in terms of what travellers do and how they interact with a destination, making it easier to, for example, select a restaurant, navigate a big city, or translate a foreign language. As a result, there are fewer unexplored places in the world anymore.
The ease of travel has also facilitated the rapid global transfer of viruses. While spread owing to global air travel has occurred in other outbreaks such as SARS in 2003, the COVID-19 pandemic of 2020 illustrates the new challenges faced by the air transportation system. The willingness for quick action to contain future viruses means that airlines will need to be ready, willing and able to terminate travel routes upon any notice of health concerns.
Population and Demographic Trends
According to the United Nations Department of Economic and Social Affairs (2019a), the world population reached 7.7 billion in 2019 and is projected to exceed 9.7 billion by 2050. The population continues to increase, but not uniformly across the world. The overall global population rate of increase is slowing but birth and death rates are vastly different between developed and developing nations (UNDESA, 2019b). For instance, among developed countries, there is a growing percentage of people over 65 that will reach 25% by 2050 (UNDESA 2019a). With a smaller percentage engaged in the workforce, there will be implications on social and health services. Globally, the people under the age of 24 will decline in every region of the world. Among developing countries, half the global growth between 2019 and 2050 will come from Sub-Saharan Africa. For instance, Nigeria will double its population to 4 million by 2050 (UNDESA 2019b). The two most populous countries, India and China will also experience different trajectories; India will surpass China as the most populous country in the world by 2027 (UNDESA 2019b).
Other critical population trends affecting global development and tourism include the following (UNDESA 2019c; UNDESA 2019d):
• By 2100, approximately 40% of the world’s total population is expected to be African. While birth rates are tending to fall around the world, they are still higher across Africa than in most other parts of the globe. This could result in a youth dividend or further exacerbate problems on the African continent.
• More people are migrating than ever before, with 272 million recent migrants in 2019 alone compared with about 175 million in 2000. The top five destinations are the United States, Germany, the Russian Federation, Saudi Arabia, and the United Kingdom.
• Some 55% of the global population is urban, and the urbanization trend is expected to continue as people search for more jobs, more social and health services, and more activities. Not everyone benefits equally though, as housing and other infrastructure struggles to keep up with the growing urban population.
To keep up with all of these changes in demographics, destinations will need to provide products and services to suit the older, culturally diverse, multi-generational travellers as well as the adventurous youth. Additionally, hiring and retaining staff will require a rethinking of human resource policies and procedures, compensation, and other aspects for the changing population of employees.
Terrorism, Safety, and Security
Terrorist attacks and political unrest globally have certainly disrupted tourism, but not halted it. The areas most affected, of course, are those where unrest has occurred and has been the focus of extensive media attention. A global terrorism index produced by the Institute of Economics and Peace (2019) shows that while fatalities from terrorism have declined since 2015, the number of affected countries, 71, is the highest since 2002. Of note is the rise in far-right terrorism in western countries, with an increase of 320% over the past five years (p. 4).
The 2020 global pandemic for COVID-19 resulted in a massive and sudden transformation in the relationship between safety and travel. Starting in early March, 2020, the Canadian government moved toward closing the borders and curtailing outbound and inbound travel. These efforts were to, at first, contain the spread of the virus internationally, evolving toward a national quarantine to “flatten the curve” of number of people effected. Clearly, the pandemic has changed how we travel, and how we define safety of travel in a global setting.
While safety and security may not be the driving reasons for tourists selecting a particular destination, certainly a lack of safety and security often eliminates a location from travellers’ “wish lists.” Safety and security for travellers is becoming more important as countries move to protect their citizens. Government agencies around the world produce advisories and warnings for their citizens to stay away from dangerous locations and political unrest.
Take a Closer Look: Travel Advisories
Travel advisories serve as warning systems for people from specific countries to avoid particular destinations because of actual or potential threats to citizens. To learn more about advisories for specific countries, see the Canadian government web page at Canada’s Travel Advisories and compare them to Australia’s Travel Advisories, the United States’ Travel Advisories, and the United Kingdom’s Travel Advisories.
The focus on safety and security has had several impacts on travellers. Most notably, security at most airports has been increased in an effort to protect people and planes (Flight Global, 2015). Screening procedures can take longer and some items are no longer allowed on board. Other security requirements, such as showing passports and providing fingerprints, have been implemented for entry into some countries. While all acts of terrorism cannot be stopped, the tourism industry is attempting to provide as much safety and security as it can.
Increased Awareness of New Destinations
Another influence of globalization on tourism is a greater awareness of destinations and the range of leisure activities, sites, and cultures to visit around the world. Generating knowledge of a destination is obviously a key first step in marketing a destination, and this is achieved by way of travel shows, films, social media, and other forms of communication. The competition to attract visitors is fierce considering the sheer number of places available for travel; it can be easy to get lost in the noise of global competition.
Poverty
Figure 14.4 This image of a child playing in the streets of Antigua, Guatemala, was captured by a visitor.
Globalization has contributed to increased demand for goods and services and overall economic growth, with the result of global poverty having decreased over the years. However, at the same time, the gap between the richest and poorest has expanded. A significant portion of the world’s population is simply unable to participate in, or benefit from, tourism. The economic gains from a tourism economy in a developing country such as Honduras versus a developed country such as Canada is unequal. Simply put, not everyone has the same opportunities to profit. Environmental costs are also unevenly distributed in the world, with poor countries lacking the resources to adapt to impacts (such as droughts, increased disease, soil erosion), and shouldering the majority of the repercussions of phenomena such as global warming.
Another way to analyze the interplay between tourism and globalization is to consider the reverse view: the impact of tourism on globalization.
Impact of Tourism on Globalization
In this section, we will look at tourism as a global force — for peace, for cultural homogenization, for commodifying cultures, and for shaping the way we see the world.
Tourism as a Force for Peace
In the 1980s, a popular hypothesis was that tourism supported global peace by allowing travellers to learn about other cultures and meet people from other nations, as well as offering benefits accrued from international business. Peace is an obvious requirement for tourism if the industry is to be robust and sustainable. However, to date, there is little empirical evidence to support the claim that tourism fosters peace, however attractive as the idea may be. However, there is a growing body of research on the relationship between tourism, social justice, and human security, both negative and positive. Clearly, the simple presence of tourism does not immediately equate to societal benefit. Careful planning and a focus on policies supporting community well-being and sustainability are required.
The United Nations Sustainable Development Goals (SDGs) are important for tourism organizations to take into account. They help in guiding the evolution of tourism and travel toward a more positive and hopeful form of tourism as well as enabling a more sustainable, and peaceful, future.
Tourism as Cultural Homogenizer
Figure 14.5 A “Patriotic Kick Line” on a cruise from Alaska to Vancouver.
Nevertheless, tourism does offer the opportunity to teach people about how to respect other cultures. Whereas some argue that globalization has a homogenizing effect on cultures, as Western values are spread through music, fashion, film, and food, rendering one culture indistinguishable from the next. But tourism cannot be viewed as the only means of transmitting western values.
Some beliefs and values, such as embracing equality, inclusion, and diversity, or the need to protect children from harm, should be shared around the world. In the context of tourism and travel, these values are significant. For instance, companies need to ensure that their human resource practices are consistent and fair throughout the world. Exploiting children for sex is illegal, punishable in both the country visited and the home country of the tourist; some airlines and hotels are actively involved in supporting the prohibition of child sex tourism. Travellers are expected not to deface heritage sites or take rare or endangered natural or cultural objects as souvenirs. Such regulations speak to the universality of certain values and beliefs, which we all are required to follow as global citizens.
Tourism as Commodifier
Figure 14.6 Dancers at Germaine’s Luau near Honolulu, Hawaii.
Another possible influence of tourism on globalization is the process of cultural commodification, which refers to the drive toward putting a monetary value on every aspect of culture, from buying a sculpture stolen from an ancient temple, to buying endangered objects such as ivory and coral, or buying a T-shirt that desecrates a symbol or object important to another culture. This trend results in the degradation or devaluing of cultural values and beliefs and was explored in Chapter 12 on Indigenous tourism.
As one of the world’s largest industries, tourism impacts local, regional, and global economies. Resorts dot coastlines around the world and offer a welcome respite from colder climates to anyone wishing to experience a tropical beach, as well as the local culture and nature. While benefit comes to the community in the form of jobs, more often than not the larger share of the wealth leaks offshore. In response, local entrepreneurs and aid organizations have helped with initiatives that embrace local ownership in order for the wealth generated from tourism to stay in country. Community-based tourism, responsible tourism, and social entrepreneurship all aim to bring greater benefit to local communities.
Tourism As a World View
Tourism is also a major influence in how we see and understand the world. Keith Hollinshead (2019) refers to it as tourism world-making, or the way in which a place or culture is marketed and/or presented to tourists. Unlike local people, travellers experience a place for a few days, with limited knowledge of the culture and local way of life. Some visitors rely on available tourist information to make the most of the experience and to see the highlights. Others turn away and attempt to “go local” in search of the authentic experience with the belief that they can truly understand a place by avoiding the tourist sites.
Figure 14.7 An elephant is washed at Maesa Elephant Camp in Thailand in preparation for a show for visitors.
If tourists stay in their resort in a given country, their only interaction with a local culture may be the staff at the hotel. In many cases, visitors experience a place in a fragmented, disconnected way, seeing only a portion of a place. How much can be gained from such short and transient experiences? This debate leads to one of the often discussed, if not hotly debated, topics in tourism, that of authenticity of experience. In 1976, Dean MacCannell released his book The Tourist: A New Theory of the Leisure Class, in which he argued that even those events that seem to be authentic are in some way staged for the visitor.
Take a Closer Look: Cannibal Tours
In 1988, Dean O’Rourke shot a documentary profiling the experiences of jet-set travellers as they encountered locals in Papua New Guinea. The movie highlights the challenges that happen when visitors meet with “the other,” in that their expectations shape the behaviours of the locals. The movie features interviews with the locals as well as tourists. Watch the movie Cannibal Tours.
Now let’s look at some predominant trends in the industry. | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/14%3A_Back_to_the_Big_Picture-_Globalization_and_Trends/14.01%3A_Globalization_and_the_Tourism_Industry.txt |
Throughout this textbook, a range of trends have been identified that exemplify some of the forces and influences associated with globalization. This section revisits some of those trends and explores some additional ones.
Take a Closer Look: Trends Reports
In the tourism and hospitality industry, and in global business, many minds work to decipher industry trends in order to keep informed and make smart decisions. One example is the Global Competitiveness Report 2019, a product of the World Economic Forum.
Focused strictly on tourism and hospitality, the UNWTO produces a World Tourism Barometer that is updated regularly, available on a subscription basis.
First, let’s take a closer look at the difference between trends and fads. While trends and fads may look the same initially, fads will almost always have a definite start and end; they are finite. Examples include tornado tourism (storm chasing tours) and terminal tourism (where people visit airport terminals without flying out from them), which appear destined to disappear as quickly as they appeared.
In contrast, trends influence things for long periods of time, potentially shifting the focus or direction of industry and society in a completely different direction. For example, the growing awareness of tourism impacts seems to be a long-term trend, leading to greater focus on developing sustainable experiences, products, and services for the mindful traveller. With hindsight, we can identify the trends versus the fads. Predicting the future, however, is not as easy.
A useful tool to use in the analysis of global trends is the PESTLE model, an acronym for political, economic, social, technological, legal and environmental forces that affect the people, organization, or destination under study. It is important to note though, that the lines around these categories are somewhat fluid, and many factors will have implications on several areas. Now let’s delve into PESTLE in more detail.
Take a Closer Look: Analysis Tools
The more complicated the world gets, the more it’s imperative that business leaders and decision-makers employ a framework for analyzing trends. While this chapter uses a PESTLE approach, other acronyms include PEST (omitting the legal and environmental reviews), or PEEST (omitting the legal reviews). For more information about these frameworks, to access templates, and learn to use them in your own analysis, visit the GroupMap PESTLE analysis web page.
Political Trends
While we may be intrigued by global issues and their macro implications on the world in which we live, we also need to pay attention to local politics and policies. The world is currently challenged by growing populist movements, power conflicts and protectionist measures (Ipsos, 2020). Within this climate however, support for globalization is increasing, public services are improving (generally), and living standards are rising. The complexity of the political landscape is intensifying, making it that much more important for industry players to carefully monitor global conditions.
Let’s have a look at political trends around the world and explore their implications on the tourism and hospitality industry.
Figure 14.8 The secretary-general of UNWTO visits Greece in 2012.
As more countries and regions around the world become more dependent on tourism for revenue generation and employment, competitiveness has become a major focus (see Trends Reports, World Economic Forum, 2019). Traditional Western destinations are under pressure to formulate policies, and create strategies and spending patterns that will enable them to compete with emerging destinations. Often, these national policies are impacted or governed by formal international agreements, affecting everything from the movement of people (visas and passports) to the flow of goods and services. International organizations such as the World Trade Organization (WTO), European Union (EU), Organization for Economic Co-operation and Development (OECD) and Asia-Pacific Economic Cooperation (APEC) influence how the tourism and hospitality industry operates around the world.
Spotlight On: International Economic Groups
On the international stage, several groups are responsible for developing and setting policy that has an impact on tourism and hospitality development. Two examples are:
The Organisation for Economic Co-operation and Development (OECD) has 31 member countries that gather to discuss a range of policy issues, with a special committee dedicated to tourism. For more information, visit the OECD’s tourism web page.
The Asia-Pacific Economic Cooperation (APEC) forum also has a Tourism Working Group that recognizes the importance of sustainable tourism development for countries in the Asia Pacific Rim region. For more information, visit APEC’s tourism web page.
Each country is responsible for creating and funding its own organizations responsible for tourism development at the federal, state/provincial, and local level. In the United States, for example, the National Travel and Tourism Office (NTTO) is responsible for actively participating in domestic and international policy creation. One such policy is a memorandum of understanding with China regarding leisure group travel. The NTTO is engaged in international tourism discussions with organizations such as the OECD and APEC (see Spotlight On above), and has a representative at UNWTO (NTTO, n.d).
Spotlight On: The International Civil Aviation Organization
Many aspects of the tourism and hospitality industry are governed by international agreements and policies. The International Civil Aviation Organization (ICAO) was created in 1944 with the signing of the Chicago Convention as a specialized agency of the United Nations. It works with 193 member countries and industry groups to help develop aviation policies and build capacity in countries with underdeveloped air industries. For more information, visit the International Civil Aviation Organization website.
While from a policy perspective, countries such as New Zealand, Australia, Mexico and the United Kingdom have embraced tourism growth through a planned approach, tourism policy in Canada has often struggled in comparison to the attention given to other sectors such as oil and gas, forestry, fishing, and agriculture.
A number of organizations, including the Conference Board of Canada and the Tourism Industry Association of Canada, have made recommendations for strong government policy support that could help the industry. Two key policy reforms suggested include (TIAC, 2019):
1. Increase base funding for Destination Canada (Canada’s national tourism organization), with performance-based annual increases to improve global competitiveness
2. Streamline the travel visa issuance process, improve the Electronic Travel Authorization (eTA) program, monitor visa processing times, and continue to pursue visa-related partnerships with other countries to make it faster and easier for visitors to visit Canada
Take a Closer Look: Canada’s Tourism Vision
The Canadian government, pre-COVID pandemic, introduced their plan for tourism in Canada. Recognizing the value the tourism and hospitality industry brings to the Canadian economy, the government outlined key targets and pillars for growth. Focused on making Canada a Top Ten most visited destination (again) by 2025, they committed to increased Marketing, improving Access, and building new Products — their “MAP to growth.” To explore more, visit Tourism in Canada.
Spotlight On: The Rise of Populist Nationalism
In 2016, the world experienced two major political acts that shook the international order. The British vote to leave the European Union and the election of Donald Trump in the United States were not the cause of populist nationalism. However, they were two very visible indicators about the extent of its rise around the world. It seemed that the global consensus that globalization was a positive force for international cooperation was being replaced by an emphasis on national sovereignty. Tribalism is winning hearts and minds. This increase in barriers to trade and cross-border movement has implications for many aspects of the tourism and hospitality industry (CreditSuisse, 2018, Ipsos, 2020).
The trend here may be the ongoing need to convince and lobby governments at all levels about the potential of tourism and the value of strategic planning and investment in tourism. It is perhaps not surprising that the tourism and hospitality sector, with such diverse organizations involved, struggles to find a single voice at times. This leads to a cycle where the sector rallies around initiatives such as Expo 86 and the 2010 Olympic and Paralympic Winter Games, and then experiences a period of fragmentation. The post–COVID-19 pandemic world will require similar cooperation for the industry to renew itself.
Figure 14.9 B.C. businesses, including this pub, rallied around the bid to bring the 2010 Winter Olympic Games to Vancouver.
Economic Trends
Like most other industrial sectors, tourism is affected by global economic trends. Tourism was initially negatively impacted after the global financial crisis of 2007–2008, with international tourism arrivals dropping globally from 950 million down to just under 912 million (Papatheodorou, Rossello, & Xiao, 2010). However, the industry was quick to rebound, with the number of travellers increasing by 2010, surpassing the 1 billion mark in 2012 and 1.4 billion by 2018 (World Bank, 2020), prior to the COVID pandemic and near collapse of the global tourism industry.
Figure 14.10 A crowd gathers at a former airport that now acts as a historical site.
Economic uncertainties for the tourism industry have persisted, however, leading many industry insiders to monitor several economic trends, including collaborative consumption, shifts in emerging economies, and conscious consumerism.
Collaborative Consumption
Although the phenomenon of collaborative consumption (CC), also known as the sharing economy, began before the global financial crisis, it gained strength as a result of it. CC is a blend of economy, technology, and a social movement where access to goods and skills is more important than ownership (Sacks, 2011). Research has shown that CC is motivated by a variety of factors including sustainability, enjoyment of the activity, and economic benefits (Hamari, Sjöklint, and Ukkonen, 2016).
Airbnb was one of the first, and arguably most well-known example of the tourism sharing marketplace, but several other companies have joined it, including Zipcar, Uber, and Couchsurfing. According to Nielsen (2014a), more than two-thirds of global respondents to a poll are interested in joining this revolution. A gap may exist though between attitudes and behaviours surrounding CC – people may perceive it positively, but then do not follow through with purchasing (Hamari, Sjöklint, and Ukkonen, 2016). The impacts on the tourism industry are still to be determined, although the World Economic Forum outlined four main trends affecting this movement (2019b). They note that: (1) growth is likely to be uneven – mindsets and trust in the CC systems take time; (2) demographics will drive the adoption – CC enables people to access things that might not normally be able to afford; (3) regulators are taking notice – more policies and regulations are being enacted to manage CC; and (4) “sharewashing” is occurring – not all CC is built on the original underlying philosophy. CC is one trend that is likely to persist for some time into the future.
Emerging Economies
In 2001, a new acronym was introduced into the economic world — BRIC. This refers to the growing economies of Brazil, Russia, India, and China (Northam, 2014). These turbo-charged emerging economies were growing fast and looking to be the new powerhouses in global economic circles, even forming political and economic alliances. South Africa joined the group in 2010 and they became known as the BRICS (da Silva, 2020), although in some definitions they were replaced by South Korea in 2018 (International Monetary Fund, 2019).
With this growth came travellers looking for new destinations to visit. Outbound tourism development from China has been especially energetic, with numbers increasing from 58 million in 2010 to over 160 million in 2018 (Statista, 2020). But all has not gone well for these emerging economies and only China has maintained the pace of expansion. Other countries have joined the race, creating new terms such as MINT (Mexico, Indonesia, Nigeria, and Turkey) and Next Eleven (Bangladesh, Egypt, Indonesia, Iran, Mexico, Nigeria, Pakistan, the Philippines, South Korea, Turkey, and Vietnam). Time will tell where new tourism growth and opportunities arise in the frenetic global economy, and who will be the next powerhouse to watch.
Conscious Consumerism
Conscious consumerism, or socially conscious consumer behaviour, is another economic trend with implications for the tourism industry. This term refers to consumers who are using their purchasing power to shape the world according to their values and beliefs, leading organizations to project a more ethical or responsible image (Government of Canada, 2012). Conscious consumers look for positive outcomes with what they buy and/or seek ways to minimize or eliminate the negative effects of consumerism.
This socially and environmentally-responsible purchasing by many consumers can direct travellers to more sustainable services and products, or even a “de-growing” of tourism (Higgins-Desbiolles, 2018). Destinations and businesses interested in pursuing this market need to be acutely aware of social and environmental issues, potentially ranging from organic produce and animal welfare to human rights (Shaw, Grehan, Shiu, Hassan, & Thomson, 2005). Veganism, the complete abstaining of the use of animal products, or vegetarianism, the abstinence of consuming meat products have experienced growth in part due to conscious consumer choices regarding health and the environmental impacts of industrial meat production. Some of the key principles for consideration by the tourism industry include an assumption that the traditional industrial model is not working and needs to be replaced, that awareness of the issues require a different mindset, and that change will come from the grassroots rather than from above (Pollack, 2012). This is a shift that has profitability and culture change firmly in its sights (Nielsen, 2014b).
Social and Cultural Trends
Defining culture as “a way of life” brings us to consider the implications of globalization as a defining influence in how we live and, therefore, who we are as individuals. Some argue that globalization has created a culture crisis, with values, beliefs and identity all made secondary to economic interests and the pervasive and ever-growing nature of technology in our lives. Some key socio-cultural trends to consider include using travel to socially bond, dynamic populations and migration, growing global inequality, and the consumption of experiences.
Travel as a Time to Bond
Figure 14.11 Athletes from Team BC at the 2011 Western Canada Summer Games in Kamloops.
Visiting friends and relatives, known in the industry simply as VFR, is a common and important subset of tourism demand worldwide. With their busy lives, people are seeking a moment, place, and activity to share with family or friends. In addition to the growing VFR trend is the increasing popularity of group travel, as exemplified in the sports tourism sector (see Chapter 6 on entertainment) with sports clubs and teams who travel together, and associations that bring together people with shared interests in cuisine, walking, birdwatching, or other avocations.
Dynamic Populations and Global Migration
Certainly a trend in globalization is the significant movement of people around the world and changes in their characteristics. The population of British Columbia, as of January 1, 2020, was estimated at 5.1 million, with immigrants (64,441) representing the main source of population growth in 2019, along with 9,551 people from other provinces (Government of BC, 2020). According to Canada’s 2016 census, just over 30% of BC’s population are a visible minority with the largest groups being Chinese (11.2%), South Asian (8.0%), Filipino (3.2%), and Korean (1.3%) (Statistics Canada, 2017).
Western populations are continuing to age as reproduction levels are tending to be below replacement levels (Ipsos, 2020). While countries are adjusting between young and old, rich and poor, tipping points are being experienced, resulting in social pressures on services and systems. Employment patterns are shifting as the working masses also age, creating gaps and opportunities in work forces.
Additionally, population growth around the world is not occurring uniformly. “More than half of the projected global rise up to 2050 will be in just nine countries,” according to Ipsos (2020, p. 11). As the number of people increase in certain regions of the world, many pursue opportunities in other locations. Conflict, climate change, economic challenges, persecution and other factors also result in refugees seeking safe havens.
These demographic and population shifts are expected to result in dramatic changes to the social and economic landscape. Some of these changes are generating earlier noted trends such as the rise in populism and protectionist policies. Implications for the tourism industry include a growing need to address the challenges of a multicultural workforce, including preconceptions related to customer service and management, and retaining or hiring older employees. It’s important for diverse teams to be able to work well together and to communicate well with visitors and guests.
Growing Inequality and Some Opportunities
Global prosperity is increasing. However, behind the improvements (generally) in living, housing and food, division between the wealthy and the poor is increasing (Ipsos, 2020). Growing numbers of younger generations are perceiving that they will be worse off than their parents at similar ages (Ipsos, 2020). Wealth is being concentrated in the hands of the few, resulting in population unrest.
At the same time, opportunities are coming available. More liberal policies are providing opportunities for women and the education gap is slowly shrinking between men and women (Ipsos, 2020). Women remain generally disadvantaged, especially in developing countries, but there have been significant improvements. More needs to be done though, to eliminate disparities.
Consuming Experiences
During the late 1990s, Joseph Pine and James Gilmore introduced the concept of the Experience Economy (Pine & Gilmore, 1998). They suggest that economies have progressed beyond commodities (raw material), goods, and services. Instead, people seek a higher level of engagement and stimulation from their purchases. These economic offerings are internalized, creating intensely personal events, which only exist in the minds of the consumers (Pine & Gilmore, 1998). A focus on experiences allow the supplier to be more memorable and often charge a premium. While this shift has been occurring for some time, the full implications are still being explored and felt in the tourism and hospitality industry.
Technology Trends
Figure 14.12 Northern Ireland’s then Minister for Enterprise, Trade and Investment Arlene Foster (right) launches apps for travellers in 2011.
For many years, technology has been strongly tied to tourism, as the industry has looked to take advantage of developments and changes, opening destinations and providing new products and services. From the early days of Thomas Cook’s first recognized tours, offering train rides to the seaside, to the adoption of mobile technology today, tourism and hospitality has incorporated technological advances into all aspects of the industry. Three key technology trends affecting tourism and hospitality today and into the foreseeable future are mobile technology, smart tourism, and immersive technology.
Mobile Technology
Mobile technology and wireless connections affect many aspects of the tourism industry on a global scale. Since the release of the iPhone in 2007, consumers have become more and more reliant on their “hand-held computers” to provide information about the world around them (Kim & Kim, 2017). Mobile technology allows people increased freedom to negotiate their day-to-day lives remotely while staying connected (Dickinson, Ghali, Cherrett, Speed, Davies, & Norgate, 2014). Online user-generated content, whether through social media (e.g., Facebook, Snapchat) or travel-rating sites (e.g., TripAdvisor, Zagat), is shaping where people go, where they stay and eat, and the types of activities they engage in. Mobile technology can also be used to better understand the impacts, positive and negative, that tourism and hospitality are having on destinations (Kim & Kim, 2017).
Smartphones and applications (or apps) provide access to information and the ability for tourists to shape their travel en route, affecting tourism travel decisions and behaviours in a more fluid way than ever before (Chung & Koo, 2015). Travellers can book hotels instantly, searching for the best deals available. Mobile apps are replacing the hotel concierge by providing up-to-date information, along with maps and directions, for many of the desired activities at destinations. Rating sites guide travellers towards recommended attractions and away from others (Mehraliyev, Choi & King, 2020).
Wireless technology has also given rise to location-based advertising, allowing product or service providers to market themselves when travellers are in the general area (Hopken, Fuchs, Zanker, & Beer, 2010). Attraction alerts and special offers, often triggered by applications, provoke the user’s attention to elicit an immediate response. These “geo-fenced” advertisements can be more effective in encouraging same-day and even delayed purchases than “non-geo-fenced” marketing, especially with impulse products and services (Fang, Gu, Luo & Xu, 2015).
Free internet access has become a standard requirement for accommodations, ranking it ahead of privacy, swimming pools, beaches, restaurants and fitness centres (Bachman, 2016). The importance of mobile technology and applications is expected to increase as travellers become more independent and less reliant on packaged options (Buhalis & Law, 2008). Proponents of technology suggest that traditional ways of providing tourism and hospitality information will disappear as mobile technology becomes even more prevalent (Dickinson et al., 2014).
Smart Tourism
Tourism destinations and organizations are now interacting with data on a real-time basis, better understanding how tourists are interacting with their locations. Smart tourism describes the increasing dependence by destinations, industry and tourists on technology, and is an important element of smart cities (Tripathy, Tripathy, Ray & Mohanty, 2018). In particular, large quantities of data are gathered to better understand how destinations and services are consumed, and then turned into value propositions (experiences) (Gretzel, Sigala, Xiang & Koo, 2015). In a hyper-connected world, technology allows for the gathering and transmission of data through a variety of means (e.g. RFID, NFC, 5G, Internet of Things). The ever-present mobile technology (discussed above) that tourists are increasingly relying on also collects and exchanges a range of information about the users including locations, activities, search terms, purchases and interests. In turn and aided in some cases by artificial intelligence (AI), this “big data” is processed and analyzed to model, optimize and visualize the use of the destinations, and increase the engagement of locals and visitors with the location (Tripathy, Tripathy, Ray & Mohanty, 2018). Smart cities strive to apply this information and improve a variety of destination aspects such as resource use, governance, sustainability and quality of life (Gretzel, Sigala, Xiang & Koo, 2015). As technology advances and interconnectivity increases, even more data will become available.
Immersive Technology
The rapid advance of technology is providing electronic immersive experiences through such things as augmented reality (AR) and virtual reality (VR), with the potential to change how people travel (Loureiro, Guerreiro, & Ali, 2020). While these two technologies are very different in the feelings provider to the user, they can provide technology-enhanced views of destinations, products and services. VR provides a more immersive and stimulating perspective of reality through stereoscopic head-mounted displays, headphones and controllers. AR adds virtual elements to the world, allowing the viewer to interact with both the real and imagined objects through see-through displays (García-Crespo, González-Carrasco, López-Cuadrado, Villanueva, González, 2016). Both AR and VR can be used in a variety of means before, during and after a visit, for activities such as marketing, education and entertainment. The tourism and hospitality industry is still discovering the range of possibilities for these technologies.
Legal Trends
The legal element of a PESTLE analysis considers the impacts of the legal and regulatory climate, and whether they help or hinder the organization. The legal environment can determine what can and cannot be done, and establishes the rules by which the tourism and hospitality industry must operate in. However, these rules are not stagnant or uniform around the world, so producers and consumers must remain current with rules and regulations in the locations they do business. Two legal trends are discussed below – an increased focus on privacy and security, and the impacts of technology.
Privacy and Security
Data breaches have become too common as systems become more interconnected and more information goes online. People have become reliant on their mobile devices (discussed above), creating more opportunities for data to be left unprotected or stolen for malicious intent (Swinhoe, 2020). In the past 20 years, billions of user accounts have been exposed or hacked, including approximately 500 million from Marriott International, 538 million from Sina Weibo (China’s equivalent to Twitter), 3 billion from Yahoo, and 165 million from LinkedIn (Swinhoe, 2020). With all of these data breaches, organizations have been put under increasing pressure to provide adequate protection to their data systems. As well, liability insurance is becoming more common as a means to protect organizations from the financial implications of a data loss (Brooks, 2020).
Technology and the Legal Landscape
Similar to many other industries, the legal environment is being impacted by and impacting technology. Advances in technology are automating certain aspects of the legal system, turning it into a commodity, which lowers the price and increases access to more users. The emergence of artificial intelligence (AI) and predictive algorithms are improving legal processes and providing efficiencies (Brooks, 2020). These emerging technologies are having a positive impact on the legal industry by opening opportunities and expanding territories. Law offices can now provide services to more distant clients, increasing competition, and decreasing costs for users.
The legal world is also working hard to keep up with changes in technology, as innovation moves faster than new regulations. For example, rules around drones and autonomous vehicles continue to adapt to new uses and capabilities (LexisNexis 2020). Meanwhile, cannabis laws are also changing as locations adopt different perspectives on its development and use. Climate change may also create new legal challenges in the coming years.
Environmental Trends
In 2018, a young Swedish activist, Greta Thunberg, became one of the most visible figures in the fight against climate change. Her protest, Fridays for Future (FFF), have inspired students around the world to boycott school on Fridays to promote the 2015 Paris Agreement on Climate Change. Her actions and the subsequent growing support have moved organizations and nations to re-evaluate society’s consumption patterns and their impacts on the world (Nevett, 2019). One obvious impact on the tourism and hospitality industry of this movement is “flight shaming” or discouraging people from using planes due to their carbon footprint.
Climate change is a serious challenge facing the world. The United Nations Intergovernmental Panel on Climate Change (IPCC), created in 1988, has produced irrefutable evidence that climate change is human-made. We are already witnessing significant shifts in weather patterns, and climatic events such as tornadoes, drought, and flooding are occurring with greater frequency and impact. Yet dependence on a global economy fuelled by population growth and ever-increasing demand for consumer goods has led to significant debate as to how to respond to climate change, although action is clearly required.
Impacts from and on the Environment
From a tourism and travel perspective, we have seen examples throughout the chapters of this textbook of how climate change is impacting tourism and how tourism is impacting climate change. In the transportation sector, drastic temperature changes from sudden ice thaws to heatwave conditions affect highways and runways, landslides close road systems, and rising sea levels threaten infrastructure such as airports and cruise ship wharves. In the accommodations sector, coastal storms impact resorts, summer water shortages put pressure on resort communities, and unpredictable snowfalls close ski resorts. Food and beverage operators are facing increased food costs as drought conditions make growing certain crops more and more expensive. In the recreation and entertainment sector, both natural and built attractions are threatened by unpredictable weather patterns. And travel services providers struggle to stay abreast of the effects of superstorms and polar vortexes. Chapter 10 explored some of the impacts that the tourism and hospitality industry have on the environment and climate, as well as some of the mitigation tactics for reducing those impacts (e.g. carbon offsetting, responsible consumption).
So what can we do? World-renowned scientist Jane Goodall provides a suggestion, “Each and every one of us of us must do our part in creating a better world, for though the small choices we make each day — what we buy, what we eat, what we wear — may seem insignificant, the cumulative effect of billions of people making ethical choices, will start to heal the natural world” (Gonzalez, 2019).
UN Sustainable Development Goals
The United Nations (UN) approved the 2030 Agenda for Sustainable Development on September 25, 2015 (Tourism for SDGS, 2020). This agreement contained the Sustainable Development Goals (SDGs) with 17 goals and 169 targets to be achieved by 2030. These goals are interconnected, ambitious, and cover a wide variety of global issues including the eradication of poverty (Goal #1), quality education for all (#4), gender equality (#5), sustainable cities and communities (#11), and climate action (#13). The SDGs were developed as a global partnership to improve life in a sustainable way for the future. The tourism and hospitality industry has recognized its role in helping to achieve the UNSDGs, and in particular, have targeted goals 8, 12 and 14 (decent work and economic growth, responsible consumption and production, and the sustainable use of oceans and marine resources respectively).
Take a Closer Look: The United Nations Sustainable Development Goals (SDGs)
According the UN these goals are a universal call to action that will ultimately protect the planet putting an end to poverty and bringing about a more peaceful and prosperous world. To learn more, watch the video “The Sustainable Development Goals – Action Towards 2030” or visit the Sustainable Development Goals web page. | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/14%3A_Back_to_the_Big_Picture-_Globalization_and_Trends/14.02%3A_Top_Trends.txt |
Figure 14.13 Victoria’s inner harbour, with the Empress Hotel in the background.
Tourism in BC is already being impacted by globalization. The doors of the province have opened to travellers around the world, but especially from emerging markets such as China. Shifting products and services to meet the needs and desires of these new visitors will require flexibility and creativity for BC’s tourism industry in the future.
BC has also been impacted by the increase in new destinations, fighting for share of the growing tourism economy. Social media and other recent innovations in communication will continue to grow in importance for BC to generate awareness of its many tourism products and services. BC’s many unique cultures and experiences will help keep the province competitive as long as the industry also recognizes the potential negative impacts that tourism can have.
Recognition of tourism’s importance in BC’s economy, along with supportive legislation and funding, is key to the long-term survival of the industry. At the same time, steps must be taken to prepare for the effects of climate change, with potentially shorter winters and reductions in precipitation. BC’s tourism industry is already feeling the effects of collaborative consumption as services such as Airbnb grow in popularity in the province. The spread of technological advances and improved wireless access will help the industry satisfy this aspect of the market, while also increasing the means to raise awareness with more potential visitors.
To take advantage of these global opportunities, British Columbia’s tourism industry will have to react quickly to existing and emerging trends. In the meantime, we hope this textbook will serve as foundation for emerging tourism and hospitality professionals as they continue to learn about the industry.
Key Terms
• Asia-Pacific Economic Cooperation (APEC): a forum that brings together countries from the Asia Pacific region (including Canada), and which has a Tourism Working Group that looks at policy development in a tourism context
• Authenticity of experience: a hot topic in tourism that started with MacCannell in 1976 and continues to today; discussion of the extent to which experiences are staged for visitors
• BRIC: an acronym for the growing economies of Brazil, Russia, India, and China
• BRICS: the acronym for the BRIC countries with the addition of South Africa or South Korea
• Collaborative consumption: also known as the sharing economy, a blend of economy, technology, and social movement where access to goods and skills is more important than ownership (e.g., Airbnb)
• Conscious consumerism: refers to consumers using their purchasing power to shape the world according to their values and beliefs
• Cultural commodification: the drive toward putting a monetary value on aspects of a culture
• Fad: something taken up in a finite, short amount of time — can represent a valuable business opportunity, but investment can be risky
• Globalization: the movement of goods, ideas, values, and people around the world
• Homogenizing: making the same, as in the effect of tourism helping to spread Western values, rendering one culture indistinguishable from the next
• In country: a term to describe using a local-ownership approach in order for the wealth generated from tourism to stay in a destination
• International Civil Aviation Organization (ICAO): a specialized agency of the United Nations that creates global air policy and helps to develop industry capacity and safety
• MINT: an acronym for the countries of Mexico, Indonesia, Nigeria, and Turkey
• Organisation for Economic Co-operation and Development (OECD): an organization 31 member countries who gather to discuss a range of policy issues, with a special committee dedicated to tourism
• PESTLE: an acronym for political, economic, social, technological, legal and environmental forces
• Tourism world-making: the way in which a place or culture is marketed and/or presented to tourists
• Trend: a phenomenon that influences things for a long period of time, potentially shifting the focus or direction of industry and society in a completely different direction
• VFR: an acronym for visiting friends and relatives; a tourism consumer market
Exercises
1. What are three benefits of globalization in terms of tourism? What are three negative impacts due to global tourism?
2. Why is it important for a local tour operator, general manager, or tourism business owner to think about globalization? Where should we be looking to understand globalization and future trends? Name three sources.
3. How can you tell the difference between a fad and a trend?
4. Identify two current political trends by reading this week’s headlines or scanning a social media news feed. What impacts do you see those trends having on tourism and hospitality?
5. The claim of an authentic experience is a common promise for tourism marketers. Thinking back to previous chapters (e.g., Chapter 3 on accommodation, Chapter 6 on entertainment, Chapter 12 on Indigenous tourism), name two ways visitors can determine whether an experience is authentic. In your own words, what is the value of authenticity, if any, in a globalized world?
6. The industry has lobbied the Canadian government for policy changes that could help our country become a more competitive destination. Name two areas where these changes could be made.
7. Name an economic trend that is prevalent in today’s news and media (e.g., the position of Canada’s dollar versus the U.S. dollar). List the five sectors of tourism, and next to each, identify two impacts this economic trend will have on the sector. Will the effects be the same across the industry? Or different?
8. Name three environmental trends (e.g., climate change). For help, you can refer back to Chapter 10 on environmental stewardship.
9. Destinations are beginning to recognize a trend toward travel as a bonding experience for families and groups. What kinds of experiences can be developed to attract this market? Name three examples.
10. Thinking into the future, predict one trend in each PESTLE area (political, economic, social, technological, legal and environmental) that you feel will have long-lasting effects on tourism and hospitality.
11. Imagine you own a small tourism or hospitality business. Using one future trend you identified in the previous question, and referring back to Chapter 11 on risk management and legal liability, identify three ways you could mitigate the negative impacts of this trend.
Case Study: The Rise of Dark Tourism
A 2014 article in the The Atlantic titled “The Rise of Dark Tourism” profiled the increase in travel to destinations and cities related to war, famine, disease, or other dark cultural phenomena, often in real time.
The article primarily used examples of travel to war-torn areas of the Middle East. For instance, a tour that culminates at the Quneitra Viewpoint allows visitors to watch battles of the Syrian civil war in real time. Tour leaders include a retired Israel Defense Forces colonel who shared that tourists to the area “feel that they are a part of it. They can go home and tell their friends, ‘I was on the border and I saw a battle'” (Kamin, 2014, para. 2). Other tours travel to the Israeli border town of Sderot, an area on the Gaza Strip under heavy rocket fire.
According to Philip Stone, director of the Institute for Dark Tourism Research at the U.K.’s University of Central Lancashire, while war tourism is not a new phenomenon, the increased commercialization has marked a new trend. Dark tourism now has a more sophisticated infrastructure than the days when Thomas Cook took visitors to see hangings, and the increase in technology and interpersonal communications has caused this area of tourism to grow at a faster rate (Kamin, 2014).
The article cites media phenomena such as VICE videos (online documentaries) and celebrity chef Anthony Bourdain’s show Parts Unknown, as well as the growth of the adventure tourism industry, as contributing factors. They list hyper-extreme tour operators such as War Zone Tours and Wild Frontiers (both in operation since the 1990s) as pioneers of the sector. More recent examples include former journalist Nicholas Wood, who formed Political Tours, a company that takes around a year to plan small-group excursions to political hot spots such as Libya, to the tune of \$7,000 per guest (Kamin, 2014).
In addition to group tours, FIT (fully independent travellers) are creating their own extreme experiences, such as joining protestors in Kiev’s Independence Square and visiting Tahrir Square in Egypt to witness the election of Mohammed Morsi (Kamin, 2014).
Travel to North Korea is also a growing market, doubling in size each year with between 6,000 and 7,000 people making the trip in 2013. Some travellers cite their visits to countries and areas such as these with motivating them toward becoming journalists and activists. Others state their experiences are therapeutic, helping them to understand their own difficult experiences or those of others, such as the military service of family members (Kamin, 2014). According to one of these tourists, “You go to the most extreme place in order to not be alone with your feelings. You really can’t be anywhere else but there” (Kamin, 2014, para. 25).
Refer to the Institute for Dark Tourism Research and answer the following questions:
1. Would you classify this type of travel as a trend, or a fad?
2. The article seems to imply that dark tourism is an extension of adventure tourism. Do you agree? Why or why not?
3. How does the concept of authenticity of experience factor into dark tourism?
4. Imagine you are a citizen in a part of the world that is experiencing hardship and this type of tourism is increasing in your community. How might you feel about it?
5. Imagine you go to a famous battlefield where Canadians had fought and died, such as Vimy Ridge the World War I battlefield in France. What are the visitor motivations and what is the outcome of the visitor experience?
6. Would you classify visits to Ground Zero in New York as dark tourism? Why or why not?
7. What are the implications for tourism operators in these areas in terms of risk management and legal liability? | textbooks/workforce/Hospitality/Introduction_to_Tourism_and_Hospitality_in_BC_2e_(Westcott_and_Anderson)/14%3A_Back_to_the_Big_Picture-_Globalization_and_Trends/14.03%3A_Conclusion-_The_View_from_British_Columbia.txt |
Microsoft Excel is a tool that can be used in virtually all careers and is valuable in both professional and personal settings. Whether you need to keep track of medications in inventory for a hospital or create a financial plan for your retirement, Excel enables you to do these activities efficiently and accurately. This chapter introduces the fundamental skills necessary to get you started in using Excel. You will find that just a few skills can make you very productive in a short period of time.
01: Fundamental Skills
Learning Objectives
• Examine the value of using Excel to make decisions.
• Learn how to start Excel.
• Become familiar with the Excel workbook.
• Understand how to navigate worksheets.
• Examine the Excel Ribbon.
• Examine the right-click menu options.
• Learn how to save workbooks.
• Examine the Status Bar.
• Become familiar with the features in the Excel Help window.
Microsoft Office contains a variety of tools that help people accomplish many personal and professional objectives. Microsoft Excel is perhaps the most versatile and widely used of all the Office applications. No matter which career path you choose, you will likely need to use Excel to accomplish your professional objectives, some of which may occur daily. This chapter provides an overview of the Excel application along with an orientation for accessing the commands and features of an Excel workbook.
Making Decisions with Excel
Taking a very simple view, Excel is a tool that allows you to enter quantitative data into an electronic spreadsheet to apply one or many mathematical computations. These computations ultimately convert that quantitative data into information. The information produced in Excel can be used to make decisions in both professional and personal contexts. For example, employees can use Excel to determine how much inventory to buy for a clothing retailer, how much medication to administer to a patient, or how much money to spend to stay within a budget. With respect to personal decisions, you can use Excel to determine how much money you can spend on a house, how much you can spend on car lease payments, or how much you need to save to reach your retirement goals. We will demonstrate how you can use Excel to make these decisions and many more throughout this text.
Figure 1.1 shows a completed Excel worksheet that will be constructed in this chapter. The information shown in this worksheet contains sales data for a hypothetical merchandise retail company. The worksheet data can help a retailer analyze the business and determine the number of salespeople needed for each month for example.
Starting Excel
1. Locate Excel on your computer.
2. Click Microsoft Excel to launch the Excel application where you are presented with workbook options to help get you started.
3. Click the first option; “Blank Workbook”.
Excel for Windows vs Excel for Mac
The Excel for Windows and Excel for Mac software versions are very similar. Most of the features, tools and commands are available in both versions. There are, however, some differences with the Excel interface. There are also a few features that are not available in the Excel for Mac version. The screenshots and step-by-step instructions in this textbook are specific to Excel for Windows. We have attempted to provide alternate screenshots and instructions for the Mac version when the differences are significant. When you see this icon , it means we are providing information specific to Mac users.
The Excel Workbook
A workbook is an Excel file that contains one or more worksheets (referred to as spreadsheets). Excel will assign a file name to the workbook, such as Book1, Book2, Book3, and so on, depending on how many new workbooks are opened. Figure 1.2 shows a blank workbook after starting Excel. Take some time to familiarize yourself with this screen. Your screen may be slightly different based on the version you’re using.
Your workbook should already be maximized (or shown at full size) once Excel is started, as shown in Figure 1.2. However, if your screen looks like Figure 1.3 after starting Excel, you should click the Maximize button, as shown in the figure.
Navigating Worksheets
Data are entered and managed in an Excel worksheet. The worksheet contains several rectangles called cells for entering numeric and non-numeric data. Each cell in an Excel worksheet contains an address, which is defined by a column letter followed by a row number. For example, the cell that is currently activated in Figure 1.3 is A1. This would be referred to as cell location A1 or cell reference A1. The following steps explain how you can navigate in an Excel worksheet:
1. Place your mouse pointer over cell D5 and click.
2. Check to make sure column letter D and row number 5 are highlighted, as shown in Figure 1.4.
1. Move the mouse pointer to cell A1.
2. Click and hold the left mouse button and drag the mouse pointer back to cell D5.
3. Release the left mouse button. You should see several cells highlighted, as shown in Figure 1.5.
This is referred to as a cell range and is documented as follows: A1:D5. Any two cell locations separated by a colon are known as a cell range. The first cell is the top left corner of the range, and the second cell is the lower right corner of the range.
1. At the bottom of the screen, you’ll see a sheet tab indicated by “Sheet1″. Clicking on the + adds additional worksheets. This is how you open or add a worksheets within a workbook. To see how this works, click on the + to add another worksheet so that you now have two sheets
2. Click the Sheet1 worksheet tab at the bottom of the worksheet to return to the worksheet shown in Figure 1.5.
Keyboard Shortcuts
Basic Worksheet Navigation
• Use the arrow keys on your keyboard to activate cells on the worksheet.
• Hold the SHIFT key and press the arrow keys on your keyboard to highlight a range of cells in a worksheet.
• Hold the CTRL key while pressing the PAGE DOWN or PAGE UP keys to open other worksheets in a workbook.
• Mac Users: Hold down the Fn and Command keys and press the left or right arrow keys
The Excel Ribbon
Excel’s features and commands are found in the Ribbon, which is the upper area of the Excel screen that contains several tabs running across the top. Each tab provides access to a different set of Excel commands. Figure 1.6 shows the commands available in the Home tab of the Ribbon. Table 1.1 “Command Overview for Each Tab of the Ribbon” provides an overview of the commands that are found in each tab of the Ribbon.
The Excel for Mac ribbon, as shown in Figure 1.6a below, has two primary differences:
• The older dropdown menu structure is still available with Excel for Mac.
• The specific commands and tools within each tab are slightly different between the two Excel Ribbons. Some of the commands found within the Excel for Windows Ribbon tabs are located within the dropdown menu structure in the Excel for Mac version. So, if you can’t find the tool on the Excel for Mac Ribbon, then try to find the tool by looking through the dropdown menu instead.
Group Title Names on the Ribbon
If you look closely at the Excel Ribbon (See Figure 1.6 above), you will see that the Ribbon is separated in groups of tool buttons, and each group has a title name. On Home tab, the group title names are “Clipboard”, “Font”, “Alignment”, “Number”, “Styles”. “Cells”, “Editing”, etc. The tool buttons within each group are all related to the group title.
Mac Users Only: The default “View” for the Excel for Mac ribbon does not display these “group title names”. Notice in Figure 1.6a above, there are no group title names. It is a good idea to change this “view” so you can see the group title names. Here are the steps:
1. Click the “Excel” menu option at top left above the Ribbon
2. Choose “Preferences”
3. Click the “View” button
4. Scroll down and check the box for “Group Titles”
5. Close the “View” dialog box. The group title names should now display as shown in Figure 6.1 (not Figure 6.1a) above
Table 1.1 Command Overview for Each Tab of the Ribbon
Tab Name Description of Commands
File Also known as the Backstage view of the Excel workbook. Contains all commands for opening, closing, saving, and creating new Excel workbooks. Includes print commands, document properties, e-mailing options, and help features. The default settings and options are also found in this tab.
Home Contains the most frequently used Excel commands. Formatting commands are found in this tab along with commands for cutting, copying, pasting, and for inserting and deleting rows and columns.
Insert Used to insert objects such as charts, pictures, shapes, PivotTables, Internet links, symbols, or text boxes.
Page Layout Contains commands used to prepare a worksheet for printing. Also includes commands used to show and print the gridlines on a worksheet.
Formulas Includes commands for adding mathematical functions to a worksheet. Also contains tools for auditing mathematical formulas.
Data Used when working with external data sources such as Microsoft Access, text files, or the Internet. Also contains sorting commands and access to scenario tools.
Review Includes Spelling and Track Changes features. Also contains protection features to password protect worksheets or workbooks.
View Used to adjust the visual appearance of a workbook. Common commands include the Zoom and Page Layout view.
Help This tab provides access to help and support features such as contacting Microsoft support, sending feedback, suggesting a new feature, and community discussion groups. This tab is not available with Excel for Mac.
Draw Provides drawing options for using a digital pen, mouse or finger depending on the type of device (laptop with touch screen, tablet, computer, etc). This tab is not visible by default. See below on how to customize the Ribbon to add or remove tabs.
Developer Provides access to some advanced features such as macros, form controls, and XML commands. This tab is not visible by default. See below on how to customize the Ribbon to add or remove tabs.
The Ribbon shown in Figure 1.6 and Figure 1.6a (above) is full, or maximized. The benefit of having a full Ribbon is that the commands are always visible while you are developing a worksheet. However, depending on the screen dimensions of your computer, you may find that the Ribbon takes up too much vertical space on your worksheet. If this is the case, you can minimize the Ribbon by clicking the button shown in Figure 1.6. When minimized, the Ribbon will show only the tabs and not the command buttons. When you click on a tab, the command buttons will appear until you select a command or click anywhere on your worksheet.
To hide the Ribbon with Excel for Mac you can use the keyboard shortcut:
Hold down the “Command and Option” keys and tap the “R” key
The same keyboard shortcut will unhide the Ribbon as well.
How to Customize the Excel Ribbon
Here are the steps to add additional tabs to the Excel Ribbon
1. Click the File tab and choose Options
2. Click on “Customize Ribbon” at the left side of the Options screen
3. Click the checkbox next to the Tab name that you want to add (See Figure 1.7 below)
Keyboard Shortcuts
Minimizing or Maximizing the Ribbon
• Hold down the CTRL key and press the F1 key.
• Hold down the CTRL key and press the F1 key again to maximize the Ribbon.
• Mac Users: Hold down the Command and Option keys and press R
Quick Access Toolbar and Right-Click Menu
The Quick Access Toolbar is found at the upper left side of the Excel screen above the Ribbon, as shown in Figure 1.7. This area provides access to the most frequently used commands, such as Save and Undo. You also can customize the Quick Access Toolbar by adding commands that you use on a regular basis. By placing these commands in the Quick Access Toolbar, you do not have to navigate through the Ribbon to find them. To customize the Quick Access Toolbar, click the down arrow as shown in Figure 1.8. This will open a menu of commands that you can add to the Quick Access Toolbar. If you do not see the command you are looking for on the list, select the More Commands option.
In addition to the Ribbon and Quick Access Toolbar, you can also access many commands by right clicking anywhere on the worksheet. Figure 1.9 shows an example of the commands available in the right-click menu.
There is no “Right-click” option for Excel for Mac. To access the same commands with Excel for Mac, hold down the Control key and click the mouse button.
The File Tab
The File tab is also known as the Backstage view of the workbook. It contains a variety of features and commands related to the workbook that is currently open, new workbooks, or workbooks stored in other locations on your computer or network. Figure 1.10 shows the options available in the File tab or Backstage view. To leave the Backstage view and return to the worksheet, click the arrow in the upper left-hand corner as shown below.
Included in the File tab are the default settings for the Excel application that can be accessed and modified by clicking the Options button. Figure 1.11 shows the Excel Options window, which gives you access to settings such as the default font style, font size, and the number of worksheets that appear in new workbooks.
To access these same options in Excel for Mac, you must click the “Excel” menu option and choose “Preferences” (see Figure 1.12 below)
Saving Workbooks (Save As)
Once you create a new workbook, you will need to change the file name and choose a location on your computer or network to save that file. It is important to remember where you save this workbook on your computer or network as you will be using this file in the Section 1.2 “Entering, Editing, and Managing Data” to construct the workbook shown in Figure 1.1. The process of saving can be different with different versions of Excel. Please be sure you follow the steps for the version of Excel you are using. The following steps explain how to save a new workbook and assign it a file name.
Saving Workbooks in Excel 365
1. If you have not done so already, open a blank workbook in Excel.
2. Click the File tab and then the Save As button in the left side of the Backstage view window. This will open the Save As dialog box.
3. Determine a location for saving on your computer by clicking Browse on the left side to open the Save As dialog box.
4. Click in the File Name box near the bottom of the Save As dialog box. Type the new file name: CH1 Merchandise City Sales Data
5. Review the settings in the screen for correctness and click the Save button.
Keyboard Shortcuts
Save As
• Press the F12 key and use the tab and arrow keys to navigate around the Save As dialog box. Use the ENTER key to make a selection.
• Or press the ALT key on your keyboard. You will see letters and numbers, called Key Tips, appear on the Ribbon. Press the F key on your keyboard for the File tab and then the A key. This will open the Save As dialog box.
• The Mac shortcut is: Hold down the Command and Shift keys and press S
Skill Refresher
Saving Workbooks (Save As)
1. Click the File tab on the Ribbon.
2. Click the Save As option.
3. Click on Browse to select a location on your PC to save.
4. Click in the File name box and type a new file name if needed.
5. Click the down arrow next to the “Save as type” box and select the appropriate file type if needed. Excel will default to the file type of .xlsx
6. Click the Save button.
The Status Bar
The Status Bar is located below the worksheet tabs on the Excel screen (see Figure 1.13). It displays a variety of information, such as the status of certain keys on your keyboard (e.g., CAPS LOCK), the available views for a workbook, the magnification of the screen, and mathematical functions that can be performed when data are highlighted on a worksheet. You can customize the Status Bar as follows:
1. Place the mouse pointer over any area of the Status Bar and right click to display the “Customize Status Bar” list of options (see Figure 1.14).
Mac Users: use “Control-click” on the Status Bar to display the “Customize Status Bar” options.
2. Select the Caps Lock option from the menu (see Figure 1.14).
3. Press the CAPS LOCK key on your keyboard. You will see the Caps Lock indicator on the lower right side of the Status Bar.
4. Press the CAPS LOCK on your keyboard again. The indicator on the Status Bar goes away.
Excel Help
The Help feature provides extensive information about the Excel application. Although some of this information may be stored on your computer, the Help window will automatically connect to the Internet, if you have a live connection, to provide you with resources that can answer most of your questions. You can open the Excel Help window by clicking the question mark in the upper right area of the screen or ribbon. With newer versions of Excel, use the query box to enter your question and select from helpful option links or select the question mark from the dropdown list to launch Excel Help windows.
Keyboard Shortcuts
Excel Help
• Press the F1 key on your keyboard.
• Mac Users: Press F1 or hold down the Command key and press /
Key Takeaways
• Excel is a powerful tool for processing data for the purposes of making decisions.
• You can find Excel commands throughout the tabs in the Ribbon.
• You can customize the Quick Access Toolbar by adding commands you frequently use.
• You can add or remove the information that is displayed on the Status Bar.
• The Help window provides you with extensive information about Excel.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.01%3A_Overview_of_Microsoft_Excel.txt |
Learning Objectives
• Understand how to enter data into a worksheet.
• Examine how to edit data in a worksheet.
• Examine how Auto Fill is used when entering data.
• Understand how to delete data from a worksheet and use the Undo command.
• Examine how to adjust column widths and row heights in a worksheet.
• Understand how to hide columns and rows in a worksheet.
• Examine how to insert columns and rows into a worksheet.
• Understand how to delete columns and rows from a worksheet.
• Learn how to move data to different locations in a worksheet.
In this section, we will begin the development of the workbook shown in Figure 1.1. The skills covered in this section are typically used in the early stages of developing one or more worksheets in a workbook.
Entering Data
You will begin building the workbook shown in Figure 1.1 by manually entering data into the worksheet. The following steps explain how the column headings in Row 2 are typed into the worksheet:
1. Click cell location A2 on the worksheet.
2. Type the word Month.
3. Press the RIGHT ARROW key. This will enter the word into cell A2 and activate the next cell to the right.
4. Type Unit Sales and press the RIGHT ARROW key.
5. Repeat step 4 for the words Average Price and then again for Sales Dollars.
Figure 1.15 shows how your worksheet should appear after you have typed the column headings into Row 2. Notice that the word Price in cell location C2 is not visible. This is because the column is too narrow to fit the entry you typed. We will examine formatting techniques to correct this problem in the next section.
Integrity Check
Column Headings
It is critical to include column headings that accurately describe the data in each column of a worksheet. In professional environments, you will likely be sharing Excel workbooks with coworkers. Good column headings reduce the chance of someone misinterpreting the data contained in a worksheet, which could lead to costly errors depending on your career.
1. Click cell B3.
2. Type the number 2670 and press the ENTER key. After you press the ENTER key, cell B4 will be activated. Using the ENTER key is an efficient way to enter data vertically down a column.
3. Enter the following numbers in cells B4 through B14: 2160, 515, 590, 1030, 2875, 2700, 900, 775, 1180, 1800, and 4560.
4. Click cell C3.
5. Type the number 9.99 and press the ENTER key.
6. Enter the following numbers in cells C4 through C14: 12.49, 14.99, 17.49, 14.99, 12.49, 9.99, 19.99, 19.99, 19.99, 17.49, and 14.99.
7. Click cell D3.
8. Type the number 26685 and press the ENTER key.
9. Enter the following numbers in cells D4 through D14: 26937, 7701, 10269, 15405, 35916, 26937, 17958, 15708, 23562, 31416, and 75125.
10. When finished, check that the data you entered matches Figure 1.16.
Why?
Avoid Formatting Symbols When Entering Numbers
When typing numbers into an Excel worksheet, it is best to avoid adding any formatting symbols such as dollar signs and commas. Although Excel allows you to add these symbols while typing numbers, it slows down the process of entering data. It is more efficient to use Excel’s formatting features to add these symbols to numbers after you type them into a worksheet.
Integrity Check
Data Entry
It is very important to proofread your worksheet carefully, especially when you have entered numbers. Transposing numbers when entering data manually into a worksheet is a common error. For example, the number 563 could be transposed to 536. Such errors can seriously compromise the integrity of your workbook.
Figure 1.16 shows how your worksheet should appear after entering the data. Check your numbers carefully to make sure they are accurately entered into the worksheet.
Editing Data
Data that has been entered in a cell can be changed by double clicking the cell location or using the Formula Bar. You may have noticed that as you were typing data into a cell location, the data you typed appeared in the Formula Bar. The Formula Bar can be used for entering data into cells as well as for editing data that already exists in a cell. The following steps provide an example of entering and then editing data that has been entered into a cell location:
1. Click cell A15 in the Sheet1 worksheet.
2. Type the abbreviation Tot and press the ENTER key.
3. Click cell A15.
4. Move the mouse pointer up to the Formula Bar. You will see the pointer turn into a cursor. Move the cursor to the end of the abbreviation Tot and left click.
5. Type the letters al to complete the word Total.
6. Click the check mark to the left of the Formula Bar (see Figure 1.17). This will enter the change into the cell.
1. Double click cell A15.
2. Add a space after the word Total and type the word Sales.
3. Press the ENTER key.
Keyboard Shortcuts
Editing Data in a Cell
• Activate the cell that is to be edited and press the F2 key on your keyboard.
• Same for Mac Users
Auto Fill
The Auto Fill feature is a valuable tool when manually entering data into a worksheet. This feature has many uses, but it is most beneficial when you are entering data in a defined sequence, such as the numbers 2, 4, 6, 8, and so on, or nonnumeric data such as the days of the week or months of the year. The following steps demonstrate how Auto Fill can be used to enter the months of the year in Column A:
1. Click cell A3 in the Sheet1 worksheet.
2. Type the word January and press the ENTER key.
3. Click cell A3 again.
4. Move the mouse pointer to the lower right corner of cell A3. You will see a small square in this corner of the cell; this is called the Fill Handle (See Figure 1.18) When the mouse pointer gets close to the Fill Handle, the white block plus sign will turn into a black plus (+) sign.
Left click and drag the Fill Handle to cell A14. Notice that the Auto Fill tip box indicates what month will be placed into each cell (see Figure 1.19). Release the mouse button when the tip box reads “December.”
Once you release the left mouse button, all twelve months of the year should appear in the cell range A3:A14, as shown in Figure 1.20. You will also see the Auto Fill Options button. By clicking this button, you have several options for inserting data into a group of cells.
1. Click the Auto Fill Options button.
2. Click the Copy Cells option. This will change the months in the range A4:A14 to January.
3. Click the Auto Fill Options button again.
4. Click the Fill Months option to return the months of the year to the cell range A4:A14. The Fill Series option will provide the same result.
Deleting Data and the Undo Command
There are several methods for removing data from a worksheet, a few of which are demonstrated here. With each method, you use the Undo command. This is a helpful command in the event you mistakenly remove data from your worksheet. The following steps demonstrate how you can delete data from a cell or range of cells:
1. Click cell C2.
2. Press the DELETE key on your keyboard. This removes the contents of the cell.
Mac Users: Hold down the Fn key and press the Delete key
3. Highlight the range C3:C14. Then left click and drag the mouse pointer down to cell C14.
4. Place the mouse pointer over the Fill Handle. You will see the white block plus sign change to a black plus sign (+).
5. Click and drag the mouse pointer up to cell C3 (see Figure 1.21). Release the mouse button. The contents in the range C3:C14 will be removed.
1. Click the Undo button in the Quick Access Toolbar (see Figure 1.2). This should replace the data in the range C3:C14.
2. Click the Undo button again. This should replace the data in cell C2.
Keyboard Shortcuts
Undo Command
• Hold down the CTRL key while pressing the letter Z on your keyboard.
• Same for Mac Users.
• Highlight the range C2:C14 by placing the mouse pointer over cell C2. Then left click and drag the mouse pointer down to cell C14.
• Click the Clear button in the Home tab of the Ribbon, which is next to the Cells group of commands (see Figure 1.22). This opens a drop-down menu that contains several options for removing or clearing data from a cell. Notice that you also have options for clearing just the formats in a cell or the hyperlinks in a cell.
• Click the Clear All option. This removes the data in the cell range.
• Click the Undo button. This replaces the data in the range C2:C14.
Adjusting Columns and Rows
There are a few entries in the worksheet that appear cut off. For example, the last letter of the word September cannot be seen in cell A11. This is because the column is too narrow for this word. The columns and rows on an Excel worksheet can be adjusted to accommodate the data that is being entered into a cell using three different methods. The following steps explain how to adjust the column widths and row heights in a worksheet:
1. Bring the mouse pointer between Column A and Column B in the Sheet1 worksheet, as shown in Figure 1.23. You will see the white block plus sign turn into double arrows.
2. Click and drag the column to the right so the entire word September in cell A11 can be seen. As you drag the column, you will see the column width tip box. This box displays the number of characters that will fit into the column using the Calibri 11-point font which is the default setting for font/size.
3. Release the left mouse button.
You may find that using the click-and-drag method is inefficient if you need to set a specific character width for one or more columns. Steps 1 through 6 illustrate a second method for adjusting column widths when using a specific number of characters:
1. Click any cell location in Column A by moving the mouse pointer over a cell location and clicking the left mouse button. You can highlight cell locations in multiple columns if you are setting the same character width for more than one column.
2. In the Home tab of the Ribbon, left click the Format button in the Cells group.
3. Click the Column Width option from the drop-down menu. This will open the Column Width dialog box.
4. Type the number 13 and click the OK button on the Column Width dialog box. This will set Column A to this character width (see Figure 1.24).
5. Once again bring the mouse pointer between Column A and Column B so that the double arrow pointer displays and then double-click to activate AutoFit. This features adjusts the column width based on the longest entry in the column.
6. Use the Column Width dialog box (step 6 above) to reset the width to 13.
Keyboard Shortcuts
Column Width
• Press the ALT key on your keyboard, then press the letters H, O, and W one at a time.
• This keyboard shortcut is not available for Excel for Mac
Steps 1 through 4 demonstrate how to adjust row height, which is similar to adjusting column width:
1. Click cell A15.
2. In the Home tab of the Ribbon, left click the Format button in the Cells group.
3. Click the Row Height option from the drop-down menu. This will open the Row Height dialog box.
4. Type the number 24 and click the OK button on the Row Height dialog box. This will set Row 15 to a height of 24 points. A point is equivalent to approximately 1/72 of an inch. This adjustment in row height was made to create space between the totals for this worksheet and the rest of the data.
Keyboard Shortcuts
Row Height
• Press the ALT key on your keyboard, then press the letters H, O, and H one at a time.
• This keyboard shortcut is not available for Excel for Mac
Figure 1.25 shows the appearance of the worksheet after Column A and Row 15 are adjusted.
Skill Refresher
Adjusting Columns and Rows
1. Activate at least one cell in the row or column you are adjusting.
2. Click the Home tab of the Ribbon.
3. Click the Format button in the Cells group.
4. Click either Row Height or Column Width from the drop-down menu.
5. Enter the Row Height in points or Column Width in characters in the dialog box.
6. Click the OK button.
Hiding Columns and Rows
In addition to adjusting the columns and rows on a worksheet, you can also hide columns and rows. This is a useful technique for enhancing the visual appearance of a worksheet that contains data that is not necessary to display. These features will be demonstrated using the GMW Sales Data workbook. However, there is no need to have hidden columns or rows for this worksheet. The use of these skills here will be for demonstration purposes only.
1. Click cell C1.
2. Click the Format button in the Home tab of the Ribbon.
3. Place the mouse pointer over the Hide & Unhide option in the drop-down menu. This will open a submenu of options.
4. Click the Hide Columns option in the submenu of options (see Figure 1.26). This will hide Column C.
Keyboard Shortcuts
Hiding Columns
• Hold down the CTRL key while pressing the number 0 on your keyboard.
• Same for Mac Users
Figure 1.27 shows the workbook with Column C hidden in the Sheet1 worksheet. You can tell a column is hidden by the missing letter C.
To unhide a column, follow these steps:
1. Select the range B1:D1.
2. Click the Format button in the Home tab of the Ribbon.
3. Place the mouse pointer over the Hide & Unhide option in the drop-down menu.
4. Click the Unhide Columns option in the submenu of options. Column C will now be visible on the worksheet.
Keyboard Shortcuts
Unhiding Columns
• Highlight cells on either side of the hidden column(s), then hold down the CTRL key and the SHIFT key while pressing the close parenthesis key ()) on your keyboard.
• Mac Users: Hold down Control and Shift keys and press the number 0
The following steps demonstrate how to hide rows, which is similar to hiding columns:
1. Click cell A3.
2. Click the Format button in the Home tab of the Ribbon.
3. Place the mouse pointer over the Hide & Unhide option in the drop-down menu. This will open a submenu of options.
4. Click the Hide Rows option in the submenu of options. This will hide Row 3.
Keyboard Shortcuts
Hiding Rows
• Hold down the CTRL key while pressing the number 9 key on your keyboard.
• Same for Mac Users
To unhide a row, follow these steps:
1. Select the range A2:A4.
2. Click the Format button in the Home tab of the Ribbon.
3. Place the mouse pointer over the Hide & Unhide option in the drop-down menu.
4. Click the Unhide Rows option in the submenu of options. Row 3 will now be visible on the worksheet.
Keyboard Shortcuts
Unhiding Rows
• Highlight cells above and below the hidden row(s), then hold down the CTRL key and the SHIFT key while pressing the open parenthesis key (() on your keyboard.
• Mac Users: Hold down Control and Shift keys and press the number 9
Integrity Check
Hidden Rows and Columns
In most careers, it is common for professionals to use Excel workbooks that have been designed by a coworker. Before you use a workbook developed by someone else, always check for hidden rows and columns. You can quickly see whether a row or column is hidden if a row number or column letter is missing.
Skill Refresher
Hiding Columns and Rows
1. Activate at least one cell in the row(s) or column(s) you are hiding.
2. Click the Home tab of the Ribbon.
3. Click the Format button in the Cells group.
4. Place the mouse pointer over the Hide & Unhide option.
5. Click either the Hide Rows or Hide Columns option.
Unhiding Columns and Rows
1. Highlight the cells above and below the hidden row(s) or to the left and right of the hidden column(s).
2. Click the Home tab of the Ribbon.
3. Click the Format button in the Cells group.
4. Place the mouse pointer over the Hide & Unhide option.
5. Click either the Unhide Rows or Unhide Columns option.
Inserting Columns and Rows
Using Excel workbooks that have been created by others is a very efficient way to work because it eliminates the need to create data worksheets from scratch. However, you may find that to accomplish your goals, you need to add additional columns or rows of data. In this case, you can insert blank columns or rows into a worksheet. The following steps demonstrate how to do this:
1. Click cell C1.
2. Click the down arrow on the Insert button in the Home tab of the Ribbon (see Figure 1.28).
1. Click the Insert Sheet Columns option from the drop-down menu (see Figure 1.29). A blank column will be inserted to the left of Column C. The contents that were previously in Column C now appear in Column D. Note that columns are always inserted to the left of the activated cell.
Keyboard Shortcuts
Inserting Columns
• Press the ALT key and then the letters H, I, and C one at a time. A column will be inserted to the left of the activated cell.
• Mac Users: First hold down the Control key and press the spacebar to select the column; then hold down the Shift and Controls keys and press the + symbol
1. Click cell A3.
2. Click the down arrow on the Insert button in the Home tab of the Ribbon (see Figure 1.28).
3. Click the Insert Sheet Rows option from the drop-down menu (see Figure 1.29). A blank row will be inserted above Row 3. The contents that were previously in Row 3 now appear in Row 4. Note that rows are always inserted above the activated cell.
Keyboard Shortcuts
Inserting Rows
• Press the ALT key and then the letters H, I, and R one at a time. A row will be inserted above the activated cell.
• Mac Users: First hold down the Shift key and press the spacebar to select the row; then hold down the Shift and Controls keys and press the + symbol
Skill Refresher
Inserting Columns and Rows
1. Activate the cell to the right of the desired blank column or below the desired blank row.
2. Click the Home tab of the Ribbon.
3. Click the down arrow on the Insert button in the Cells group.
4. Click either the Insert Sheet Columns or Insert Sheet Rows option.
Moving Data
Once data are entered into a worksheet, you have the ability to move it to different locations. The following steps demonstrate how to move data to different locations on a worksheet:
1. Select the range D2:D15.
2. Bring the mouse pointer to the left edge of cell D2. You will see the white block plus sign change to cross arrows (see Figure 1.30). This indicates that you can left click and drag the data to a new location.
Mac Users: when the mouse hovers over the left edge of cell D2, the pointer will turn into a small hand that looks like this:
1. Left Click and drag the mouse pointer to cell C2.
2. Release the left mouse button. The data now appears in Column C.
3. Click the Undo button in the Quick Access Toolbar. This moves the data back to Column D.
Integrity Check
Moving Data
Before moving data on a worksheet, make sure you identify all the components that belong with the series you are moving. For example, if you are moving a column of data, make sure the column heading is included. Also, make sure all values are highlighted in the column before moving it.
Deleting Columns and Rows
You may need to delete entire columns or rows of data from a worksheet. This need may arise if you need to remove either blank columns or rows from a worksheet or columns and rows that contain data. The methods for removing cell contents were covered earlier and can be used to delete unwanted data. However, if you do not want a blank row or column in your workbook, you can delete it using the following steps:
1. Click cell A3.
2. Click the down arrow on the Delete button in the Cells group in the Home tab of the Ribbon.
3. Click the Delete Sheet Rows option from the drop-down menu (see Figure 1.31). This removes Row 3 and shifts all the data (below Row 2) in the worksheet up one row.
Keyboard Shortcuts
Deleting Rows
• Press the ALT key and then the letters H, D, and R one at a time. The row with the activated cell will be deleted.
• Mac Users: First hold down the Shift key and press the spacebar to select the row; then hold down Control key and press the – symbol
1. Click cell C1.
2. Click the down arrow on the Delete button in the Cells group in the Home tab of the Ribbon.
3. Click the Delete Sheet Columns option from the drop-down menu (see Figure 1.31). This removes Column C and shifts all the data in the worksheet (to the right of Column B) over one column to the left.
4. Save the changes to your workbook by clicking either the Save button on the Home ribbon; or by selecting the Save option from the File menu.
Keyboard Shortcuts
Deleting Columns
• Press the ALT key and then the letters H, D, and C one at a time. The column with the activated cell will be deleted.
• Mac Users: First hold down the Control key and press the spacebar to select the column; then hold down Control key and press the – symbol
Skill Refresher
Deleting Columns and Rows
1. Activate any cell in the row or column that is to be deleted.
2. Click the Home tab of the Ribbon.
3. Click the down arrow on the Delete button in the Cells group.
4. Click either the Delete Sheet Columns or the Delete Sheet Rows option.
Key Takeaways
• Column headings should be used in a worksheet and should accurately describe the data contained in each column.
• Using symbols such as dollar signs when entering numbers into a worksheet can slow down the data entry process.
• Worksheets must be carefully proofread when data has been manually entered.
• The Undo command is a valuable tool for recovering data that was deleted from a worksheet.
• When using a worksheet that was developed by someone else, look carefully for hidden columns or rows.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.02%3A_1.2-Entering_Editing_and_Managing_Data.txt |
Learning Objectives
• Use formatting techniques as introduced in the Excel Spreadsheet Guidelines to enhance the appearance of a worksheet.
• Understand how to align data in cell locations.
• Examine how to enter multiple lines of text in a cell location.
• Understand how to add borders to a worksheet.
• Examine how to use the AutoSum feature to calculate totals.
• Use the Cut, Copy, and Paste commands to manipulate the data on a worksheet.
• Understand how to move, rename, insert, and delete worksheet tabs.
This section addresses formatting commands that can be used to enhance the visual appearance of a worksheet. It also provides an introduction to mathematical calculations. The skills introduced in this section will give you powerful tools for analyzing the data that we have been working with in this workbook and will highlight how Excel is used to make key decisions in virtually any career. Additionally, Excel Spreadsheet Guidelines for format and appearance will be introduced as a format for the course and spreadsheets submitted.
Formatting Data and Cells
Enhancing the visual appearance of a worksheet is a critical step in creating a valuable tool for you or your coworkers when making key decisions. There are accepted professional formatting standards when spreadsheets contain only currency data. For this course, we will use the following Excel Guidelines for Formatting. The first figure displays how to use Accounting number format when ALL figures are currency. Only the first row of data and the totals should be formatted with the Accounting format. The other data should be formatted with Comma style. There also needs to be a Top Border above the numbers in the total row. If any of the numbers have cents, you need to format all of the data with two decimal places.
Often, your Excel spreadsheet will contain values that are both currency and non-currency in nature. When that is the case, you’ll want to use the guidelines in the following figure:
The following steps demonstrate several fundamental formatting skills that will be applied to the workbook that we are developing for this chapter. Several of these formatting skills are identical to ones that you may have already used in other Microsoft applications such as Microsoft Word or Microsoft PowerPoint.
1. Select the range A2:D2. Click the Bold button in the Font group of commands in the Home tab of the ribbon.
2. Click the Border button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.32). Select the Bottom Border option from the list to achieve the goal of a border on the bottom of row 2 below the column headings.
Keyboard Shortcuts
Bold Format
• Hold down the CTRL key while pressing the letter B on your keyboard.
• Mac Users: Hold the Control key and press the letter B or hold down the Command key and press the letter B
1. Select the range A15:D15.
2. Click the Bold button in the Font group of commands in the Home tab of the Ribbon.
3. Click the Border button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.32). Select the Top Border option from the list to achieve the goal of a border on the top of row 15 where totals will eventually display.
Keyboard Shortcuts
Italics Format
• Hold the CTRL key while pressing the letter I on your keyboard.
• Mac Users: Hold the Control key and press the letter I or hold down the Command key and press the letter I
Keyboard Shortcuts
Underline Format
• Hold the CTRL key while pressing the letter U on your keyboard.
• Mac Users: Hold the Control key and press the letter U or hold down the Command key and press the letter U
Why?
Format Column Headings and Totals
Applying formatting enhancements to the column headings and column totals in a worksheet is a very important technique, especially if you are sharing a workbook with other people. These formatting techniques allow users of the worksheet to clearly see the column headings that define the data. In addition, the column totals usually contain the most important data on a worksheet with respect to making decisions, and formatting techniques allow users to quickly see this information.
1. Select the range B3:B14.
2. Click the Comma Style button in the Number group of commands in the Home tab of the Ribbon. This feature adds a comma as well as two decimal places. (see Figure 1.33).
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Figure 1.33 Number Group of Commands
3. Since the figures in this range do not include cents, click the Decrease Decimal button in the Number group of commands in the Home tab of the Ribbon two times (see Figure 1.33).
4. The numbers will also be reduced to zero decimal places.
5. Select the range C3:C14.
6. Click the Accounting Number Format button in the Number group of commands in the Home tab of the Ribbon (see Figure 1.33). This will add the US currency symbol and two decimal places to the values. This format is common when working with pricing data. As discussed above in the Formatting Data and Cells section, you will want to use Accounting format on all values in this range since the worksheet contains non-currency as well as currency data.
7. Select the range D3:D14.
8. Again, select the Accounting Number Format; this will add the US currency symbol to the values as well as two decimal places.
9. Click the Decrease Decimal button in the Number group of commands in the Home tab of the Ribbon.
10. This will add the US currency symbol to the values and reduce the decimal places to zero since there are no cents in these figures.
11. Select the range A1:D1.
12. Click the down arrow next to the Fill Color button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.34). This will add background fill color the range for a worksheet title when entered.
1. Click the Blue, Accent 1, Darker 25% color from the palette (see Figure 1.34). Notice that as you move the mouse pointer over the color palette, you will see a preview of how the color will appear in the highlighted cells. Experiment with this feature.
2. Click on A1 and enter the worksheet title: Merchandise City, USA and click on the check mark in the formula bar to enter this information.
3. Since the black font is difficult to read on the blue background, you’ll change the font color to be more visible. Click the down arrow next to the Font Color button in the Font group of commands in the Home tab of the Ribbon; select White as the font color for this range (see Figure 1.32).
4. Select the range A1:D1 and format for Italics by clicking on “I” in the Font group.
5. Click the drop-down arrow on the right side of the Font button in the Home tab of the Ribbon; select Arial as the font for this range and format for Bold click on “Bin the Font group. (see Figure 1.32).
6. Notice that as you move the mouse pointer over the font style options, you can see the font change in the highlighted cells.
7. Expand the column width of Column D to 14 characters.
Why?
Pound Signs (####) Appear in Columns
When a column is too narrow for a long number, Excel will automatically convert the number to a series of pound signs (####). In the case of words or text data, Excel will only show the characters that fit in the column. However, this is not the case with numeric data because it can give the appearance of a number that is much smaller than what is actually in the cell. To remove the pound signs, increase the width of the column.
Figure 1.35 shows how the Sheet1 worksheet should appear after the formatting techniques are applied.
Data Alignment (Wrap Text, Merge Cells, and Center)
The skills presented in this segment show how data are aligned within cell locations. For example, text and numbers can be centered in a cell location, left justified, right justified, and so on. In some cases you may want to stack multiword text entries vertically in a cell instead of expanding the width of a column. This is referred to as wrapping text. These skills are demonstrated in the following steps:
1. Select the range A2:D2.
2. Click the Center button in the Alignment group of commands in the Home tab of the Ribbon (see Figure 1.36). This will center the column headings in each cell location.
1. Click the Wrap Text button in the Alignment group (see Figure 1.36). The height of Row 2 automatically expands, and the words that were cut off because the columns were too narrow are now stacked vertically.
Keyboard Shortcuts
Wrap Text
• Press the ALT key and then the letters H and W one at a time.
• There is no equivalent shortcut for Excel for Mac
Why?
Wrap Text
The benefit of using the Wrap Text command is that it significantly reduces the need to expand the column width to accommodate multiword column headings. The problem with increasing the column width is that you may reduce the amount of data that can fit on a piece of paper or one screen. This makes it cumbersome to analyze the data in the worksheet and could increase the time it takes to make a decision.
1. Select the range A1:D1.
2. Click the down arrow on the right side of the Merge & Center button in the Alignment group of commands in the Home tab of the Ribbon.
3. Click the Merge & Center option (see Figure 1.37). This will create one large cell location running across the top of the data set and center the text in that cell.
Keyboard Shortcuts
Merge Commands
• Merge & Center: Press the ALT key and then the letters H, M, and C one at a time.
• Merge Cells: Press the ALT key and then the letters H, M, and M one at a time.
• Unmerge Cells: Press the ALT key and then the letters H, M, and U one at a time.
• There are no equivalent shortcuts for Excel for Mac
Why?
Merge & Center
One of the most common reasons the Merge & Center command is used is to center the title of a worksheet directly above the columns of data. Once the cells above the column headings are merged, a title can be centered above the columns of data. It is very difficult to center the title over the columns of data if the cells are not merged.
Figure 1.38 shows the Sheet1 worksheet with the data alignment commands applied. The reason for merging the cells in the range A1:D1 will become apparent in the next segment.
Skill Refresher
Wrap Text
1. Activate the cell or range of cells that contain text data.
2. Click the Home tab of the Ribbon.
3. Click the Wrap Text button.
Merge Cells
1. Highlight a range of cells that will be merged.
2. Click the Home tab of the Ribbon.
3. Click the down arrow next to the Merge & Center button.
4. Select an option from the Merge & Center list.
Entering Multiple Lines of Text
In the Sheet1 worksheet, the cells in the range A1:D1 were merged for the purposes of adding a title to the worksheet. This worksheet will contain both a title and a subtitle. The following steps explain how you can enter text into a cell and determine where you want the second line of text to begin:
1. Click cell A1. Since the cells were merged, clicking cell A1 will automatically activate the range A1:D1. Position your mouse to the end of the title, directly after the “A” in the word “USA” and double-click to get a cursor (flashing I-beam).
2. Hold down the ALT key and press the ENTER key. This will start a new line of text in this cell location.
3. Type the text Retail Sales and press the ENTER key.
4. Select cell A1. Then click the Bold buttons in the Font group of commands in the Home tab of the Ribbon so that the titles are now in Bold and Italics.
5. Increase the height of Row 1 to 30 points. Once the row height is increased, all the text typed into the cell will be visible (see Figure 1.39).
Skill Refresher
Entering Multiple Lines of Text
1. Activate a cell location.
2. Type the first line of text.
3. Hold down the ALT key and press the ENTER key.
4. Type the second line of text and press the ENTER key.
Borders (Adding Lines to a Worksheet)
In Excel, adding custom lines to a worksheet is known as adding borders. Borders are different from the grid lines that appear on a worksheet and that define the perimeter of the cell locations. The Borders command lets you add a variety of line styles to a worksheet that can make reading the worksheet much easier. The following steps illustrate methods for adding preset borders and custom borders to a worksheet:
1. Click the down arrow to the right of the Borders button in the Font group of commands in the Home page of the Ribbon to view border options. (see Figure 1.40).
1. Select the range A1:D15. Left click the All Borders option from the Borders drop-down menu (see Figure 1.40). This will add vertical and horizontal lines to the range A1:D15.
2. Select the range A2:D2 .
3. Click the down arrow to the right of the Borders button.
4. Left click the Thick Bottom Border option from the Borders drop-down menu.
5. Select the range A14:D14 and apply a Thick Bottom Border from the drop-down menu. The thick border will help maintain the Excel Formatting Guidelines.
6. Select the range A1:D15.
7. Click the down arrow to the right of the Borders button.
8. Click More Borders… at the bottom of the List.
9. This will open the Format Cells dialog box (see Figure 1.41). You can access all formatting commands in Excel through this dialog box.
10. In the Style section of the Borders tab, click the thickest line style (see Figure 1.41).
11. Click the Outline button in the Presets section (see Figure 1.41).
12. Click the OK button at the bottom of the dialog box (see Figure 1.41).
Skill Refresher
Preset Borders
1. Highlight a range of cells that require borders.
2. Click the Home tab of the Ribbon.
3. Click the down arrow next to the Borders button.
4. Select an option from the preset borders list.
Custom Borders
1. Highlight a range of cells that require borders.
2. Click the Home tab of the Ribbon.
3. Click the down arrow next to the Borders button.
4. Select the More Borders option at the bottom of the options list.
5. Select a line style and line color.
6. Select a placement option.
7. Click the OK button on the dialog box.
AutoSum
You will see at the bottom of Figure 1.42 that Row 15 is intended to show the totals for the data in this worksheet. Applying mathematical computations to a range of cells is accomplished through functions in Excel. Chapter 2 will review mathematical formulas and functions in detail. However, the following steps will demonstrate how you can quickly sum the values in a column of data using the AutoSum command:
1. Click cell B15 in the Sheet1 worksheet.
2. Click the Formulas tab of the Ribbon.
3. Click the down arrow below the AutoSum button in the Function Library group of commands (see Figure 1.43). Note that the AutoSum button can also be found in the Editing group of commands in the Home tab of the Ribbon.
1. Click the Sum option from the AutoSum drop down menu. The first click will display a flashing marquee around the range. Click the check mark next to the Formula bar to complete the function.
2. Excel will provide a total for the values in the Unit Sales column.
3. Click cell D15. It would not make sense to total the averages in column C so C15 will be left blank.
4. Repeat steps 3 through 5 to sum the values in the Sales Dollars column (see Figure 1.44).
5. Click cell C15 to explore other AutoSum selections. Select the COUNT function from the list; Excel will return “12” for the number of months (rows). Excel will also display indicators of a green arrow in the corner of C15 and an exclamation point in yellow. These indicate that the function in this cell varies from the other functions in row 15. They can be ignored and do not print.
6. Click cell C15 again; this time selecting the MAX option from the list. Excel will display \$19.99. This reflects the Maximum Average Price in column C.
7. Click cell C15 and delete the contents in this cell.
Skill Refresher
AutoSum
1. Highlight a cell location below or to the right of a range of cells that contain numeric values.
2. Click the Formulas tab of the Ribbon.
3. Click the down arrow below the AutoSum button.
4. Select a mathematical function from the list.
Moving, Renaming, Inserting, and Deleting Worksheets
The default names for the worksheet tabs at the bottom of workbook are Sheet1, Sheet2, and so on. However, you can change the worksheet tab names to identify the data you are using in a workbook. Additionally, you can change the order in which the worksheet tabs appear in the workbook. The following steps explain how to rename and move the worksheets in a workbook:
1. Double click the Sheet1 worksheet tab at the bottom of the workbook (see Figure 1.45). Type the name Sales by Month.
2. Press the ENTER key on your keyboard.
3. Click the + to the right of the newly named worksheet.
4. Type the name Unit Sales Rank to prepare the worksheet for future use.
5. Press the ENTER key on your keyboard.
1. Click the + to add another worksheet tab.
2. Click the Home tab of the Ribbon.
3. Click the down arrow on the Delete button in the Cells group of commands.
4. Click the Delete Sheet option from the drop-down list. This removes the unneeded worksheet.
5. Click the Delete button on the Delete warning box (if a warning box appears).
6. Complete the steps above to delete the newly named Unit Sales Rank worksheet since it’s decided that worksheet is also unnecessary so that you are left with just one worksheet.
7. Excel incorporates Spell Check which is located on the Review Ribbon. Clicking on the tool will allow Excel to check Spelling of alphabetic entries and allow for corrections. It’s a good habit to always use Spell Check your work before saving/printing.
1. Save the changes to your workbook by clicking either the Save button on the Home ribbon; or by selecting the Save option from the File menu.
Integrity Check
Deleting Worksheets
Be very cautious when deleting worksheets that contain data. Once a worksheet is deleted, you cannot use the Undo command to bring the sheet back. Deleting a worksheet is a permanent command.
Keyboard Shortcuts
Inserting New Worksheets
• Press the SHIFT key and then the F11 key on your keyboard. Same for Excel for Mac.
Figure 1.46 shows the final appearance of the Merchandise City, USA workbook.
Skill Refresher
Renaming Worksheets
1. Double click the worksheet tab.
2. Type the new name.
3. Press the ENTER key.
Moving Worksheets
1. Left click the worksheet tab.
2. Drag it to the desired position.
Deleting Worksheets
1. Open the worksheet to be deleted.
2. Click the Home tab of the Ribbon.
3. Click the down arrow on the Delete button.
4. Select the Delete Sheet option.
5. Click Delete on the warning box.
Key Takeaways
• Formatting skills are critical for creating worksheets that are easy to read and have a professional appearance.
• A series of pound signs (####) in a cell location indicates that the column is too narrow to display the number entered.
• Using the Wrap Text command allows you to stack multiword column headings vertically in a cell location, reducing the need to expand column widths.
• Use the Merge & Center command to center the title of a worksheet directly over the columns that contain data.
• Adding borders or lines will make your worksheet easier to read and helps to separate the data in each column and row.
• You cannot use the Undo command to bring back a worksheet that has been deleted.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.03%3A_1.3-Formatting_and_Data_Analysis.txt |
Learning Objectives
• Use the Page Layout tab to prepare a worksheet for printing.
• Add headers and footers to a printed worksheet.
• Examine how to print worksheets and workbooks.
Once you have completed a workbook, it is good practice to select the appropriate settings for printing. These settings are in the Page Layout tab of the Ribbon and discussed in this section of the chapter.
Page Setup
Before you can properly print the worksheets in a workbook, you must establish appropriate settings. The following steps explain several of the commands in the Page Layout tab of the Ribbon used to prepare a worksheet for printing:
1. Open the CH1 Merchandise City Sales Data workbook, if it is not already open.
2. Click the Page Layout tab of the Ribbon.
3. Click the Margins button in the Page Setup group of commands. This will open a drop-down list of options for setting the margins of your printed document.
4. Click the Wide option from the Margins drop-down list. (see Figure 1.47)
5. Click the Orientation button in the Page Setup and select Landscape.
6. Click on the arrow to the bottom right of the Page Setup category to launch the Page Setup options dialog box. Mac Users: there is no “arrow at the bottom right of the Page Setup category”. Simply click the Page Setup button on the Page Layout tab.
7. Click the Margins tab and locate “Center on Page”. Click the boxes to Horizontally and Vertically center the data on the worksheet. Click OK.
Why?
Use Print Settings
Because professionals often share Excel workbooks, it is a good practice to select the appropriate print settings in the Page Layout tab even if you do not intend to print the worksheets in a workbook. It can be extremely frustrating for recipients of a workbook who wish to print your worksheets to find that the necessary print settings have not been selected. This may reflect poorly on your attention to detail, especially if the recipient of the workbook is your boss.
Table 1.2 Printing Resources: Purpose and Use for Page Setup Commands
Command Purpose Use
Margins Sets the top, bottom, right, and left margin space for the printed document 1. Click the Page Layout tab of the Ribbon.
2. Click the Margin button.
3. Click one of the preset margin options or click Custom Margins.
Orientation Sets the orientation of the printed document to either portrait or landscape 1. Click the Page Layout tab of the Ribbon.
2. Click the Orientation button.
3. Click one of the preset orientation options.
Size Sets the paper size for the printed document 1. Click the Page Layout tab of the Ribbon.
2. Click the Size button.
3. Click one of the preset paper size options or click More Paper Sizes.
Print Area Used for printing only a specific area or range of cells on a worksheet 1. Highlight the range of cells on a worksheet that you wish to print.
2. Click the Page Layout tab of the Ribbon.
3. Click the Print Area button.
4. Click the Set Print Area option from the drop-down list.
Breaks Allows you to manually set the page breaks on a worksheet 1. Activate a cell on the worksheet where the page break should be placed. Breaks are created above and to the left of the activated cell.
2. Click the Page Layout tab of the Ribbon.
3. Click the Breaks button.
4. Click the Insert Page Break option from the drop-down list.
Background Adds a picture behind the cell locations in a worksheet 1. Click the Page Layout tab of the Ribbon.
2. Click the Background button.
3. Select a picture stored on your computer or network.
Print Titles Used when printing large data sets that are several pages long. This command will repeat the column headings at the top of each printed page. 1. Click the Page Layout tab of the Ribbon.
2. Click the Print Titles button.
3. Click in the Rows to Repeat at Top input box in the Page Setup dialog box.
4. Click any cell in the row that contains the column headings for your worksheet.
5. Click the OK button at the bottom of the Page Setup dialog box.
Headers and Footers
When printing worksheets from Excel, it is common to add headers and footers to the printed document. Information in the header or footer could include the date, page number, file name, company name, and so on. The following steps explain how to add headers and footers to the Merchandise City, USA Retail Sales worksheet.
1. Click the Insert Ribbon and click on Header & Footer at the right end of the ribbon (located in the Text group). You will see the Design tab added to the Ribbon; this is used for creating the headers and footers for the printed worksheet. Also, this will convert the view of the worksheet from Normal to Page Layout (see Figure 1.48). This Page Layout view makes adding Headers & Footers easy and provides key features to incorporate.
2. Click on the Current Date icon to add the date to the left section of the worksheet Header. The &[Date] symbols which will toggle to a Date format when you click outside of this area.
1. Type your name in the center section of the Header.
2. Place the mouse pointer over the left section of the Header and left click (see Figure 1.48).
3. Click the Go to Footer button in the Navigation group of commands in the Design tab of the Ribbon.
4. Place the mouse pointer over the far right section of the footer and left click.
5. Click the Page Number button (you may need to click on the Design tab again) in the Header & Footer Elements group of commands in the Design tab of the Ribbon. This view will display as &[Page] until printed or until you return to normal view.
6. Click any cell location outside the header or footer area. The Design tab for creating headers and footers will disappear.
7. Click the Normal view button in the lower right side of the Status Bar (see Figure 1.49).
Printing Worksheets and Workbooks
Once you have established the print settings for the worksheets in a workbook and have added headers and footers, you are ready to print your worksheets. The following steps explain how to print the worksheets in the Merchandise City, USA Sales workbook:
1. Click the File tab on the Ribbon.
2. Click the Print option on the left side of the Backstage view (see Figure 1.50). On the right side of the Backstage view, you will be able to see a preview of your printed worksheet.
1. Click the Print Active Sheets button in the Print section of the Backstage view (see Figure 1.50).
2. If your instructor has asked you to print your work, click the Print button.
3. Click the Home tab of the Ribbon.
4. Save and close the workbook.
Key Takeaways
• The commands in the Page Layout tab of the Ribbon are used to prepare a worksheet for printing.
• You can add headers and footers to a worksheet to show key information such as page numbers, the date, the file name, your name, and so on.
• The Print commands are in the File tab of the Ribbon.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.04%3A_Printing.txt |
To assess your understanding of the material covered in the chapter, complete the following assignment.
Basic Monthly Budget for Medical Office
Download Data File: PR1 Data
Creating and maintaining budgets are common practices in many careers. Budgets play a critical role in helping a business or household control expenditures. In this exercise you will create a budget for a hypothetical medical office while reviewing the skills covered in this chapter.
1. Open the file name PR1 Data, then Save As PR1 Medical Office Budget.
2. Activate all the cell locations in the Sheet1 worksheet by clicking the Select All button in the upper left corner of the worksheet.
1. In the Home tab of the Ribbon, set the font style to Arial and the font size to 12 points. Then click any cell to Deselect.
2. Increase the width of Column A so all the entries in the range A3:A8 are visible. Place the mouse pointer between the letter A and letter B of Column A and Column B. When the mouse pointer changes to a double arrow, left click and drag it to the right until the character width is approximately 18.00.
3. Enter Quarter 1 in cell B2.
4. Use AutoFill to complete the headings in the range C2:E2. Activate cell B2 and place the mouse pointer over the Fill Handle.
5. Select the range B2:E2 and click the Format button in the Home tab of the Ribbon. Click the Column Width option, type 11.57 in the Column Width dialog box, and then click the OK button in the Column Width dialog box.
6. Enter the words Medical Office Budget in cell A1.
7. Insert a blank column between Columns A and B by clicking on any cell in Column B. Then, click the drop-down arrow of the Insert button in the Home tab of the Ribbon. Click the Insert Sheet Columns option.
8. Enter the words Budget Cost in cell B2.
9. Adjust the width of Column B to approximately 12.0 characters.
10. Select the range A1:F1 and click the Merge & Center button in the Home tab of the Ribbon to merge the cells in that range.
11. Make the following format adjustments to the range A1:F1: bold; italics; change the font size to 14 points; change the cell fill color to Aqua, Accent 5, Darker 50%; and change the font color to white.
12. Increase the height of Row 1 to approximately 24.75 points.
13. Make the following format adjustment to the range A2:F2: bold; and fill color to Tan, Background 2, Darker 10%. Center the column titles so that they are horizontally centered in each cell.
14. Select B2 and choose the Wrap Text button in the Home tab of the Ribbon. Increase the height of Row 2 to approximately 30 points.
15. Copy cell C3 and paste the contents into the range D3:F3.
16. Copy the contents in the range C6:C8 by highlighting the range and clicking the Copy button in the Home tab of the Ribbon. Then, highlight the range D6:F8 and click the Paste button in the Home tab of the Ribbon.
17. Calculate the total budget for all four quarters for the salaries. Click cell B3 and click the down arrow on the AutoSum button in the Formulas tab of the Ribbon. Click the Sum option from the drop-down list. Then, highlight the range C3:F3 and press the ENTER key on your keyboard.
18. Copy the formula in cell B3 and paste them into the range B4:B8.
19. Format the range B3:F8 with Accounting format and zero decimal places.
If any of the cells display pound symbols (######), simply widen the column to display the values again.
20. Select the range A1:F8 and click the down arrow next to the Borders button in the Home tab of the Ribbon. Select the All Borders option from the drop-down list.
21. Double click the Sheet1 worksheet tab to change the name of Sheet1 to the word Budget, and press the ENTER key. Delete any unnecessary worksheets.
22. Change the orientation of the Budget worksheet so it prints landscape instead of portrait.
23. Use Fit to 1 page so the Budget worksheet prints on one piece of paper, if it does not already.
24. Add a header to the Budget worksheet that shows the date in the upper left corner and your name in the center.
25. Add a footer to the Budget worksheet that shows the page number in the lower right corner.
26. Check the spelling on the worksheet and make any necessary changes. Save PR1 Medical Office Budget workbook.
27. Compare your work to the screenshot below and then submit the PR1 Medical Office Budget workbook as directed by your instructor.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.05%3A_Chapter_Practice.txt |
Sales and Inventory Items
Download Data File: SC1 Data
A key activity for marketing professionals is to analyze projected sales and inventory information. This is especially important for retail environments. This exercise utilizes the skills covered in this chapter to analyze sales and inventory data.
1. Open the file named SC1 Data and then Save As SC1 Sales and Inventory
2. In the Sheet1 worksheet, enter the word Totals in cell C14.
3. Format all the cells in Sheet1 to Century font style and a 12-point font size.
4. Set the column width for Columns A through G to 13.5.
5. Edit the entry in cell B2 to read “Item Number.”
6. Use AutoFill to fill the Item Numbers from B3 into the range B4:B13. The item numbers should increase by one as they are filled through the range.
7. Copy the contents of cell A3 and paste them into the range A4:A8.
8. Delete Column F.
9. Format the range A1:F2 so the text is Bold.
10. Set the alignment in the range A2:F2 to Wrap Text.
11. Prepare A1:F1 for the title text by changing the fill color of the cells in the range A1:F1 to Red, Accent 2, Darker 25%.
12. Make the following font changes to the range A1:F1: set the font color to white, add italics, and set the font size to 14.
13. Merge and center the cells in the range A1:F1.
14. Enter the title for this worksheet in the range A1:F1. The title should appear on two lines. The first line should read Status Report. The second line should read Sales and Inventory by Item.
15. Increase the height of Row 1 so the entire title is visible.
16. Format the values in the range C3:C13 with dollar signs and two decimal places.
17. Format the values in the range E3:F13 with comma style, zero decimal places.
18. In cell E14, use AutoSum to calculate the sum of the values in the range E3:E13.
19. In cell F14, use AutoSum to calculate the sum of the values in the range F3:F13.
20. Apply All Borders to the range A1:F14.
21. Add a thick bottom border to row 2; add a thick bottom border to row 13.
22. Add a thick line border around the perimeter of the range A1:F14.
23. Insert a new blank worksheet in the workbook (this will be Sheet4).
24. Delete Sheet3.
25. Move Sheet4 ahead of Sheet2 so the order of the worksheets is Sheet1, Sheet4, and Sheet2.
26. Rename the Sheet1 worksheet tab to “Status Report.”
27. Change the orientation of the Status Report worksheet so it prints landscape instead of portrait.
28. Add a header to the Status Report worksheet that shows the date (needs to update) in the upper left corner and your name in the center.
29. Add a footer to the Status Report worksheet that shows the page number in the lower right corner with the word “Page” before the number.
30. Center the worksheet both horizontally and vertically on the sheet.
31. Check the spelling of the worksheet and make any necessary changes. Save the SC1 Sales and Inventory workbook.
32. Submit the SC1 Sales and Inventory workbook as directed by your instructor.
Attribution
Adapted by Barbara Lave from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/01%3A_Fundamental_Skills/1.06%3A_Scored_Assessment.txt |
Perhaps the most valuable feature of Excel is its ability to produce mathematical outputs using the data in a workbook. This chapter reviews several mathematical outputs that you can produce in Excel through the construction of formulas and functions. The chapter begins with the construction of formulas for basic and complex mathematical computations. The second section reviews statistical functions, such as SUM, AVERAGE, MIN, and MAX, which can be applied to a range of cells. The last section of the chapter addresses functions used to calculate mortgage and lease payments as well as the valuation of investments. This chapter also shows how you can use data from multiple worksheets to construct formulas and functions. These skills will be demonstrated in the context of a personal cash budget, which is a vital tool for managing your money for long-term financial security. The personal budget objective will also provide you with several opportunities to demonstrate Excel’s what-if scenario capabilities, which highlight how formulas and functions automatically produce new outputs when one or more inputs are changed.
02: Mathematical Computations
Learning Objectives
• Learn how to create basic formulas.
• Understand relative referencing when copying and pasting formulas.
• Work with complex formulas by controlling the order of mathematical operations.
• Understand formula auditing tools.
This section reviews the fundamental skills for entering formulas into an Excel worksheet. The example used for this chapter is the construction of a personal budget. Most financial advisors recommend that all households construct and maintain a personal budget to achieve and maintain strong financial health. Organizing and maintaining a personal budget is a skill you can practice at any point in your life. Whether you are managing your expenses during college or maintaining the finances of a family of four, a personal budget can be a vital tool when making financial decisions. Excel can make managing your money a fun and rewarding exercise.
Open the Data File
Download Data File: CH2 Data
1. Open the Data file named CH2 Data and use the File/Save As command to save it with the new name CH2 Personal Budget.
Figure 2.1 shows the completed workbook that will be demonstrated in this chapter. Notice that this workbook contains four worksheets. The first worksheet, Budget Summary, serves as an overview of the data that was entered and calculated in the second and third worksheets, Budget Detail and Loan Payments. The second worksheet, Budget Detail, provides a detailed list of all the expenses and the third worksheet, Loan Payments, provides information regarding car payment and mortgage payment amounts. The last worksheet, Prepare to Print, has data that is unrelated to the budget worksheets but will be used in Section 2.4 – Preparing to Print.
Creating a Basic Formula
When formulas and cell references are used Excel will automatically recalculate when data is changed
Formulas are used to calculate a variety of mathematical outputs in Excel and can be used to create virtually any custom calculation required for your objective. Furthermore, when constructing a formula in Excel, you use cell addresses that, when added to a formula, become cell references. This means that Excel uses, or references, the number entered into the cell location when performing the calculation. As a result, when the numbers in the cells that are referenced are changed, Excel automatically recalculates the formula and produces a new result. This is what gives Excel the ability to create a variety of what-if scenarios, which will be explained later in the chapter.
To demonstrate the construction of a basic formula, we will begin working on the Budget Detail worksheet, which is shown in Figure 2.2. To complete this worksheet, we will enter some data, and then create several formulas and functions. Table 2.1 provides definitions for each of the spend categories listed in the range A3:A11. When you develop a personal budget, these categories are defined on the basis of how you spend your money. It is likely that every person could have different categories or define the same categories differently. Therefore, it is important to review the definitions in Table 2.1 to understand how we are defining these categories before proceeding.
Table 2.1 Spend Category Definitions
Category Definition
Utilities Electricity, heat, water, home phone, cable, Internet access
Cell Phone Cell phone plan and equipment charges
Food Groceries
Gas Cost of gas for vehicle
Clothes Clothes, shoes, and accessories
Insurance Renter, homeowner, and/or car insurance
Entertainment Activities like dining out, movie and theater tickets, parties, and so on
Vacation Vacation expenses
Miscellaneous Any other spending categories
The amount of money spent each month for each category, as well as the amount of money spent last year, is already entered into the worksheet. We will write formulas that will calculate the annual (yearly) amount spent, the percent of the total spent each category represents, as well as the percent change from last year’s spending to the current year.
The first formula will calculate the Annual Spend values. The formula will be constructed so that it takes the values in the Monthly Spend column and multiplies them by 12 (the number of months in a year). This will show how much money will be spent per year for each of the categories listed in Column A. Since the first category is Utilities, we will start by creating the formula to multiply the Monthly Spend amount in B3 by 12. This formula will be created in D3 – the Annual Spend cell for the Utilities category. This formula will be written as: =B3*12
Formulas always start with the equal sign. This signifies to Excel that the contents of the cell should be calculated, not just displayed as basic text or numbers.
1. Switch to the Budget Detail worksheet if needed. Click cell D3.
2. Type an equal sign = When the first character entered into a cell is an equal sign, it signals Excel to perform a calculation.
3. Type B3. This adds B3 to the formula, which is now a cell reference. Excel will use whatever value is entered into cell B3 in the calculation.
4. Type the * . This is the symbol for multiplication in Excel. As shown in Table 2.2 the mathematical operators in Excel are slightly different from those found on a typical calculator.
5. Type the number 12. This multiplies the value in cell B3 by 12. In this formula, a number, or constant, is used instead of a cell reference because it will not change. In other words, there will always be 12 months in a year.
6. Press the ENTER key. This enters the formula into the cell.
Table 2.2 Excel Mathematical Operators (move up)
Symbol Operation
+ Addition
Subtraction
/ Division
* Multiplication
^ Power/Exponent
Why?
Use Cell References
Cell references enable Excel to automatically recalculate when one or more inputs in the referenced cells are changed. Cell references also allow you to trace how results are being calculated in a formula. You should never use a calculator to determine a mathematical output and type it into the cell location of a worksheet. Doing so eliminates Excel’s cell-referencing benefits as well as your ability to trace a formula to determine how results are being calculated.
Use Universal Constants
There will be times when you are writing formulas that you will need to use universal constants, or numbers that do not change, such as the number of days in a week, weeks or months in a year, and so on. For example, if you are calculating the monthly cost of an item when you know the yearly cost, you will always divide by 12 since there are 12 months in a year. In this case, you use the constant of 12 instead of a cell reference because the number of months in a year never changes.
Figure 2.3 shows how the formula appears in cell D3 before you press the ENTER key. Figure 2.4 shows the result of the formula after you press the ENTER key, as well as the formula bar which displays the formula as it was entered in the cell.
The Annual Spend for Utilities is \$3,000 because the formula is taking the Monthly Spend in cell B3 and multiplying it by 12. If the value in cell B3 is changed, the formula automatically produces a new result.
Relative References (Copying and Pasting Formulas)
Once a formula is typed into a worksheet, it can be copied and pasted to other cell locations. For example, in cell D3 we have calculated the annual spend for the Utilities category, but this calculation needs to be performed for the rest of the cell locations in Column D. Since we used the B3 cell reference in the formula, Excel automatically adjusts that cell reference when the formula is copied and pasted into the rest of the cell locations in the column. This is called relative referencing and is demonstrated as follows:
1. Click cell D3.
2. Place the mouse pointer over the Auto Fill Handle in the bottom right corner of the cell.
3. When the mouse pointer turns from a white block plus sign to a black plus sign, click and drag down to cell D11. This pastes the formula into the range D4:D11.
4. Double click cell D6. Notice that the cell reference in the formula is automatically changed to B6.
5. Press the ENTER key.
Figure 2.5 shows the results added to the rest of the cell locations in the Annual Spend column. For each row, the formula takes the value in the Monthly Spend column and multiplies it by 12. You will also see that cell D6 has been double clicked to show the formula. Notice that Excel automatically changed the original cell reference of B3 to B6. This is the result of relative referencing, which means Excel automatically adjusts a cell reference relative to its original location when it is pasted into new cell locations. In this example, the formula was pasted into eight cell locations below the original cell location. As a result, Excel increased the row number of the original cell reference by a value of one for each row it was pasted into.
Why?
Use Relative Referencing
Relative referencing is a convenient feature in Excel. When you use cell references in a formula, Excel automatically adjusts the cell references when the formula is pasted into new cell locations. If this feature were not available, you would have to manually retype the formula when you want the same calculation applied to other cell locations in a column or row.
Creating Complex Formulas (Controlling the Order of Operations)
The next formula to be added to the Personal Budget workbook is the percent change over last year (Column F). This formula determines the difference between this year’s Annual Spend values (Column D) and the values in the Last Year Spend column (Column E) and shows the difference in terms of a percentage. This requires that the order of mathematical operations be controlled to get an accurate result.
Excel uses the standard mathematical order of operations, as defined in Table 2.3. When writing complex formulas it is important to remember this order of operations. You want to be sure that your formulas will calculate in the order you intend. To help you remember which operations will be performed first, you can use the acronym PEMDAS.
P – parentheses
E – exponents
MD – multiplication and division
AS – addition and subtraction
Table 2.3 shows the standard order of operations (PEMDAS) for a typical formula. To change the order of operations shown in the table, you can use parentheses to process certain mathematical calculations first.
Table 2.3 Standard Order of Mathematical Operations (PEMDAS)
Symbol Order
( ) Any calculation inside parentheses will be done first.
If there are layers of parentheses used in a formula, Excel computes the innermost parentheses first and the outermost parentheses last.
^ Excel executes any exponential computations next.
* or / Excel performs any multiplication or division computations next.
When there are multiple instances of these computations in a formula, they are executed in order from left to right.
+ or − Excel performs any addition or subtraction computations last.
When there are multiple instances of these computations in a formula, they are executed in order from left to right.
To create the Percent Change formula, we will need to use parentheses to control the order of the calculations. We need the difference of the two values to be found before the division is done, so we will use parentheses around the subtraction portion of the formula to indicate that calculation needs to be done first. This formula is added to the worksheet as follows:
1. Click cell F3 in the Budget Detail worksheet.
2. Type an equal sign =.
3. Type an open parenthesis (.
4. Click cell D3. This will add a cell reference to cell D3 to the formula. When building formulas, you can click cell locations instead of typing them.
5. Type a minus sign .
6. Click cell E3 to add this cell reference to the formula.
7. Type a closing parenthesis ).
8. Type the slash / symbol for division.
9. Click cell E3. This completes the formula that will calculate the percent change of last year’s actual spent dollars vs. this year’s budgeted spend dollars (see Figure 2.6).
10. Press the ENTER key.
11. Click cell F3 to activate it.
12. Place the mouse pointer over the Auto Fill Handle.
13. When the mouse pointer turns from a white block plus sign to a black plus sign, click and drag down to cell F11. This pastes the formula into the range F4:F11.
Figure 2.6 shows the formula that was added to the Budget Detail worksheet to calculate the percent change in spending. The parentheses were added to this formula to control the order of operations. Any mathematical computations placed in parentheses are executed first before the standard order of mathematical operations (see Table 2.3). In this case, if parentheses were not used, Excel would produce an erroneous result for this worksheet.
Figure 2.7 shows the result of the percent change formula if the parentheses are removed. The formula produces a result of a 299900% increase. Since there is no change between the LY spend and the budget Annual Spend, the result should be 0%. However, without the parentheses, Excel is following the standard order of operations. This means the value in cell E3 will be divided by E3 first (3,000/3,000), which is 1. Then, the value of 1 will be subtracted from the value in cell D3 (3,000−1), which is 2,999. Since cell F3 is formatted as a percentage, Excel expresses the output as an increase of 299900%.
Integrity Check
Does the Output of Your Formula Make Sense?
It is important to note that the accuracy of the output produced by a formula depends on how it is constructed. Therefore, always check the result of your formula to see whether it makes sense with data in your worksheet. As shown in Figure 2.7, a poorly constructed formula can give you an inaccurate result. In other words, you can see that there is no change between the Annual Spend and LY Spend for Household Utilities. Therefore, the result of the formula should be 0%. However, since the parentheses were removed in this case, the formula is clearly producing an erroneous result.
Skill Refresher
Formulas
1. Type an equal sign =.
2. Click or type a cell location. If using constants, type a number.
3. Type a mathematical operator.
4. Click or type a cell location. If using constants, type a number.
5. Use parentheses where necessary to control the order of operations.
6. Press the ENTER key.
Auditing Formulas
Excel provides a few tools that you can use to review the formulas entered into a worksheet. For example, instead of showing the outputs for the formulas used in a worksheet, you can have Excel show the formula as it was entered in the cell locations. This is demonstrated as follows:
1. With the Budget Detail worksheet open, click the Formulas tab of the Ribbon.
2. Click the Show Formulas button in the Formula Auditing group of commands. This displays the formulas in the worksheet instead of showing the mathematical outputs.
3. Click the Show Formulas button again. The worksheet returns to showing the output of the formulas.
You can also toggle Show Formulas on and off using the keyboard. Hold down the CTRL key while pressing the ` key.
Figure 2.8 shows the Budget Detail worksheet after activating the Show Formulas command in the Formulas tab of the Ribbon. As shown in the figure, this command allows you to view and check all the formulas in a worksheet without having to click each cell individually. After activating this command, the column widths in your worksheet increase significantly. The column widths were adjusted for the worksheet shown in Figure 2.8 so all columns can be seen. The column widths return to their previous width when the Show Formulas command is deactivated.
Skill Refresher
Show Formulas
1. Click the Formulas tab on the Ribbon.
2. Click the Show Formulas button in the Formula Auditing group of commands.
3. Click the Show Formulas button again to show formula outputs.
Keyboard Shortcuts
Show Formulas
• Hold down the CTRL key while pressing the accent symbol `. Same for Excel for Mac.
Two other tools in the Formula Auditing group of commands are the Trace Precedents and Trace Dependents commands. These commands are used to trace the cell references used in a formula. A precedent cell is a cell whose value is used in other cells. The Trace Precedents command shows an arrow to indicate the cells or ranges (precedents) which affect the active cell’s value. A dependent cell is a cell whose value depends on the values of other cells in the workbook. The Trace Dependents command shows where any given cell is referenced in a formula. The following is a demonstration of these commands:
1. Click cell D3.
2. Click the Trace Dependents button in the Formula Auditing group of commands in the Formulas tab of the Ribbon. A blue arrow appears, pointing to cell F3 (see Figure 2.9). This indicates that cell D3 is referenced in a formula entered in cell F3.
3. Click the Remove Arrows command in the Formula Auditing group of commands in the Formulas tab of the Ribbon. This removes the Trace Dependents arrow.
4. Click cell F3.
5. Click the Trace Precedents button in the Formula Auditing group of commands in the Formulas tab of the Ribbon. A blue arrow with dots in cells D3 and E3, and pointing to cell F3 appears (see Figure 2.10). This indicates that cells D3 and E3 are references in a formula entered in cell F3.
6. Click the Remove Arrows command in the Formula Auditing group of commands in the Formulas tab of the Ribbon. This removes the Trace Precedents arrow.
7. Save the CH2 Personal Budget file.
Figure 2.9 shows the Trace Dependents arrow on the Budget Detail worksheet. The blue dot represents the activated cell. The arrows indicate where the cell is referenced in formulas.
Figure 2.10 shows the Trace Precedents arrow on the Budget Detail worksheet. The blue dots on this arrow indicate the cells that are referenced in the formula contained in the activated cell. The arrow is pointing to the activated cell location that contains the formula.
Skill Refresher
Trace Dependents
1. Click a cell location that contains a number or formula.
2. Click the Formulas tab on the Ribbon.
3. Click the Trace Dependents button in the Formula Auditing group of commands.
4. Use the arrow(s) to determine where the cell is referenced in formulas and functions.
5. Click the Remove Arrows button to remove the arrows from the worksheet.
Trace Precedents
1. Click a cell location that contains a formula or function.
2. Click the Formulas tab on the Ribbon.
3. Click the Trace Precedents button in the Formula Auditing group of commands.
4. Use the dot(s) along the line to determine what cells are referenced in the formula or function.
5. Click the Remove Arrows button to remove the line with the dots.
Key Takeaways
• Mathematical computations are conducted through formulas and functions.
• An equal sign = precedes all formulas and functions.
• Formulas and functions must be created with cell references to conduct what-if scenarios where mathematical outputs are recalculated when one or more inputs are changed.
• Mathematical operators on a typical calculator are different from those used in Excel. Table 2.2 “Excel Mathematical Operators” lists Excel mathematical operators.
• When using numerical values in formulas and functions, only use universal constants that do not change, such as days in a week, months in a year, and so on.
• Relative referencing automatically adjusts the cell references in formulas and functions when they are pasted into new locations on a worksheet. This eliminates the need to retype formulas and functions when they are needed in multiple rows or columns on a worksheet.
• Parentheses must be used to control the order of operations when necessary for complex formulas.
• Formula auditing tools such as Trace Dependents, Trace Precedents, and Show Formulas should be used to check the integrity of formulas that have been entered into a worksheet.
Attribution
Adapted by Mary Schatz from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.01%3A_Formulas.txt |
Learning Objectives
• Use the SUM function to calculate totals.
• Use the COUNT function to count cell locations with numerical values.
• Use the AVERAGE function to calculate the arithmetic mean.
• Use the MAX and MIN functions to find the highest and lowest values in a range of cells.
• Learn how to copy and paste formulas without formats applied to a cell location.
• Use absolute references to calculate percent of totals.
• Learn how to set a multiple level sort sequence for data sets that have duplicate values or outputs.
In addition to formulas, another way to conduct mathematical computations in Excel is through functions. Excel functions apply a mathematical process to a group of cells in a worksheet. For example, the SUM function is used to add the values contained in a range of cells. Functions are more efficient than formulas when you are applying a mathematical process to a group of cells. If you use a formula to add the values in a range of cells, you would have to add each cell location to the formula one at a time. This can be very time-consuming if you have to add the values in a few hundred cell locations. However, when you use a function, you can highlight all the cells that contain values you wish to sum in just one step.
The components of a function are as follows:
=FunctionName(Arguments)
Functions are a type of formula, therefore they start with an equal sign. The next component is the name of the function. A list of commonly used functions is shown in Table 2.4. After the function name comes the arguments for the function, which are always enclosed in parentheses. The arguments are the cell locations and/or values that will be used in the function. The number and type of arguments varies based on the the function being used, although in this section we will only work with a range of cells for the function arguments. Some examples of different functions with their arguments are:
=SUM(B2:B15) – adds the values in B2 through B15
=SQRT(A5) – finds the square root of the value in A5
=COUNTA(A1:A20) – finds the number of cells from A1 through A20 that contain text or a number
Throughout Section 2.2 we will add a variety of mathematical functions to the Personal Budget workbook. In addition to creating functions, this section also reviews percent of total calculations and the use of absolute references.
Table 2.4 Commonly Used Functions
Function Output
ABS The absolute value of a number
AVERAGE The average or arithmetic mean for a group of numbers
COUNT The number of cell locations in a range that contain a numeric value
COUNTA The number of cell locations in a range that contain text or a numeric value
MAX The highest numeric value in a group of numbers
MEDIAN The middle number in a group of numbers (half the numbers in the group are higher than the median and half the numbers in the group are lower than the median)
MIN The lowest numeric value in a group of numbers
MODE The number that appears most frequently in a group of numbers
PRODUCT The result of multiplying all the values in a range of cell locations
SQRT The positive square root of a number
SUM The total of all numeric values in a group
It is important to note that there are several methods for adding a function to a worksheet, and we will explore each of them throughout this section.
• Typing the function directly into a cell
• Selecting from the function list
• Using the Function Library on the ribbon
• Using the Insert Function button
The SUM Function
The SUM function is used when you need to calculate totals for a range of cells or a group of selected cells on a worksheet. With regard to the Budget Detail worksheet, we will use the SUM function to calculate the totals in row 12, starting with the Monthly Spend total in B12. The following illustrates how a function can be added to a worksheet by typing it into a cell location:
1. Switch to the Budget Detail worksheet if needed.
2. Click cell B12.
3. Type an equal sign =.
4. Type the function name SUM.
5. Type an open parenthesis (.
6. Click cell B3 and drag down to cell B11. This places the range B3:B11 into the function.
7. Type a closing parenthesis ).
8. Press the ENTER key. The function calculates the total for the Monthly Spend column, which is \$1,427.
Figure 2.11 shows the appearance of the SUM function added to the Budget Detail worksheet before pressing the ENTER key.
As shown in Figure 2.11, the SUM function was added to cell B12. However, this function is also needed to calculate the totals in the Annual Spend and Last Year Spend columns. The function can be copied and pasted into these cell locations because of relative referencing. Relative referencing serves the same purpose for functions as it does for formulas. To complete the Totals in row 12, we need to copy and paste the SUM function into D12 and E12. Since we will then have totals in D12 and E12, we can paste the percent change formula into F12.
1. Click cell B12 in the Budget Detail worksheet.
2. Click the Copy button in the Home tab of the Ribbon.
3. Highlight cells D12 and E12.
4. Click the Paste button in the Home tab of the Ribbon. This pastes the SUM function into cells D12 and E12 and calculates the totals for these columns.
5. Click cell F11.
6. Click the Copy button in the Home tab of the Ribbon.
7. Click cell F12, then click the Paste button in the Home tab of the Ribbon.
Figure 2.12 shows the output of the SUM function that was added to cells B12, D12, and E12. In addition, the percent change formula was copied and pasted into cell F12. Notice that this version of the budget is planning an increase in spending compared to last year.
Integrity Check
Cell Ranges in Functions
When you intend to use a function on a range of cells in a worksheet, make sure there are two cell locations separated by a colon and not a comma. If you enter two cell locations separated by a comma, the function will calculate only the two cell locations listed instead of an entire range of cells. For example, the SUM function shown in Figure 2.13 will add only the values in cells C3 and C11, not the range C3:C11.
The COUNT Function
Data file: Continue with CH2 Personal Budget.
The next function that we will add to the Budget Detail worksheet is the COUNT function. The COUNT function is used to determine how many cells in a range contain a numeric entry. The COUNT function will not work for counting text or other non-numeric entries. If you want to count text instead of, or in addition to, numeric entries you use the COUNTA function. For the Budget Detail worksheet, we will use the COUNT function to count the number of items that are planned in the Annual Spend column (Column D). The following explains how the COUNT function is added to the worksheet by selecting from the function list:
1. Click cell D13.
2. Type an equal sign =.
3. Type the letter C (to start spelling the name of the function).
4. Click the down arrow on the scroll bar of the function list (see Figure 2.14) and find the word COUNT.
Mac Users can scroll down with touchpad or mouse to find COUNT
5. Double click the word COUNT from the function list.
Mac Users should single click the word “COUNT” do not double-click
6. Highlight the range D3:D11.
7. You can type a closing parenthesis ) and then press the ENTER key, or simply press the ENTER key and Excel will close the function for you. The function produces an output of 9 since there are 9 items planned on the worksheet.
Figure 2.14 shows the function list box that appears after completing steps 2 and 3 for the COUNT function. The function list provides an alternative method for adding a function to a worksheet.
Figure 2.15 shows the output of the COUNT function after pressing the ENTER key. The function counts the number of cells in the range D3:D11 that contain a numeric value. The result of 9 indicates that there are 9 categories planned for this budget.
The AVERAGE Function
The next function we will add to the Budget Detail worksheet is the AVERAGE function. This function is used to calculate the arithmetic mean for a group of numbers. For the Budget Detail worksheet, we will use the function to calculate the average of the values in the Annual Spend column. We will add this to the worksheet by using the Function Library on the Formulas ribbon. The following steps explain how this is accomplished:
1. Click cell D14 in the Budget Detail worksheet.
2. Click the Formulas tab on the Ribbon.
3. Click the More Functions button in the Function Library group of commands.
4. Place the mouse pointer over the Statistical option from the drop-down list of options.
5. Click the AVERAGE function name from the list of functions that appear in the menu (see Figure 2.16). This opens the Function Arguments dialog box.
6. Click the Collapse Dialog button in the Function Arguments dialog box (see Figure 2.17).
For Mac Users, the Collapse Dialog button may not collapse. Just continue with Step 7 and press Enter after selecting the range.
7. Highlight the range D3:D11.
8. Click the Expand Dialog button in the Function Arguments dialog box (see Figure 2.18). You can also press the ENTER key to get the same result.
9. Click the OK button on the Function Arguments dialog box. This adds the AVERAGE function to the worksheet.
Mac Users should click the DONE button
Figure 2.16 illustrates how a function is selected from the Function Library in the Formulas tab of the Ribbon.
Figure 2.17 shows the Function Arguments dialog box. This appears after a function is selected from the Function Library. The Collapse Dialog button is used to hide the dialog box so a range of cells can be highlighted on the worksheet and then added to the function.
Figure 2.18 shows how a range of cells can be selected from the Function Arguments dialog box once it has been collapsed.
Figure 2.19 shows the Function Arguments dialog box after the cell range is defined for the AVERAGE function. The dialog box shows the result of the function before it is added to the cell location. This allows you to assess the function output to determine whether it makes sense before adding it to the worksheet.
Figure 2.20 shows the completed AVERAGE function in the Budget Detail worksheet. The output of the function shows that on average we expect to spend \$1,903 for each of the categories listed in Column A of the budget. This average spend calculation per category can be used as an indicator to determine which categories are costing more or less than the average budgeted spend dollars.
The MAX and MIN Functions
Data file: Continue with CH2 Personal Budget.
The final two statistical functions that we will add to the Budget Detail worksheet are the MAX and MIN functions. These functions identify the highest and lowest values in a range of cells. The following steps explain how to add these functions to the Budget Detail worksheet using the Insert Function button:
1. Click cell D15 in the Budget Detail worksheet.
2. Click the Insert Function button on the Formulas ribbon. (see Figure 2.21)
3. This brings up the Insert Function dialog box. Type the word MIN in the search box and then click the Go button. (see Figure 2.22)
4. Double-click MIN in the list. This opens the Function Arguments dialog box.
5. Click the Collapse Dialog button in the Function Arguments dialog box.
6. Highlight the range D3:D11.
7. Click the Expand Dialog button in the Function Arguments dialog box.
8. Click the OK button on the Function Arguments dialog box. This adds the MIN function to the worksheet. (see Figure 2.23)
9. Click cell D16.
10. Repeat steps 2-8 (using MAX instead of MIN) to add the MAX function to the worksheet. (see Figure 2.24)
Skill Refresher
Typing a function or selecting from the function list
1. Type an equal sign =.
2. Type the function name followed by an open parenthesis ( or double click the function name from the function list.
3. Highlight the range of cells to use or click individual cell locations followed by commas.
4. Type a closing parenthesis ) and press the ENTER key or press the ENTER key to close the function.
Inserting a function using the ribbon
1. On the Formulas ribbon, select the correct category in the Function Library. Click the desired function in the list.
2. In the Function Dialog box, click the Collapse Dialog button and highlight the range of cells to use.
3. Click the Expand Dialog button and then click the OK button in the Function Arguments dialog box.
Inserting (and searching for) a function using the Insert Function button
1. On the Formulas ribbon, click the Insert Function button and search for the function to use. Double-click on the desired function in the list.
2. In the Function Dialog box, click the Collapse Dialog button and highlight the range of cells to use.
3. Click the Expand Dialog button and then click the OK button in the Function Arguments dialog box.
Copy and Paste Formulas (Pasting without Formats)
Data file: Continue with CH2 Personal Budget.
As shown in Figure 2.24, the COUNT, AVERAGE, MIN, and MAX functions are summarizing the data in the Annual Spend column. You will also notice that there is space to copy and paste these functions under the Last Year Spend column. This allows us to compare what we spent last year and what we are planning to spend this year. Normally, we would simply copy and paste these functions into the range E14:E16. However, you may have noticed the thicker style border that was used around the perimeter of the range D13:E16. If we used the regular Paste command, the thick line on the right side of the range D13:E16 would be replaced with a single line. Therefore, we are going to use one of the Paste Special commands to paste only the functions without any of the formatting treatments. This is accomplished through the following steps:
1. Highlight the range D14:D16 in the Budget Detail worksheet.
2. Click the Copy button in the Home tab of the Ribbon.
3. Click cell E14.
4. Click the down arrow below the Paste button in the Home tab of the Ribbon.
5. Click the Formulas option from the drop-down list of buttons (see Figure 2.25).
Figure 2.25 shows the list of buttons that appear when you click the down arrow below the Paste button in the Home tab of the Ribbon. One thing to note about these options is that you can preview them before you make a selection by dragging the mouse pointer over the options. When the mouse pointer is placed over the Formulas button, you can see how the functions will appear before making a selection. Notice that the thick line border does not change when this option is previewed. That is why this selection is made instead of the regular Paste option.
Skill Refresher
Paste Formulas without formatting
1. Click a cell location containing a formula or function.
2. Click the Copy button in the Home tab of the Ribbon.
3. Click the cell location or cell range where the formula or function will be pasted.
4. Click the down arrow below the Paste button in the Home tab of the Ribbon.
5. Click the Formulas button under the Paste group of buttons.
Absolute References (Calculating Percent of Totals)
Data file: Continue with CH2 Personal Budget.
To further analyze your budget, you want to see what percentage of your total monthly spending is spent in each category. Since totals were added to row 12 of the Budget Detail worksheet, a percent of total calculation can be added to Column C beginning in cell C3. The percent of total calculation shows the percentage for each value in the Monthly Spend column with respect to the total in cell B12. However, after the formula is created, it will be necessary to turn off Excel’s relative referencing feature before copying and pasting the formula to the rest of the cell locations in the column. Turning off Excel’s relative referencing feature is accomplished through an absolute reference.
First we will create the formula, which needs needs to divide the amount in B3 by the total monthly spend in B12.
1. Click cell C3 in the Budget Detail worksheet.
2. Type an equal sign =.
3. Click cell B3.
4. Type a forward slash /.
5. Click cell B12.
6. Press the ENTER key. You will see that Utilities represent about 17.5% of the Monthly Spend budget (see Figure 2.26).
Figure 2.26 shows the completed formula that is calculating the percentage that Utilities represents to the total Monthly Spend for the budget (see cell C3). Normally, we would copy this formula and paste it into the range C4:C11. However, because of relative referencing, both cell references will increase by one row as the formula is pasted into the cells below C3. This is fine for the first cell reference in the formula (C3) but not for the second cell reference (C12).
Figure 2.27 illustrates what happens if we paste the formula into the range C4:C12 in its current state. Notice that Excel produces the #DIV/0 error code. This means that Excel is trying to divide a number by zero, which is impossible. Looking at the formula in cell C4, you see that the first cell reference was changed from B3 to B4. This is fine because we now want to divide the Monthly Spend for Cell Phone (cell B4) by the total Monthly Spend in cell B12. However, Excel has also changed the B12 cell reference to B13. Because cell location B13 does not contain a number, the formula produces the #DIV/0 error code.
To eliminate the divide-by-zero error shown in Figure 2.27 we must add an absolute reference to cell B12 in the formula. An absolute reference prevents relative referencing from changing a cell reference in a formula. This is also referred to as locking a cell. No matter where you copy a formula with an absolute reference, it will always refer back to the locked cell. An absolute reference is indicated by a \$ sign in front of both the column letter and the row number. For example, \$A\$15 is an absolute reference to cell A15.
\$A\$15 is an example of an absolute reference
We are going to modify the existing formula in C3 to make the reference to cell B12 an absolute reference. The following explains how this is accomplished:
1. Double click cell C3.
2. Place the mouse pointer in front of B12 and click. The blinking cursor should be in front of the B in the cell reference B12.
3. Press the F4 key. You will see a dollar sign (\$) added in front of the column letter B and the row number 12. You can also type the dollar signs in front of the column letter and row number if you prefer. The formula should appear as =B3/\$B\$12. The F4 key is a cool shortcut for adding the dollar signs.
Mac Users: If the F4 key does not insert the \$ symbols, check the keyboard settings: click black Apple icon at top left of the screen, choose “System Preferences”, click the Keyboard icon, make sure the checkbox is checked for the item that says: “Use F1, F2, etc. as standard function keys”.
4. Press the ENTER key.
5. Click cell C3.
6. Use the AutoFill Handle or Copy and Paste to copy the formula from C3 to the range C4:C11.
Figure 2.28 shows the percent of total formula with an absolute reference added to B12. Notice that in cell C4, the cell reference remains B12 instead of changing to B13. Also, you will see that the percentages are being calculated in the rest of the cells in the column, and the divide-by-zero error is now eliminated.
Skill Refresher
Absolute References
1. Click in front of the column letter of a cell reference in a formula or function that you do not want altered when the formula or function is pasted into a new cell location.
2. Press the F4 key or type a dollar sign \$ in front of the column letter and row number of the cell reference.
Sorting Data (Multiple Levels)
Data file: Continue with CH2 Personal Budget.
The Budget Detail worksheet shown in Figure 2.28 is now producing several mathematical outputs through formulas and functions. The outputs allow you to analyze the details and identify trends as to how money is being budgeted and spent. Before we draw some conclusions from this worksheet, we will sort the data based on the Percent of Total column. Sorting is a powerful tool that enables you to analyze key trends in any data set. Sorting will be covered thoroughly in a later chapter, but will be briefly introduced here.
For the purposes of the Budget Detail worksheet, we want to set multiple levels for the sort order. We are going to sort first by the Percent of Total, and then by the Last Year Spend amount. Excel will first sort the items by the Percent of Total, and any items with the same Percent of Total will then be sorted by Last Year Spend. This is accomplished through the following steps:
1. Highlight the range A2:F11.
2. Click the Data tab in the Ribbon.
3. Click the Sort button in the Sort & Filter group of commands. This opens the Sort dialog box, as shown in Figure 2.29.
4. Click the down arrow next to the “Sort by” box.
5. Click the Percent of Total option from the drop-down list.
6. Click the down arrow next to the sort Order box.
7. Click the Largest to Smallest option.
8. Click the Add Level button. This allows you to set a second level for any duplicate values in the Percent of Total column.
the + symbol at bottom left corner is the “Add Level” button for Excel for Mac
9. Click the down arrow next to the “Then by” box.
10. Select the Last Year Spend option. Leave the Sort Order as Smallest to Largest
11. Click the OK button at the bottom of the Sort dialog box.
12. Save the CH2 Personal Budget file.
Figure 2.30 shows the Budget Detail worksheet after it has been sorted. Notice that there are three identical values in the Percent of Total column. This is why a second sort level had to be created for this worksheet. The second sort level arranges the values of 7.01% based on the values in the Last Year Spend column in ascending order. Excel gives you the option to set as many sort levels as necessary for the data contained in a worksheet.
Skill Refresher
Sorting Data (Multiple Levels)
1. Highlight a range of cells to be sorted.
2. Click the Data tab of the Ribbon.
3. Click the Sort button in the Sort & Filter group.
4. Select a column from the “Sort by” drop-down list in the Sort dialog box.
5. Select a sort order from the Order drop-down list in the Sort dialog box.
6. Click the Add Level button in the Sort dialog box.
7. Repeat Steps 4 and 5.
8. Click the OK button on the Sort dialog box.
Key Takeaways
• Statistical functions are used when a mathematical process is required for a range of cells, such as summing the values in several cell locations. For these computations, functions are preferable to formulas because adding many cell locations one at a time to a formula can be very time-consuming.
• Statistical functions can be created using cell ranges or selected cell locations separated by commas. Make sure you use a cell range (two cell locations separated by a colon) when applying a statistical function to a contiguous range of cells.
• To prevent Excel from changing the cell references in a formula or function when they are pasted to a new cell location, you must use an absolute reference. You can do this by placing a dollar sign (\$) in front of the column letter and row number of a cell reference.
• The #DIV/0 error appears if you create a formula that attempts to divide a constant or the value in a cell reference by zero.
• The Paste Formulas option is used when you need to paste formulas without any formatting treatments into cell locations that have already been formatted.
• You need to set multiple levels, or columns, in the Sort dialog box when sorting data that contains several duplicate values.
Attribution
Adapted by Mary Schatz from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.02%3A_Introductory_Statistical_Functions.txt |
Learning Objectives
• Understand the fundamentals of loans.
• Use the PMT function to calculate monthly car loan payments.
• Use the PMT function to calculate monthly mortgage payments on a house using a down payment.
• Learn how to summarize data in a workbook by using worksheet links to create a summary worksheet.
In this section, we continue to develop the Personal Budget workbook. Notable items that are missing from the Budget Detail worksheet are the payments you might make for a car or a home. This section demonstrates Excel functions used to calculate loan payments for a car and to calculate mortgage payments for a house.
The Fundamentals of Loans and Leases
One of the functions we will add to the Personal Budget workbook is the PMT function. This function calculates the payments required for loan repayment. However, before demonstrating this function, it is important to cover a few fundamental concepts on loans.
A loan is a contractual agreement in which money is borrowed from a lender and paid back over a specific period of time. The amount of money that is borrowed from the lender is called the principal of the loan. The borrower is usually required to pay the principal of the loan plus interest. When you borrow money to buy a house, the loan is referred to as a mortgage. This is because the house being purchased also serves as collateral to ensure payment. In other words, the bank can take possession of your house if you fail to make loan payments. As shown in Table 2.5, there are several key terms related to loans.
Table 2.5 Key Terms for Loans
Term Definition
Collateral Any item of value that is used to secure a loan to ensure payments to the lender
Down Payment The amount of cash paid toward the purchase of a house. If you are paying 20% down, you are paying 20% of the cost of the house in cash and are borrowing the rest from a lender.
Interest Rate The interest that is charged to the borrower as a cost for borrowing money
Mortgage A loan where property is put up for collateral
Principal The amount of money that has been borrowed
Residual Value The estimated selling price of a vehicle at a future point in time
Length The amount of time you have to repay a loan
Figure 2.31 shows an example of an amortization table for a loan. A lender is required by law to provide borrowers with an amortization table when a loan contract is offered. The table in the figure shows how the payments of a loan would work if you borrowed \$100,000 from a lender and agreed to pay it back over 10 years at an interest rate of 5%. You will notice that each time you make a payment, you are paying the bank an interest fee plus some of the loan principal. Each year the amount of interest paid to the bank decreases and the amount of money used to pay off the principal increases. This is because the bank is charging you interest on the amount of principal that has not been paid. As you pay off the principal, the interest rate is applied to a lower number, which reduces your interest charges. Finally, the figure shows that the sum of the values in the Interest Payment column is \$29,505. This is how much it costs you to borrow this money over 10 years. Indeed, borrowing money is not free. It is important to note that to simplify this example, the payments were calculated on an annual basis. However, most loan payments are made on a monthly basis.
The PMT (Payment) Function for Loans
Data file: Continue with CH2 Personal Budget.
If you own a home, your mortgage payments are a major component of your household budget. If you are planning to buy a home, having a clear understanding of your monthly payments is critical for maintaining strong financial health. In Excel, mortgage payments are conveniently calculated through the PMT (payment) function. This function is more complex than the statistical functions covered in Section 2.2 “Statistical Functions”. With statistical functions, you are required to add only a range of cells or selected cells within the parentheses of the function, also known as the argument. With the PMT function, you must accurately define a series of arguments in order for the function to produce a reliable output. Table 2.6 lists the arguments for the PMT function. It is helpful to review the key loan terms in Table 2.5 before reviewing the PMT function arguments.
Table 2.6 Arguments for the PMT Function
Argument Definition
Rate This is the interest rate the lender is charging the borrower. The interest rate is usually quoted in annual terms, so you have to divide this rate by 12 if you are calculating monthly payments.
Nper The argument letters stand for number of periods. This is the term of the loan, which is the amount of time you have to repay the bank. This is usually quoted in years, so you have to multiply the years by 12 if you are calculating monthly payments.
Pv The argument letters stand for present value. This is the principal of the loan or the amount of money that is borrowed.
[Fv] The argument letters stand for future value. The brackets around the argument indicate that it is not always necessary to define it. It is used if there is a lump-sum payment that will be made at the end of the loan terms. This is also used for the residual value of a lease. If it is not defined, Excel will assume that it is zero.
[Type] This argument can be defined with either a 1 or a 0. The number 1 is used if payments are made at the beginning of each period. A 0 is used if payments are made at the end of each period. The argument is in brackets because it does not have to be defined if payments are made at the end of each period. Excel assumes that this argument is 0 if it is not defined.
By default, the result of the PMT function in Excel is shown as a negative number. This is because it represents an outgoing payment. When making a mortgage or car payment, you are paying money out of your pocket or bank account. Depending on the type of work that you do, your employer may want you to leave your payments negative or they may ask you to format them as positive numbers. In the following assignments, the payments calculated using the PMT function will be made positive to make them easier to work with. To do this, you will place a negative sign between the equal sign and the function name PMT.
We will first use the PMT function in the Personal Budget workbook to calculate the monthly loan payments for a car. These calculations will be made in the Loan Payments worksheet and then displayed in the Budget Summary worksheet through a cell reference link. So far we have demonstrated several methods for adding functions to a worksheet. When working with more complex functions such as the PMT, it is easiest to use the Function Dialog box.
Remember to use cell references for the arguments of the PMT function whenever possible. This will allow you the flexibility to change aspects of the loan, such as a lower interest rate or more expensive car, and have the payment automatically recalculate.
Using cell references for the arguments provides greater flexibility in trying different scenarios.
The following steps use the Insert Function command covered in Section 2.2 to add the PMT function:
1. Switch to the Loan Payments worksheet.
2. Click cell B5.
3. Click the Formulas tab on the Ribbon.
4. Click the Insert Function button to bring up the Insert Function dialog box.
5. Type loan payment in the search box and click Go.
the Excel for Mac search box does is not the same as the “Search for a function: input box”. Mac Users must type: PMT in the search box instead. Then press Enter.
6. Double-click the PMT option in the “Select a function:” box. This will open the Function Arguments dialog box.
7. Drag the Function Arguments dialog box out of the way so that you can see the worksheet cells you want to use in the function. Refer to Figure 2.31for the completed Function Arguments dialog box as you complete the next steps.
8. Click in the Rate argument box in the dialog box, then click cell B3 in the worksheet. This will add B3 (the annual interest rate) to the Rate argument.
9. Type a forward slash / for division.
10. Type the number 12. Since our goal is to calculate the monthly payments for the loan, we need to divide the rate, which is stated in annual terms, by 12. This converts the annual rate to a monthly rate.
11. Click the Nper argument box (or use the Tab key) and then click cell B4 in the worksheet. This will add B4 (the number of years to repay the loan) to the Nper argument.
12. Type an asterisk * for multiplication.
13. Type the number 12. Since our goal is to calculate the monthly payments for the loan, we need to multiply the terms of the loan by 12. This converts the terms of the loan from years to months.
14. Click the Pv argument box (or use the Tab key) and then click cell B2 in the worksheet. This will add B2 (the amount of the loan) to the Pv argument.
15. You will now see the Rate, Nper, and Pv arguments defined for the function. (see Figure 2.31)
16. Click the OK button at the bottom of the Function Arguments dialog box. The function will now be placed into the worksheet. Since we are not paying any lump sums of money at the end of the loan, there is no need to define the Fv argument. Also, we will assume that the monthly payments will be made at the end of each month. Therefore, there is no need to define the Type argument.
17. Notice that the result of the formula in cell B5 is showing as a negative number (see Figure 2.32). To fix this, double-click on cell B5 and type a negative sign between the equal sign and the letters PMT in the formula (see Figure 2.33).
18. The finished formula in cell B5 should be =-PMT(B3/12,B4*12,B2)
Figure 2.31 shows the completed Function Arguments dialog box for the PMT function. Notice that the dialog box shows the values for the Rate and Nper arguments. The Rate is divided by 12 to convert the annual interest rate to a monthly interest rate. The Nper argument is multiplied by 12 to convert the terms of the loan from years to months. Finally, the dialog box provides you with a definition for each argument. The definition appears when you click in the input box for the argument.
Keyboard Shortcuts
Insert Function
• Hold the SHIFT key while pressing the F3 key.
Function Arguments Dialog Box
• After the equal sign = and function name are typed into cell a location, hold down the CTRL key and press the letter A on your keyboard.
Integrity Check
Comparable Arguments for PMT Function
When using functions such as PMT, make sure the arguments are defined in comparable terms. For example, if you are calculating the monthly payments of a loan, make sure both the Rate and Nper argument are expressed in terms of months. The function will produce an erroneous result if one argument is expressed in years while the other is expressed in months.
The PMT Function when there is a down payment
In addition to calculating the loan payments for a car, the PMT function will be used in the Personal Budget workbook to calculate the mortgage payments for a home. The details for the mortgage payments are also found in the Loan Payments worksheet. Unlike the car loan, there is a down payment with the mortgage. A down payment on a mortgage is usually a percentage of the price of the home, which is paid up front and reduces the amount of the loan itself. The down payment amount and amount of the loan will both need to be calculated using formulas. While we did not use a down payment in the car loan example, it is fairly common to have a down payment when purchasing a car too.
Write the formulas to calculate the Down Payment Amount and new Loan Amount by following these steps:
1. Click cell B11.
2. Write the formula =B9*B10. This will calculate 20% of the price of the house.
3. Click cell B12. Write the formula =B9-B11. This will subtract the down payment amount from the price of the house (see Figure 2.34 for the Show Formulas View and Figure 2.35 for the formula results).
Now that we have the revised Loan Amount in cell B12, we can write the PMT function following the same process we did for the car loan.
1. Click cell B15.
2. Click the Formulas tab on the Ribbon.
3. Click the Insert Function button to bring up the Insert Function dialog box.
4. Type PMT in the search box and click Go.
5. Double-click the PMT option in the “Select a function:” box. This will open the Function Arguments dialog box.
6. Enter the following arguments (see Figure 2.36)
• Rate: B13/12 –> divide by 12 to convert the annual rate to a monthly one
• Nper: B14*12 –> multiply by 12 to convert the number of years into number of months
• Pv: B12 –> this is the cell with the actual loan amount, not the price of the house
7. Click OK in the Function Arguments dialog box.
8. Modify the formula in cell B15 to display the result as a positive number. Remember to type a negative sign between the equal sign and the letters PMT.
9. Cell B15 should contain the function: =-PMT(B13/12,B14*12,B12) and the result should be \$708.60 (see Figure 2.37).
Figure 2.36 shows how the the completed Function Arguments dialog box for the PMT function for the mortgage should appear before pressing the OK button.
Figure 2.37 shows the result of the PMT function for the mortgage. The monthly payments for this mortgage are \$708.60. This monthly payment will be displayed in the Budget Summary worksheet.
Skill Refresher
PMT Function
1. Type an equal sign =.
2. Type the letters PMT followed by an open parenthesis, or double click the function name from the function list.
3. Define the Rate argument with a cell location that contains the rate being charged by the lender for the loan or lease. If the interest rate given is an annual rate, divide it by 12 to convert it to a monthly rate.
4. Define the Nper argument with a cell location that contains the amount of time to repay the loan or lease. If the amount of time is in years, multiply it by 12 to convert it to number of months.
5. Define the Pv argument with a cell location that contains the principal of the loan or the price of the item being leased.
6. Type a closing parenthesis ).
7. Press the ENTER key.
8. If the result needs to be shown as a positive number, add a negative sign between the equal sign and the letters PMT.
Linking Worksheets (Creating a Summary Worksheet)
So far we have used cell references in formulas and functions, which allow Excel to produce new outputs when the values in the cell references are changed. Cell references can also be used to display values or the outputs of formulas and functions in cell locations on other worksheets. This is how we will complete the Budget Summary worksheet using values from both the Budget Detail and Loan Payments worksheets.
Outputs from the formulas and functions that were entered into the Budget Detail will be displayed on the Budget Summary worksheet through the use of cell references.
1. Switch to the Budget Summary worksheet and select cell B4. This cell needs to reference the Total Annual Spend (D12) from the Budget Detail worksheet.
2. Type an =
3. Click the Budget Detail worksheet tab.
4. Click cell D12.
5. Press the ENTER key on your keyboard.
6. The formula bar will display the formula =’Budget Detail’!D12 and the cell will display \$17,124. (see Figure 2.38)
Figure 2.38 shows how the cell reference appears in the Budget Summary worksheet. Notice that the cell reference D12 is preceded by the Budget Detail worksheet name enclosed in apostrophes followed by an exclamation point (‘Budget Detail’!) This indicates that the value displayed in the cell is referencing a cell location in the Budget Detail worksheet.
We will use a similar process to enter in the annual car payments and mortgage payments from the Loan Payments worksheet. The payments on the Loan Payments worksheet are monthly payments though, so we will need to multiply each one by 12 to get the annual amount to display in the Budget Summary worksheet.
1. Click on cell B5. This cell needs to contain a formula that references the monthly car payment cell (B5) on the Loan Payments worksheet and multiplies by 12.
2. Type an =
3. Click the Loan Payments worksheet tab.
4. Click cell B5 on the Loan Payments worksheet.
5. The formula bar will display the formula =’Loan Payments’!B5
6. Type an asterisk * for multiplication.
7. Type the number 12. The formula in the formula bar should read: =’Loan Payments’!B5*12
8. Press the ENTER key on your keyboard.
9. Click on cell B6. This cell needs to contain a formula that references the monthly mortgage payment cell (B15) on the Loan Payments worksheet and multiplies by 12.
10. Type an =
11. Click the Loan Payments worksheet tab.
12. Click cell B15 on the Loan Payments worksheet.
13. The formula bar will display the formula =’Loan Payments’!B15
14. Type an asterisk * for multiplication.
15. Type the number 12. The formula in the formula bar should read: =’Loan Payments’!B15*12
16. Press the ENTER key on your keyboard.
Figure 2.39 shows the results of creating formulas that reference cell locations in the Loan Payments worksheet.
We can now add other formulas and functions to the Budget Summary worksheet that can calculate the difference between the total spend dollars vs. the total net income in cell B3. The following steps explain how this is accomplished:
1. Click cell B7 in the Budget Summary worksheet.
2. Type an equal sign =.
3. Type the function name SUM followed by an open parenthesis (.
4. Highlight the range B4:B6.
5. Type a closing parenthesis ) and press the ENTER key on your keyboard or simply press the ENTER key to close the function. The total for all annual expenses now appears on the worksheet.
6. Click cell B8 on the Budget Summary worksheet. You will enter a formula to calculate Remaining (Savings) amount in this cell.
7. Type an equal sign =.
8. Click cell B3.
9. Type a minus sign and then click cell B7.
10. Press the ENTER key on your keyboard. This formula produces a positive number, indicating our income is greater than our total expenses.
Figure 2.40 shows the results of the formulas that were added to the Budget Summary worksheet. Overall, having your income exceed your total expenses is a good thing because it allows you to save money for future spending needs or unexpected events.
We can now add a few formulas that calculate both the spending rate and the savings rate as a percentage of net income. These formulas require the use of absolute references, which we covered earlier in this chapter. The following steps explain how to add these formulas:
1. Click cell C7 in the Budget Summary worksheet.
2. Type an equal sign =.
3. Click cell B7.
4. Type a forward slash / for division and then click B3.
5. Press the F4 key on your keyboard. This adds an absolute reference to cell B3.
6. Press the ENTER key. The result of the formula shows that total expenses consume 89% of our net income.
7. Click cell C7.
8. Place the mouse pointer over the Auto Fill Handle.
9. When the mouse pointer turns to a black plus sign, left click and drag down to cell C8. This copies and pastes the formula into cell C8.
10. Compare your worksheets with Figures 2.41a-c below. Make any necessary changes before moving on to the next section.
11. Save the CH2 Personal Budget file.
Figure 2.41a shows the completed Budget Summary worksheet
Figure 2.41b shows the completed Budget Detail worksheet
Figure 2.41c shows the completed Loan Payments worksheet
Key Takeaways
• The PMT function can be used to calculate the monthly mortgage payments for a house or the monthly lease payments for a car.
• When using the PMT function, each argument must be separated by a comma.
• To calculate the monthly payment for a loan using the PMT function, the Rate and Nper arguments must be defined in terms of months. The Rate should be divided by 12 to convert it from an annual rate to a monthly rate. The Nper should be multiplied by 12 to convert the term of the loan from years to months.
• The PMT function produces a negative output if the Pv argument is not preceded by a minus sign. For the purposes of this textbook, a minus sign will be entered before the PV argument in the PMT dialog box.
Attribution
Adapted by Mary Schatz from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.03%3A_Functions_for_Personal_Finance.txt |
Learning Objectives
• Review and learn new cell formatting techniques.
• Understand how to modify page scaling and margins.
• Create custom headers and footers to automatically update information.
In this section, we will review some of the formatting techniques covered in Chapter 1, as well as learn some new techniques. We will also preview a two-page worksheet and set page setup options to present the data in a professional manner. A new data file will be used in this section.
Formatting Worksheet Data
Data File: Continue working with CH2 Personal Budget
You have been given sales data that needs to be formatted in a professional manner. This worksheet will be printed and presented to investors, so it needs to be prepared for printing as well. Figure 2.42 shows how the finished worksheet will appear in Print Preview.
1. Switch to the Prepare to Print worksheet.
2. To change the font of the entire worksheet, click the Select All button in the top left corner of the worksheet grid (see Figure 2.43).
1. Change the font to Calibri, Size 12.
2. Using the skills learned in Chapter 1, make the following formatting changes:
1. A1:H1 – Merge and Center; format text as bold and apply a font color and size of your choice
2. A2:H2 – Merge and Center; format text as bold and italic, apply a font color of your choice
3. A5:H5 – Apply a dark fill color; format text as white and bold
4. C5:H5 – Center align
5. A15:H15 – Apply Top Border to the cells; format text as bold
6. C6:H6 and C15:H15 – Apply Accounting Number format with 0 decimal places
7. C7:H14 – Apply Comma style with 0 decimal places
8. Highlight A6:A14 (salespeople’s names) and click the Increase Indent button in the Alignment group on the Home ribbon (see Figure 2.44). This will indent the text from the cell border.
Using Page Setup Options
Once the worksheet is professionally formatted, you need to look in Print Preview to see how the pages will print.
1. Go to Backstage View by clicking the File tab on the ribbon. Select Print from the menu. Notice that the worksheet is currently printing on two pages, with the page breaking between the April and May columns. To fix this problem, you will first change the left and right margins while still in Print Preview
Mac Users should click the File menu option and select Print from the menu
2. Click the Margins drop-down arrow in the Settings section (see Figure 2.45)
3. Select Custom Margins… at the bottom of the list.
Mac Users should select “Manage Custom Margins”
4. Type in 0.5 for the Left Margin and 0.5 for the Right Margin.
5. Click OK. Changing the margins brought the May column onto the same page, but the June column is still on a separate page. Next you will use Page Scaling to fix this while still in Print Preview.
6. Click the Scaling drop-down arrow in the Settings section (Figure 2.46).
Mac Users: there is no “Scaling drop-down arrow”. Just click the checkbox for “Scale to fit”
7. Select Fit All Columns on One Page.
8. Exit Backstage View.
Creating a Footer using Page Setup
Now that the entire worksheet is printing on one page, you need to add a footer with information about the date the file was printed along with the filename. In Chapter 1 you learned how to create headers and footers using the Insert ribbon. You can also create headers and footers using the Custom Header/Footer dialog box.
1. Click the Page Layout tab on the ribbon.
2. Click the dialog box launcher in the Page Setup group. A window similar to Figure 2.47 should appear.
Mac Users: there is no “dialog box launcher”. Just click the Page Setup button and continue with Step 3 below.
1. Click the Header/Footer tab in the Page Setup dialog box.
2. Click the Custom Footer button. The Footer dialog box should appear (see Figure 2.48).
1. Click in the Left section: box and type Printed on.
2. Making sure to leave a space after the word on, click the Insert Date button.
3. Click in the Right section: box and type Filename:.
4. Making sure to leave a space after the colon, click the Insert File Name button.
5. The Footer dialog box should look like Figure 2.49.
6. Click the OK button. Click OK again to close the Page Setup dialog box.
7. Go to Print Preview to see that the current date and file name are displayed in the footer.
8. Exit Backstage View. Check the spelling on all of the worksheets and make any necessary changes.
9. Save the CH2 Personal Budget file.
10. Compare your work with the completed worksheet shown in Figure 2.42 and then submit the CH2 Personal Budget workbook as directed by your instructor.
Key Takeaways
• It is important to always check your workbooks in Print Preview to ensure that the data is printed in a professional and easy to read manner.
• Adjust margins and page scaling as needed to keep columns of data together on one page if possible.
• Use headers and footers to display information in the top and bottom margins of the printed worksheet. Use the Insert buttons to insert changing information, such as dates and file names, instead of typing them in directly.
Attribution
“2.4 Preparing to Print” by Julie Romey, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.04%3A_Preparing_to_Print.txt |
Financial Plan for a Lawn Care Business
Download Data File: PR2-Data
Running your own lawn care business can be an excellent way to make money over the summer while on break from college. It can also be a way to supplement your existing income for the purpose of saving money for retirement or for a college fund. However, managing the costs of the business will be critical in order for it to be a profitable venture. In this exercise you will create a simple financial plan for a lawn care business by using the skills covered in this chapter.
There are two worksheets in the workbook you will be using.
• Annual Plan – provides calculations to determine how much money the lawn care business brings in for one year, based on the average price per lawn cut and the number cut per year, as well as the expenses for the year.
• Equipment Loans – calculates the monthly payments for the various lawn care equipment loans.
Annual Plan Worksheet
1. Open the file named PR2 Data and then Save As PR2 Lawn Care.
2. Switch to the Annual Plan worksheet if needed.
3. Enter the following data into cells B14, B15, and B16:
• Gasoline cost (per cut) = \$10
• Number of customers = 30
• Annual lawn cuts per customer = 20
4. In cell B3, enter the average price per lawn cut of \$50.
5. In cell B4, write a formula that calculates the total number of lawns cut in the year. This is the number of customers multiplied by the annual lawn cuts per customer.
6. In cell B5, write a formula that calculates the total annual sales. This is found by multiplying the average price per lawn by the total number of lawn cuts.
7. In cell B8, write a formula to calculate the total cost of gasoline for the year. This is found by multiplying the gasoline cost per cut by the total number of lawns cut.
8. You will finish the rest of this worksheet after completing the Equipment Loans worksheet.
Equipment Loans Worksheet
1. Switch to the Equipment Loans worksheet.
2. In cell E3, write a PMT function to calculate the monthly payment for the Commercial Lawn Mower. Don’t forget the negative sign in between the equal sign and the PMT! Remember to convert the interest rate and years to monthly terms and to use cell references. The arguments of the PMT function should be as follows:
• RATE: B3/12
• NPER: C3*12
• PV: D3
3. Copy the PMT function from cell E3 to the other equipment items.
4. In cell E10, use the SUM function to calculate the total for the monthly loan payments. Make sure that the blank rows (7 through 9) were included in the range for the SUM function so that you can add more equipment items later if needed.
5. In cell E11, write a formula that calculates the total annual loan payments. This will be the monthly total multiplied by 12 (the number of months in a year).
6. If needed, apply Accounting format to all of the monetary values so that the placement of the dollar sign is consistent throughout the worksheet.
7. Sort the data in the range A3:E6 first by Interest Rate and then by Loan Amount using the following steps:
• Select the range A3:E6.
• Click the Sort button in the Data tab of the Ribbon.
• In the Sort dialog box, select the Interest Rate option in the “Sort by” drop-down box. Select Largest to Smallest for the sort order.
• Click the Add Level button in the Sort dialog box.
• Select the Loan Amount option in the “Then by” drop-down box. Select Largest to Smallest for the sort order.
• Click the OK button in the Sort dialog box.
8. Add a header with the date on the left and the worksheet name on the right. Be sure to insert the date and worksheet name so that they will automatically update.
9. Check Print Preview and make any other changes necessary for professional printing.
Complete the Annual Plan Worksheet
1. Switch back to the Annual Plan worksheet.
2. In cell B9, write a formula that displays the annual monthly payments total from cell E11 in the Equipment Loans worksheet using the following steps:
• Type an equal sign =
• Click the Equipment Loans worksheet
• Click cell E11
• Press the ENTER key
3. In cell B10, calculate the Total Expenses by adding the Gasoline Cost and the Annual Equipment Payments.
4. In cell B12, calculate the Annual Profit by finding the difference between the Total Annual Sales and the Total Expenses. Hint: This will hopefully be a positive number which shows that your business is making money instead of losing money.
5. Format all cells that contain monetary amounts in the Annual Plan worksheet for Accounting Number Format (\$) with no decimal places. Format all other numerical values as Comma format with no decimal places.
6. Add a header with the date on the left and the worksheet name on the right. Be sure to insert the date and worksheet name so that they will automatically update.
7. Check Print Preview and make any changes necessary for professional printing.
8. Check the spelling on all of the worksheets and make any necessary changes.
Compare both worksheets with the answer keys below.
Attribution
Adapted by Mary Schatz from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.05%3A_Chapter_Practice.txt |
Hotel Occupancy and Expenses
Download Data File: SC2-Data
The hotel management industry presents a wide variety of career opportunities. These range from running a bed and breakfast to a management position at a large hotel. No matter what hotel management career you choose to pursue, understanding hotel occupancy and costs are critical to running a successful operation. This exercise examines the occupancy rate and expenses of a small hotel.
There are three worksheets in the workbook for this assignment.
• Occupancy – calculates and displays the maximum hotel capacity for each month (based on the number of rooms, the capacity of each room, and the number of days in the specific month), the actual occupancy (how many actually stayed in the hotel that month), and the occupancy percentage (what percentage of capacity was the hotel each month).
• Statistics – calculates and displays the highest, lowest, and average actual occupancy and occupancy percentages form the Occupancy worksheet.
• Shuttle Purchase – calculates three different down payment options for a loan to purchase a shuttle for the hotel.
Occupancy Worksheet
1. Open the file named SC2 Data and then Save As SC2 Hotel.
2. Switch to the Occupancy worksheet if needed.
3. Replace the [Insert Year] in A1 with the year number for last year.
4. You need to calculate the January capacity for the hotel in C5. The capacity shows how many people the hotel can hold during the month. It is calculated by first multiplying the occupants per room by the number of rooms in the hotel. This result is then multiplied by the number of days in the month (cell B5 for January). Create this formula using absolute references so that the appropriate cells do not change when the formula is pasted throughout column C. Hint: two of the cells in the formula need to be absolute references.
5. Copy the formula in cell C5 and paste it into the range C6:C16. Use a paste method that does not remove the border at the bottom of cell C16.
6. Format the numbers in columns C and D for comma format with zero decimal places.
7. In cell C17, enter a function that finds the sum of the monthly hotel capacity values. Do the same in cell D17 to find the sum of the monthly actual occupancy values.
8. Enter a formula in cell E5 to calculate the Percent Occupied of the hotel (this statistic shows what percentage of the hotel is full or occupied). Your formula should divide the Actual Occupancy by the Hotel Capacity. Then copy and paste the formula into the range E6:E17. Use a paste method that does not remove the borders at the bottom of cell E16 and E17. Format the results in E5:E17 as percentages with two decimal places.
9. Format the Totals (C17:E17) as bold.
10. Apply any number formatting that aids in the readability and professionalism of the worksheet.
11. Check Print Preview and make any changes necessary for professional printing.
Statistics Worksheet
1. Replace the [Insert Year] in A1 with the year number for last year.
2. Enter a function in cell B3 that finds the highest value in the Actual Occupancy column from the Occupancy worksheet.
3. Enter a function in cell B4 that finds the lowest value in the Actual Occupancy column from the Occupancy worksheet.
4. Enter a function in cell B5 that shows the average value of the Actual Occupancy column on the Occupancy worksheet.
5. Use the Auto Fill handle to copy the formulas in the range B3:B5 to the range C3:C5.
6. Apply any number formatting that aids in the readability and professionalism of the worksheet. The numbers should be formatted similarly to the Occupancy worksheet.
7. Check Print Preview and make any changes necessary for professional printing.
Shuttle Purchase Worksheet
The hotel is considering buying a car to shuttle customers to and from the airport. You need to decide how much of a down payment to make, so you are going to calculate the monthly payment based on three different down payment percentages. The number of years to pay off the loan will vary for each of the down payment percentage options. Remember, the down payment amount is found by multiplying the price of the car by the down payment percentage. This amount is then subtracted from the price of the car to find the amount of the loan.
1. In cell B5 write a formula that will calculate the amount of the down payment. Be sure to use cell references as much as possible. Copy the formula to the other down payment options.
2. In cell B6 write a formula to calculate the amount of the loan. Be sure to use cell references as much as possible.Copy the formula to the other down payment options.
3. In cell B9 create a PMT function to calculate the monthly payment. Make sure the arguments in the PMT function are converted into months and that the monthly payment is a positive number. Be sure to use cell references as much as possible. Copy the function to the other down payment options.
4. In cell B10 create a formula that calculates how much will be paid in total for the vehicle, including the down payment and the total amount paid on the loan in the given number of years. Copy the formula to the other down payment options.
5. In cell A12, write an explanation of which down payment option is the best and why.
6. Apply any number formatting that aids in the readability and professionalism of the worksheet.
7. Make the following page setup changes to the worksheet:
• Center horizontally on the page
• Create a footer with the date on the left and the file name on the right. Make sure that both the date and the file name will update automatically.
8. Check the spelling on all of the worksheets and make any necessary changes.
9. Save the SC2 Hotel workbook and submit the workbook as directed by your instructor.
Attribution
Adapted by Mary Schatz from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/02%3A_Mathematical_Computations/2.06%3A_Chapter_Scored.txt |
Excel workbooks are designed to allow you to create useful and complex calculations. In addition to doing arithmetic, you can use Excel to look up data, and to display results based on logical conditions. We will also look at ways to highlight specific results. These skills will be demonstrated in the context of a typical gradebook spreadsheet that contains the results for an imaginary Excel class.
In this chapter, we will:
• Use the Quick Analysis Tool to find the Total Points for all students and Points Possible.
(Note for Mac Users: the Quick Analysis Tool is not available with Excel for Mac. We have alternate steps for Mac Users)
• Write a division formula to find the Percentage for each student, using an absolute reference to the Total Points Possible.
• Write an IF Function to determine Pass/Fail – passing is 70% or higher.
• Write a VLOOKUP to determine the Letter Grade using the Letter Grades scale.
• Use the TODAY function to insert the current date.
• Review common Error Messages using Smart Lookup to get definitions of some of the terms in your spreadsheet.
• Apply Data Bars to the Total Points values.
• Apply Conditional Formatting to the Percentage, Pass/Fail, and Letter Grade columns.
• Printing Review – Change to Landscape, Scale to Fit Columns on One Page and Set Print Area.
Figure 3-1 shows the completed workbook that will be demonstrated in this chapter. Notice the techniques used in columns O and R that highlight the results of your calculations. Notice, also that there are more numbers on this version of the file than you will see in your original data file. These are all completed using Excel calculations.
03: Formulas Functions Logical and Lookup Functions
Learning Objectives
• Review the use of the =MAX function.
• Examine the Quick Analysis Tool to create standard calculations, formatting, and charts very quickly.
• Create Percentage calculation.
– Use the Smart Lookup tool to acquire additional information about percentage calculations.
– Review the use of Absolute cell reference in a division formula.
Another use for =MAX
Before we move on to the more interesting calculations we will be discussing in this chapter, we need to determine how many points it is possible for each student to earn for each of the assignments. This information will go into Row 25. The =MAX function is our tool of choice.
Download Data File: CH3 Data
1. Open the data file CH3 Data and save the file to your computer as CH3 Gradebook and Parks.
2. Make B25 your active cell.
3. Start typing =MAX (See Figure 3.2) Note the explanation you see on the offered list of functions. You can either keep typing (or double click MAX from the list).
1. Select the range of numbers above row 25. Your calculation will be: =MAX(B5:B24).
2. Press Enter after selecting the range.
3. Now, use the Fill Handle to copy the calculation from Column B through Column N.
Note that as you copy the calculation from one column to the next, the cell references change. The calculation in column B reads: =MAX(B5:B24). The one in column N reads: =MAX(N5:N24). These cell references are relative references.
By default, the calculations that Excel copies change their cell references relative to the row or column you copy them to. That makes sense. You wouldn’t want column N to display an answer that uses the values in column L.
Want to see all the calculations you have just created? Press Ctrl ~ (See Figure 3.3.) Ctrl ~ displays your calculations (formulas). Pressing Ctrl ~ a second time will display your calculations in the default view – as values.
Quick Analysis Tool
The Quick Analysis Tool allows you to create standard calculations, formatting, and charts very quickly. In this exercise we will use it to insert the Total Points for each student in Column O.
Mac Users: the Quick Analysis Tool is not available with Excel for Mac. We have alternate steps for Mac Users below. Skip down below Figure 3.5 to continue.)
Be sure to press Ctrl ~ to return your spreadsheet to the normal view (the formula results should display, not the formulas themselves).
1. Select the range of cells B5:N25
2. In the lower right corner of your selection, you will see the Quick Analysis tool (see Figure 3.4).
1. When you click on it, you will see that there are a number of different options. This time we will be using the Totals option. In future exercises, we will use other options.
2. Select Totals, and then the SUM option that highlights the right column (see Figure 3.5). Selecting that SUM option places =SUM() calculations in column O.
Alternate steps for Mac Users:
1. Select the range B5:O25 then click the AutoSum button on the Ribbon (Home tab or Formulas tab)
2. Select the range O5:O25 and click the Bold button.
Percentage calculation
Column P requires a Percentage calculation. Before we launch into creating a calculation for this, it might be handy to know precisely what it is we are looking for. If you are connected to the internet and are using Excel 365, you can use the Smart Lookup tool to get some more information about calculating percentages.
In general, the Smart Lookup tool allows you to get more information and definitions about unfamiliar terms or features. This tool is available in all of the Microsoft Office applications.
1. Select cell P4.
2. Find the Smart Lookup tool on the Review tab (see Figure 3.6) and click it. You can also “Right-click” the specific cell and choose Smart Lookup.
Mac Users: The Smart Lookup tool is only on the Review tab in the latest versions of Excel for Mac. If you can’t find the Smart Lookup tool on the Review tab, you will find it by clicking on the “Tools” menu bar option.
Note for all users: there is a keyboard shortcut for using the Smart Lookup tool. You can hold down the Control key and click in the specific cell (in this case, P4)
3. If this is the first time you have used the Smart Lookup tool, you may need to respond to a statement about your privacy. Press the Got it button. We think the Wikipedia article does a pretty good job explaining the calculation, don’t you?
4. Close the Smart Lookup pane after reading through the definitions.
Now that we know what is needed for the Percentage calculation, we can have Excel do the calculation for us. We need to divide the Total Points for each student by the Total Points of all the Points Possible. Notice that there is a different number on each row – for each student. But, there is only one Total Points Possible – the value that is in cell O25.
1. Make sure that P5 is your active cell.
2. Press = then select cell O5. Press /, then cell O25. Your calculation should look like this: =O5/O25. The result of the formula should be 0.95641026. (So far, so good. DeShea Andrews is doing well in this class – with a percentage grade of almost 96%. Definitely an “A”!)
3. Next use the Fill handle to copy the calculation down through row 24 to calculate the other students’ grades. You should get the error message #DIV/0!. This error message reminds us that you can’t divide a number by 0 (zero). And that is just what is happening. If you look at the calculation in P9, the calculation reads: =O9/O29. The first cell reference is correct – it points to Moesha Gashi’s total points for the class. But the second reference is wrong. It points to an empty cell – O29.
Before copying the calculation, we have to make the second reference (O25) an absolute cell reference. That way, when we copy the formula down, the cell reference for O25 will be locked and will not change.
1. Make P5 your active cell. In the Formula Bar click on O25 (see Figure 3.7).
2. Press F4 (on the function keys at the top of your keyboard). That will make the O25 reference absolute. It will not change when you copy the calculation (see Figure 3.8). (If you are working on a laptop and do not have an F4 function key, you can type in a \$ before the O and another one before the 25.)
3. The calculation now looks like this: =O5/\$O\$25.
4. Use the Fill Handle to copy the formula down through P24 again. Now, when you copy the formula, you will get correct values for all of the students.
Those long decimals are a bit nonstandard. Let’s change them to % by applying cell formatting.
1. Select the range P5:P24.
2. On the Home tab, in the Number Group, select the % (Percent Style) button.
Skill Refresher
Absolute References
1. Click in front of the column letter of a cell reference in a formula or function that you do not want altered when the formula or function is pasted into a new cell location.
2. Press the F4 key or type a dollar sign (\$) in front of the column letter and row number of the cell reference.
Keyboard Shortcuts
Smart Lookup Tool
• Hold down the CTRL key and click the specific cell that you are working with. Then choose “Smart Lookup
• Mac Users: Same as above
Key Takeaways
• Functions can be created using cell ranges or selected cell locations separated by commas. Make sure you use a cell range (two cell locations separated by a colon) when applying a statistical function to a contiguous range of cells.
• To prevent Excel from changing the cell references in a formula or function when they are pasted to a new cell location, you must use an absolute reference. You can do this by placing a dollar sign (\$) in front of the column letter and row number of a cell reference or by using the F4 function key.
• The #DIV/0 error appears if you create a formula that attempts to divide a constant or the value in a cell reference by zero.
Attribution
3.1 More on Formulas and Functions by Noreen Brown, Mary Schatz, and Art Schneider, Portland Community College, is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.01%3A_More_on_Formulas_and_Functions.txt |
Learning Objectives
• Use an IF Function to make logical comparisons between a value and what you expect.
• Create a VLOOKUP calculation to look up information in a table.
• Understand error messages.
• Understand how to enter and format Date/Time Functions.
In addition to doing arithmetic, Excel can do other kinds of functions based on the data in your spreadsheet. In this section, we will use an =IF function to determine whether a student is passing or failing the class. Then, we will use a =VLOOKUP function to determine what grade each student has earned.
IF Function
The IF function is one of the most popular functions in Excel. It allows you to make logical comparisons between a value and what you expect. In its simplest form, the IF function says something like:
If the value in a cell is what you expect (true) – do this. If not – do that.
The IF function has three arguments:
• Logical test – Here, we can test to see if the value in a selected cell is what we expect. You could use something like “B7=14” or “B7>12” or “B7<6”
• Value_if_true – If the requirements in the logical test are met – if B7 is equal to 14 – then it is said to be true. For this argument, you can type text – “True”, or “On budget!” Or you could insert a calculation, like B7*2 (If B7 does equal 14, multiply it by 2). Or, if you want Excel to put nothing at all in the cell, type “” (two quotes).
• Value_if_false – If the requirements in the logical test are not met – if B7 does not equal 14 – then it is said to be false. You can enter the same instructions here as you did above. Let’s say that you type the double quotes here. Then, if B7 does not equal 14, nothing will be displayed in this cell.
In column Q we would like Excel to tell us whether a student is passing – or failing the class. If the student scores 70% or better, he/she will pass the class. But, if he/she scores less than 70%, he/she is failing.
1. Make sure that Q5 is your active cell.
2. On the Formulas tab, in the Function Library group, find the IF function on the Logical pulldown menu (see Figure 3.9).
Mac Users: There is no “Function Library” group for Excel for Mac. Mac Users should click on the Formulas tab, then click the “Logical” tool list arrow, and choose IF (see Figure 3.9).
Now you will see the IF Function dialog box, with a place to enter each of the three arguments.
Mac Users: There is no “dialog box”. The “Formula Builder” pane will display at the right side of the Excel window. It has the same layout as Figure 3.10 below.
1. Click in the box for Logical Test. We need to test whether a student’s score is less than .7. So, in this box, type P5<.7
2. Click in the box for Value_if_true. If the student’s score is less than .7, then they are failing the class. In this box, type Fail.
3. Click in the box for Value_if_false. If the student’s score is NOT less than .7, then they are passing the class. In this box, type Pass.
4. Make sure that your dialog box matches Figure 3.10.
While we are here, let’s take a look at the dialog box. Notice that as you click in each box, Excel gives you a brief explanation of the contents (in the middle below the boxes.) In the lower left-hand corner, you can see the results of the calculation. In this case, DeShae is passing the class. Below that is a link to Help on this function. Selecting this link will take you to the Excel help for this function – with detailed information on how it works.
1. Once you have typed in the required arguments and reviewed to make sure they are correct, press OK.
Mac Users should click the “Done” button, then close the Formula Builder pane.
(The text Pass should be displayed in Q5 because DeShae is passing the class.)
2. Use the Fill handle to copy the IF function down through row 24.
3. Click on Q5. When you look in the formula bar, you will see the IF calculation: =IF(P5<0.7,”Fail”,”Pass”) (see Figure 3.11).
VLOOKUP Function
You need to use a VLOOKUP function to look up information in a table. Sometimes that table is on a different sheet in your workbook. Sometimes it is in another file entirely. In this case, we need to know what grade each student is getting based on their percentage score. You will find the table that defines the scores and the grades in A28:B32.
There are four pieces of information that you will need in order to build the VLOOKUP syntax. These are the four arguments of a VLOOKUP function:
• The value you want to lookup, also called the Lookup_value. In our example, the lookup value will be the student’s percentage score in column P.
• The Table_array is the range (table) where the lookup values and the values you want returned by the function are located. In our example, this is the table of percentages and corresponding letter grades in the range A28:B32. The lookup value should always be in the first column in the table array for VLOOKUP to work correctly. For example, in our table_array the lookup value is in cell A28, so the range should start with A.
• The Col_index_num is the column number in the range that contains the value to return. In our example, when you specify A28:B32 as the Table_array range, you should count A as the first column (1), B as the second column (2), and so on. You will enter the appropriate column number in this box as 1, 2, or 3 and so on.
• In the Range_lookup, you can optionally specify TRUE if you want an approximate match or FALSE if you want an exact match of the return value. If you leave this blank, the default value will always be TRUE, or approximate match.
Let’s create the VLOOKUP to display the correct Letter Grade in column R.
1. Make sure that R5 is your active cell.
2. On the Formulas tab, in the Function Library, find the VLOOKUP function on the Lookup & Reference pull-down menu (see Figure 3.12).
Mac Users should click the Lookup and Reference tool list arrow to find the VLOOKUP function.
1. Fill in the dialog box so that it looks like the image in Figure 3.13.
Mac Users will use the “Formula Builder” pane at the right side of the Excel Window.
• Lookup_value – In this case, we will use the Percentage score. So, P5 for the first lookup value.
• Table_array – This is the range that contains the value you want returned by the function. In this case, that range is A28:B32. Note that this range does NOT include the label in row 27; just the actual data. The cell references for the Table_array need to be absolute – \$A\$28:\$B\$32. When we copy this function to the other cells, we do not want these cell references to change. It should always be \$A\$28:\$B\$32. This is very important! They must have the absolute reference symbols or the calculations will not work.
• Col_index_number – This is the column in the table array range that includes the information that we are looking up. In our case, the actual grades are in the 2nd column of the range. So, the column index will be 2.
• Range_lookup – In some cases, you will need something in the Range_lookup box. Since we are looking for an approximate match for the percentages, we want the default value of TRUE, so we do not need to enter anything for this argument.
1. While you are in the dialog box, be sure to look at all the helpful definitions that Excel offers.
2. When you have filled in the dialog box, press OK.
Mac Users should click the “Done” button, then close the Formula Builder pane.
3. The calculation you will see in the formula bar is: =VLOOKUP(P5,\$A\$28:\$B\$32,2)
4. Use the fill handle to copy the function down through row 24. The results displayed should match Figure 3.14.
Note
What if it didn’t work? What if you get a result different from the one predicted? In this case, either you have made a previous error, resulting in different % scores than this exercise anticipated, or you made a mistake entering your VLOOKUP function.
To make repairs in the function, make sure that R5 is your active cell. On the Formula bar, press the Insert Function button (see Figure 3.15). That will reopen the dialog box so you can make your repairs. Did you forget to make the cell references for the Table_array absolute? Did you use the wrong cell for the Lookup_value? Press OK when you are done and recopy the corrected function.
Error Messages
Sometimes Excel notices that you have made errors in your calculations before you do. In those cases Excel alerts you with some slightly mysterious error messages. A list of common error messages can be found in Table 3.1 below.
Table 3.1 – Common Error Messages
Message What Went Wrong
#DIV/0! You tried to divide a number by a zero (0) or an empty cell.
#NAME You used a cell range name in the formula, but the name isn’t defined. Sometimes this error occurs because you type the name incorrectly.
#N/A The formula refers to an empty cell, so no data is available for computing the formula. Sometimes people enter N/A in a cell as a placeholder to signal the fact that data isn’t entered yet. Revise the formula or enter a number or formula in the empty
cells.
#NULL The formula refers to a cell range that Excel can’t understand. Make sure that the range is entered correctly.
#NUM An argument you use in your formula is invalid.
#REF The cell or range of cells that the formula refers to aren’t there.
#VALUE The formula includes a function that was used incorrectly, takes an invalid argument, or is misspelled. Make sure that the
function uses the right argument and is spelled correctly.
This table was copied from the internet. Look here for additional information.
http://www.dummies.com/software/microsoft-office/excel/how-to-detect-and-correct-formula-errors-in-excel-2016/
Date Functions
Very often dates and times are an important part of Excel data. Numbers that are correct today may not be accurate tomorrow. So, it is frequently useful to include dates and times on your spreadsheets.
These dates and times fall into two categories – ones that:
• Remain the same. For instance, if a spreadsheet includes data for May 15th, you don’t want the date to change each time you re-open the spreadsheet.
• Change to reflect the current date/time. When it is important to have the current date or time on a spreadsheet, you want Excel to update the information regularly.
Take a look at the list of Date and Time functions offered in the Function Library on the Formulas tab (see Figure 3.16).
For our gradebook, we want the date and time to be displayed in A2, and it needs to update whenever the workbook file is opened.
1. Make A2 your active cell. Notice that A2 extends all the way from column A to Column R. Previously, someone has used the Merge & Center tool on this cell to make it match the title above.
2. On the Formulas tab, in the Function Library, select NOW from the Date & Time drop-down list and then click OK.
Mac Users click the “Done” button in the “Formula Builder” pane at the right side of the Excel window; then close the pane.
3. The result you will see in the formula bar is: =NOW(). The result you will see in A2 depends on the current date and time. The NOW function is a very handy function. It takes no arguments and is Volatile! That is not as alarming as it may seem. This just means that you don’t need to give it any more information to do its job and that your results will change frequently. You can update the date and time whenever you want – you don’t have to wait until you open the workbook again.
4. Make sure that A1 is your active cell and press the F9 function key (along the top of your keyboard.) The time will update.
Excel will update this field independently whenever you save and re-open the file, or print it. It may happen more frequently than that – depending on how you have set this up in your installation of Excel.
Another variation of the current date is the TODAY function. Let’s try that one next.
1. Make sure A2 is your active cell. Press Delete to remove the NOW function.
2. From the Date & Time drop-down list in the Function Library on the Formulas tab (see Figure 3.16), select TODAY and then click OK.
Mac Users click the “Done” button in the “Formula Builder” pane; then close the pane.
3. The result you will see in the formula bar is: =TODAY(). The result you will see in A2 depends on the current date. Since we haven’t asked for the time, the time you are seeing is likely 12:00. That is not very helpful so we need to change the format of the date.
4. On the Home tab, in the Number group, press the Number Format Launcher button (see Figure3.17).
5. In the Format Cellsdialog box, click the Number tab. Choose the Datecategory and select Wednesday, March 14, 2012(this format is called Long Date).
Mac Users: there is no Number Format Launcher button or “Format Cells” dialog box.
Click the list arrow next to “Date” and choose “Long Date”
6. The current day and date will display in A2.
Keyboard Shortcuts
Sometimes you want the date or the time to show up in your spreadsheet, but you don’t want it to change. You can simply type in the date or time. Or, you can use shortcut keys.
• CTRL ; (semi colon) will bring you the current date
Mac Users: same as above
• CTRL : (colon or CTRL SHIFT ; ) will bring you the current time.
Mac Users: SHIFT COMMAND
Key Takeaways
• Functions don’t always have to be about arithmetic. Excel provides functions that will help you perform logical evaluations, look things up, and work with dates and times.
• Excel displays error messages when your formulas and functions are not constructed properly.
Attribution
3.2 Logical and Lookup Functions by Noreen Brown and Mary Schatz, and Art Schneider, Portland Community College, is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.02%3A_Logical_and_Lookup_Functions.txt |
Learning Objectives
• Use Conditional Formatting techniques to provide flexible highlighting, applying specified formatting only when certain conditions are met. Techniques include:
• Data bars — to make it easy to visualize values in a range of cells.
• Cells Rules — to highlight values that match the requirements you specify.
You now have all the calculations you need in your CAS 170 Grades spreadsheet. There is a lot of data here. To make it easier to pick out the most important pieces of data, Excel provides Conditional Formatting. The best thing about Conditional Formatting is that it is flexible, applying specified formatting only when certain conditions are met.
1. Select the values in the Total Points column (O5:O24).
2. At the bottom of your selection, click on the Quick Analysis Tool. On the Formatting tab, select Data Bars (see Figure 3.18).
Mac Users: as stated previously, there is no Quick Analysis Tool for Excel for Mac. Use the alternate steps as shown below.
Excel places blue bars on top of your values; long blue bars for larger numbers, shorter ones for smaller numbers. This makes it easier to see how well each student did in the class – without having to look at the specific numbers.
Another way to apply Data Bars is to:
• Select the range that needs data bars
• On the Home tab, in the Styles group, select Data Bars from the Conditional Formatting tool.
• From there you can select data bars of different colors and opacities (see Figure 3.19).
Mac Users: Alternate Steps:
• On the Home tab select Data Bars from the Conditional Formatting tool .
• From there you can select data bars of different colors and opacities (see Figure 3.19).
It is even more important to highlight the students who are failing in the class. To practice further with Conditional Formatting we will do that in two places, in the Percentages column and on the Letter Grade column. To start with, we want any F letter grades to be formatted with a light red fill color and dark red text.
1. Select the Letter Grades (R5:R24).
2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20).
3. Select Equal To
4. Fill out the Equal to dialog box so that cells that are equal to: F have Light Red Fill with Dark Red Text (see Figure 3.21).
Let’s try that one more time – to highlight those students who are passing the class. This time we will use the Pass/Fail text in the Pass/Fail column. If the text for a student is Pass we want the cell to be formatted with a yellow fill with dark yellow text.
1. Select the Pass/Fail grades (Q5:Q24).
2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20).
3. Select Equal To
4. Fill out the Equal to dialog box so that cells that are equal to: Pass have Yellow Fill with Dark Yellow Text. (To find the Yellow Fill with Dark Yellow text option, click the the down arrow at the end of the last (with) box).
You do not have to use the default styles to make your data stand out. You can set any formatting you want. When you do, it is probably a good idea to include other styling in addition to color. Your spreadsheet might be printed in black and white. You would hate to lose your Conditional formatting. Now we are going to use conditional formatting to display any Percentages that are less than 60% with red text formatted in bold and italic.
1. Select the Percentage grades (P5:P24).
2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20).
3. Select Less Than
4. Fill out the Less Than dialog box so that cells that are less than .6 will be have conditional formatting. But, instead of using the default red text on a light red fill, press the down arrow at the end of that box and select Custom Format.
5. On the Font tab of the Format Cells dialog box, in the Font style box, select Bold Italic. In the Color box, select Red (see Figure 3.22).
6. Press OK. Then press OK again.
Conditional Formatting is valuable in that it reflects the current data. It changes to reflect changes in the data. To test this, delete DeShea’s final exam score. (Select N5. Press Delete on your keyboard.) Suddenly, DeShae is failing the course and the Conditional Formatting reflects that. This is a little unfair to DeShae – who has worked so hard this quarter. Let’s give him back his grade. Press CTRL Z (Undo). His test score reappears and the Conditional formatting reflects that as well.
Making Changes
What if you have made a mistake with your Conditional Formatting? Or, you want to delete it altogether? You can use the Conditional Formatting Manage Rules tool. In our example, we want to remove the conditional formatting rule that formats the Pass text with yellow. We are also going to modify the minimum passing percentage for the conditional formatting rule that is applied to the percentages.
1. On the Home Tab, in the Styles Group, select Manage Rules at the very bottom of the Conditional Formatting drop-down list.
2. Show formatting rules for: This Worksheet (see Figure 3.23).
3. We don’t really need to highlight the students who are passing the class, so select that rule in the Rules Manager and press the Delete Rule button. Mac Users should click the minus symbol – at bottom left corner to delete the rule.
In a previous exercise (the IF function), we decided that students were failing if they got a percentage score of less than 70%, so the Conditional Formatting rule in the Percentage column needs repair.
1. Select the rule that reads Cell Value <0.6.
2. Select the Edit Rule button, and change the .6 to .7 (see Figure 3.24).
3. Click OK (or Apply) twice. Double check that your completed workbook matches Figure 3.25.
Setting the Print Area
Before you consider this workbook finished, you need to prepare it for printing. The first thing you will do is set the Print Area so that the table of Letter Grades in A27:B32 does not print.
1. Select A1:R25. This is the only part of the worksheet that you want to have print.
2. On the Page Layout ribbon, click the Print Area button. Choose Set Print Area from the menu.
Next you will preview the worksheet in Print Preview to check that the print area setting worked, as well as make sure it is printing on one page.
1. View the workbook in Print Preview.
Mac Users should choose Print from the File menu to view Print Preview.
2. Set the page orientation to Landscape.
3. Change the page scaling if needed so that the entire worksheet prints on one page.
4. Save the CH3 Gradebook and Parks workbook.
Attribution
3.3 Conditional Formatting by Noreen Brown, Mary Schatz, and Art Schneider, Portland Community College, is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.03%3A_Conditional_Formatting.txt |
Learning Objectives
• Locate and fix formatting consistency errors.
• Apply new formatting techniques.
• Use Print Titles to repeat rows and columns on each page of a multiple page worksheet.
• Control where page breaks occur in a multiple page worksheet.
In this section, we will review a worksheet for formatting consistency, as well as learn two new formatting techniques. This worksheet currently prints on four pages, so we will learn new page setup options to control how these pages print. A new data file will be used for this section.
Reviewing Formatting for Consistency
Open the “CH3-Gradebook and Parks” workbook if it isn’t already open.
Click on the “Park Size” sheet tab within your “CH3-Gradebook and Parks” workbook .
You have been given a spreadsheet with data about the national parks in the western United States. Your coworker formatted the workbook and has asked you to review it for consistency. You also need to prepare it for printing. Figure 3.26 shows how the second page of the finished worksheet will appear in Print Preview.
Reviewing Formatting for Inconsistencies
The first thing you are going to do is review the worksheet for formatting inconsistencies.
1. Scroll through the worksheet and locate the following formatting errors:
• The formatting of the Utah label does not match the other states.
• The Year Established values for Hawaii are not center aligned like the other years.
• The cells for the Nevada data should have the same green fill color as the other alternating states.
• The number of digits after the decimal place for the Size values is inconsistent. Also, these values should be formatted with Comma style to make them easier to read.
2. To fix these errors, complete the following steps:
• Merge & Center A34:A38. Change the font size to 16 and apply Bold format.
• Center align C28:C29.
• Apply the green fill color to A31:E31 (be sure to match the green fill color of the other states).
• Select E4:E43 and apply Comma Style. Use Increase Decimal and/or Decrease Decimal until one digit appears after the decimal place for all values.
3. While you’re fixing errors, proofread the sheet and correct any typos.
4. Finally, let’s add color to the two sheet tabs. The use of colored tabs assists in navigating between sheet tabs.
• Right-click the “Park Size” sheet tab ( Mac users hold down Ctrl key and click the sheet tab)
• Point to Tab Color and choose a “blue” color.
• Now right-click the “Grades” sheet tab, point to Tab Color and choose an “orange” color. That’s it!
Fine-tuning Formatting
Now that you have fixed the inconsistencies in the formatting, you decide to apply some formatting techniques to make the worksheet look even better. You are going to start by vertically aligning the names of the states within the cells.
1. Select A4:A43 (the cells with the state labels).
2. Click the Home tab on the ribbon.
3. In the Alignment group, click the Middle Align button (see Figure 3.26). Notice that the names of the states are now centered between the top and bottom borders of the cells.
The next new formatting skill is to change the label in E3 from Size (km2) to Size (km2) with the 2 after km formatted with superscript.
1. Double-click on cell E3 to enter Edit mode
2. Select just the 2 (be careful not to select anything else).
3. On the ribbon (Home tab) click the dialog box launcher arrow in the Font group.
Mac Users: there is no dialog box launcher for Excel for Mac. Instead, choose Format from the Menu Bar, click Cells: then continue with Steps 4 and 5
4. In the Effects section of the Format Cells dialog box, check the box for Superscript (see Figure 3-27). Click OK.
5. Save the CH3 Gradebook and Parks file.
Repeating Column (and Row) Labels
Now that you have fixed the cell and text formatting, you are ready to review the worksheet in Print Preview. You will notice that the worksheet is printing on multiple pages, and you cannot tell what each column of data represents on some of the pages.
1. With the CH3-Gradebook and Parks file still open, and the Parks tab selected, go to Backstage View by clicking the File tab on the ribbon. Select Print from the menu.
Mac Users: choose File from the Menu Bar, and then choose Print
2. Click through each of the pages. The worksheet is currently printing on four pages ( Mac users may only see three pages but that is ok), with the City and Sizes columns printing on separate pages from the rest of the data.
3. Change the Orientation from Portrait to Landscape. This fits all of the columns on one page. All of the columns are now on the same page, but the second and third pages have no column labels to identify what information is in each column. You are going to use Print Titles to repeat the first three rows of the worksheet on each of the printed pages. To set Print Titles you need to exit Print Preview.
4. Exit Backstage View then click the Page Layout tab on the ribbon.
5. Click the Print Titles button in the Page Setup group on the ribbon. The dialog box shown in Figure 3.28 should appear.
6. Click the Sheet tab if necessary.
1. Click in the Rows to repeat at top: box. Be sure your insertion point is blinking in that box before moving on to the next step.
2. In the worksheet, select Rows 1 through 3. The text \$1:\$3 should now appear in the Rows to repeat at top: box.
3. Click OK.
You will not see a change to the worksheet in Normal view, so you will need to return to Print Preview. While looking in Print Preview, you will notice that the pages are breaking in inconvenient places.
1. Go to Print Preview and look at each of the pages. Notice that the first three rows are now repeated at the top of each page.
2. Exit Backstage View.
Skill Refresher
Creating Print Titles
1. Open the Page Setup dialog box and click the Sheet tab.
2. Click in the Rows to repeat at top: box or the Columns to repeat at left: box.
3. Click in the worksheet and select the row(s) or column(s) that you want to repeat on each page.
Inserting Page Breaks
Notice that the data for California is split between the first and second pages. You want all of the data for each state to be together on the same page, so you need to control the page breaks. You are going to start by inserting a page break before the California data to force it to start on the second page, then you will move the page break for the third page if needed. To make these changes you are going to work in Page Break Preview.
1. Click the View tab on the ribbon then click Page Break Preview in the Workbook Views Group. Your screen should look similar to Figure 3.29.
Mac Users: in the next paragraph below, the location of the automatic page breaks may be in different locations. That’s ok.
In Page Break Preview, automatic page breaks are displayed as dotted blue lines. Notice the dotted blue lines after rows 13 and 28. These lines indicate where Excel will start a new page. For this worksheet, you want the first page to break before the California data, so you are going to insert a manual page break.
1. Select cell A15. When inserting a page break, you select the cell below where you want the page break to appear.
2. Click the Page Layout tab on the ribbon.
3. Click the Breaks button in the Page Setup group (see Figure 3.30).
4. Select Insert Page Break from the menu. There is now a solid blue line after row 14, which indicates a manual page break that was inserted.
5. Go to Print Preview. Notice that the California data now starts on the second page.
While looking at each page in Print Preview you decide that the third page should start with Montana. To make this change you are going to move the automatic page break that appears after Nevada.
1. Exit Backstage View. Switch back to Page Break Preview if needed.
2. Locate the next dotted blue line (automatic page break).
3. Put your pointer over the dotted blue line and it will switch to a vertical double-headed arrow. Click on the dotted blue line and drag it above Montana.
4. Release the mouse button when the line is above row 30 (above Montana). The line will now be a solid blue line, indicating a manual page break.
5. Go to Print Preview. The Montana data now appears at the top of the third page.
While evaluating the pages in Print Preview you decide that there is too much white space at the bottom of the pages. To fix this, you are going to center the contents vertically on the pages.
1. Click the Page Setup link at the bottom of the Settings section of Backstage View to open the Page Setup dialog box.
Mac Users: there is no “Page Setup link” in Print Preview for Excel for Mac. Click the Margins list arrow instead, and choose “Manage Custom Margins” then continue with the steps below.
2. Click on the Margins tab.
3. In the Center on page section, check the box for Vertically then click OK.
4. Review each page in Print Preview to see the changes. Exit Backstage View.
Creating a Header and Footer using Page Layout View
Now that the worksheet is printing on three pages, with page breaks in appropriate places, you are ready to add a header with the current date and filename. You will also add a footer with the page number and the total number of pages that will appear as Page 1 of 3. You are going to edit the header and footer in Page Layout View.
1. Click the View tab on the ribbon and click the Page Layout button in the Workbook Views group.
2. The white space at the top of the worksheet should say Add header. Place the mouse pointer over the left section of the Header and click to activate that section.
Mac Users should make sure the mouse pointer turns into a small page icon then click in the left section of the Header
3. Click the Header & Footer Tools Design tab on the ribbon.
4. Click the Current Date button in the Header & Footer Elements group (see Figure 3.31). Inserting the date this way will insert a field that will update every time the workbook is opened.
5. Click in the right section of the Header. Click the Filename button in the Header & Footer Elements group (see Figure 3.31). Inserting the filename this way will insert a field that will update if the filename is changed.
6. Click the Go to Footer button in the Navigation group of commands.
7. In the center section of the footer, type the word Page with a space after it.
8. Click the Page Number button in the Header & Footer Elements group (see Figure 3.31), then type a space after the &[Page] code that appears.
9. Type the word of with a space after it, then click the Number of Pages button in the Header & Footer Elements group (see Figure 3.31). The footer should match Figure 3.32.
10. Click anywhere on the worksheet to close the Footer editing.
11. Review the worksheet again in Print Preview. Pay careful attention to the page numbers in the footer to ensure they will print correctly, then exit Backstage View.
12. View the correct print preview screenshot below in Figure 3.33
13. Check the spelling on all of the worksheets and make any necessary changes. Save and submit the CH3-Gradebook and Parks workbook.
Skill Refresher
Inserting Page Numbers
1. In Page Layout View, click in the section of the header or footer where you want the page number to appear.
2. Type the word Page, followed by a space, and then click the Page Number button in the Header & Footer Elements group on the Header & Footer Tools Design ribbon. This will create Page 1.
3. If desired, type a space after the &[Page] code then type the word of followed by a space. Then click the Number of Pages button. This will create Page 1 of 4.
Note
• Always check the formatting of your worksheets for consistency.
• If a worksheet is printing on multiple pages, use Print Titles to repeat rows at the top and/or columns at the left of every page to make it easier to interpret the data.
• Insert manual page breaks as needed in Page Break Preview to control where a new page begins.
• Multiple page worksheets should include the page number in either the header or footer. Be sure to insert the Page Number element so that the correct page number will display on each page of the worksheet.
Attribution
“3.4 Preparing to Print” by Julie Romey and Art Schneider, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.04%3A_Preparing_to_Print.txt |
Household Budget
Download Data File: PR3 Data
Etta and Lucian Redding are a recently married couple living in Portland, Oregon. Lucian works part time and attends the local community college. Etta works as a marketing manager at a clothing company in North Portland. They are trying to decide if they can afford to move to a better apartment, one that is closer to work and school. They want to use Excel to examine their household budget. They have started their budget spreadsheet, but they need your help with it.
1. Open the file named PR3 Data and then save it as PR3 Redding.
2. Insert two new rows at the top of the worksheet.
3. Enter the following text:
A2 Category
B2 Item
C2 January
O2 Yearly Total (adjust column width as needed to fit this text)
1. Using the text in cell C2, use Autofill to fill in the months February through December in cells D2:N2. Adjust column widths as needed to fit the names of the months in these columns.
2. Bold and center align all of the headings in Row 2.
3. Type “Redding Family Budget” in A1. Merge & Center A1:O1. Make this text 22 point bold.
4. Next you need to complete the monthly values for some of the income and expense items. In the rows for Income #1, Income #2, Mortgage/Rent, Homeowners/Rent Insurance, Car Insurance, Car Payment, and Gym Fees/Memberships, copy the values for January to the cells for February through December.
5. Use the Totals tab in the Quick Analysis tool to add the SUM to Column O. Delete the formulas from O7, O17, O24, O32, and O38.
Mac Users should use the AutoSum tool to calculate the totals in Column O. Since you are using the AutoSum tool, you may not have to delete any formulas in the cells listed in Step 5 above. Also, the Quick Analysis tool will automatically bold the values in Column O. Mac Users should bold cells O3:O45.
6. In C6: N6, use the SUM function to calculate the Total Income for each month.
7. Similar to step 6, use the SUM function to calculate the Total Home Expenses, Total Daily Living Expenses, Total Transportation Expenses, Total Entertainment Expenses, and Total Personal Expenses for each month.
8. Use the SUM function to calculate the Yearly Total Personal Expenses in cell O45.
9. Format the numerical data in Row 3 as Currency with no decimal places. Format all the total rows as Currency with no decimal places and with a top border (Rows 6, 16, 23, 31, 37, and 45).
10. Apply the Comma format with no decimal places in all the other rows.
11. In A47, type “Total Expenses”.
12. In C47, enter a formula that adds together all of the expense categorytotals for January. Copy the formula in C47 to D47:O47.
13. In A49, type “Net Income”. Bold and indent this text. Also bold C49:N49
14. In C49, enter a formula that calculates the difference between Total Income and Total Expenses (=Total Income-Total Expenses) for January. Copy this formula to D49:O49.
15. Format the data in Rows 47 and 49 as Currency with no decimal places. Bold O47 and O49. Add a Top and Double Bottom Border to the data in Row 49.
16. Select C49:N49. Use the Quick Analysis tool to add data bars to this data. Mac Users should use the Conditional Formatting tool on the Ribbon. The negative values should automatically have a red data bar and the positive values will have a blue data bar.
17. In B50, type “New Home?”. Enter an IF statement in C50 that displays the word “No” if the amount in C49 is less than or equal to zero and “Maybe” if the amount is greater than zero. Copy C50 to D50:N50.
18. Check to see if your IF statement worked correctly in row 50. If the cells say “No” when the data bar in the cell above it is red and “Maybe” when the data bar in the cell above it is blue, your IF statement is correct.
19. Review the worksheet in Print Preview. Make any changes needed to make the worksheet print on one page with landscape orientation.
20. Rename the “Sheet 1” sheet tab:
• Double-click the “Sheet 1” tab
• Type: Budget and press Enter
21. Change the color of the sheet tab:
• Right-click the “Budget” sheet tab
• Mac Users should hold down the CTRL key and click the Budget sheet tab
• Point to “Tab Color”, choose a green color
22. Check the spelling on all of the worksheets and make any necessary changes. Save the PR3 Redding workbook.
23. Compare your work with the self-check answer key below and then submit the PR3 Redding workbook as directed by your instructor.
Attribution
“3.5 Chapter Practice” by Diane Shingledecker, Portland Community College is licensed under CC BY 4.0, It is adapted from Personal Budget Project by Matt Goff, CC BY-SA 4.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.05%3A_Chapter_Practice.txt |
MidasCoffee Company
Download Data File: SC3 data
MidasCoffee: Ruth Kobran owns a coffee supply company named MidasCoffee. She needs some help writing the formulas for the order form she uses to invoice customers. You will need to write the formulas for all of the calculations on the form. Some of the more complex parts are determining if the customer will get a discount (based on the customer status) as well as the shipping charge (orders over \$199 get free shipping). You will use IF functions for both of those calculations.
1. Open the SC3 Data workbook and save the workbook as SC3 MidasCoffee.
2. Enter the following order information:
Order #: 56894
Order Date: use a function that displays the current date
3. Enter the following Billing Information:
Samantha Raitt
4270 SW Cooper Ln, Portland, OR 97225
503-674-1632
samantha.raitt@zmail.com
4. For the Shipping Information, create formulas using cell references to display the corresponding information from the Billing Information section. For example, the Customer cell will display the name of the customer in cell C11.
5. In the range B19:E22, enter the following item orders:
Item # Description Qty Unit Price
K56 Dark Mocha K-Cups (12 pack) 1 11.99
G03 Decaf Dark Roast – Ground (1 lb.) 3 12.99
B07 Organic Dark Roast – Whole Bean (1 lb.) 2 14.99
K52 Chai Latte K-Cups (12 pack) 3 10.99
6. In cell F19, enter an IF function that tests whether the order quantity in cell D19 is greater than 0 (zero). lf it is, return the value of the Qty (in D19) multiplied by the Unit Price (in E19); otherwise, return no text by entering “”. Hint: You will need to use a formula for the Value if True argument.
7. Copy/fill this formula into the other cells in the range F19:F25. Hint: be sure to copy the formula to all of the Item Total cells, even if it is a blank row. You want the worksheet to be prepared for orders with more items in the future.
8. In cell F26, calculate the sum of all of the Item Total cells.
9. In cell F27, use an IF function to calculate the discount amount for this order based on the customer’s status (which is found in F16). If the customer’s status is Preferred, the discount amount will be the Order Subtotal times the discount percentage found in cell B29; otherwise the discount amount will be 0 (zero). Hint: You will need to use a formula for the Value if True argument.
10. Test your IF function to make sure that it still works if the customer is NOT preferred by deleting the word Preferred in F16. Make sure you do not end up with an error message! If you get an error message, check the IF function and make the changes needed.
11. Calculate the Discounted Total for this order in cell F28. Hint: Use a simple subtraction formula.
12. In cell F29, use an IF function to display the correct Shipping Charge, based on the amount of the Discounted Total. If the Discounted Total is greater than or equal to the Free Shipping Minimum found in cell B28, the Shipping Charge is 0 (zero); otherwise, the Shipping Charge is 5% of the Discounted Total. Hint: You will need to use a formula for the Value if False to calculate what 5% of the Discounted Total will be.
13. Calculate the Invoice Total in cell F31. Hint: This will be the total of the Discounted Total and the Shipping Charge.
14. Take a critical look at your worksheet to ensure that all of the number and cell formatting is professional.
15. Review the worksheet in Print Preview. Make any changes needed to make the worksheet print on one page.
16. Check the spelling on all of the worksheets and make any necessary changes. Save the SC3 MidasCoffee workbook.
17. Submit the SC3 Midas Coffee workbook as directed by your instructor.
Attribution
“3.6 Chapter Scored” by Noreen Brown, Art Schneider and Mary Schatz, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/03%3A_Formulas_Functions_Logical_and_Lookup_Functions/3.06%3A_Chapter_Scored.txt |
One of the most important things to consider when using charts in Excel is that they are intended to be used for communicating an idea to an audience. Your audience can be reading your charts in a written document or listening to you in a live presentation. In fact, Excel charts are often imported or pasted into Word documents or PowerPoint slides, which serve this very purpose of communicating ideas to an audience. Although there are no rules set in stone for using specific charts for certain data types, some chart types are designed to communicate certain messages better than others. This chapter explores numerous charts that can be used for a variety of purposes. In addition, we will examine formatting charts and using those charts in Word and PowerPoint documents.
04: Presenting Data with Charts
Learning Objectives
• Construct a line chart to show timeline and comparison trends.
• Learn how to use a column chart to show one and two frequency distributions.
• Create and format a map chart.
• Insert a funnel chart.
• Learn how to use a pie chart to show the percent of the total for a data set.
• Compare the difference between a column chart and a bar chart.
• Construct column charts to show how a percent of total changes over time.
This section reviews the most commonly used Excel chart types. To demonstrate the variety of chart types available in Excel, it is necessary to use a variety of data sets. This is necessary not only to demonstrate the construction of charts but also to explain how to choose the right type of chart given your data and the idea you intend to communicate.
Choosing a Chart Type
Before we begin, let’s review a few key points you need to consider before creating any chart in Excel.
1. The first is identifying your idea or message. It is important to keep in mind that the primary purpose of a chart is to present quantitative information to an audience. Therefore, you must first decide what message or idea you wish to present. This is critical in helping you select specific data from a worksheet that will be used in a chart. Throughout this chapter, we will reinforce the intended message first before creating each chart.
2. The second key point is selecting the right chart type. The chart type you select will depend on the data you have and the message you intend to communicate.
3. The third key point is identifying the values that should appear on the X and Y axes. One of the ways to identify which values belong on the X and Y axes is to sketch the chart on paper first. If you can visualize what your chart is supposed to look like, you will have an easier time selecting information correctly and using Excel to construct an effective chart that accurately communicates your message. Table 4.1 “Key Steps Before Constructing an Excel Chart” provides a brief summary of these points.
Integrity Check
Carefully Select Data When Creating a Chart
Just because you have data in a worksheet does not mean it must all be placed onto a chart. When creating a chart, it is common for only specific data points to be used. To determine what data should be used when creating a chart, you must first identify the message or idea that you want to communicate to an audience.
Table 4.1 Key Steps before Constructing an Excel Chart
Step Description
Define your message. Identify the main idea you are trying to communicate to an audience. If there is no main point or important message that can be revealed by a chart, you might want to question the necessity of creating a chart.
Identify the data you need. Once you have a clear message, identify the data on a worksheet that you will need to construct a chart. In some cases, you may need to create formulas or consolidate items into broader categories.
Select a chart type. The type of chart you select will depend on the message you are communicating and the data you are using.
Identify the values for the X and Y axes. After you have selected a chart type, you may find that drawing a sketch is helpful in identifying which values should be on the X and Y axes. In Excel, the axes are:
The “category” axis. Usually the horizontal axis – where the labels are found.
The “value” axis. Usually the vertical axis – where the numbers are found.
Time Series Trend: Line Chart 1
The first chart we will demonstrate is a line chart. Figure 4.1 shows part of the data that will be used to create two line charts. This chart will show the trend of the NASDAQ stock index.
This chart will be used to communicate a simple message: to show how the index has performed over a two-year period. We can use this chart in a presentation to show whether stock prices have been increasing, decreasing, or remaining constant over the designated period of time.
Before we create the line chart, it is important to identify why it is an appropriate chart type given the message we wish to communicate and the data we have. When presenting the trend for any data over a designated period of time, the most commonly used chart types are the line chart and the column chart. With the column chart, you are limited to a certain number of bars or data points. As shown below in Figure 4.1, as the number of bars increases on a column chart, it becomes increasingly difficult to read. In our first example, there are 24 points of data used to construct the chart. This is generally too many data points to put on a column chart, which is why we are using a line chart.
Our line chart will show the Volume of sales for the NASDAQ on the Y-axis and the Month number on the X-axis. Notice when we select the information we are including the column headings/labels. Excel will use the column headings/labels to identify each axis. Excel named the horizontal axis labels Month and the Vertical axis series Volume.
The following steps explain how to construct this chart:
Download Data file: CH4 Data
1. Open data file CH4 Data and save a file to your computer as CH4 Charting.
2. Navigate to the Stock Trend worksheet.
3. Highlight the range B4:C28 on the Stock Trend worksheet. (Note – you have selected a label in the first row and more labels in column B. Watch where they show up in your completed chart.)
4. Click the Insert tab of the ribbon.
5. Click the Line button in the Charts group of commands. Click the first option from the list, which is a basic 2D Line Chart (see Figure 4.2). Notice Excel adds, or embeds, the line chart into the worksheet.
Why?
Line Chart vs. Column Chart
We can use both a line chart and a column chart to illustrate a trend over time. However, a line chart is far more effective when there are many periods of time being measured. For example, if we are measuring fifty-two weeks, a column chart would require fifty-two bars. A general rule of thumb is to use a column chart when twenty bars or less are required. A column chart becomes difficult to read as the number of bars exceeds twenty.
Figure 4.3 shows the embedded line chart in the Stock Trend worksheet. Do you see where your labels showed up on the chart?
Notice that additional tabs, or contextual tabs, are added to the ribbon. We will demonstrate the commands in these tabs throughout this chapter. These tabs appear only when the chart is activated.
Note
Excel 2010 uses three contextual tabs for charts. Later versions use only two. Each has all the same tools. They are just organized a little differently.
As shown in Figure 4.3, the embedded chart is not placed in an ideal location on the worksheet since it is covering several cell locations that contain data. The following steps demonstrate common adjustments that are made when working with embedded charts:
1. Moving a chart: Click and drag the upper left corner of the chart to the corner of cell B30.
Note
Keep an eye on your pointer. It will change into when you are in the right place to move your chart.
1. Resizing a chart: Place the mouse pointer over the bottom lower corner sizing handle, drag and drop to approximately the end of Column I, and Row 45.
Note
Keep an eye on your pointer. It will change into when you are in the right place to resize your chart
1. Adjusting the chart title: Click the chart title once. Then click in front of the first letter. You should see a blinking cursor in front of the letter. This allows you to modify the title of the chart.
2. Type the following in front of the first letter in the chart title: May 2014-2016 Trend for NASDAQ Sales.
3. Click anywhere outside of the chart to deactivate it.
4. Save your work.
Figure 4.4 shows the line chart after it is moved and resized. Notice that the sizing handles do not appear around the perimeter of the chart. This is because the chart has been deactivated. To activate the chart, click anywhere inside the chart perimeter.
Integrity Check
When using line charts in Excel, keep in mind that anything placed on the X-axis is considered a descriptive label, not a numeric value. This is an example of a category axis. This is important because there will never be a change in the spacing of any items placed on the X-axis of a line chart. If you need to create a chart using numeric data on the category axis, you will have to modify the chart. We will do that later in the chapter.
Skill Refresher
Inserting a Line Chart
1. Highlight a range of cells that contain data that will be used to create the chart. Be sure to include labels in your selection.
2. Click the Insert tab of the ribbon.
3. Click the Line button in the Charts group.
4. Select a format option from the Line Chart drop-down menu.
Adjusting the Y-Axis Scale
After creating an Excel chart, you may find it necessary to adjust the scale of the Y-axis. Excel automatically sets the maximum value for the Y-axis based on the data used to create the chart. The minimum value is usually set to zero. That is usually a good thing. However, depending on the data you are using to create the chart, setting the minimum value to zero can substantially minimize the graphical presentation of a trend. For example, the trend shown in Figure 4.4 appears to be increasing slightly in recent months. The presentation of this trend can be improved if the minimum value started at 500,000. The following steps explain how to make this adjustment to the Y-axis:
1. Click anywhere on the Y (value or vertical) axis on the May 2014-2016 Trend for NASDAQ Sales Volume line chart (Stock Trend worksheet).
2. Right Click and select Format Axis. The Format Axis Pane should appear, as shown in Figure 4.5.
Mac Users: Hold down the Control key and click the Y axis. Then choose Format Axis.
Note
If you do not see “Format Axis . . . on your menu, you have not right-clicked in the correct spot. Press “Escape” to turn the menu off and try again
1. In the Format Axis Pane, click the input box for the “Minimum” axis option and delete the zero. Then type the number 500000 and hit Enter. As soon as you make this change, the Y axis on the chart adjusts.
1. Click the X in the upper right corner of the Format Axis pane to close it.
2. Save your work.
Figure 4.6 shows the change in the presentation of the trend line. Notice that with the Y axis starting at 500,000, the trend for the NASDAQ is more pronounced. This adjustment makes it easier for the audience to see the magnitude of the trend.
Skill Refresher
Adjusting the Y-Axis Scale
1. Click anywhere along the Y-axis to activate it.
2. Right Click. (Note, you can also select the Format tab in the Chart Tools section of the ribbon.)
3. Select Format Axis . . .
4. In the Format Axis pane, make your changes to the Axis Options.
5. Click in the input box next to the desired axis option and then type the new scale value.
6. Click the Close button at the top right of the Format Axis pane to close it.
Trend Comparisons: Line Chart 2
We will now create a second line chart using the data in the Stock Trend worksheet. The purpose of this chart is to compare two trends: the change in volume for the NASDAQ and the change in the Closing price.
Before creating the chart to compare the NASDAQ volume and sales price, it is important to review the data in the range B4:D28 on the Stock Trend worksheet. We cannot use the volume of sales and the closing price because the values are not comparable. That is, the closing price is in a range of \$45.00 to \$115.00, but the data for the volume of Sales is in a range of 684,000 to 3,711,000. If we used these values – without making changes to the chart — we would not be able to see the closing price at all.
The construction of this second line chart will be similar to the first line chart. The X axis will be the months in the range B4:D28.
1. Highlight the range B4:D28 on the Stock Trend worksheet.
2. Click the Insert tab of the ribbon.
3. Click the Line button in the Charts group of commands.
4. Click the first option from the list, which is a basic line chart.
Figure 4.6.5 shows the appearance of the line chart comparing both the volume and the closing price before it is moved and resized. Notice that the line for the closing price (Close) appears as a straight line at the bottom of the chart.
The line representing the closing values is flat along the bottom of the chart. This is hard to see and not very useful as is. Fear not. We will fix that.
1. Move the chart so the upper left corner is in the middle of cell M1.
2. Resize the chart, using the resizing handle so the graph is approximately in the area of M1:U13.
3. Click in the text box that says “Chart Title.” Delete the text and replace it with the following: 24 Month Trend Comparison.
4. Adjust the Closing Price axis, by double-clicking the red line across the bottom of the chart that represents the Closing Price.
5. The Format Data Series dialogue box opens. In the Series Options, select Secondary Axis.
Excel adds the secondary axis. Format the values on the secondary axis to represent prices.
1. Double click the Secondary Vertical Axis. (The vertical axis on the right that goes from 0 to 140.)
2. In axis options, scroll down to the Number section.
Mac Users: If needed, click the Number “expand arrow”
1. Use the Symbol list box to add the \$.
2. Press the Close button to close the Format Axis pane.
3. Save your work.
Skill Refresher
X and Y-Axis Number Formats
1. Double click anywhere along the X or Y axis to activate it.
2. Click Number from the list of options on the left side of the Format Axis dialog box.
3. Select a number format and set decimal places on the right side of the Format Axis dialog box.
4. Click the Close button in the Format Axis pane.
Frequency Distribution: Column Chart 1
A column chart is commonly used to show trends over time, as long as the data are limited to approximately twenty points or less. A common use for column charts is frequency distributions. A frequency distribution shows the number of occurrences by established categories.
For example, a common frequency distribution used in most academic institutions is a grade distribution. A grade distribution shows the number of students that achieve each level of a typical grading scale (A, A−, B+, B, etc.). The Grade Distribution worksheet contains final grades for some hypothetical Excel classes.
To show the grade frequency distribution for all the Excel classes in that year, the Numbers of Students appear on the Y-axis and the Grade Categories appear on the X-axis. In this situation, notice we do not select the Total row. The totals are a representation of all data and would skew the graph. Essentially you would be graphing the information twice. If you want to display the totals in a chart, the best approach is to create a separate chart that only displays the total values.
The following steps to create the column chart:
1. Select the Grade Distribution worksheet.
2. In Row3, replace the red text at states [Insert Current Year] and replace it with the actual current academic term and year.
3. Select two non-adjacent columns by selecting A3:A8.
4. Press, and hold down the Crtl key.
Mac Users: Hold down the Command key instead.
1. Without letting go of the Ctrl key, select C3:C8
2. From the ribbon click the Insert tab. Choose the Column button.
3. Select the Clustered Column format. (First option listed.)
4. Click and drag the chart so the upper left corner is in the middle of cell H2. Resize the graph to fit in the area of H2: O13.
5. Click any cell location on the Grade Distribution worksheet to deactivate the chart.
6. Save your work.
Figure 4.10 shows the completed grade frequency distribution chart. By looking at the chart, you can immediately see that the greatest number of students earned a final grade in the B+ to B− range.
Why?
Column Chart vs. Bar Chart
When using charts to show frequency distributions, the difference between a column chart and a bar chart is really a matter of preference. Both are very effective in showing frequency distributions. However, if you are showing a trend over a period of time, a column chart is preferred over a bar chart. This is because a period of time is typically shown horizontally, with the oldest date on the far left and the newest date on the far right. Therefore, the descriptive categories for the chart would have to fall on the horizontal – or category axis, which is the configuration of a column chart. On a bar chart, the descriptive categories are displayed on the vertical axis.
Creating a Chart Sheet
The charts we have created up to this point have been added, or embedded in, an existing worksheet. Charts can also be placed in a dedicated worksheet called a chart sheet. It is called a chart sheet because it can only contain an Excel chart. Chart sheets are useful if you need to create several charts using the data in a single worksheet. If you embed several charts in one worksheet, it can be cumbersome to navigate and browse through the charts. It is easier to browse through charts when they are moved to a chart sheet because a separate sheet tab is added to the workbook for each chart. The following steps explain how to move the grade frequency distribution chart to a dedicated chart sheet:
1. Click anywhere on the Final Grades for All Excel Classes chart on the Grade Distribution worksheet.
2. From the Chart Tools Design tab. Select Move Chart . This opens the Move Chart Dialog box.
3. Click the New sheet option on the Move Chart dialog box.
4. The entry in the input box for assigning a name to the chart sheet tab should automatically be highlighted once you click the New sheet option. Type All Excel Classes. This replaces the generic name in the input box (see Figure 4.11).
5. Click the OK button at the bottom of the Move Chart dialog box. This adds a new chart sheet to the workbook with the name All Excel Classes.
6. Save your work.
Figure 4.12 shows the Final Grades for all the Excel Classes column chart is in a separate chart sheet. Notice the new worksheet tab added to the workbook matches the New sheet name entered into the Move Chart dialog box. Since the chart is moved to a separate chart sheet, it no longer is displayed in the Grade Distribution worksheet.
Frequency Comparison: Column Chart 2
We will create a second column chart to show a comparison between two frequency distributions. Column B on the Grade Distribution worksheet contains data showing the number of students who received grades within each category for the Current Excel Class Class. We will use a column chart to compare the grade distribution for the current class (Column B) with the overall grade distribution for Excel courses for the whole year (Column C).
However, since the number of students in the term is significantly different from the total number of students in the year, we must calculate percentages in order to make an effective comparison. The following steps explain how to calculate the percentages:
1. Highlight the range B4:C9 on the Grade Distribution worksheet.
2. Click the AutoSum button in the Editing group of commands on the Home tab of the ribbon. This automatically sums the values in the selected range.
3. Select cell E4. Enter a formula that divides the value in cell B4 by the total in cell B9. Add an absolute reference to cell B9 in the formula =B4/\$B\$9. Autofill the formula down to cell E8.
4. Select cell F4 . Enter a formula that divides the value in cell C4 by the total in cell C9. Add an absolute reference to cell C9 in the formula =C4/\$C\$9.
5. Autofill the down to F8.
6. Select A3:A8, press and hold down the Ctrl key and select E3:F8.
Mac Users: Hold down the Command key
1. Click the Insert tab of the ribbon.
2. Select the Column button. Select the first option from the drop-down list of chart formats, which is the Clustered Column.
3. Click and drag the chart so the upper left corner is in the middle of cell H2.
4. Resize the chart to the approximate area of H2:N12.
5. Change the chart title to Grade Distribution Comparison. If you do not have a chart title, you can add one. On the Design tab, select Add Chart Element. Find the Chart Title. Select the Above Chart option from the drop-down list.
6. Save your work.
Figure 4.13 shows the final appearance of the column chart. The column chart is an appropriate type for this data as there are fewer than twenty data points and we can easily see the comparison for each category. An audience can quickly see that the class issued fewer As compared to the college. However, the class had more Bs and Cs compared with the college population.
Integrity Check
Too Many Bars on a Column Chart?
Although there is no specific limit for the number of bars you should use on a column chart, a general rule of thumb is twenty bars or less.
Map Charts
Data visualization brings more depth in how information, in this case geographically, connects. You can use a map chart to compare values and show categories across geographical regions like countries/regions, states, counties or postal codes. Excel will automatically convert data to geographical locations and will display values on a map. As shown below, in Figure 4.14, in the next steps we will compare West Coast Community College enrollments for Fall of 2019 using a map chart.
1. From the Enrollment Statistics worksheet, select A3:A13. Next, press and hold the CTRL key and select C3:C13.
2. Click the Insert tab on the Ribbon.
3. Click Maps, and choose the Filled Map option.
4. From the Charts Design Tab, choose Move Chart, and select the New Sheet option. In the name box type Map. Click Ok.
5. To make sure the map and data are vibrant and will stand out in a presentation make the following changes:
1. Select the Title. Type Enrollment Totals. Change the font to bold, size 18.
2. From the top right corner of the Chart area, choose the Charts Elements plus sign.
3. Select the Data Labels checkbox. Notice the values appear on each State.
Mac Users: there is no “Charts Element plus sign”. Follow the alternate steps below.
Click the “Chart Design” tab on the Ribbon
Click the “Add Chart Element” button on the Ribbon
Point to “Data Labels” option and click “Show”
1. Save your work.
FUNNEL CHARTS
Another graph to visualize data is a Funnel chart. Funnel charts provide a visual snapshot of a process. From our data, we will create a Funnel Chart to show how many students we have in the admissions process. You can quickly review the funnel chart to see admissions predicts to have 932 new enrolled students for Winter Term 2020.
Insert a Funnel chart by following the below steps.
1. From the Admissions sheet, select A3:B7.
2. From the Insert tab, choose Recommended Charts.
3. Scroll down the list and select the Funnel Chart. Click OK.
4. Move and resize the graph to approximately fit in the range of D1:K15.
5. From the Design Tab, click the 6th style option provided in the styles gallery. (The background is black.) It is okay if your text color is different than the figure below.
6. Change the Chart Title to Admissions Pipeline Winter 2020.
7. From the Charts Elements, turn off the Legend.
Mac Users: Click the “Add Chart Element” button and change the “Legend” option to “None
8. Save your work.
PERCENT OF TOTAL: DOUGHNUT PIE CHART
The next chart we will demonstrate is a pie chart. A pie chart is used to show a percent of the total for a data set at a specific point in time. Using the Doughnut Pie Chart, show the percentage of students enrolled at a full-time status. As in the last example, the data is located on the Enrollment Statistics sheet.
1. From the Enrollment Statistics worksheet, select A3:A13. Next, press and hold the CTRL key and select D3:D13.
2. Click the Insert tab on the ribbon.
3. Click the Pie button in the Charts group of commands.
4. Select the “Doughnut” option from the drop-down list of options.
5. From the Charts Design Tab, choose Move Chart, and select the New Sheet option. In the name box type Full-Time Students. Click Ok.
6. From the Chart Tools Design Tab, click the Chart Styles gallery and apply Style 7.
7. On the Chart, expand the Charts Elements tools. Select the Legend Choose to display the legend on the Right.
Mac Users: Click “Add Chart Element” button, point to Legend and choose “Right”
8. From the Charts Elements, select the Data Labels checkbox. Then, drop down the Data Labels menu. Choose, More Options.
Mac Users: Click “Add Chart Element” button, point to Data Labels and choose “More Data Label Options”
1. From the Format Data Label Options menu, select Percentages, and Deselect Valuesto show the percent of total students that are enrolled at a full-time status.
2. Close the Format Data Labels menu.
Notice the font is small compared to the graph size. Adjust the font size of the Title, Legend, and Data Label by following the below steps:
1. Select the Title. Change the font to bold, size 18.
2. Select the Legend. Change the font to bold, size 14.
3. Select one of the data labels in a doughnut wedge. Notice now all labels are selected. Change the font bold, size 12.
Skill Refresher
Inserting a Pie Chart
1. Highlight a range of cells that contain the data you will use to create the chart.
2. Click the Insert tab of the ribbon.
3. Click the Pie button in the Charts group.
4. Select a format option from the Pie Chart drop-down menu.
Bar chart vs Column chart
We will statistical data to compare a bar and column chart. Both the Bar and the Column chart display data using rectangular bars where the length of the bar is proportional to the data value. Both charts are used to compare two or more values. However, the difference lies in their orientation. A bar chart is oriented horizontally whereas the column chart is oriented vertically. Although alike, they cannot be always used interchangeably. The difference in their orientation, meaning typically the more data values the harder it is to read in a column format. This is where visually a bar chart would be a better choice. Complete the below steps to insert both a bar and column chart comparing not only the gender and age differences of enrolled students but the type of graphs you are viewing the data in.
1. From the Enrollment Statistics sheet, select A3:A13. Press and hold the CTRL key and select G3:H13.
2. From the Insert tab, choose Recommended Charts. Scroll down and select the Stacked Bar chart option. Click Ok.
3. Move and resize the graph so it fits approximately in L1:U13.
4. Add a chart title. Type Age Comparison.
5. Notice the age difference. Currently, per State, the majority of students are under 20 years old. Save your work.
Next, insert a column chart comparing gender.
1. From the Enrollment Statistics sheet, select A3:A13. Press and hold the CTRL key and select I3:J13.
2. From the Insert tab, choose Recommended Charts. Choose the first option, Clustered Column chart.
3. Move and resize the graph so it fits approximately in L15:U32.
4. Add a chart title. Type Gender Comparison.
5. Notice the ratio of women and men enrolled are pretty equal per State. Save your work.
Stacked Column Chart
The last chart types we will demonstrate is the stacked column chart and a bar chart. You will use a stacked column chart to show differences in budgeted expense accounts for the admissions department and a bar chart for age comparisons of enrolled students at the college.
Follow the below steps to insert a stacked column chart.
1. Click the Expenses sheet. Select the range A4:G9.
2. Click the Insert tab of the ribbon.
3. Click the Column button in the Charts group of commands. Select the 3D Stacked Column format.
4. Change the Chart Title to Expenses.
5. Move the Chart to a New Sheet. In the name box type Budget.
6. Save your work.
Figure 4.21 shows the final stacked column chart.
Skill Refresher
Inserting a Stacked Column Chart
1. Highlight a range of cells that contain data that will be used to create the chart.
2. Click the Insert tab of the ribbon.
3. Click the Column button in the Charts group.
4. Select the Stacked Column format option from the Column Chart drop-down menu to show the values of each category on the Y-axis. Select the Stacked Column option to show each category on the Y-axis.
Key Takeaways
• Identifying the message you wish to convey to an audience is a critical first step in creating an Excel chart.
• Both a column chart and a line chart can be used to present a trend over a period of time. However, a line chart is preferred over a column chart when presenting data over long periods of time.
• The number of bars on a column chart should be limited to approximately twenty bars or less.
• When creating a chart to compare trends, the values for each data series must be within a reasonable range. If there is a wide variance between the values in the two data series (two times or more), the percent change should be calculated with respect to the first data point for each series.
• When working with frequency distributions, the use of a column chart or a bar chart is a matter of preference. However, a column chart is preferred when working with a trend over a period of time.
• A pie chart is used to present the percent of total for a data set.
• A stacked column chart is used to show how a percent total changes over time.
Attribution
Adapted by Noreen Brown from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/04%3A_Presenting_Data_with_Charts/4.01%3A_Choosing_a_Chart_Type.txt |
Learning Objectives
• Apply formatting commands to the X and Y axes.
• Assign titles to the X and Y axes that clarify labels and numeric values for the reader.
• Apply labels and formatting techniques to the data series in the plot area of a chart.
• Apply formatting commands to the chart area and the plot area of a chart.
You can use a variety of formatting techniques to enhance the appearance of a chart once you have created it. Formatting commands are applied to a chart for the same reason they are applied to a worksheet: they make the chart easier to read. However, formatting techniques also help you qualify and explain the data in a chart. For example, you can add footnotes explaining the data source as well as notes that clarify the type of numbers being presented (i.e., if the numbers in a chart are truncated, you can state whether they are in thousands, millions, etc.). These notes are also helpful in answering questions if you are using charts in a live presentation.
X and Y-Axis Formats
There are numerous formatting commands we can apply to the X and Y axes of a chart. Although adjusting the font size, style, and color are common, many more options are available through the Format Axis pane. The following steps demonstrate a few of these formatting techniques on the Grade Distribution Comparison chart. Follow the below steps to make some changes to the percentage numbers on the Y (vertical) axis.
1. In the Grade Distribution worksheet, click on the Grade Distribution Comparison chart. Double-click the vertical (value) axis. This opens the Format Axis pane.
2. Select Axis Options. Change the Minimum Bound to .05 to make the differences in the columns more dramatic.
3. Click the Close button at the top of the Format Axis pane.
4. Save your work.
X and Y-Axis Titles
Titles for the X and Y axes are necessary for defining the numbers and categories presented on a chart. For example, by looking at the Grade Distribution Comparison chart, it is not clear what the percentages along the Y-axis represent. The following steps explain how to add titles to the X and Y axes to define these numbers and categories:
1. Click anywhere on the Grade Distribution Comparison chart in the Grade Distribution worksheet to activate it.
2. In the upper right corner of the graph, choose the Charts Element plus sign. Select the Axis Titles, then Primary Horizontal and Primary Vertical. This inserts the place holders that you will type text in.
Mac Users click the “Add Chart Element” button in the Design tab, point to “Axis Titles” and click on “Primary Horizontal”. Do this one more time and click on “Primary Vertical”.
3. Click at the beginning of the Y-axis title and delete the generic title. Type Percent of Enrolled Excel Students.
4. Click at the beginning of the X-axis title and delete the generic title. Type Final Course Grade.
Skill Refresher
X and Y Axis Titles
1. Click anywhere on the chart to activate it. Choose to open the Charts Element menu.
2. Select one of the options from the second drop-down list.
3. Click in the axis title to remove the generic title and type a new title.
Data Series Labels and Formats
Adding labels to the data series of a chart is a key formatting feature. A data series is an item that is being displayed graphically on a chart. For example, the blue bars on the Grade Distribution Comparison chart represent one data series. We can add labels at the end of each bar to show the exact percentage the bar represents. In addition, we can add other formatting enhancements to the data series, such as changing the color of the bars or adding an effect. The following steps explain how to add these labels and formats to the chart:
1. Click on any of the red columns representing the All Excel Classes data series, then Right-Click to open the menu.
Mac Users should hold down the CTRL key and click on any of the red columns.
2. From the menu, select Format Data Series.
3. From the Format Data Series pane, click the Fill and Line (paint bucket) button to bring up the Fill and Border group of commands.
4. Click the word Fill (if needed) to expand the list of Fill options.
5. Select Pattern Fill. Then select 40% (last option in the top row). Change the Foreground to white, and the Background to Red.
6. Close the Format Data Series pane.
Now we are going to add the Data Labels at the end of the columns.
1. Be sure that your entire chart is selected, not just one of the data series. Click the Design tab in the Chart Tools section of the ribbon.
2. On the Design tab select the Add Chart Element button, then Data Labels, then Outside End (see Figure 4.25.)
3. Click on one of the Data Labels. Note that all of the data labels for that data series are selected.
4. Check the spelling on all of the worksheets and make any necessary changes. Save your work.
Figure 4.25 shows the Grade Distribution Comparison chart with the completed formatting adjustments and labels added to the data series. Note that we can move each individual data label. This might be necessary if two data labels overlap or if a data label falls in the middle of a grid line. To move an individual data label, click it twice, then click and drag.
Skill Refresher
Adding Data Labels
1. Click anywhere on the chart to activate it.
2. Open the Add Chart Element group.
3. Then, select Data Labels
4. Select one of the preset positions from the drop-down list.
Key Takeaways
• Applying appropriate formatting techniques is critical for making a chart easier to read.
• Many formatting commands in the Home tab of the ribbon can be applied to a chart.
• To change the number format for an axis or data label, you must use the Number section in the Format Data Labels dialog box. You cannot use the Number format commands in the Home tab of the ribbon.
• Axis titles help the reader sees the most accurate representation of the information presented on a chart.
Attribution
Adapted by Hallie Puncochar and Noreen Brown from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/04%3A_Presenting_Data_with_Charts/4.02%3A_Formatting_Charts.txt |
Learning Objectives
• Learn how to paste an image of an Excel chart into a Word document.
• Learn how to paste a link to an Excel chart into a PowerPoint slide.
Charts that are created in Excel are commonly used in Microsoft Word documents or for presentations that use Microsoft PowerPoint slides. Excel provides options for pasting an image of a chart into either a Word document or a PowerPoint slide. You can also establish a link to your Excel charts so that if you change the data in your Excel file, it is automatically reflected in your Word or PowerPoint files. We will demonstrate both methods in this section.
Pasting a Chart Image into Word
For this exercise you will need two files:
• The Excel spreadsheet you have been working on this chapter — CH4 Charting.
• A Word document data file — CH4 CC Enrollment
Excel charts can be valuable tools for explaining quantitative data in a written report. Reports that address business plans, public policies, budgets, and so. For this example, we will assume that the total enrollment per state from the Enrollment Statistics Map chart is being used in a student’s written report. (see Figure 4.26). The following steps demonstrate how to paste an image, or picture, of this chart into a Word document:
1. Open CH4 CC Enrollment. Save it as CH4 Enrollment Totals Per State.
2. Move your cursor to the bottom of the document by clicking below the heading that reads: Figure 1: Enrollment by State. The image of the Map chart will be placed below this heading.
3. If needed, open the Excel file you have been working with (CH4 Charting). Activate the Map chart.
4. On the Home tab of the ribbon. Click the Copy button dropdown arrow and select Copy as Picture.
5. Select OK — Accepting the Copy Pictures defaults:
• As shown on Screen
• Picture
6. Go back to the CH4 Enrollment Totals Per State Word document.
7. Confirm that the insertion point is below Figure 1:Enrollment by State heading, click the Paste button in the Home tab of the ribbon ( or press Crtl-V).
8. Note the picture of the Map chart will need to be resized. Resize the image by slowly dragging one of the corner sizing handles so it’s large enough to fill space below the text on the first page. Make sure the image does not spill over to the next page. This document should be one page only.
9. Save your work.
Skill Refresher
Pasting a Chart Image into Word
1. Activate an Excel chart and click the Copy button in the Home tab of the ribbon.
2. Click on the location in the Word document where the Excel chart will be pasted.
3. Click the down arrow of the Paste button in the Home tab of the ribbon.
4. Click the Picture option from the drop-down list.
5. Click the Format tab in the Picture Tools section of the ribbon.
6. Resize the picture by clicking the up or down arrow on the Shape Width or Shape Height buttons.
Pasting a Linked Chart Image into PowerPoint
For this exercise you will need two files:
• The Excel spreadsheet you have been working on in this chapter — CH4 Charting.
• A PowerPoint data file – CH4 PowerPoint CC
• Microsoft PowerPoint is perhaps the most commonly used tool for delivering live presentations. The charts used in a live presentation are critical for efficiently delivering your ideas to an audience. Similar to written documents, a wide range of presentations may require an explanation of quantitative data. This demonstration includes a PowerPoint slide that could be used in a presentation. We will paste the linked Budget chart into the PowerPoint slide. As a result, if we change the chart in the Excel file, the change will be reflected in the PowerPoint file.
1. Open CH4 PowerPoint CC .pptx. Save it as CH4 PowerPoint CC Enrollment.
2. Navigate to Slide 6Budget To Increase Enrollment. This is the slide where you will place the linked chart.
3. If needed, open the Excel file you have been working with (CH4 Charting). Activate the Budget chart. Click copy, (not Copy as Picture.)
4. Go back to the CH4 PowerPoint CC Enrollment presentation.
5. Make sure you are still on Slide 6. Click into the empty prompt box on the right.
6. Click the Paste button dropdown arrow in the Home tab of the ribbon in the PowerPoint file, choose the Paste Option Use Destination Theme and Link Data (L).
Mac Users should choose “Use Destination Theme”
This pastes an image of the Excel chart into the PowerPoint slide yet changing the appearance to match the current theme of the PowerPoint slide.
The benefit of adding this chart to the presentation as a link is that it will automatically update when you change the data in the linked spreadsheet file.
1. Return to your CH4 Charting Excel file.
2. Select the Expenses worksheet. The Advertising cost for June was cut. Update the spreadsheet to change. Change the value in cell G5 to 1000.
3. Select the Budget worksheet. Notice how the chart has changed.
4. Return to the PowerPoint file. On Slide6, you should see the updated chart.
5. Save your work. You will submit both the Word and PowerPoint files, along with the Excel file, at the end of the next section.
Integrity Check
Refreshing Linked Charts in PowerPoint and Word
When creating a link to a chart in Word or PowerPoint, you must refresh the data if you make any changes in the Excel workbook. This is especially true if you make changes in the Excel file prior to opening the Word or PowerPoint file that contains a link to a chart. To refresh the chart, make sure it is activated, then click the Refresh Data button in the Design tab of the ribbon. Forgetting this step can result in old or erroneous data being displayed on the chart.
Severed Link?
When creating a link to an Excel chart in Word or PowerPoint, you must keep the Excel workbook in its original location on your computer or network. If you move or delete the Excel workbook, you will get an error message when you try to update the link in your Word or PowerPoint file. You will also get an error if the Excel workbook is saved on a network drive that your computer cannot access. These errors occur because the link to the Excel workbook has been severed. Therefore, if you know in advance that you will be using a USB drive to pull up your documents or presentation, move the Excel workbook to your USB drive before you establish the link in your Word or PowerPoint file.
Skill Refresher
Pasting a Linked Chart Image into PowerPoint
1. Activate an Excel chart and click the Copy button in the Home tab of the ribbon.
2. Click in the PowerPoint slide where the Excel chart will be pasted.
3. Click the down arrow of the Paste button in the Home tab of the ribbon.
4. Click the Keep Source Formatting & Link Data option from the drop-down list.
5. Click the Refresh Data button in the Design tab of the ribbon to ensure any changes in the Excel file are reflected in the chart.
Key Takeaways
• When pasting an image of an Excel chart into a Word document or PowerPoint file, use the Picture option from the Paste drop-down list of options – if you want the image to act as an image. You will not be able to make any changes to the content of the picture.
• When creating a link to a chart in Word or PowerPoint, you may need to refresh the data if you make any changes in the originating spreadsheet. You should not use the Picture option.
Attribution
Adapted by Hallie Puncochar, and Noreen Brown from How to Use Microsoft Excel: The Careers in Practice Series, adapted by The Saylor Foundation without attribution as requested by the work’s original creator or licensee, and licensed under CC BY-NC-SA 3.0. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/04%3A_Presenting_Data_with_Charts/4.03%3A_Using_Charts_with_Microsoft_Word_and_Microsoft_PowerPoint.txt |
Learning Objectives
• Review each worksheet in a workbook in Print Preview.
• Modify worksheets as needed to professionally print data and charts.
In this section, we will take a look at each of the worksheets created in the previous sections. Since these worksheets contain a combination of data and charts, there are specific things to watch for if you will be printing the sheets.
We will start by looking at each worksheet in Print Preview in Backstage View. We will then make any changes necessary, such as changing the orientation and scaling or moving charts around on the worksheet. To make sure we don’t miss any worksheets, we are going to review the worksheets in the order they appear in the tabs.
Previewing Chart Sheets for Printing
Data file: Continue with CH4 Charting.
The All Excel Classes is a chart sheet. This means that it does not contain any data; remember that chart sheets just contain charts. We still need to review it in Print Preview.
1. Click on the All Excel Classes worksheet tab.
2. Go to Print Preview by clicking Print in Backstage View.
3. Notice that the chart will print on the entire page, in Landscape orientation.
4. There is nothing to change. Exit Backstage View.
Printing Worksheets with Data and Charts
The Stock Trend worksheet has a lot of data and multiple embedded charts. We need to print the data and the charts, which will require modifications to the page setup.
1. Click on the Stock Trend worksheet tab.
2. Go to Print Preview by clicking Print in Backstage View.
Mac Users choose “File/Print…” from the Excel File menu option.
1. Notice that this worksheet is currently printing on seven pages.
2. As you click through each page you should make the following observations:
• The data is split between the first and third pages.
• The line chart starts on the first page, but part of it is also on the second page.
• The double-line chart starts on the third page and then finishes on the fifth page.
• The fourth and sixth pages are blank.
• The last page (page 7) has a column of seemingly random numbers.
3. Exit Backstage View.
4. The first thing we are going to do is hide the numbers that are appearing on page 7. We are going to hide the column, instead of deleting the numbers, in case the numbers are being utilized somewhere else in the workbook.
5. Scroll to the right on the worksheet until you find the numbers in column AH.
6. Click anywhere in column AH.
7. On the Home ribbon, click the Format button in the Cells group.
8. In the Visibility section, select Hide & Unhide then select Hide Columns.
1. The visible column headings should now go from AG to AI.
2. Return to Print Preview in Backstage View to see the changes to the printed worksheet.
3. Notice that there are now five pages. The data and charts are still splitting across multiple pages, but the numbers in column AH are no longer going to print.
4. Remain in Backstage View for the next steps.
The data is still split between pages 2 and 3, and the charts are splitting oddly as well. The first step we will try to fix these issues is to change the page orientation and scaling.
1. While still in Backstage View, change the page orientation to Landscape (use the Orientation drop-down menu in the Settings section).
Mac Users click the Landscape Orientation button
1. This puts all of the data on one sheet, but the charts are still split between multiple pages.
2. Change the page scaling to Fit Sheet on One Page (use the Scaling drop-down menu in the Settings section).
Mac Users click the Scale to Fit option
1. This fits everything on one page, but it is too small to be able to read.
2. Change the page scaling back to No Scaling.
Mac Users: uncheck the Scale to Fit option
The next thing we will try is moving one, or both, of the charts. In order to move the charts, we need to exit out of Backstage View.
1. Exit Backstage View.
2. Switch to the View ribbon and then select Page Break Preview. Your screen should look similar to Figure 4.30. (Remember that the dotted blue lines indicate automatic page breaks.)
3. Move the 24 Month Comparison (double-line) chart closer to the top of its page.
4. Move the May 2014-2015 Trend for NASDAQ Sales Volume (line chart) so that it is under the 24 Month Comparison chart.
5. The link to the data source is still at the bottom of page 2 (in A50:A51) so you need to move it as well. Using your preferred method, move the text from A50:A51 to M31:M32.
Now your screen should look similar to Figure 4.30.
We don’t want the data source link text to print on its own page, but there is no room to move it onto the same page as the charts. To fix this, we are going to remove the automatic page break between the charts and the text in M31:M32.
1. Place your pointer on the horizontal blue dashed line (automatic page break) between the line chart and the Data Source link text.
2. When your pointer changes to the double arrow (pointing up and down), drag the page break down into the gray area. This removes the page break.
3. If your vertical automatic page break between columns L and M moves, drag it back between columns L and M. This will make it a solid blue line, which will no longer adjust automatically.
Note: you may need to slightly re-size the two charts in order to make your screen look like Figure 4.31. Your “goal” is to only have two pages.
Now you need to do one final check of this worksheet in Print Preview.
1. Go to Print Preview and look at both pages. Page 1 should contain just the data and page 2 should have both charts and the Data Source link text.
2. Exit Backstage View and save the file.
Preview Remaining Worksheets for Printing
The remaining worksheets need to be reviewed. Some of them will need minor changes and some will not need any changes. You will need to preview each one and then make the specified changes. In the following steps, you will preview and modify all other worksheets.
1. Grade Distribution, Enrollment Statistics, and Admissions sheets – the charts split across two pages. Fix this by changing the orientation (Landscape) and scaling (Fit Sheet on One Page).
2. The remaining chart sheets should not need any changes.
Printing a Chart Only
Sometimes you might have a worksheet that has data and a chart, but you only want the chart to print. That is the case with the Enrollment Statistics worksheet.
1. Switch to the Enrollment Statistics worksheet.
2. Select the Gender Comparision chart.
Mac Users: Steps 3-5 will not work in Excel for Mac. See alternate steps below step 5.
1. Go to Print Preview. Only the chart is printing. (If it shows the data printing along with the chart, exit Backstage View and be sure to select just the chart on the worksheet.)
2. If needed, change the orientation to Landscape. This orientation looks better when printing just a chart.
3. Exit Backstage View.
Mac Users: the only way to print a Chart separately is to click on the chart you want to print move it to a new sheet by clicking on the chart, click the Move Chart button on the Chart Design tab, click New Sheet then choose File/Print from the Excel menu and switch to Landscape Orientation if necessary.
Hiding a Worksheet
You have actually decided that you do not want the Expenses sheet to be visible at all, but you do not want to delete it. We are going to hide it from anyone looking at the workbook.
1. Right-click on the Expenses tab.
Mac Users should hold down the CTRL key and click on the Expenses tab
1. Select Hide from the menu that appears. The sheet should no longer be visible.
2. Save the CH4 Charting workbook.
3. Submit all three files from this chapter: CH4 Charting.xlsx, CH4 CC Enrollment.docx, and CH4 PowerPoint CC Enrollment.pptx as directed by your instructor.
Attribution
“4.4 Preparing to Print” by Hallie Puncochar, and Julie Romey, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/04%3A_Presenting_Data_with_Charts/4.04%3A_Preparing_to_Print.txt |
To assess your understanding of the material covered in the chapter, please complete the following assignments.
Although Excel is primarily used in business and scientific applications, you will find it useful in other areas of study as well. In these exercises, we will use Excel to create charts using historical, and health data.
Charting Historical Data (Comprehensive Review)
Download Data File: PR4 Data
Excel is an excellent tool for helping display historical data. In this exercise, we will be examining ways to display information on minimum mage data and life expectancy.
Task1 – National Minimum Wages Changes in The United States 2019-2020
Since the beginning of the previous century, the United States has set a minimum wage, in order to set a “floor” beneath which wages cannot fall. Most states have set their own minimum wages, but none are lower than the national minimum wage. Follow the below steps to insert a Map Chart outlining what the current minimum wage is per state.
1. Open the file named PR4 Data and then Save As PR4 Historical Data.
2. On the Minimum Wage worksheet, select the range B4:B55. Press and hold the CTRL key and select D4:D55.
Mac Users: hold down the “Command” key not the CTRL key
1. Select the Insert tab, then the Map Chart tool in the Charts group.
2. Move the Chart as a New Sheet. Rename the sheet Map.
3. Update the Chart Title to US Minimum Wage 2020.
4. From the Charts Element menu choose to display the Data Labels.
5. From the Charts Element menu, turn off the Legend.
6. Prepare the Minimum Wage worksheet for printing by changing the scaling to Fit Sheet on One Page.
7. Save your work.
Task 2 – Oregon: Projected Life Expectancy at Birth
In the past 40 years, between 1970 and 2010, life expectancy for Oregon men improved by 8.7 years and for women by 5.5 years. Oregon’s life expectancy has remained slightly higher than the U.S. average. The life expectancy will continue to improve for both men and women. However, the gain for men has been outpacing the gain for women. Consequently, the difference between men’s and women’s life expectancies has continued to shrink.
www.oregon.gov/das/OEA/Documents/OR_pop_trend2012.pdf
1. On the Life Expectancy sheet, select A5:B11.
2. From the Insert tab choose Recommend Charts. Select the second option, Clustered Column chart.
3. Move the chart to a new sheet. Name the sheet Men.
1. Repeat steps above to create a matching chart for Life Expectancy for Oregon Women, by selecting A5:A11. Press and hold the CTRL key and select C5:C11.Mac Users hold down the Command key
2. Use the Recommended Charts and select the Clustered Column chart.
3. Move the chart to a new sheet. Name the sheet Women.
1. Notice on the men’s and women’s vertical axis the min and maximum bounds do not match. To ensure data is comparable, adjust the min and max bounds of both the Mens and Womens chart to chart to match:
1. Return to the Life Expectancy tab, select A5:D11.
2. Use the Recommended Charts tool to create a simple line chart.
3. Change the Chart Title to Oregon: Projected Life Expectancy at Birth.
4. Leave the chart embedded in the worksheet. Move and resize it accordingly.
5. The green line across the bottom of the chart represents the difference between men’s and women’s life expectancy. It is not very helpful as it is. Right-click on the green line to open the pop-up menu.
Mac Users should hold down the CTRL key and click the green line.
Select Format Data Series. In the Format Data Series pane, under the Series Options tab, select the radio button in front of Secondary Axis.
1. Close the Format Data Series pane.
2. Use the Chart Styles tools to change your chart to something a bit more dramatic.
3. Preview the Life Expectancy worksheet in Print Preview and make any necessary changes. The solutions are shown in below in Figure 4.35.
4. Check the spelling on all of the worksheets and make any necessary changes. Save the PR4 Historical Data workbook.
5. Submit the PR4 Historical Data workbook as directed by your instructor.
Attribution
“4.5 Chapter Practice” by Hallie Puncochar and Noreen Brown, Portland Community College is licensed under CC BY 4.0
4.06: Scored Assessment
Charting Sales Data
Download Data File: SC4 Data
An effective way to communicate findings in Excel is by graphing data. Graph the attached sales information, visualizing profit margin trends, and production patterns, and the sales pipeline; enabling decision-makers to grasp concepts of current business practices.
Task 1 Revenue & Profit Margin
Following the directions below create the below charts. Note to match each chart exactly, including the chart styles, and axis bounds.
1. Open the file named SC4 Data and then Save As SC4 Sales.
2. From the Revenue & Profit Margin sheet, create the below Combination Chart.
3. Move the chart to a new sheet. Name the sheet Combo.
4. Save your work.
Task 2 Quartly Production Data
Create the below Pie Chart showing how many locations will be producing products in the North, South, East and West Regions.
1. From the Products sheet create the below chart.
2. Move the chart to a new sheet. Name the sheet Doughnut.
3. Save your work.
Task 3 Sales Pipeline
Create the below Funnel Chart to provide our sales team a visual snapshot of the company’s sales process, outlining deals that are expected to close within the month.
1. From the Sales sheet, create the below Funnel Chart.
2. Note to leave the chart embedded in the sheet. Resize, and move the chart accordingly.
3. Check the spelling on all of the worksheets and make any necessary changes. Save your work and submit SC4 Sales as directed by your instructor.
Attribution
“4.6 Scored Assessment” by Hallie Puncochar, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/04%3A_Presenting_Data_with_Charts/4.05%3A_Chapter_Practice.txt |
Excel is the leading application for storing, managing and analyzing data. In Chapter 5, you will explore how to import, organize, and analyze data effectively. To manage and analyze a group of related data, users can turn a range of cells into an Excel table.
A table, also called a database, is an organized structure of rows and columns of related data in a worksheet; for example, a list of employee information. In a table of employees, each employee would have a separate record; as shown below, each record might include several fields, such as the Employee ID Number, their Last Name, and First Name, etc. Each row of a table stores records, and each column stores one field for the record. A record also can include fields that contain references, formulas, and functions. Additionally, a row of column headings at the top of the table stores field names that identify the data being collected and stored.
Excel has a vast collection of database and tabling tools that allow users to import, clean, sort, filter, total, subtotal, analyze, visualize, and report. This chapter explores how to import, insert, edit, and examine data with Excel table and PivotTable tools. Demonstrate skills by studying the provided 2017-2018 employee database. Examine employee relations, payroll, benefits, and training options.
05: Tables
Learning Objectives
• Understand table properties and structure.
• Format data as a table.
• Use Freeze Panes.
• Work with the Table Tools Design tab.
Organizing, maintaining, analyzing, and reporting human resources data is essentials across industries. In this chapter, we will import data, and demonstrate tabling skills by examining employee relations, payroll, benefits, and training options.
Table properties & structure
Turning a range of cells into an Excel table makes related data easier to analyze, visualize, and report. Structuring and planning table layouts are vital for data integrity. Below are guidelines to consider when designing and building a table from scratch:
Overview
Excel tables behave independently from the rest of the information on the worksheet. Excel treats the table area as a database locking the record entries together. There are several advantages of Excel treating the data independently. For example, using integrated filters and sort functions you can effortlessly drill down data based on questions and in return get results. Excel will also automatically expand the table to accommodate new data entries and allows for automatic formatting, such as recoloring of banded rows or columns.
You will also notice Excel treats formulas and calculations differently in a table, showing structured column names, along with automatically filling a calculated field to the entire table or offering quick and easy table totaling tools.
When graphing and charting table data you will also see Excel automatically adjusts of associated charts and ranges based on what the user is sorting or filtering at the time.
In industry, data is commonly stored in databases or multiple Excel files. Databases vary drastically, therefore in some cases, it is necessary to import data types into Excel. In our example, we will work with an Excel file that has imported data from a human resources database. The data downloaded from the database is stored in an Excel workbook, however, it’s in a Comma Separated Values (CSV) format. We will import the Excel file into our CH 5 Data file, turn the data into a table for further analysis.
Import and format data as a table
Download Data file: CH5 Data
Keeping the above table guidelines in mind, import human resource data into Excel, as a table. Demonstrate tabling skills by examining employee relations, payroll, and benefits. Note you will need to save the CH 5 HR file on your computer as you will import this file into the CH 5 Data file in the below steps.
1. Open data file CH 5 Data and save the file as CH5 HR Report.
2. In the EmployeeData sheet, click on cell A5.
Mac Users: Excel for Mac does not have the tool for “Getting Data” from an Excel Workbook. You will set up this data using alternate steps. Please skip steps 3-11. The alternate steps can be found below after Step 11.
1. From the Data tab, choose Get Data.
2. From the Get Data menu, choose From File, then FromWorkbook.
1. Navigate to the course data files. Find, and select the CH 5 HR file.
2. Click Import.
1. The Navigator dialogue box will open. Select the CH5 CSV File listed in the Display Options pane.
2. At the bottom of the Navigator dialogue box, select Load to expand the menu and choose Load To
1. The Import dialogue box will open. In the “Where do you want to put the data?” section choose Existing worksheet:
2. In the above steps A5 was already selected when we started the import, so Excel will indicate we want the information to import and display starting at cell =\$A\$5. If you did not click cell A5, then select the cell now. Click OK.
1. The data imports as a table. Close the Queries & Connections dialogue box.
These are the alternate steps for Mac Users Only. If you are using Excel for Windows, please continue with the “Table Tools Design Tab” section below these alternate steps.
1. You should already have the CH 5 HR Report open and you should have clicked into cell A5 in the EmploymentData sheet. If you did not do this, please do it now.
2. Open the CH 5 HR workbook that you downloaded
3. Use the keyboard shortcut of Ctrl key + letter A to select all of the data in the worksheet. That should be cells A1:J102
4. Copy this data
5. Switch back to the CH 5 Report workbook and make sure cell A5 is the active cell
6. Paste the data into the Employment Data sheet at cell A5
7. Make sure Cell A5 is still the active cell and click the Insert tab from the Ribbon
8. Click the Tables button from the Ribbon and then click the Tables icon
9. The Create Table dialog box should appear with the cell range of A5:J106 as shown here in Figure 5.8. Click “OK” to accept this range for your table.
1. Congrats! You just converted the data to an Excel table. Continue following the steps in the section below.
Table tools design tab
Excel tables require specific tools. The Table Tools Design tab houses these specific tools used for formatting and editing tables. The Table Tools tab is considered a contextual tab; meaning the tabs appear when you are clicked in a table area. When you click out of a table, the Table Tools disappear.
Explore the table tools now. Notice the specific checkboxes to turn on table options, for example, you can choose to display banded rows or banded columns, or a total row etc. We will explore table tools in the following steps.
When importing data as a table, Excel automatically applied table formatting. Follow the below steps to format and edit the table.
1. Click the Table Tools/Design tab on the ribbon.
Mac Users: you don’t have a Table Tools/Design tab. Just make sure the Table tab is selected.
1. From the provided Table Styles, choose the Blue, Table Style Medium 2 option.
Mac Users: the table you just created may already have the “Blue, Table Style Medium 2 option.
Another option for inserting a table is using the Insert button. The Insert Table button, located on the Insert tab will turn a range of information into an unformatted table. We will use the insert table option later on in the chapter.
Skill Refresher
Format Data as a Table
1. Click on the top-left cell in your data.
2. Click the Format As Table menu from the Home tab on the Ribbon. Choose a style.
3. Make sure “My table has headers” is checked. Click OK.
4. Click on the top-left cell again.
5. Adjust the widths of the columns so that you can see the complete headings with the filter arrows showing.
VIEWING table data
USING PANES
Data sets can bridge thousands of records with dozens of fields and extend beyond a workbook window. It can be difficult to compare fields and records in widely separated columns and rows. One way of dealing with this problem is by dividing the workbook window into viewing panes by using the Split view option. Excel can split the workbook window into four sections called panes with each pane offering a separate view into the worksheet. By scrolling through the contents of individual panes, you can compare cells from different sections of the worksheet side-by-side within the workbook window.
To split the workbook window into four panes, select any cell or range in the worksheet, and then on the View tab, in the Window group, click the Split button. Split bars divide the workbook window along the top and left border of the selected cell or range. To split the window into two vertical panes displayed side-by-side, select any cell in the first row of the worksheet and then click the Split button. To split the window into two stacked horizontal panes, select any cell in the first column and then click the Split button. To turn off the Spilt window option, simply click Split again on the View tab.
In our specific example the data set is manageable, however freezing the first column, and the top heading could be useful when scrolling through data.
FREEZE PANES
To keep an area of a worksheet visible while you scroll to another area of the worksheet use Freeze Panes. Follow the steps below to freeze, based on selection, the first column, and heading row.
1. If needed, adjust column widths so all heading names in row 5 are visible.
2. Click cell B6 in the table. (By selecting this specific cell, when we apply the freeze pane option, Excel will freeze the table where the first column ends and the heading row is viewable.)
3. Click the View tab.
4. Select Freeze Panes, and for the listed options choose Freeze Panes (See Figure 5.10 below). The column and rows will remain visible based on the cell that was selected above.
Mac Users should just click the Freeze Panes button under the View tab.
Formatting table Data
After reviewing the table, two columns have data that need to be formatted accordingly. In large data sets, it is useful to know data selection short cuts. In this example, we are going to use keyboard short cuts to select a column of information in the table and apply number formatting.
Format data by following the below steps:
1. In the EmployeeData sheet, click cell E6.
2. On the keyboard press and hold the CTRL and SHIFT and DOWN keys.
3. With the “Years of Service” data selected, click the Home tab. In the Numbers category, format the data as a Number. The number should automatically decrease the decimal to two decimal places.
Mac Users: click the “list arrow” next to “General, and then choose “Number” from the list.
1. Click in cell J6. (Be sure you have clicked J6 so that you are in the first cell in the Current Salary column). Using the same selection process, select the Current Salary column, and format the data as Currency, zero decimal place.
2. Using the non-adjacent selection method, select column headings E, G, and I, and center the data.
Naming a table
Each time a table is created, Excel assigns a default name. The default naming convention is similar to the way new workbooks are named (Book1, Book2, etc.), however in this case Excel recognizes the area as a table and will assign the name table instead of book: Table1, Table2, Table3, and so on.
Why name a table range? Referring to the table by name rather than by range will make it easier to refer to a table in the future, for example, in a workbook that contains many tables. Seeing tables named Jan or Feb is more informational then seeing Table1 or Table 2. You can custom name each table and in the future connect named tables for reporting purposes.
There are two rules to consider when naming tables. One, Excel does not allow spaces in table names, and two, Excel also requires that table names begin with a letter or underscore.
Follow the next step to assign a custom name to the table.
1. Click anywhere in the table and then display the Table Tools Design tab.
Mac Users: there is no “Table Tools Design” tab in Excel for Mac. Simply click the Table tab and follow steps 2 and 3 below to give the table a new name.
1. Click the Table Name text box, in the Properties group.
2. Type Employee_DB and then press enter to name the table.
Entering & deleting records
Tables require constant updating and may need calculations. When your table needs updating you can add/delete data, by adding/deleting rows, or columns. Excel adjusts the table automatically to the new content. The format applied to the banded rows updates to accommodate the new data set size.
When calculations are needed you can create a calculated column or use the built-in Total Row tool. Excel tables are a fantastic tool for entering formulas efficiently in a calculated column. Excel allows you to enter a single formula in one cell, and then that formula will automatically expand to the rest of the column by itself. There’s no need to use the Fill or Copy commands. This feature can be incredibly time-saving, especially if you have a lot of rows. And the same thing happens when you change a formula; the change will also expand to the rest of the calculated column. The Total Row tool, available on the Table Tools Design tab automatically adds a total row to the bottom of the table. To add a new row, uncheck the Total Row checkbox, add the row, and then recheck the Total Row checkbox. From the total row drop-down, you can select a function, like Average, Count, Count Numbers, Max, Min, Sum, StdDev, Var, and more.
Follow the steps below to update the employee table. You will insert new information just below the table. Data entered in rows or columns adjacent to the table becomes part of the table. Excel will format the new table data automatically.
1. Press and hold the Ctrl and End button to move to the last record in the table.
Mac Users: there is no “End” key on most Mac keyboards. Press and hold the “Command” key and tap the right arrow key. Then press and hold the Command key, again, and tap the down arrow key. That should move to the last record in the table.
1. Click tab to start a new record.
2. Type the new entries below. Click tab to move to the next column.
3297 Alfred Yelnats 5/29/2015 2.59 2/19/1953 63 Seattle FT \$95,552
3299 Jackson Brown 7/15/2013 4 3/16/1953 63 Portland FT \$98,655
As you enter the data, notice that Excel tries to complete your fields based on previous common entries.
Remove duplicates
Duplicate entries may appear in tables. Why? Duplicates sometimes happen when data is entered incorrectly, by more than one person, or from more than one source. The following steps remove duplicate records in the table. In this particular table, Robert Griffin was entered twice by mistake. Delete the duplicate record by following the below steps:
1. Click anywhere in the table.
2. From the Table Tools Design tab click the Remove Duplicates button.
Mac Users: Click the Table tab and click the Remove Duplicates button
1. The Remove Duplicates dialog box will open.
2. If necessary, click the Select All button to deselect all columns.
3. Click OKto remove duplicate records from the table.
1. Excel notifies you that 1 duplicate record was removed.
Create new columns
In this next exercise, we will explore how to add two new columns in the table. Take note, Excel automatically adds the column to the table’s range and copies the format of the existing table heading to the new column heading. The first new column will use the VLOOKUP function to determine what cost of living adjustment (COLA) the employee qualifies for based on the region the employee lives in. The second column added will calculate the projected salary increase based on the COLA. When you use a formula in a table it is considered a calculated column.
A calculated column uses a single formula that adjusts for each row and automatically expands to include additional rows in that column. The formula is immediately extended to those rows. You only need to enter a formula to have it automatically filled down to create a calculated column—there’s no need to use the Fill or Copy commands.
As mentioned in the previous section, Excel assigns a name to the table, and to each column header in the table. When you add formulas to an Excel table, those names can appear automatically as you enter the formula and select the cell references in the table instead of manually entering them.
As a visual reference compare the differences to a formula entered in a cell, compared to in a table:
Formula – Cell References Formula – Table: Excel shows field names
=SUM(J6:K6) =SUM([Current Salary]:[COLA])
Excel displaying table and or field names in a formula is called a structured reference. The names in structured references adjust whenever you add or remove data from the table headings. Structured references also appear when you create a formula outside of an Excel table that references table data. The references can make it easier to locate tables in a large workbook. To include structured references in your formula, use point mode method to click the cells you want to reference instead of typing their cell reference in the formula.
Complete the following steps to enter two new columns to determine each employee’s COLA and their projected salaries.
1. Click cell K5, and type COLA. Autofit the column width.
2. Click cell L5, and type Projected Salary Increase. Autofit the column width.
3. Click cell K6. From the Formulas tab, choose the VLOOKUP function (it is located within the “Lookup and Reference” tool) to look up each employee’s Store location. Matching their store location to the COLA table, located on the COLA sheet, bring over their percentage of increase listed in the second (2) column of the col_index. Note this is an EXACT match, so eliminate all FALSE possibilities in the Range_lookup area:
Figure 5.15 COLA VLOOKUP
1. The Excel table will request you to overwrite all cells in the column with the formula. Click the icon, and choose the Overwrite command as shown below:
Mac Users: Excel for Mac will automatically fill in the rest of the cells in the column. You do not have to click the icon. Close the Formula Builder pane.
1. Using point mode method click the table cells to calculate the employees Projected Salary Increase by multiplying the Current Salary by the COLA increase:
=[@[Current Salary]]*[@COLA]
1. The Excel table will again request you to overwrite all cells in the column with the formula. Click the icon, and choose the Overwrite command.
Mac Users: You do not have to click the icon. Excel for Mac will auto-fill the rest of the cells in the column.
1. Format the COLA and Projected Salary Increase columns by selecting K6:K107, and applying the percentage number format, and increase the decimal to one place. Autofit the column widths. (Suggestion: Use the short cut selection method; click in K6, press and hold the CTRL and SHIFT and DOWN arrow keys to select the column data.)
2. Select L6:L107, and apply the Currency number format. (Suggestion: Use the short cut selection method; click in L6, press and hold the CTRL and SHIFT and DOWN arrow keys to select the column data.)
3. Select L5. Wrap, and right-align the text, then decrease the column width, and increase the row height to show the contents of the heading row wrapped on two lines.
Total row
A useful table tool for data analysis is the Total Row. You can quickly total data in an Excel table by enabling the Total Row option, and then use one of several built-in functions provided in a drop-down list, per column. The Total row, which is added to the end of the table after the last data record can calculate summary statistics, including the average, sum, minimum, and maximum of select fields within the table. The Total row is formatted with values displayed in bold, the double border line option is separating the data records from the Total row.
Apply a Total Row, and follow the below steps to sum three columns of data:
1. Click anywhere in the table and choose the Table Tools Design tab, and click on the Total Row option.
Mac Users: just click the Table tab and click on the Total Row option
1. Excel redirects you to the bottom of the table to view the total row, where a SUM defaulted in the Projected Salary Increase column. Click cell J108, select choose the Total Row menu arrow. Choose SUM to total the Current Salary column.
1. Click cell K108, from the total row menu select Average. The average COLA increase will display.
Center across selection
Follow the below steps to center the title in cell A1:L2 using the Center Across Selection tool located in the Format Cells dialog box. In prior chapters, we used the ‘Merge & Center’ button to center text across a range. The Merge & Center tool centers the title but removes access to individual cells. This restriction can present a problem when trying to autofit column widths in a table. The Center Across Selection format centers text across multiple cells but does not merge the selected cell range into one cell making it a better formatting choice when working with tables.
1. Select cell A1:L2, and right-click to access the short cut menu.
Mac Users: hold down CTRL key and click the selected cells to access the short cut menu
1. Choose Format Cells.
2. In the Format Cells dialogue box, choose the Alignment tab.
3. From the Horizontal alignment menu, choose Center Across Selection. Click OK to return to the table.
Attribution
“5.1 Table Basics” by Hallie Puncochar, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/05%3A_Tables/5.01%3A_Table_Basics.txt |
Learning Objectives
• Sort table data.
• Custom Sort table data.
• Apply Custom List sort options.
• Filter table data using criteria filters.
• Use the Advanced Filter option to filter table data.
• Analyze data with PivotTables & Subtotals.
INTERMEDIATE TABLE SKILLS
SORT, FILTER, AND ANALYZE DATA WITH PIVOT TABLES & SUBTOTALS
SORTING
Sorting is one of the most common tools for data management. By arranging data sequentially the information becomes more meaningful. Arranging records in a specific sequence is called sorting. If you sort by one column this is considered a single sort. If you need to sort by more than one column, this is considered a custom sort.
The field or fields you select to sort are called sort keys. In Excel, you can sort your table by ascending or descending order. Data in ascending order appears lowest to highest, earliest to most recent, or alphabetically from A to Z. Data in descending order in arranged by highest to lowest, most recent to earliest, or alphabetically from Z to A.
Excel will sort a range of data that is not in a table. However, when working with large sets of information it is wise to make the data a table for integrity. Excel locks the row of information creating a record, thus when sorted, the record remains intact, just reorganized. For example, when you sort the table by last name, all of the records in each row move together. It is always a good idea to save a copy of your worksheet before applying sorts.
There are multiple places you can find and use sorting tools:
• When you first create a table, Excel automatically enables AutoFilter buttons; a tool used to sort, query, and filter the records in a table. The filter buttons appear to the right of the column headings. When you click the filter button sorting options appear on the menu options.
• From the Home tab, in the Editing group, click the ‘Sort & Filter’ button, and then click one of the sorting options on the Sort & Filter menu.
• From the Data tab, use the ‘Sort A to Z’ or ‘Sort Z to A’ buttons or for multiple levels select the Sort button to open the Custom Sort dialogue.
• Right-click anywhere in a table and then point to Sort on the shortcut menu to display the Sort sub-menu.
Complete a single level sort by following the steps:
1. In the EmployeeID heading, click the filter button.
2. Choose to Sort Smallest to Largest.
Mac Users: Click the A-Z Ascending button
Notice Excel arranges in chronological order all the employee data based on the EmployeeID number, however keeping each record together. You will also notice the filter button now displays an up arrow denoting an ascending sort.
The following steps will sort the records in descending order by Current Salary using the ‘Sort Largest to Smallest’ option form the filter button.
1. Click the filter button located in the Current Salary heading.
2. Choose Sort Largest to Smallest option from the menu.
Mac Users: click the “Descending” button
Notice the original sort has been overridden, and the information is now organized based on the largest Current Salary. You will see the small arrow on the EmployeeID filter is gone, and an arrow pointing down for Descending Order is visible on the Current Salary filter button.
Skill Refresher
Sort a Column
1. Click on the filter Click arrow to the right of the header in the column you want to sort.
2. Click on the choice AZ↑ or ZA↓ to sort your data by that column.
CUSTOM SORT
When you need to sort by more than one level, you must use the Custom Sort option. Complete the following steps to organize the data by Store, Last Name, Current Salary, all in Ascending Order (A-Z).
1. Select the Data tab, and click the Sort button. Notice the last column sorted by is listed. Change the column heading name by dropping down the Sort by menu and select Store.
2. Click Add Level.
Mac Users: click the + symbol
1. Click the down arrow in the Then by section, and choose the column heading names as shown below in Figure 5.29. Note to click Add Level to add the next column heading. The order you select the headings will determine how the table information is sorted.
1. Once you select to Sort by column headings, choose the Order by selecting to sort in ascending order (A-Z) for the Store and Last name fields, and Smallest to Largest, for the Current Salary field.
2. Click OK.
Notice the information is now sorted by three levels, per Store , each employee is organized by Last Name , and Current Salary in ascending order (smallest to largest). Each of the filter buttons indicates the sort with the up arrow.
Skill Refresher
Custom Sort (Multiple Level Sort)
1. Select the Data tab, and click the Sort button.
2. Choose Add Level.
3. Click the down arrow in the Column field and choose the column heading to sort by.
4. Repeat the above steps to add another level and select the next column heading to sort by.
5. The order you select the headings will determine how the table information is sorted.
CUSTOM LIST SORT
When sorting you can create custom lists that allow sorting by characteristics that do not sort alphabetically. Example, text items such as high, medium, and low—or S, M, L, XL. Dates commonly require custom lists so you can vary in the way data is sorted by days of the week or months of the year.
In our case, we want to create a custom list that sorts our stores, which is not, in ascending or descending order. The human resources office likes to order the stores based on the location size. The company headquarters is in Seattle and employs the most people. The next biggest location is San Diego etc. Follow the below steps to create a custom list ordering the stores as shown below:
Seattle
San Diego
Portland
San Francisco
Mac Users: The steps to create a custom sort list are different for Excel for Mac. Please skip the below steps and follow the alternate steps below Figure 5.34.
Follow the below steps to create a custom list ordering:
1. While clicked in the table, choose the Data tab and click the Sort button.
2. In the Sort by row, click the drop-down menu in the Order Column for the Store heading. Choose Custom List.
1. Click in the List entries: box and type Seattle, and press enter. Type the remainder of the locations shown in Figure 5.32, pressing enter after each store location typed. Once all locations are entered, click Add. Then choose Ok.
1. You will see the Order of the Store sort update. Click OK to close the Sort dialogue box.
The custom sort is applied and the table is now sorted by Store, using the custom order, then the Last Name of the employee and then by the Current Salary column.
Mac Users alternate steps for creating a custom sort list:
1. Click the Excel menu option and choose Preferences
2. Click on the Custom List button
3. Type the list of cities in the “List entries” box as shown in Figure 5.32 above then click the Add button and close the Custom List dialog box
4. Click anywhere in the table, and then click the Data tab and click the Sort button
5. Click the drop-down menu in the Order Column for the Store heading. Choose Custom List
6. Click on the custom list of cities that you just created and then click the OK button twice
7. The custom sort is applied and the table is now sorted by Store, using the custom order, then the Last Name of the employee and then by the Current Salary column. See Figure 5.34 above.
Skill Refresher
Custom List Sort
1. Select the Data tab, and click the Sort button.
2. Click the drop-down menu in the Order Column of the field needing a custom list created.
3. Choose Custom List.
4. Click in the List entries box and type the custom list desired.
5. Then click Add.
6. Click Ok.
FILTER DATA
If your worksheet contains a lot of data, it can be difficult to find information quickly. Applying Filters is an efficient and effective way to only show the information needed. Typically when filtering you are searching the data for specific information. Generally speaking, you are searching the data based on a question, or in other words, querying the data, and returning only the information that satisfies the question. The process of filtering records based on one or more filter criteria is called a query. Filtering data hides the rows whose values do not match the search criteria. The information that does not display is not deleted, it is just hidden, and will be redisplayed by removing the filter or applying a new filter.
Like sorting, Filter options are located in the filter button alongside each field name. By clicking the filter button, you can choose which values in that field to display, hiding the rows or records that do not match that value. The filter lets you choose to display only those records that meet specified criteria such as color, number, or text. In this situation, criteria is defined as; a logical rule by which data is tested and chosen.
For example, you can filter the table to display a specific name or item by typing it in a Search box. The name you selected acts as the criterion for filtering the table, which results in Excel displaying only those records that match the criterion. The selected checkboxes indicate which items will appear in the table. By default, all of the items are selected. If you deselect an item from the filter menu, it is removed from the filter criterion. Excel will not display any record that contains the unchecked item. As with the previous sort techniques, you can include more than one column when you filter by clicking a second filter button and making choices. After you filter data, you can copy, find, edit, format, chart, or print the filtered data without rearranging or moving it.
Complete the following steps and filter data according to each query.
How many employees are at a Part-Time (PT) status?
1. Click the filter button on the Job Status column heading.
2. Click Select All, to deselect options.
3. Click the PT box to only display the part-time employees.
4. From the total row, in cell I108, choose the Count function count the number of employees at a PT status.
The answer to the question is there are currently are 11 employees at a PT time status. The total row will display the part-time total current salaries, and what the projected salary increase for part-time help will be after COLA adjustments.
USING CRITERIA FILTERS
The filters created are limited to selecting records for fields matching a specific value or set of values. For more general criteria, you can use criteria filters, which are expression involving dates and times, numeric values, and text strings. Excel will identify what criteria filter to display based on the information in the column. For example, you can filter the employee data to show only those employees hired within a specific date range. Notice the criteria filter changes to Date Filters. If we were looking at the Current Salary column, the filter would be a Numbers Filter.
Using criteria filters, follow the below steps to search for employees who have been with the company for a specific time period.
Identify employees who have been with the company between 2013-2016.
1. While clicked in the table, clear any sort or filter applied by clicking the Data tab. In the Sort & Filter group choose the Clear button.
2. Click the Filter button in the Hire Date column. Select Date Filters, and choose the Between criteria.
Mac Users: uncheck the Select All checkbox before choosing the Between option.
1. Search for employees with a hire date between 2013, and 2016. In the “is after or equal to” section type 1/01/2013, and typing in the “is before or equal to” section type 12/31/2016. Then click OK.
Mac Users: Excel for Mac sections simply say “After” and “Before”
1. Sort the filtered table from Oldest to Newest by Date Hired.
2. In the total row section, count the last name names of the employees by applying the count function in cell B108.
3. In the total row, select cell I108, and choose None to turn off the count function in the Job Status Column.
Notice the table total row show 47 employees hired between the specified dates. These employees will be evaluated for a COLA adjustment.
Notice the filter button displays a filter symbol and an up arrow indicating the column is filtered and sorted in ascending order.
SLICERS
Another way to filter an Excel table is with slicers. Slicers, generally speaking, are visual filter buttons you can click to filter the table data. Slicers show the current filtered category, which makes it easy to understand what exactly is displayed. For example, a slicer for the Store field would have buttons for the Seattle, San Diego, Portland, and San Francisco locations.
When slicer buttons are selected, the data is filtered to show only those records that match the criteria. Multiple buttons can be selected at the same time, and a table can have multiple slicers, each linked to a different field. When multiple slicers are used, Excel uses the AND logical operator so filtered records must meet all of the criteria indicated in the slicer. When selecting multiple buttons in a Slicer, use the shift key to select adjacent field names. If the field names are not adjacent, use the non-adjacent selection method, pressing the CTL button, and selecting the field names needed.
Follow the below steps to filter the table using visual Slicer buttons.
1. Click in the table area. From the Data tab, choose Clear to remove the current sort and filter applied to the data.
2. To make room for the Slicer buttons at the top of the table, we will add 4 rows between the title and the table area. Right-click cell A3. Choose Insert. Select Entire Row. Repeat these steps until the table heading starts in row A9.
Mac users should hold down CTRL key and click cell A3. Then repeat until the table heading starts in row A9.
1. Click back into the table area. Choose the Insert tab. Click Slicer. When the Insert Slicers dialogue box opens, click the Store and Job Status field names to display as slicers. Click OK.
1. Move, and re-size the Slicer boxes to fit in the approximate area of I1:J8 and K1:L8. Make sure the buttons remain visible. Below is a visual example.
1. From the Store slicer, click the San Diego button. Notice the data filters to only show the data for San Diego.
2. From the Job Status slicer click PT. Notice the data filters to only show the data for PT employees in San Diego.
1. Return to the Store slicer and choose Seattle and Portland. Note the non-adjacent selection method is needed. Select Seattle first, then press and hold the Ctrl button on the keyboard, and then select Portland.
Mac Users: hold down the Command key not the Ctrl key before you click on Portland.
1. Change the Job Status slicer selection to FT.
The table results show there are 61 FT employees in Seattle and Portland. The Projected Salary Increase after the COLA adjustment for the Northwest region is \$150,465.80.
ADVANCED FILTERS
Filter buttons are limited to combining fields using advanced logic or complex criteria. If the data you want to filter requires complex criteria, you can use the Advanced Filter dialog box. The Advanced Filter works differently from the Filter command in several important ways:
• It displays the Advanced Filter dialog box instead of the AutoFilter menu.
• You type the advanced criteria in a separate criteria range in a worksheet and above the range of cells or table that you want to filter. Excel uses the separate criteria range in the Advanced Filter dialog box as the source for the advanced criteria.
For example, you searched records for employees in the Seattle and San Diego offices AND for employees working at full-time bases, AND have a base salary between the below Salary Ranges:
To run the above complex criteria mentioned above follow the below steps:
1. From the EmployeeData sheet, click in the table, then select the Data tab and clear the current filters by selecting the Clear button.
2. Select the Table Tools Design tab and turn off the Total Row.
Mac Users: just click the Table tab and turn off the Total Row
3. Select the Advanced Filter sheet. Click cell A10. The criteria mentioned in the above example has already been entered for this advanced filter exercise. Next, you will use an advanced filter to copy the records that match these criteria.
4. From the Data tab, click the Advanced button. The Advanced Filter dialog box opens.
5. Click the Copy to another location option button to copy matching records from the data range.
6. Click in the List range box to make it active, and then navigate to the EmployeesData sheet, click cell A9, and then press and hold the CTRL and SHIFT and SPACEBAR to select the entire table. In the List range box, you will see Employee_DB[#All] in the list range box.
Mac Users: The keyboard shortcut of “CTRL, SHIFT, SPACEBAR” does not work in Exel for Mac. You should click in Cell A9, scroll down to the end of the data, hold down the Shift key and click in Cell L112 to select the entire table
7. Click, or press the tab key, to move to the Criteria Range box.
8. From the Advanced Filter sheet, select A6:D8. You will see ‘Advanced Filter’!Criteria populate in the criteria range box.
9. Click, or press the tab key, to move to the Copy to box, and then click cell A10 to specify the location for inserting the copied records. You will see ‘Advanced Filter’!\$A\$10 in the Copy to criteria range box.
1. Click OK to copy the records that match the advanced filter criteria. Save your work.
The advanced search results list 7 employees that meet the criteria. Of these 7 employees, only 1 full-time employee in San Diego has a current salary between \$70,000 and \$80,000 dollars, and 6 full-time Seattle employees have a current salary between \$50,000 and \$60,000 dollars.
INSERT TABLE
Let’s review another away to turn a range of data into a table.
1. Select the Advanced Filter sheet, and click cell A10.
2. From the Insert tab, choose Table.
3. The Create Table dialogue box will appear.
4. Make sure “My table has headers” is selected so Excel recognizes the column headings.
5. Click OK. Excel turns our advance search data into a table.
6. Sort the table in ascending order (A-Z), by Store, and Employee ID, then Last Name. Hint: Click the Data tab, Click the Sort button, add levels for the three fields.
7. Autofit the column widths and row height to make sure the heading row is visible.
8. Save your work.
Excel turns the information into a table and sorts accordingly:
ANALYZING WORKSHEET DATA
INTRODUCTION TO PIVOT TABLES
Another way to analyze table information is with PivotTables. A PivotTable is a powerful tool that calculates, summarizes, and analyzes table data to compare, patterns, and trends. PivotTables are inserted directly from a table, linking the table data. Generally speaking, when you pivot on the table data you are reorganizing the table information to reveal different levels of detail that allow you to analyze specific subgroups of information and summarize data quickly and easily without having to change the structure or layout of the original table area.
When you pull table data into a PivotTable there are four main area fields: Rows, Columns, Values, and Filters. The Rows and Columns fields can interchange quickly to summarize the data in different ways or to run new reports based on the question or criteria being asked. The Value field is data from the table that can be calculated, or that contain values that the PivotTable will summarize. The Values field has multiple settings to choose how you want to calculate the data; SUM, COUNT, AVERAGE, MIN, MAX, and can even show the displayed values as a percentage of the total, column total, grand total, and so on. Lastly, is the Filters area, which restricts the PivotTable to only show the values matching specified criteria.
Four Primary PivotTable Areas:
In our situation, shown below, we will create a PivotTable to summarize employee data to show Projected Salary Increases, for both Part-Time (PT) and Full -Time (FT) employees for all store locations.
Follow the below steps to explore and build a PivotTable report.
1. Click the EmployeeData sheet. Click anywhere in the table area.
2. From the Insert tab, choose PivotTable.
1. From the Create PivotTable dialogue box, make sure the PivotTable report will be placed in a New Worksheet, and click OK.
1. Notice a new sheet (Sheet1) is inserted, at the bottom of the workbook, that contains the PivotTable1 area and fields dialogue box. Rename the default name (Sheet 1) to StorePT.
1. From the PivotTable pane, drag and drop the Store heading to the Rows section of PivotTable field area.
1. From the PivotTable fields list drag and drop the Projected Salary Increase heading to the Values section.
1. Drag and Drop the Job Status heading to the Columns field section. Notice the Job Status categories display. In this case, displaying Full-Time (FT) and Part-Time (PT) employees.
FORMATTING PIVOT TABLES
After creating a PivotTable and adding the fields that you want to analyze, you may want to enhance the report to include slicers, or graphs and or format the data to make it easier to read and scan for details. When clicked in the PivotTable area you will see a contextual tab appear on the ribbon, containing PivotTable Tools and two specific tabs; Analyze and Design. Mac Users: there is not a “PivotTable Tools” tab but you will see two tabs named: PivotTable Analyze and Design. They are only visible when you have clicked inside the PivotTable area.
The Analyze tab contains tools specifically for examining data, for example, the ability to insert Slicers, or PivotCharts. The Design tab contains tools that specifically tie to how the table and data visibly display. For example, when you have a lot of data in your PivotTable, it may help to show banded rows or columns for easy scanning or to highlight important data to make it stand out.
Follow the below steps to add format the PivotTable, and add a PivotChart.
1. Click in the PivotTable. From the PivotTable Tools choose the Design tab.
2. In the PivotTable Styles gallery select the Light Blue, Pivot Style Medium Style 2 format.
1. To format the PivotTable numbers, select B5: D9. Click the Home tab. Apply the Currency number format and decrease the decimal place to zero decimals.
(The alternative method to number formatting in a PivotTable is to expand the menu on value field; Sum of Projected Salary Increase. Click the Value Field Settings. Choose Number Format and apply the desired number format option. Mac Users should click the small circle with an “i” next to “Sum Projected Salary Increase” in the Values section then click the Number button to change the Number Format. )
NOW LET’S CREATE A PIVOTCHART!
1. Click in the PivotTable. Click the Analyze tab. Choose the PivotChart button on the Ribbon.
2. From the listed chart types, choose Column. And select the 3D Clustered Column option. Click OK.
Mac Users: Only a basic, 2D column chart is available when clicking the Pivot Chart button. In order to select a different chart type, such as the 3D clustered column option, you must do the following:
• Click on the 2D chart that was just inserted
• Click the Design tab on the Ribbon
• Click the Change Chart Type button
• Select the 3D Clustered Column option
1. Move the PivotChart under the PivotTable area. Resize accordingly. Save your work.
Note the formatting changes in the new chart below. The “Job Status” and “Store” buttons are column and row “filters” for the Pivot Chart.
Mac Users: Excel for Mac does not insert these formatting changes within a Pivot Chart. You can add a chart title by clicking the “Add Chart Element” button from the Design tab. It is not possible to add the “chart filter” buttons as shown in Figure 5.59. The filters on the pivot table can be used to also filter the columns and rows in the Pivot Chart.
SUBTOTALS
Another way to summarize data is by using subtotals. Analyzing a large data range usually includes making calculations on the data. You can summarize the data by applying summary functions such as COUNT, SUM, and AVERAGE to the entire organized range of information. Subtotals, in general, are summary functions applied to parts of an organized data range.
For example, you can SUM Current Salaries for employees from each Store location. To subtotal the information the data must first be sorted by the Store field. For subtotals, the field that you sort is referred to as the control field. For example, if you choose the Store location as your control field, all of the Seattle, San Diego, Portland, and San Francisco entries will be grouped together within the data range. The SUM function then can be applied to SUM the Current Salary fields for each Store location. Excel calculates and displays the subtotal each time the Store location changes.
A new row containing a subtotal of that particular location will be inserted, and wherever the field changes a value will display; a subtotal group of records. Excel updates the subtotal automatically when the control field is changed. In theory, when subtotaling, you are adding a calculation row to the set of data. Adding rows that total information in the middle of a table would compromise the integrity of data in the table. The table tools would look at the total as a record, not a calculation. Therefore the Subtotal feature cannot be used in tabling, and can only be applied to a normal range of data. You must convert all tables to a range prior to subtotaling.
Multiple functions can be applied within the same Subtotal. For example, we will explore how you can SUM Current Salary’s and also provide the AVERAGE Current Salary for each Store location within the same Subtotal. Note Subtotal data can also be filtered.
The best practice when subtotaling is to follow four rules:
Follow the below steps to Subtotal the Employee Data and provide a total Current Salary per Store.
1. Select the Employee Data sheet. If necessary clear any filters applied to the data by clicking the Data tab and choosing the Clear filter option.
2. From the Data tab, choose Sort button. Sort the Store Location, using the preferred Custom List order of Seattle, San Diego, Portland, and San Francisco. If the list we set up previously is not available type the entries in the List entries area. Choose Add, and then OK.
1. Choose the Table Tools Design tab. Mac Users: just click the “Table” tab.
Select “Convert to Range.” Excel will display a message asking if you really want to convert the table back to a normal range. Choose Yes.
1. Click the Data tab, in the Outline group find and select the Subtotal Command. (Notice the heading row no longer has filters buttons. The data looks like a table but is not a table. The table tools are not active, and the information is a normal range.)
2. In the Subtotal dialogue box, choose the Store field in the “At each change in.” For the “Use Function,” choose Sum, and only check Current Salary. Click OK.
1. Notice the Current Salary column is totaled, per location. Save your work.
SUBTOTAL OUTLINE VIEW
The Outline views, located on the left side panel, show summary statistics. The Outline tool, with levels, allows you to control the expanse of detail displayed in the worksheet. The EmployeeData worksheet has three levels in the outline of its data range:
• Level 1, displays only the grand totals.
• Level 2, displays the total spent at each Store.
• Level 3, displays the total Salary.
Figure 5.66 above shows the Level 3 Outline, all the employee detail per store location. Clicking the outline buttons located to the left of the row numbers lets you choose how much detail you want to see in the worksheet. (Note that the three level numbers are at the top left side of the worksheet, just below the Name box.)
You will use the outline buttons to expand and collapse different sections of the data range.
1. Click level 1. Notice it displays the Grand Total.
2. Click level 2. Notice the totals for all store locations are displayed.
ADDING A SUBTOTAL WITHIN A SUBTOTAL
As mentioned at the beginning of the section, you can use multiple functions within the same subtotal. We will now explore how you can SUM Current Salary’s and also provide the Average Current Salary for each Store location within the same Subtotal.
1. Click within the Subtotal data, go to the Outline, click Level 3, to display all the subtotal data.
2. From the Data tab, and click Subtotal.
3. In the Subtotal dialogue box, select the Store field for the “At each change in:” option.
4. In the “Use function:” section select to display the Average.
5. Only check the Current Salary field in the “Add subtotal to section:”. (Note Excel will default check something in this area. Uncheck any other fields.)
6. Uncheck “Replace current subtotals”; we do not want to replace the current subtotal summing the Current Salary.
7. Click OK
1. Notice each location is now subtotaled showing the Average and Total Current Salary. Excel has also added 4th level to the Outline, accounting for the Averages. Save your work.
Key Takeaways
• A table is made up of a data set that is organized into columns and rows representing fields and records, such as employee information.
• You can create a table by clicking formatting the data set as a table, or using the Insert Table feature.
• Excel offers pre-built table styles, and options to choose from to format a table.
• You can add records (rows) and our fields (columns) to a table. You can then sort to reorganize your data.
• Freezing heading keeps your column headings displayed while you scroll through your table data.
• You can use the filter arrows in the table headings to sort by a single column. When sorting by more than one field, use the Custom Sort option.
• Custom List Sorts can be used when a field needs to be sorted in a special way.
• A slicer is a visual filter button (object) used to filter data in an Excel table. Each unique value in the field is a button.
• A PivotTable is an interactive table that summarizes data from a data source such as a data range or an Excel table.
• The Subtotal tool includes summary statistics for each group of records. Excel organizes subtotals using an outline that can be expanded or contracted to view or hide details about the data.
“5.2 Intermediate Table Skills” by Hallie Puncochar, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/05%3A_Tables/5.02%3A_Intermediate_Table_Skills.txt |
Learning Objectives
• Adjust page settings for printing.
• Add footer information for user integrity.
• Preview a worksheet, adjust settings to print in a professional manner.
• Insert a 3D Model to enhance the visual appearance of a worksheet.
Previewing a Worksheet
Although printing large data sets is uncommon, it is an industry curiosity to set up Excel workbooks to print correctly, and to also add documentation as to when data was revised. Follow the below steps to prepare the worksheets to print.
1. Click on the AdvancedFilter worksheet. At the bottom of the screen choose the Page Layout option.
1. At the bottom of the page, click into the left section, of the Add Footer panel.
1. From the Header and Footer Design tab, choose to insert the Current Date field.
1. Click in the right panel section, insert the File Name field.
1. Click back into the spreadsheet to close the Header and Footer section, and choose the Normal page layout.
2. From the File tab, select Print. Change the Orientation to Landscape. In the Scaling section, choose Fit Sheet on One Page.
Mac Users: click the “Scale to Fit” option
1. Save your work. You don’t have to actually print this sheet. Go back to your worksheet.
Follow the below steps to add a footer to indicate when the last update was made and apply settings to the EmployeeData worksheet to ensure it will print correctly if needed.
1. Click the EmployeeData worksheet. At the bottom of the screen choose the Page Layout option. You may get a message telling you that Page Layout and Freeze Panes are not compatible. You should click OK to remove the Freeze Panes setting.
2. At the bottom of the page, click into the left section, of the Add Footer panel type Revision Date: add a space, then click the Current Date button from the Ribbon. Example: Revision Date: 1/01/2020.
3. Click in the center panel, add the page number field.
4. Click in the right panel section, type Revised by: then type Your Name. Example: Revised by: Jane Doe
5. Click back into the spreadsheet to close the Header and Footer section, and choose the Normal page layout.
6. From the File tab, select Print. Change the Margins to Narrow. In the Scaling section, choose Fit All Columns on One Page.
Mac Users: set the “Scale to Fit” option to 1 page wide by 2 pages tall.
1. Save your work. Again, you do not have to print this sheet. Go back to the worksheet.
Inserting a 3D MOdel to Enhance a Worksheet
Insert a 3D Model to the worksheet to enhance its appearance. In Excel, you can either insert Pictures, Shapes, Icons, SmartArt, Screenshots or 3D Models.
In this example, we will insert (from online) a 3D Model that looks like the Seattle Space Needle.
1. Click the Advanced Filter sheet tab, then click the Insert tab on the ribbon.
2. Click 3D Models button from the Illustrations group. (If necessary choose From Online Sources or Stock 3D Models.)
Mac Users: click the 3D Model icon button and then choose “Stock 3D Models…“.
1. In the Search box type Tower, and hit Enter from the keyboard.
2. From the results window, choose a model that looks like the Space Needle. And click Insert. Again, if the Space Needle is not available in the gallery, click the Back arrow and find an alternate building or tower from the 3D Model “Buildings” category.
1. Notice the model can be manipulated 360 degrees tilted up and down to show a specific feature of the object. Adjust based on your preference.
1. Place, and resize the image to the upper left-hand corner of the sheet, above the last column of data. Make sure it does not overlap on the table.
2. Check the spelling on all of the worksheets and make any necessary changes. Save your work. Submit CH5 HR Report as directed by your instructor.
Key Takeaways
• When working with Excel workbooks, the final step should always be to review the worksheets in Print Preview to make sure they are printing appropriately.
• You can add images you have saved, or images you find online, to a worksheet to enhance its appearance. Be sure to resize and move them appropriately so they do not detract from the data.
Attribution
“5.3 Preparing to Print” by Hallie Puncochar, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/05%3A_Tables/5.03%3A_Preparing_to_Print.txt |
Tables for a Tourism Company
Download Data File: PR5 Data
Travel and tour companies need to keep track of client data, as well as, travel/tour options and tour guides. Keeping up-to-date, accurate records is essential to their bottom line. To run a tour company, employees must be able to manipulate their data quickly and easily. This exercise illustrates how to use the skills presented in this chapter to generate the data needed on a daily basis by a tourism company.
1. Open the data file PR5 Data and save the file to your computer as PR5 Canyon Trails.
2. Click Sheet 1. Choose cell B3.
3. From the Home tab, choose Format as Table. Choose the Orange, Table Style Medium 3.
4. In J4, calculate Total Cost (number of Guests *Per Person Cost). Note Excel will add the formula to the entire column. (If prompted, choose to overwrite the formula to the cells below.)
5. Format Columns I and J with Accounting format, no decimal places.
6. Center all headings in Row 3.
7. Adjust column widths within the table so that all the headings are completely visible.
8. Rename Sheet 1 Current Tours. Sort this sheet alphabetically (A to Z) by Last Name.
1. Make a copy of the Current Tours sheet and rename it Tours by Canyon. One way to make a copy of a worksheet is to right-click on the worksheet tab ( Mac Users: Ctrl+click) and select Move or Copy. Be sure to check the Create a Copy box. Place the Tours by Canyon sheet to the right of the Current Tours sheet.
2. Sort the Tours by Canyon sheet by Tour Canyon, Home Country, and then Last Name all in Ascending order (A to Z).
1. Make another copy of the Current Tours sheet and rename it US Guests. Place the US Guests sheet to the right of the Tours by Canyon sheet.
2. Filter the US Guests sheet to display customers who live in the United States. Sort the filtered data alphabetically (A to Z) by Tour State. Add a Total Row that sums the Guests and Total Cost columns.
1. Make another copy of the Current Tours sheet and rename it, European Guests. Place the European Guests sheet to the right of the US Guests sheet.
2. Insert a slicer in the European Guests sheet for Home Country. Move the top left corner of the slicer to the top left-hand corner of cell L3. Resize the slicer so all buttons display. Format the slicer to match the table.
3. Using the slicer, filter the data to display customers from Germany and the United Kingdom.
4. Sort the filtered data by the Home Country, and Last Name fields displaying both in Ascending order (A to Z).
1. Click the Advanced Filter sheet. Using the Advanced Filter option, filter the Current Tours table based on the criteria given. Determine how many guests from Canada are taking tours in Arizona and Utah between the costs indicated in the criteria table. Place the results in A10.
2. Turn the results into a table. Format the table to match the criteria area. Turn on the total row and show the Sum of the Total Cost column.
1. Select the Current Tours sheet. Click in the table area and insert a PivotTable as a new sheet. Name the sheet ToursPT. Run a report to show the Total Cost per Home Country, for each available Tour States. Format the numbers in currency format, zero decimal places. Choose a PivotStyle format to match the current orange theme.
1. Make one more copy of the Current Tours sheet and rename it Tours by State. Place the Tours by State sheet to the right of the European Guests sheet. Go to the Table Tools and turn off the Banded Rows.
2. Subtotal the data by State, summing the Total Cost column. (Note: Remember to follow the four rules of subtotaling!)
3. After you subtotal, turn on filters and filter out 3-day tours in the table.
1. On each worksheet, make the following print setup changes:
1. Add a footer with the current date, worksheet name, and your name.
2. Change to Landscape Orientation
3. Set the scaling to Fit All Columns on One Page
4. For any worksheets that print on more than one page, add Print Titles to repeat the first three rows at the top of each page.
2. Check the spelling on all of the worksheets and make any necessary changes. Save the PR5 Canyon Trails workbook. Submit the PR5 Canyon Trails workbook as directed by your instructor.
Attribution
“5.4 Chapter Practice” by Hallie Puncochar and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0
Canyon Trails Data File” by Matt Goff is licensed under CC BY 3.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/05%3A_Tables/5.04%3A_Chapter_Practice.txt |
Tables for a Retail Company
Download Data File: SC5 Data
Retail companies with today’s online, as well as, in-store sales have a lot of data to keep track of! Keeping track of sales, costs, and profits on a daily basis is essential to making the most of a business. This exercise illustrates how to use the skills presented in this chapter to generate the data needed on a daily basis by a retail company.
1. Open the data file SC5 Data and save the file to your computer as SC5 Dynamite Customer Sales.
2. Click the Sales Sheet. Format the data set as a table. Choose a style from the styles gallery.
3. Create the following calculated columns.
1. In I4, and J4, use a VLOOKUP function that will look up the Product Price and Product Cost based on the Product Sold column which lists an ID number. [Hint: The Product Table sheet lists the Price and Cost] If any error messages appear, check the Range Lookup.
2. In K4, use a formula to calculate Profit. Hint: Profit =(Product Price-Product Cost)*Units Sold
4. Format columns I, J, and K as currency with two decimal places.
5. Make a copy of the Sales sheet and rename it Online Sales by Date. Place this sheet to the right of the Sales sheet. Answer the following question by filtering the data accordingly. What was the total Profit for Online Sales? Sort the results by Date Sold (A/Z).
6. Make a copy of the Sales sheet and rename it June Sales by Country. Place this new sheet to the right of the Online Sales by Date sheet. Answer the following question by filtering the data accordingly. In June, for all products sold, what was the total profit earned? Sort the results by Country, then Name both in (A/Z).
7. Make another copy of the Sales sheet and rename it Sales by Product. Place this new sheet to the right of the June Sales by Country sheet. Using a slicer, filter the data accordingly to display the average Product Price, Product Cost, and Profit for DETA100 and DETA200 items. Sort the filtered sheet by Product Sold. [Hint: In the total row make sure to type the word Average in column A.]
8. Make one final copy of the Sales sheet and rename it Subtotals by Sales Type. Place this new sheet to the right of the Sales by Product sheet. Subtotal the sheet by Sales Type, summing the Profit column.
9. Add a 2nd subtotal to the Subtotals by Type sheet that subtotals by Sales Type and averages the Profit column.
10. From the Sales sheet, create the below PivotTable totaling per product type the Product Cost for Online and Retail sales. Insert the PivotTable as a new sheet. Name the sheet ProductPT.
1. For each worksheet, add a footer with the worksheet name in the center and your name in the right panel.
2. Preview each worksheet in Print Preview and make any necessary changes for professional printing. (Hint: Orientation, page scaling, and print titles might need to be used.)
3. Check the spelling on all of the worksheets and make any necessary changes. Save the SC5 Dynamite Customer Sales workbook, and submit the file as directed by your instructor.
Attribution
“5.5 Scored Assessment” by Hallie Puncochar and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/05%3A_Tables/5.05%3A_Scored_Assessment.txt |
Excel workbooks often contain a large amount of data, and worksheets can quickly become overwhelming. When one worksheet becomes cumbersome, data can be broken out into smaller subsets and placed in separate worksheets within the same Excel file. Separating out spreadsheet data into smaller pieces can lead to better data organization within a file and increase its ease of use. When a retail company needs to track overall sales, as well as, individual store sales, it makes sense to place each store’s sales data in a separate sheet within a file. Adding a summary sheet that sums across all the sheets will allow for total company sales data in the same file. This chapter will show how to set up a workbook to make multi-sheet formulas quick and easy.
Other examples of when multiple sheets make the most sense are when you are comparing regional data for a salesforce and wish to evaluate individual salesperson performance along with overall sales, and data over a period of time where sheets can be broken out by year or by month. When comparing data across several sheets, it is essential that all the sheets are laid out in the same way. To facilitate this, a template can be used. A template is the basic pattern for each new sheet that can be used repeatedly to make sure each new sheet has the same setup, formatting, formulas, etc. as the existing sheets in a file. In this chapter, we will use both pre-made, Microsoft Excel templates, as well as, ones we will create from scratch to meet the specific needs of our work.
06: Multiple Sheet Files
Learning Objectives
• Navigating through a multiple sheet file.
• Adding, deleting, copying, and moving sheets.
• Grouping and ungrouping sheets.
Throughout our textbook, we have worked with Excel files that have included multiple sheets. Depending on the version of Excel you are using, a new Excel file may start with one or several sheets. In this chapter, we will be working with a personal budget file that contains income and expenses for an entire year. Our file contains a sheet for each month of the year, as well as, a Summary sheet that will add all twelve monthly sheets of data together. To begin with, we’ll get comfortable with moving through the sheets, organizing them, and making sure that all twelve monthly sheets are consistent.
Figure 6.1 shows the January sheet in the Personal Budget file along with all the sheet tabs along the bottom of the window.
Navigating Through a Multiple Sheet File
Download Data file: CH6 Data
1. Open the data file CH6 Data and save the file to your computer as CH6 Personal Budget. Notice that the file has an Expenses Summary sheet at the far left followed by monthly sheets.
2. Click on the different sheets at the bottom of the screen to move through the sheets. Notice that the Expenses Summary sheet is formatted differently from the monthly sheets. Notice also that all the monthly sheets are identical in layout and format.
3. Take a second look at the months at the end of the year. Not all the data has been entered for September through November… and there is no sheet for December. We will enter the remaining data and add an additional sheet for December.
4. Add the following data in the September, October, and November sheets:
September October November
Power \$135 \$135 \$135
Water \$30 \$30 \$30
Groceries \$300 \$325 \$400
Miscellaneous \$100 \$50 \$100
Bonus
Freelance \$500 \$150
Other \$100
Copying a Sheet
1. To make a December sheet, we are going to copy the November sheet.
2. Point your mouse at the November sheet tab at the bottom of the screen.
3. Hold down your left mouse button and then press and hold down the CTRL key.
Mac Users: hold down your left button while pointing at the November sheet tab and then press and hold down the Option (alt) key
4. At this point, you will see a black down-pointing arrow to the left of the November sheet tab and your mouse cursor will become a small piece of paper with a plus sign on it.
5. Drag your mouse to the right (still holding down the left-mouse button and the CTRL key) until the black down-pointing arrow is to the right of the November sheet tab.
6. Let go of the mouse button and then the CTRL key. You should now have a November (2) sheet to the right of the November sheet as shown in Figure 6.2.
Next, we’ll update the November (2) sheet to turn it into our December sheet.
1. Right-click on the November (2) sheet name at the bottom of the screen and choose Rename.
Mac Users: hold down the Ctrl key and click the November (2) sheet name. Choose Rename
2. Type “December” and press Enter.
Note for all users: you can also double-click a sheet tab name to rename it.
3. Click on the December sheet.
4. Click on B1 and change “November” to “December”. Be careful not to click on the “Monthly Budget” image.
5. Make the following data changes:
• Miscellaneous: \$300
• Bonus: \$250 (it’s the holidays!)
• Freelance: delete amount
6. Save your work.
7. Point your mouse at the December sheet tab at the bottom of the screen.
8. Hold down your left mouse button and then press and hold down the CTRL key ( Mac Users hold down Option key)
9. Drag your mouse to the right (still holding down the left-mouse button and the CTRL key) until the black down-pointing arrow is to the right of the December sheet.
10. Let go of the mouse button and then the CTRL key. You should now have a December (2) sheet to the right of the December sheet.
11. Rename the December(2) sheet Practice.
Skill Refresher
Copying a Sheet
1. Point your mouse at the sheet you want to copy at the bottom of the screen.
2. Hold down your left mouse button and then press and hold down the CTRL key ( Mac Users hold down the Option key)
3. Drag your mouse to the right (still holding down the left-mouse button and the CTRL key) until the black down-pointing arrow is to the right of your existing sheet.
4. Let go of the mouse button and then the CTRL key. You should now have a Sheetname (2) to the right of the original sheet.
5. Rename the Sheetname (2) sheet as desired.
Moving and Deleting Sheets
Sometimes your sheets do not end up in the right order, and you need to move them in order to fix this. Let’s try moving our “Practice” sheet to see how this is done.
1. Point to the Practice sheet and hold down your left mouse button.
2. Notice this time that there is still a black arrow to the left of the Practice sheet, but the piece of paper is blank. It does not have a plus sign (+) because we are moving, instead of copying, the sheet.
3. Left-drag the mouse to the left until the black arrow marker is between the October and November sheets.
4. Release the mouse button.
5. Try moving the Practice sheet back to the right of the December sheet.
Since our Practice sheet is not a sheet we will need in our Budget file, we’ll go ahead and delete it now.
1. Right-click on the Practice sheet tab at the bottom of the screen.
Mac Users hold down the Ctrl key and click the Practice sheet tab
2. Click Delete. Figure 6.3 shows the warning message box that will appear on your screen. Your message box might look slightly different depending on the version of Excel you are using. It is important to note that you cannot Undo once you delete a sheet!
1. Click Delete.
Grouping and Ungrouping Sheets
Take a look at the monthly sheets again. Notice that there is a place in each of these sheets in the range F11:F13 to calculate three pieces of Summary data: Income, Expenses, and Balance; but there aren’t any formulas in these cells. There is also a place for the % of Income Spent (in cell I5), but we will need to add a formula in I6:I7 to calculate this. If we entered these formulas individually in each of the 12 month sheets, it would take a long time! Because this task would be very repetitive, it would also be fairly likely that we would make some mistakes along the way entering the same formulas over and over again. By grouping all the month sheets together, we can enter each of the formulas once and have them appear in all the sheets.
1. Click on the January sheet to make it active.
2. Hold the SHIFT key down and click on the December sheet.
Now all 12 sheets should be selected. You can tell this in two ways: the sheet tabs that have been selected are now bold at the bottom of your screen. Also, notice in the Title bar at the top of the screen the word [Group] or – Group (depending on your version of Excel) added to the end of the title. You can see both of these in Figure 6.4.
IT IS IMPORTANT TO REMEMBER THAT ANY CHANGES WE MAKE TO THE JANUARY SHEET WILL BE MADE TO ALL THE SHEETS!! This is a very good thing when we want to make changes to all the sheets at once, but we need to be sure to ungroup them when we’re done making these changes. Let’s go ahead and add the formulas to all twelve of the sheets at once:
1. Click in F11 in the January grouped sheet.
2. Enter the formula =SUM(F5:F8).
3. In F12, enter the formula =SUM(C5:C13).
4. In F13, subtract Expenses from Income. In the January sheet, your balance should be \$690. HINT: if your answer is negative, you subtracted Income from Expenses.
5. Click on I6. (I6 and I7 are formatted and merged together – this is fine.)
6. Enter a formula that divides Expenses (F12) by Income (F11). Your answer will show as a percentage since this cell has already been formatted to do this. HINT: If you percentage is greater than 100%, you have your numbers reversed.
Notice that a data bar was set up in I5 to visually show the income spent. Do you remember how to do this from earlier in our textbook? Your January sheet should now look like Figure 6.5.
1. Now that we are done making changes to all the monthly sheets at once, we need to ungroup them. Right-click on one of the grouped sheets and choose Ungroup Sheets.
Mac Users hold down Ctrlkey click on one of the grouped sheets and choose Ungroup Sheets.
Notice the sheets tabs are no longer bold and the word [Group] is no longer in the title bar.
1. Click on several of the month sheets to see that all the formulas have been added.
2. Click on the December sheet. Your sheet should now look like Figure 6.6.
1. Take a look at the Notes in the September sheet. It says that the rent was raised in September, so we need to cancel our Gym Membership and show \$0 for the Gym amount in October, November, and December.
2. Group the October, November, and December sheets. If you do this successfully, these three sheet names should be bold and the word [Group] or – Group will appear in the Title bar.
3. Click on C13 and change the amount to \$0. Press Enter.
4. Ungroup the sheets. The balances should be: October \$605, November \$530, and December \$430.
Skill Refresher
To Group Sheets:
Click on the leftmost sheet you want to group; then hold the SHIFT key down and click on the rightmost sheet you want to group. Same for Excel for Mac.
To Ungroup Sheets:
Right-click on one of the grouped sheets and choose Ungroup Sheets.
Mac Users hold down Ctrl key click on one of the grouped sheets and choose Ungroup Sheets.
Key Takeaways
• You can easily move, copy, delete, and rename sheets in your Excel file.
• Grouping sheets allows you to change a group of identically formatted sheets at the same time.
Attribution
“6.1 Multiple Sheet Basics” by Mary Schatz and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/06%3A_Multiple_Sheet_Files/6.01%3A_Multiple_Sheet_Basics.txt |
Learning Objectives
• Entering formulas that reference another sheet.
• Using the SUM function to add up multiple sheets.
The Summary sheet in many multiple sheet workbooks is utilized to present totaled information from the other sheets in the file. This is done to give a quick synopsis of all the other sheets in one convenient location. For this reason, the Summary sheet is usually the first sheet in multiple sheet files. Summary sheets “pull” data from the other sheets using three-dimensional (3-D) cell references. In order to distinguish between A3 in the Summary sheet, A3 in the January sheet, A3 in the February sheet, etc.; a 3-D cell reference includes the sheet name along with the cell reference. The syntax to reference a cell in a different sheet is =SheetName!CellRange. So, the cell reference for A15 in the March sheet would be =March!A15.
Let’s start working on our summary sheet by trying out some 3-D formulas:
1. Click on the Expenses Summary sheet tab at the bottom of the screen.
2. Click on C5 and enter the formula =January!C5. Press Enter.
This will return the amount \$700 from cell C5 in the January sheet.
3. Delete the formula in C5 in the Expenses Summary sheet.
4. This time, click on C5 and type =. Then click on the January sheet, and then click on C5.
5. Press Enter. This will put the same formula, =January!C5, in cell C5 in the Expenses Summary sheet and will return the value \$700. This is the point and click method. This method reduces the potential for making errors, such as misspellings or typing the wrong amount.
6. In cell C6 in the Expenses Summary sheet, try entering a formula for the Power amount in the April sheet. You should get \$135 as the Power amount, and the formula should be =April!C6.
7. Delete the formulas in cells C5 and C6 in the Expenses Summary sheet.
For the Annual Amounts in C5:C13 in the Expenses Summary sheet, we don’t need the amount from a single month’s sheets; instead, we need the sum of all the entries in all the monthly sheets. So, we need to sum three-dimensionally through all twelve month sheets.
Let’s try adding up all the monthly amounts in our Expenses Summary sheet:
1. Click in C5 in the Expenses Summary sheet.
2. Type =SUM(. (Make sure to type the open parentheses!)
3. Click on the January sheet.
4. Hold the SHIFT key down and click on the December sheet.
5. Click on C5 again and press ENTER. Cell C5 should display the sum amount of \$8,400.
6. Click on C5 in the Expenses Summary sheet. In the formula bar, you should see the following formula: =SUM(January:December!C5). This formula tells Excel to SUM cell C5 in the sheets January through December.
7. Let’s try another 3-D SUM together. Click on C6.
8. Type =SUM(. (Make sure to type the open parentheses!)
9. Click on the January sheet.
10. Hold the SHIFT key down and click on the December sheet.
11. Click on C6 again and press ENTER. Cell C6 should now display the sum amount of \$1,610.
12. Click on C6 in the Expenses Summary sheet. In the formula bar, you should see the following formula: =SUM(January:December!C6).
If you feel comfortable with these 3-D formulas, you can copy C6 down through C13 to fill in the rest of the formulas. If you’re not quite comfortable yet, keep practicing the above steps to add 3-D formulas to cells C7:C13. When you’re done, your Expenses Summary sheet should match Figure 6.7.
While our 3-D formulas are complete in the Expenses Summary sheet, our summary feels like it is lacking something. Let’s add a visual representation of our summary numbers to the sheet.
1. Highlight cells B5:C13 in the Expenses Summary sheet.
2. Click on Pie Chart in the Insert tab in the ribbon and select the 2-D pie.
3. Move and resize the pie chart so that it fills cells D3:J15.
4. Delete the chart title.
5. Move the legend to the right side of the chart. Resize the legend as needed.
6. Add percentage data labels to the pie slices. Format the data labels to be bold with white font color. Your complete Expenses Summary sheet should look like Figure 6.8 below.
7. Check the spelling on all of the worksheets and make any necessary changes.
8. Save your file. If you’re printing your assignment at this point, print ONLY the Summary sheet in regular and formula view. Close your file.
Skill Refresher
To SUM across sheets:
1. Click on the cell where you want the 3-D SUM to appear.
2. Type =SUM(
3. Click on the leftmost sheet in the group of sheets you want to sum.
4. Hold the SHIFT key down and click on the rightmost sheet in the group of sheets you want to sum.
5. Click on the cell in the sheet you’re in that you want to sum.
6. Press ENTER.
3-D References in Formulas
To reference a cell in another sheet, use the formula syntax =SheetName!CellAddress.
To enter a 3-D reference:
1. Click on the cell where you want the formula to appear and type =.
2. Click on the sheet with the cell you want.
3. Click on the cell in the sheet you want and press ENTER.
Note
• 3-D references in formulas allow you to use data from one or more sheets on another sheet.
Attribution
“6.2 Formulas with 3-D References” by Mary Schatz and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/06%3A_Multiple_Sheet_Files/6.02%3A_Formulas_with_3-D_References.txt |
Learning Objectives
• Use existing Microsoft Excel templates to create new spreadsheets.
A template is a predefined pattern for a spreadsheet that has already been created for you. Hundreds of templates, already created by Microsoft, are available for you to use in Excel. These templates are very helpful if you have limited time to get a new task done in Excel, and you don’t know where to start. Templates do a lot of the work for you! Templates include all the formulas, formatting, etc. needed in a professional Excel spreadsheet. All that’s left to do is enter the data. Predefined Microsoft templates include everything from billing statements to blood pressure trackers to business cards. Depending on your version of Excel or Office 365, template categories may include: Business, Personal, Planners and Trackers, Lists, Budgets, Charts, and Calendars. In this chapter we will explore using existing Microsoft templates.
To access the templates in Excel, do the following:
1. Click the File tab in the ribbon.
2. Click New in Backstage View. Mac Users: Click the File menu option and choose New from Template
3. The top of your screen should look similar to Figure 6.9. If you have opened templates previously, these may show in this screen as well.
In the Search for online templates box shown above, you can type a description for the template you want to use. Let’s start by searching for a Travel Expense Report.
1. Click in the Search for online templates box.
2. Type TravelExpense and press ENTER.
3. Click on the Travel Expense Report that looks like Figure 6.10 below and click Create. NOTE: If this template is not available, select a similar one.
Your screen should look similar to Figure 6.10 below. Notice the design, layout, and formulas have already been set up for you.
Try using this template by doing the following:
1. Change the Name to your name.
2. Change the Department to Technology.
3. Hold down CTRL and click ~ to see where the formulas are in the sheet. Working in formula view helps you see where the formulas are, so you won’t delete them.
4. In formula view, carefully delete just the data, including the Description of Expense and the dollar amounts. Don’t delete any formulas!
5. Hold down CTRL and click ~ again to return to Normal view.
6. Enter Dates, Descriptions and expenses for a trip of your imagining in the first three rows under the column headings.
7. Save the completed file as CH6 Travel Expenses. Close the file.
We will practice using one more Excel template to create a class schedule. If you already know your schedule for next term, you can use it to complete this template. Otherwise, use your current class schedule.
1. Click the File tab in the ribbon.
2. Click New in Backstage View. Mac Users: Click the File menu option and choose New from Template
3. Click in the Search for online templates box.
4. Type Class Schedule and press Enter.
5. Click on the Student schedule that looks like Figure 6.11 below and click Create. NOTE: If this template is not available, select a similar one.
1. Click on the Class List sheet. Replace the information in the Class, ID, Day, Location, Start Time and End Time columns with your own class schedule. In the Day column, use the dropdown arrow in the lower right corner of the cell to select the day of the week.
2. Click back on the Class Schedule sheet to view your completed schedule. Click in cell H2, then click the dropdown arrow in the lower right corner and select 60 MIN for the Time Interval.
3. Save the completed file as CH6 Class Schedule. Close the file.
Skill Refresher
To use a Microsoft predefined template:
1. Click on the File tab in the ribbon.
2. Click on New
Mac Users: Click the File option and choose New from Template
3. Type the desired template description in the Search box, and press ENTER.
Key Takeaways
• There are many pre-designed templates in Excel developed in Excel that you can use. This will save you the time and effort of designing and creating these files from scratch.
Attribution
“6.3 Templates” by Mary Schatz and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/06%3A_Multiple_Sheet_Files/6.03%3A_Templates.txt |
Learning Objectives
• Printing all of the worksheets in a workbook at one time.
• Preparing multiple worksheets for printing using grouping.
Just like consistency in formatting is important when working with workbooks containing multiple worksheets with the same type of data, so is consistency in page setup. Now that the CH6 Personal Budget workbook is complete, you are going to prepare it for printing by changing the page orientation and adding a header. You will also print all 13 worksheets at one time.
Applying Page Setup Options to Grouped Worksheets
Data file: Continue with CH6 Personal Budget.
As always, you need to review your workbook in Print Preview before considering it complete. When you do that with this workbook, you notice that the worksheets are each printing on two pages. You decide to switch all the worksheets to Landscape orientation to see if that helps. You will also add a footer with the worksheet name to each of the worksheets.
1. Go to Print Preview. To view all of the worksheets at one time, select Print Entire Workbook in the first box in the Settings section. You should now have 26 pages to scroll through in Print Preview. If you were to click the Print button, all of the worksheets would print, not just the active sheet.
2. Exit Backstage View. You want to change the page orientation of all the sheets, but you cannot change all of them at one time in Print Preview.
3. Group all of the worksheets together, including the Expenses Summary sheet through the December sheet.
4. Click on the Page Layout tab on the ribbon, then select Landscape using the Orientation button in the Page Setup group.
5. Click the Page Setup dialog box launcher arrow in the Page Setup group then click the Header/Footer tab.
Mac Users: Click the Page Setup button (there are no “dialog box launcher arrows) in Excel for Mac
6. Click the Custom Footer button. In the center section, insert the sheet name using the Insert Sheet Name button. The Footer dialog box should look like Figure 6.12.
1. Click OK to close the Footer dialog box. Click OK again to close the Page Setup dialog box.
2. Return to Print Preview to confirm that each worksheet is printing on one page, in landscape orientation, with the correct worksheet name appearing in the footer. Mac Users: the monthly sheets may still show as printing on multiple pages. If that is the case, close Print Preview, make sure all of the sheets are still grouped, click the Page Layout tab, click the Page Setup button, and click the Fit to scaling option. It should show “1 pgs wide by 1 tall”. Then click OK.
In Print Preview you notice that the Expenses Summary sheet is not set to print correctly. Part of the chart is appearing on a second page. You can easily fix this by changing the Scaling, but you only want to change the scaling of the Expenses Summary sheet, not the entire workbook. If you make the change in Print Preview while the worksheets are grouped it will change all of the worksheets.
Mac Users can skip steps 1-7 below. You should see in Print Preview that all sheets are now displaying on one page including the Expenses Summary sheet. Continue with Step 8 below.
1. Exit Backstage View.
2. Ungroup the worksheets by right-clicking on any of the worksheet tabs and selecting Ungroup Sheets.
3. If needed, click on the Expenses Summary worksheet tab to make it the active worksheet.
4. Click on the Page Layout tab on the ribbon and locate the Scale to Fit group of commands. (See Figure 6.13.)
1. Click the drop-down arrow for Width: and select 1 page. This has the same result as selecting Fit All Columns on One Page in the Scaling setting in Print Preview.
2. Return to Print Preview to confirm that the Expenses Summary worksheet is now printing on one page only.
3. Exit Backstage View.
4. Save the CH6 Personal Budget workbook.
5. Submit the following files as directed by your instructor.
• CH6 Personal Budget
• CH6 Travel Expenses
• CH6 Class Schedule
Key Takeaways
• To print all of the worksheets in a workbook at one time select Print Entire Workbook in the Print Settings.
• You can apply page setup options, such as scaling, orientation, and headers/footers, to multiple worksheets at one time by grouping the worksheets.
Attribution
“6.4 Preparing to Print” by Mary Schatz and Julie Romey, Portland Community College is licensed under CC BY 4.0 | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/06%3A_Multiple_Sheet_Files/6.04%3A_Preparing_to_Print.txt |
CREATING A Multiple Sheet Workbook for a Sports Team
Data file: PR6 Data
You have just been hired by Pacific Northwest Soccer Club, and you quickly realize that there isn’t a consistent way for all the coaches to keep track of their team statistics. To help with this, you decide to create a multiple sheet workbook for Season Stats for each team. Since you are also the coach of the High Flyers Team this season, you will need to use the workbook to enter your team’s statistics.
1. Open the data file PR6 Data and save the file to your computer as PR6 Pacific NW Sports Team.
2. Copy the range B11:G22 in the Season Stats sheet to the same range in the Player Stats sheet.
3. You will add formulas to this worksheet before entering the data later in the assignment. Group the sheets and add the following formulas to both sheets:
4. In C22 and D22, you will need to count the Xs (that you will enter later) in rows 12 through 21. To do this, use the COUNTA function. If necessary, review the COUNTA function in Chapter 2. Your formulas will return zeros for now, until you enter the data.
5. In E22 and F22, sum rows 12 through 21.
6. In G12, calculate the Goal Percentage by dividing the number of Goals by the number of Shots. This formula will display an error message because there is no data in column E (Excel shows the #DIV/0! error when a number is divided by zero). We don’t want to display error messages, so an IF statement that tests the value of column E will solve this problem.
7. Change the formula in G12 to an IF Function with the following three arguments:
• Test – is E12 greater than zero
• If the Test is True – divide the number of Goals by the number of Shots
• If the Test is False – enter a zero
8. Copy G12 down the column through G22. Format these cells as percentages.
9. Ungroup the sheets.
10. Save the file.
11. In the Season Stats sheet, enter the following data:
• D3 – High Flyers
• D4 – Fall and the current year (i.e. – Fall 2020)
• D5 – Pacific Northwest Soccer
12. Enter your name, phone number, and email address in row 8.
13. Make two copies of the Player Stats worksheet. Rename the Player Stats worksheets Player 1, Player 2 and Player 3.
14. Group the Player sheets only. Enter the following formulas:
15. A formula in D4 that points (links) to cell D3 in the Season Stats sheet. Your formula should be =’Season Stats’!D3.
16. A formula in D5 that points to cell D4 in the Season Stats sheet.
17. A formula in D6 that points to cell D5 in the Season Stats sheet.
18. Ungroup the sheets.
19. Click on the Player 1 sheet. Enter the Player Name: Juan Ramirez. Enter the following data from Table 1 below:
Table 1: Player 1 Sheet
Played Started Shots Goals
Game 1 x x 2 1
Game 2 x x 3 1
Game 3
Game 4 x
Game 5 x x 2 0
Game 6 x
Game 7
Game 8 x x 1 1
Game 9 x x 4 2
Game 10 x x 3 3
20. Click on the Player 2 sheet. Enter the Player Name: Zach Johnson. Enter the following data from Table 2 below:
Table 2: Player 2 Sheet
Played Started Shots Goals
Game 1 x x 1 1
Game 2 x x 2 1
Game 3 x x 1 1
Game 4 x x 1 1
Game 5 x x 2 0
Game 6 x x 5 2
Game 7 x x 4 2
Game 8 x x 1 1
Game 9 x x 4 1
Game 10 x x 3 2
21. Click on the Player 3 sheet. Enter the Player Name: Vito Lawrenz. Enter the following data from Table 3 below:
Table 3: Player 3 Sheet
Played Started Shots Goals
Game 1 x x 0 0
Game 2 x x 1 1
Game 3 x x 2 0
Game 4 x 1 1
Game 5 x x 2 0
Game 6 x x 3 1
Game 7 x x 2 1
Game 8 x x 1 1
Game 9 x x 1 1
Game 10 x x 1 1
22. Go to the Season Stats sheet and click on cell C12. Enter a 3-D formula to COUNTA (count the x’s) in C12 for the Player 1 through Player 3 sheets. Copy the formula in C12 through D21.
23. Change the formulas in C22 and D22 from COUNTA to SUM.
24. Click on E12. Enter a 3-D formula to SUM cell E12 in the Player 1 through Player 3 sheets. Copy the formulas through F21.
25. Preview the worksheets in Print Preview. Notice that only part of the data is printing for each worksheet. This is because a Print Area was incorrectly set when the file was first created. You need to clear this Print Area for each worksheet individually (modifying print areas cannot be done on grouped sheets). Exit Backstage View and for each worksheet, click the Print Area button on the Page Layout tab and select Clear Print Area.
26. Group the sheets and add a Custom Footer that shows the Sheet Name in the center of the footer.
27. Double check Print Preview to make sure each sheet is printing on one page, and that the Sheet Name shows in the center of the footer.
28. Your completed Seasons Stats sheet should look like Figure 6.14. n
1. The formulas in row 12 of the Seasons Stats sheet should match Figure 6.15. n
1. Check the spelling on all of the worksheets and make any necessary changes.
2. Save the PR6 Pacific NW Sports Team workbook and submit as directed by your instructor.
Attribution
” 6.5 Chapter Practice” by Mary Schatz and Diane Shingledecker, Portland Community College is licensed under CC BY 4.0
6.06: Scored Assessment
A Multiple Sheet workbook for National Parks Data
Data file: none
You are working at the Headquarters of the National Parks Department. One of your jobs this week is to develop a workbook for individual park visitor data, along with a Summary sheet of four of the parks visitation data. To do this, you will need to design and create a workbook with summary and individual park worsheets, and then enter park data for four national parks: Blue Ridge Parkway, Crater Lake, Yellowstone, and Yosemite.
When designing your worksheets, be intentional about your formatting choices. Think about font sizes, fill colors, bold and number formatting to make your worksheet aesthetically pleasing. Make sure that all of your worksheets are formatted consistently. In addition, search for and insert a relevant park image into every worksheet. You will enter the visitor data later in the assignment after you have created the individual park and summary worksheets.
1. Open a blank Excel workbook. Save the file as SC6 National Parks.
2. Design a professionally formatted worksheet that will be used to display the individual park visitor data (this worksheet will be copied in later steps). Include an area to enter the name of the individual park and the park visitor categories listed in Figure 6.16. Name the worksheet Park Data.
3. Create four copies of the Park Data worksheet, one for each of the national parks listed in Table 4 below. Be sure to rename each worksheet!
4. Enter the data from Table 4 below into the correct park worksheet. Insert a picture of the park and place it appropriately on the worksheet.
Table 4: 2018 National Park Visitors
Blue Ridge Pkwy Crater Lake NP Yellowstone NP Yosemite NP
Recreation Visits 14,862,422 696,337 4,104,444 3,896,657
Non-recreation Visits 1,942,260 49,600 1,223,591 144,420
Concessioner Lodging Overnights 46,001 34,614 663,150 660,362
Concessioner Camping Overnights 0 42,039 616,194 0
Tent Overnights 59,056 6,814 88,304 378,201
Recreation Vehicle Overnights 34,158 0 73,872 270,740
Backcountry Overnights 787 2,641 42,215 124,725
Misc. Overnights 1,294 0 11,834 18,345
1. Rename the Park Data worksheet to Summary Park Data. Change the Park Name text so that it is appropriate for the Summary sheet.
2. In the Summary Park Data sheet, create 3D formulas for each category that add up the visitors in the four park sheets.
3. Insert a picture that represents National Parks.
4. Group the worksheets and add a Custom Footer that shows the Sheet Name in the center of the footer.
5. Preview the entire workbook in Print Preview to ensure that it is printing professionally. Make any changes needed.
6. Check the spelling on all of the worksheets and make any necessary changes. Save the SC6 National Parks workbook.
7. Submit the SC6 National Parks file as directed by your instructor.
National Park 2018 Fiscal Year Visitation Report Data from: https://irma.nps.gov/Stats/SSRSReports
Attribution
“6.6 Scored Assessment” by Mary Schatz and Diane Shingledecker, Portland Community College is licensed under CC BY 4. | textbooks/workforce/Information_Technology/Computer_Applications/Book%3A_Beginning_Excel_(Brown_et_al.)/06%3A_Multiple_Sheet_Files/6.05%3A_Chapter_Practice.txt |
Learning Objectives
• Comparing and Contrasting Personal Computers
• Identifying Computer System Components
• Classifying Various Peripheral Devices
• Creating Screenshots
• File Management
• Useful Keyboard Shortcuts
01: Personal Computer Basics
Computers were originally created for military, scientific, government and corporations – organizations with one common characteristic – large budgets! Fortunately, since the early days of computing, computers have simultaneously become more user-friendly and affordable giving rise the era of personal computing.
In 1977 Steve Wozniak and Steve Jobs debuted the Apple-II personal computer. However, it wasn’t until the early 1980’s that IBM introduced their personal computer (PC), and the personal computing era really became legitimate.
Personal Computers (PCs) are best described as small, inexpensive computers designed for individual use. Each of the following are examples of personal computers:
• Desktop computers – designed to utilize a consistent source of electric power, these computers fit on or beneath a desk, and therefore are not intended to be portable. Most desktops contain several peripheral input and output devices intended to extend the computing functionality.
• Laptop and Notebook computers – portable computers that utilize a battery for power. Consist of a separate display screen and keyboard in a single unit. Contains a hinged lid that closes the screen onto the keyboard for easy portability. Some screens are touch-activated displays.
• Tablets – thin mobile computers with touchscreen displays. Typically, larger than smartphones, tablets are ideal for reading eBooks, surfing the Web, and watching videos.
• Smartphones – pocket-sized mobile phones that combine voice, text, e-mail and personal computing into a single device that can access the Internet and run a variety of third-party software components, known as apps.
Modern desktop and laptop computers are generally either PCs, usually running a Microsoft Windows version operating system, or Apple Macintoshes, which run Apple’s proprietary operating system (OS) software. Various versions of the Linux OS also represent a relevant share of desktop and laptop users on a PC platform. However, according to several industry analysts, Microsoft’s Windows is the dominant OS in terms of shares of users, with estimates of more than half of all users in 2016.
The most popular mobile (tablets and smartphones) operating systems are Android (developed by Google), iOS (developed by Apple) and Windows 10 Mobile (developed by Microsoft).
1.02: Identifying Computer System Components
Computer systems consist of hardware and software. Hardware is the tangible, physical components of a computer, while software is the intangible programs that function on a computer. Basic hardware components include a hard drive for storing data, a processor for performing operations, memory for holding active data, and a motherboard to tie the parts together. Even gaming consoles are considered computer hardware. Software includes computer programs, libraries and data. Software can be categorized as application (most programs), system (operating, utilities and device drivers) and malicious software, or malware (undesirable programs that results in harm or disruption).
The four main components of a computer system are input devices, output devices, processing devices and the storage devices used to store data within the computer system. The flow of data through a computer system begins with either an input device that enters data into the central processing unit which then sends the data to an output device as information. Alternatively, data can be retrieved or sent to a storage device from the processor.
Hardware and software work together to process data. When you open a software program, the computer reads its data from the hard drive or input device, runs the software on the computer’s processor and then displays the results on your output device or saves the data to a storage device. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/01%3A_Personal_Computer_Basics/1.01%3A_Comparing_and_Contrasting_Personal_Computers.txt |
Hardware components that are not an integral part of the central processing unit are often referred to as peripheral devices. Peripheral devices connect with a computer through several I/O interfaces, such as communications (COM), Universal Serial Bus (USB), firewire, and serial ports. Peripherals are usually used for either input, storage or output.
Input Devices
An input device is any device that provides input to a computer. There are many input devices, but the two most common ones are a keyboard and mouse. Every key you press on the keyboard and every movement or click you make with the mouse sends a specific input signal to the computer. Examples of commonly used input devices include:
• Mouse: a small object that you can roll along a hard and flat surface which serves as pointing device to enable the user to control the movement of the cursor on a screen display. Most mice have two or more buttons which allow the user to scroll and click objects on the screen.
• Keyboard: desktop and laptop computers have external and built-in keyboards that resemble a traditional typewriter. Most keyboards are designed to have the QWERTY layout of keys which make keyboarding easy and consistent across various devices. Many keyboards have function keys as the top row that perform special shortcut functions.
• Touchscreen: the primary input device for tablets and smartphone, this technology combines the functionality of a mouse and a keyboard by allowing a finger or stylus to make gestures or select on-screen menus and keys.
• Microphone and Camera: used to record and capture sound and images, and to communicate with others using audio and video conferencing software. Most portable computers have these devices built-in, but external devices are typically a higher quality.
Many input devices operate without cords. Wireless mice and keyboards require receivers to collect the electronic signals transmitted by the input devices. Bluetooth devices use short-range radio waves to communicate between paired devices and computers. Other, input devices include scanners, bar code readers, joy sticks, light pens, trackballs, magnetic ink character recognition (MICR) and optical character recognition (OCR) software. Warning! Excessive use of a computer can lead to repetitive motion injuries such as carpal tunnel syndrome, and other computer-related health problems, including computer addiction. Take frequent breaks, stretch properly, and utilize ergonomically designed input devices to reduce the threat of these injuries. Limit your time online, and connect face-to-face too!
Output Devices
An output device is any hardware peripheral that disseminates processed data. The processed data, stored in the memory of the computer is sent to the output device, which then converts it into an understandable form. Examples of commonly used output devices include:
• Monitors: older monitors typically contain a cathode ray tube, which result in a heavy display, which is also an inefficient use of power and your desktop footprint compared to flat screen monitors. A flat panel display uses an LCD (Liquid Crystal Display), although some use plasma technology. Screen size is measured diagonally across the screen, in inches. The entire screen area may not be usable for image display. The resolution of the monitor is the maximum number of pixels it can display horizontally and vertically (such as 800 x 600, or 1024 x 768, or 1600 x 1200). Most monitors can display several resolutions below its maximum setting. Pixels(short for picture elements) are the small dots that make the image displayed on the screen. A video card is necessary for generating complex computer graphics on a monitor.
• Printers: want a “hard” copy of a document versus a “soft” copy of a file? A printed output is referred to as a hard copy versus an electronic or soft copy of a file. Printers come in various formats. Popular for home computing is ink jet printers. These printers form the image on the page by spraying tiny droplets of ink from the print head. The printer needs several colors of ink (cyan, yellow, magenta, and black) to make color images. Some photo-quality ink jet printers have more colors of ink. Unfortunately, ink cartridges are expensive to replace, so the cheap initial cost of ink jet printers is offset by frequent printing usage. Conversely, laser printers utilize toner to burn tiny plastic particles of pigment onto paper. While the initial cost of laser printers can be expensive, they produce a higher quality output and are less expensive and faster than ink jet printers in the long run. Other printers include dot-matrix which use impact and inked ribbon on continuous feed paper. These are (were) popular for multi-layer forms. Lastly, multi-function printers are popular for home office/small office computing because they combine printing, faxing, copying and scanning in a single device.
• Speakers: Audio output requires a sound card and internal or external speakers or headphones.
• Storage devices: While primary storage is the internal CPU’s RAM, secondary storage consists of external hardware such as CDs, DVDs, flash drives and external hard drives. Obsolete secondary storage examples include floppy disks, magnetic tape, punch cards and zip drives. A popular alternative to physical secondary storage is cloud storage which stores data on remote servers accessed from the Internet, or “cloud”, which is maintained by a cloud storage service provider built on virtualization techniques.
• Hybrid peripherals: Wearable computer devices, such as augmented reality goggles, smartwatches and fitness trackers can all be lumped into this auxiliary device category. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/01%3A_Personal_Computer_Basics/1.03%3A_Classifying_Various_Peripheral_Devices.txt |
One of the first steps to securing assistance with computer-related issues requires sharing the error or screen output with a teacher or technical support staff. Often, these support resources are not available to view the screen in-person. Therefore, capturing the screen output is a vital skill to help resolve computer issues. Screenshots, also known as screen captures, screen grabs, or print screens, are the technical terminology assigned to this piece of data. A screenshot is a digital image of what appears on a computer or television screen. Producing a screenshot can be a confusing task, which should be broken down into two parts. The first part is the capturing of the screen image, while the second part is the process of pasting the capture into a storable file. There are numerous methods of capturing a screenshot, and they vary from one computer device to another due to operating system versions and keyboard differences.
The most consistent method for Windows users to create screenshots is by utilizing the Windows Snipping Tool. As of late 2018, the new tool is called Snip & Sketch. Most images in this documentation have been generated with the help of these tools. To open the Snip & Sketch tool, select the Start button, type “snip” in the search box on the taskbar, and then select the
Snip & Sketch app from the list of results. In addition to capturing a full-screen snip, the Snip & Sketch Tool provides the convenience of capturing a more specific “snip” of data by using the mouse to draw a rectangular or free-form block of specific data to be captured. This allows for more focused data to be collected versus an entire screen of potentially competing images. Once the drawing is selected, the screenshot should automatically open in a new window. You can modify the screenshot by cropping, highlighting annotating or drawing on the image. This image can then be pasted into a new program (similar to how the above image was added to this document) or saved as a separate file to be stored on a permanent or cloud storage device. The Snip & Sketch tool also be set to a timer to take a screenshot in three or ten seconds. To take a screenshot with Snip & Sketch, just press PrtScn. Screenshots will be quite useful for providing feedback or asking questions to/from students/teachers, particularly in distance education environments.
1.05: File Management
One of the many attributes of being a successful college student is evidence of time management, communication, and organization skills. Managing the files on a computer is essential to excel at all of these skills. Almost all courses require a computer to access and communicate information. The inability to locate a file on a computer or course management system (like Brightspace D2L or Blackboard) could result in a late or missing assignment, missed conversations with an instructor or classmate, and/or tremendous stress. The primary solution to enhanced computer organization skills is through increased knowledge of Windows’ File Explorer tool (formerly known as Windows Explorer).
File Explorer displays the hierarchical structure of files, folders, and drives on your computer. All data, including applications, program files, etc. is stored on the computer’s disk (also known as disk drive). The primary internal hard drive is known as the C: drive. The contents of a disk are organized into individual files within individual folders. The Document folder is a general storage location for files created in programs like Microsoft Office, whereas photos downloaded from the Internet or a camera are typically stored in the Pictures folder. The Quick Access section displays frequently used folders and files, whereas the This PC view displays information regarding the computer’s storage capacity, and attached storage devices, including optical media.
To access the computer’s files, click Start > File Explorer or select the File Explorer icon located in the taskbar. Upon launching File Explorer in Windows 10, the Quick access window will open. Previously known as “Favorites” in previous versions of Windows; this is where users will see their most frequently accessed folders and files that have been created.
The File Explorer window can be broken into the following sections:
1. File Explorer ribbon. This is similar to the ribbon you will find in most Microsoft Office applications. The ribbon contains buttons for common tasks to perform on your files and folders, such as copying, pasting, moving and renaming files and folders. A recommended feature is the View menu which allows you to view your files via icons, tiles, a list or the underappreciated Details view.
2. Navigation Pane. Vertically scroll through this pane to access commonly used drives and folders. You can also access your Downloaded files, Documents, and external storage devices, as well as other libraries, such as pictures and music.
3. Frequent folders. This displays the folders you’ve worked with recently to allow for quick access.
4. Recent files section. Similar to the Frequent folders section, this area displays the files and documents that you’ve recently opened.
The Search box is an underappreciated tool to help find files that can’t be found in their presumed location. Use the asterisk (*) wildcard character to expand the search results. i.e. Plane* will find files with the words plane or planet, and more. The File Explorer contains an array of tools which can help manage files and stay organized!
Creating a custom hierarchical structure of folders for each semester and each course is considered a best practice for organizing college data. For example, create a folder with the name of the current semester, i.e. 2018 Fall. Within this folder, create subfolders for each course, i.e. MIS1100. Descriptive folders and file names also diminish confusion when trying to find files on a computer disk.
File Explorer is the primary tool for copying, moving, renaming and searching for files and folders. The View tab provides display and sorting options for files and folders. Viewing files using the Details layout allows for quick sorting by simply clicking a column header to toggle between ascending and descending order. The sort order in the above illustration is sorted by Name in ascending order. Clicking the File name extensions checkbox helps identify the source program for each file, particularly if the Type column is not displayed. Perhaps the most useful column is Size, which can be helpful to determine if a file is too large for distribution via e-mail or portable storage methods.
One of the most common operations for users is copying files, which creates a replica of an original file. To copy a file, select the file you want to copy and click Copy under the Home tab. Moving a file necessitates substituting the Copy button with the Cut button. Moving a file saves hard drive space by not creating a duplicate file. To add a new folder, right click and choose New > Folder from the Shortcut menu. Conversely, to delete a file or folder, right-click the object and choose Delete from the shortcut menu.
1.06: Useful Keyboard Shortcuts
• Windows key + E – open a new instance of File Explorer from anywhere in Windows.
• Alt + P – show or hide the Preview pane.
• Alt + Shift + P – show or hide the Details pane.
• Alt + left arrow key – go back one folder in your history.
• Alt + up arrow key – go up one folder in the folder tree.
• Ctrl + N – open a new File Explorer window.
• Ctrl + E – activate the Search bar.
• Ctrl + Shift + N – create a new folder in the current folder.
• Ctrl + mouse wheel up or down – increase or decrease the size of icons and thumbnails. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/01%3A_Personal_Computer_Basics/1.04%3A_Creating_Screenshots.txt |
Learning Objectives
• Exploring the Word Window
• Entering and editing text
• Paragraph and line spacing
• Automatic features
• Spelling and grammar checking
• Selecting text
• Cut, copy and paste
• Finding and replacing text
• Creating bulleted and numbered lists
• Inserting symbols
• Inserting and modifying graphics
• Utilizing WordArt and SmartArt
• Inserting and modifying hyperlinks
02: Word Chapter I - Developing Documents
Get to know the elements of the Microsoft Word window!
• The Quick Access toolbar contains one-click buttons for saving, undoing, redoing, and print previewing a document. You can easily modify this toolbar to add your most frequently used commands. Just click the down-arrow on the right edge to customize this toolbar!
• The title bar displays the name of current document, and the program. A new document will default with a temporary file name, such as Document1 until you save the file with a different name. The Minimize, Maximize and Exit buttons appear on the right edge of the title bar.
• The Tell Me tool is a new way to get assistance with specific tasks in Word. When the user starts typing, Word suggests commands that are related to your keyword(s). The tool is context sensitive, and integrated into your current document versus opening a separate window. Therefore, if you type insert picture into the field, and click the resulting command, Word will open the Insert Picture dialog window without explaining the navigation instructions.
• The Ribbon interface is a set of toolbars at the top of the window in Office programs designed to help you quickly find the commands that you need to complete a task. The ribbon displays a combination of icons and tabs. Commands are grouped under multiple tabs. Some commands are so extensive that they need additional windows to display their entire functionality. The dialog box launcher icon will open these windows. Contextual tabs will appear only when the user needs them, such as when a picture is selected, or a table is inserted.
2.02: Entering and Editing Text
Microsoft Word is a word processor software application used to create, modify, and share documents. When Word is started, the user has the option of modifying a pre-developed template or creating a blank document. Users begin by entering data at the existing insertion point identified by the I-beam pointer (cursor). As the user types text into the document, Word will word-wrap the data when encountering the right margin, and continue the text on the following line. The user only needs to press [Enter] when it is desired to start a new paragraph or insert a blank line.
Line spacing is the space between each line in a paragraph. By default, the line spacing within a paragraph in Word is 1.15 lines, and the end of a paragraph is followed by a blank line. While the default spacing may be appropriate for some documents, other situations might require different settings. For example, this paragraph is using 1.5 line spacing, which can be adjusted by clicking the option encircled below in the Paragraph group from the Home tab. Other popular line spacing options include double and triple-spacing.
Line spacing is a popular option to adjust for various documents. However, paragraph spacing is less well-known.
Adjusting the spacing before and after paragraphs creates necessary white space to the document more readable. Go to Page Layout and under Spacing, click the up or down arrows to adjust the distance before or after the paragraph. Spacing is measured in points. You can also type a number directly. This document is currently using 8pt of paragraph spacing After each paragraph.
While entering text, users encounter many automatic features as they type, which include:
2.03: Spelling and Grammar
In addition to the automatic spelling and grammar functionality, a user can manually check their document, and utilize extra functionality. To manually check the document for spelling and grammatical errors, the user can use the commands found under the Review tab.
The keyboard shortcut to invoke this command is the [F7] key. In addition to the Spelling & Grammar check, the user can also utilize the Thesaurus and Word Count features to improve readability and accuracy. The thesaurus offers a collection of synonyms that can replace words that are used too often. It is a great tool for solving crossword puzzles! The Word Count is also automatically updated on the status bar.
2.04: Selecting Text
Aside from entering text, selecting text is probably the most common task for most Word users. Almost every task begins by selecting something. Perhaps that’s why there are so many ways to select text? The following list is not comprehensive. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.01%3A_Exploring_the_Word_Window.txt |
Editing a document often requires moving and duplicating text from one location to another. The process of moving text is commonly referred to as cut and paste. When data (text, files, graphics, etc.) is cut, it is removed from the document and placed into temporary memory in the Clipboard. The Cut process can be performed via the scissors icon on the ribbon, using the right-click shortcut menu or using the keyboard equivalent [Ctrl] + X. To paste the recently cut data, position the cursor in the desired location, and then choose Paste from the ribbon, shortcut menu, Paste Options screen tip, or the [Ctrl] + V keyboard shortcut.
The Copy process can be performed to create duplicate data via the Copy icon on the ribbon, using the right-click shortcut menu or using the keyboard equivalent [Ctrl] + C. The paste process is the same regardless if the prior process is the Cut or Copy option. The paste process offers the paste options menu to allow the user to Keep the Source formatting, Merge the formatting from the source into current document, Keep the Text Only, or paste a picture of the selected data, instead of text. Data can be copied or moved within a document, between multiple documents or between multiple programs. This is a great example of how Microsoft Office is a suite of software applications that use common features to integrate data from one software application to another.
2.06: Saving Files
Once a document has been created, it should be saved as a file for future retrieval. The process of saving a Word document requires two essential elements: giving the document a filename, and defining the location where the file will be stored. The save process can be initiated by clicking the Save icon on the Quick Access toolbar, choosing Save or Save As from the File menu or using the keyboard equivalents, [Ctrl + S] for Save or [F12] for Save As. The filename should be a unique, yet identifiable description of the file’s contents. The filename extension (.docx) is automatically added to filenames in Word. Once saved, the title bar will update with the new file name. The location of the file should also be given careful consideration. The user will likely choose between saving the file to the hard drive of the computer they are using, or using cloud-storage to make the file more easily accessible from multiple devices. The Save command < will overwrite the existing file, while the Save As command will allow the user to change the filename or file location.
Practice 1: The Solar System – Part 1
1. Open the data file The Solar System.docx from the course data files.
2. Correct the spelling errors by using the Spelling & Grammar tool from the Review tab. (Word should find four errors that need fixing)
3. Select the two paragraphs of text at the top of page 2 starting with The Asteroid Belt and concluding with ice and metal.
4. Choose the Cut command using the shortcut menu (right-click).
5. Move the cursor to the blank paragraph before the paragraph starting with the text: The Outer Planets.
6. Paste the data using the keyboard equivalent. [Ctrl] + V
Use the [F12] keyboard equivalent to save the file with a new name (add the digit 1 after System) to your computer’s hard drive. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.05%3A_Cut_Copy_and_Paste.txt |
A document can be automatically searched for a specific character, word or phrase. Choosing the Find command on the Home tab will open the Navigation pane where search text can be entered. Matches will be displayed in the pane and highlighted in the document.
Similarly, the Find and Replace feature allows users to make mass edits to a document. For example, a user might want to substitute the words teacher with trainer throughout a long document. Using the Replace command found in the Editing group of the Home tab, a user can choose to find and review or replace each occurrence individually or replace all occurrences in one step.
The Advanced Find features are similar to the Find and Replace Search Options. To make the search more specific, Word allows users to define criteria, such as Match case or Find whole words only. These options will narrow the scope of returned results. For example, with the Match case check box selected, the text Mark will not be found if the word mark is entered as the search criteria. Conversely, the use of Wildcard characters will increase the search results. An asterisk character will allow any characters to be substituted. Therefore, check* will find checks, checked or checking.
2.08: Creating Bulleted and Numbered Lists
Formatting a list with bullets or numbers can help to organize the logic of a document. In a bulleted list, each item is a separate paragraph formatted with a hanging indent, a bullet (Ÿ), and a tab. The bullet character can be formatted to represent other symbols, such as check marks, squares or other symbols from the bullet library or custom-defined new bullets. Formatting a list with bullets adds emphasis, but not priority. Each bulleted item is considered of equal importance, such as a grocery list. Conversely, a numbered list shows a priority or sequence. A typical recipe helps illustrate this difference:
The ingredients and supplies are listed using bullets, because there is no distinction in their priority. However, the instructions utilize a numbered list, because the sequence is crucial to the process.
To create a bulleted or numbered list, first select the paragraphs of text, and the select the appropriate option from the Home tab on the ribbon. Click the Increase Indent or Decrease Indent commands from the Home tab to format the list appropriately. To remove the bullets or numbering, place your cursor in the list and re-click the Bullets or Numbering command.
2.09: Inserting Symbols
Unique characters that don’t exist on your computer keyboard can be inserted into your document by selecting the Ω Symbol option from the Insert ribbon. Special characters such as the degree (º) or trademark (™) symbols can easily be inserted from the Symbol dialog window. Other popular symbols include graphics, shapes, and foreign language characters, such as the (é) used in the word résumé, which is a different word than resume.
In the Symbol dialog window, different sets of symbols will appear when different Fonts or Subsets are selected from their respective list arrows. The Webdings or Wingdings fonts offer a variety of graphics that can be inserted into paragraphs or as bullet shapes. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.07%3A_Finding_and_Replacing_Text.txt |
It is said that a picture is worth a thousand words. This could be because graphic images make a document more interesting. You can insert photos from your computer or the web, edit them, compress them, resize and re-position them. Word offers a variety of graphics (from the Illustrations group of the Insert ribbon) that can be inserted into documents to add pizzazz to an otherwise dry document.
A word-processing application differs from a text editor in part due to its ability to perform basic graphic design functionality. As shown in this textbook, the author has inserted graphic screenshots via the Pictures button on the Insert tab. Pictures and Online Pictures only differ by where the source files reside. The Pictures option will allow you to insert local pictures that reside on your local device. Conversely, Online Pictures allows the user to insert images from the Internet using Microsoft’s Bing search engine or OneDrive, provided you have a OneDrive account set up.
When inserting graphics obtained from the Internet, keep in mind that using someone else’s work without their permission is not only wrong but also may be illegal. US Copyright laws control how a copyrighted work can be used. Consider either using public domain images, which are free to use, or images distributed under a Creative Common license, which generally are free, as long as you provide attribution to the owner.
Most of the images inserted via the Pictures and Online Pictures features are likely to be photos. Nonetheless, other common graphics include clip art, scanned artwork, and shapes. Clip art differs from photos when the images consist of simple illustrations. This results in flexible file formats and small file sizes, which explained the appeal to early desktop publishers. However, increased computing resources have marginalized the benefits of clip art, and the rich quality of photos have diminished their demand.
The once popular clip art option is hidden behind the Online Pictures feature. The keyword that is entered into the search box will, by default, retrieve photos, clip art, and other images. However, the filter option, which appears once the original results appear, can further restrict the results to only clip art images, or other image types, specific sizes. layouts or colors.
A complete array of built-in shapes can be inserted to complement existing graphics. Popular shapes include lines, rectangles and flow chart symbols. Once a shape is selected, the user needs to draw it on a blank area of the document. Once inserted, the shape, like any other graphic object, can be resized and re-positioned. To move the image, hover the mouse over the image until the pointer is the four arrows, then click and drag to your desired position. To resize a graphic, select the image and drag a corner sizing handle to resize it proportionately. The top/bottom or side handles allow the user to resize the graphic disproportionately. The rotate icon allows the user to rotate the object up to ± 360º.
Tip
A real useful picture to create is an image of your signature. Use a scanner or take a digital photo of your autograph and save your signature as an image file on your computer. Then insert the file below your typed name in professional correspondence.
Once the graphic is selected, a new contextual tab called the Picture Tools tab will appear on the ribbon. This tab will allow the user to make a plethora of corrections and adjustments to the graphic. Picture styles, effects, layouts, and the image size are common edits to the defaulting graphic. To resize an image disproportionately, click the launcher icon in the bottom right corner of the Size group to open the Layout dialog window. Now unmark the Lock Aspect Ratio checkbox.
Perhaps the most common feature used in document layout considerations is the Wrap Text feature. By default, when pictures are inserted into a document, their layout is set to In Line with Text. This leaves a lot of unnecessary white space to the right of the image. To wrap text around a picture, select the picture, and then select a wrapping option (as shown in the image to the right of this paragraph). Popular options include Tight or Square. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.10%3A_Inserting_and_Modifying_Graphics.txt |
Another desktop publishing tool that adds pizzazz to a drab document is the use of WordArt or SmartArt.
WordArt is a drawing object with special effects that change the appearance of text by formatting special shapes, patterns and orientations. WordArt can be used to add color, outlines and 3-D effects to regular text. Common usage is titles for papers, posters or other marketing materials. Click the WordArt button in the Text group of the Insert tab. After selecting an initial WordArt style, a placeholder box will appear and await your input of text.
Once inserted, a contextual tab offers numerous to change the effects of the WordArt object. Additional formatting options available include change the text fill, outline or text effects of the WordArt object. The Text Effects offer some exciting ways to rotate and transform the text. The best way to learn about these features is to experiment with them!
SmartArt are diagrams that illustrate concepts and show relationships between elements. Think of SmartArt as pre-made drawing canvases that you can insert into your document and then customize as you see fit. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas. Simply pick an arrangement, such as a list, process, cycle, etc. Insert the SmartArt via the Illustrations group on the Insert tab, which opens the SmartArt dialog window.
After choosing a layout, a SmartArt placeholder will appear. In a SmartArt graphic, elements are represented by shapes. Each shape can have text applied, be resized and re-positioned. You can even add, delete, promote and demote shapes via the text pane or the contextual tab.
A SmartArt graphic can be formatted and edited using options on the contextual SmartArt Tools Design and Format tabs. The Design tab allows the user to pick from numerous layouts, styles and colors. The Format tab provides choices for shape styles and WordArt options. SmartArt can be utilized throughout the Microsoft Office suite of applications. Again, the best way to learn about these options is to experiment!
2.12: Inserting and Modifying Hyperlinks
A hyperlink, often referred to simply as a link, is text or a graphic that, once clicked, “jumps” to a different location in the file or to a different software program. Software programs include e-mail applications, web pages or an external file, often created in Microsoft Office programs like Excel or PowerPoint. There are a few ways to insert a link into your document. Depending on how you want the link to appear, you can use Word’s automatic link formatting or convert the text or graphic into a link. The fastest way to create a link in a document is to press ENTER or the SPACEBAR after you type the address of an existing webpage, such as www.minnesota.edu. Word automatically converts the address into a link. The same result occurs if the user were to enter an e-mail address, such as marcus.lacher@minnesota.edu. Hyperlinks have two parts: the address (URL) of the web page and the display text. In the two previous examples, the URL matches the display text, however it is possible to create a link to any word, combination of words, or an object, such as a picture or shape.
To create a link on a specific word or object to a web page, start by selecting the word(s) or object, and then click the Link button in the Links group of the Insert tab to open the Insert Hyperlink window. In the illustration below, a link is being defined to go to Microsoft’s website for the Word program. The text “Word” appears as the Text to display so that once the link is created, this text will appear with the hyperlink attributes, which are typically blue and underlined. The Address field contains the URL to the specific web page destination that will open in the current device’s default browser application. The Insert Hyperlink window fields will change significantly if the Link to: open on the left side is changed from Existing File or Web Page to another option. To follow a hyperlink in Word, hold the Ctrl key and click the linked text or object. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.11%3A_Utilizing_WordArt_and_SmartArt.txt |
Borders add interest and emphasis to your document. Borders make attractive frames for text, pictures, tables, or entire pages. You can customize borders to complement your document by experimenting with Word’s built-in styles. To add a border to text, select the text. On the Home tab, click the small down arrow next to the Borders button, and choose an option OR choose the Borders and Shading option to open the Borders and Shading dialog window.
Make sure the Apply to box is set to Text, which adds a border around lines of text, or Paragraph, which creates a border that outlines the paragraph. Also make sure that a choice, like Box, is selected under the Setting option.
Shading is the color or artistic design you use as background for a paragraph. By shading words or paragraphs in Word, you can create visual interest in a document. The Highlight command offers a more limited color selection, which you can use when you review or edit a document to highlight specific text. The shading fill, style, and color can be defined from the Shading tab of the Borders and Shading window. To apply shading to a part of a document, select the data, then click the arrow next to Shading, and under Theme Colors, click the color you want to shade your selection.
Borders can also be added to pictures. Just select the picture, then choose a pre-formatted border from the Picture Styles gallery off of the Picture Tools Format tab.
To remove the paragraph borders and/or shading, choose the None option in the Borders and Shading window. In the Shading tab choose the No Color item in the Fill section, and choose the Clear style in the Patterns section.
Practice 2: The Solar System – Part 2
1. Open the recently edited data file The Solar System1.docx from your data files.
2. Find and Replace all occurrences of the word “mainly” with the word “primarily”. (Word should find three results that need changing)
3. Select the four paragraphs of text starting with Mercury and concluding with Mars. Create a bulleted list. Repeat these steps using the paragraphs starting with Jupiter through Neptune.
4. In the paragraph following The Sun, replace 9000 degrees with 9000° using the symbol. (Character code 00B0) Repeat this step in the Venus paragraph by replacing 465 degrees with 465°.
1. Insert an Online Picture of the sun in the blank paragraph above The Inner Planets. Resize the photo to be 1” x 2”. (Don’t forget to unmark the Lock Aspect Ratio checkbox in the Layout window)
2. Apply the Square Wrap Text format to the picture, and position the image to the right margin.
3. Apply WordArt to the text “The Solar System” using the Orange, Accent 2 fill. Apply the Top and Bottom Wrap Text format to the WordArt.
4. Apply a hyperlink to the text Mars to a web page using the URL: http://nineplanets.org/mars
5. Use the [F12] keyboard equivalent to save the file with a new name (add the digit 2 after System) to your computer’s hard drive. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/02%3A_Word_Chapter_I_-_Developing_Documents/2.13%3A_Borders_and_Shading.txt |
Learning Objectives
• Defining font and text attributes
• Setting paragraph alignment and hyphenation
• Utilizing the Format Painter
• Indenting paragraphs
• Setting tabs and tab stops
• Creating and formatting tables
• Inserting headers and footers
• Setting page orientation and margins
• Creating and inserting citations and bibliographies
• Printing and saving files in alternative file formats
03: Word Chapter II - Formatting Documents
The way text appears on the screen or a page is referred to its format. Formatting text can enhance the appearance of a document, create visual impact, and help illustrate a document’s structure. Font, size, and style define a character’s format. A font is a complete set of characters with the same typeface or design. Dozens of fonts are available in the Font drop down list. Users can easily format text with fonts, colors, styles, and other formats by selecting the text and clicking various commands in the Font or Paragraph group on the Home tab. The Mini toolbar, appears faintly above text when you first select it, and includes the most commonly used formatting commands. The table below describes the functions of each button on the mini toolbar.
Here are a couple of best practices when utilizing fonts. First, avoid using too many fonts in the same document. More than two or three fonts in the same document becomes distracting. Secondly, legibility and readability should be primary considerations. This should factor in the reader’s characteristics, and the purpose of the document. For example, while the default size for a font is 11pt, a larger size font (i.e. 14pt) might be more appropriate for an older aged reader. A pt (or point) is the equal to 1/72 of an inch. Headings and titles deserve larger font sizes. However, it is also good practice to limit the quantity of font sizes used in a single document. Lastly, consider using common fonts for professional and business documents. Calibri, Arial, Verdana and Times New Roman are ranked highly by Monster.com as preferable fonts for résumés, whereas Comic Sans is not recommended. Note that Calibri is only available on Windows operating systems, whereas Arial, Verdana and Times New Roman are some of the cross-platform available fonts.
3.02: Setting Paragraph Alignment and Hyphenation
Paragraph alignment determines how the edges of each paragraph aligns with the left and right margins. Alignment settings apply to all text within a paragraph. Remember that a paragraph is created each time the user presses the Enter key. To display the hidden characters, including paragraph marks, press the symbol in the Paragraph group of the Home tab. Press the button again to hide the formatting marks.
• Left-aligned text is the default paragraph format. The left edge of the paragraph is flush, and the right edge is jagged. This option is typical for letters and reports.
• Centered text is equally distant from the left and right margins. Common uses are titles and headings.
• Right-aligned text is flush with the right edge, and the left edge is jagged. Typical uses are dates or headers and footers.
• Justified-aligned text spreads the text evenly between the left and right margins, leaving both edges flush, unless the final line has limited characters. This option is common for newspaper columns and textbooks.
Hyphenation can improve the overall readability of certain documents. Hyphenation is the process of adding hyphens to words at the beginning of lines so the hyphenated part will fit at the end of the previous line. The hyphens are inserted between syllables in a word. Word can automatically hyphenate your document for you, or you can use the hyphenation tool to manually hyphenate your document.
Users can customize their hyphenation settings via the Hyphenation Options dialog window. Use caution when manually inserting hyphens, because the hyphen will always remain even if editing moves the word to the middle of a line, and results in the word no longer needing hyphenating.
3.03: Utilizing the Format Painter
The Format Painter tool allows the user to copy a format from selected text and apply the format to other selections. For example, if you have inserted text in Word, and have it formatted using a specific font type, color, and font size, you could copy that formatting to another section of text by using the Format Painter tool. Select the text or place your cursor in the paragraph that contains your source formatting, then click the Format Painter tool from the Home tab’s Clipboard group. The cursor will change to include a paintbrush , which indicates that the user can now select the destination text that should receive the source formatting. If multiple areas of text need the same formatting, the user should double-click the Format Painter tool to be able to apply the formatting to multiple selections, until the user presses the Esc key. The Format Painter tool works similarly in Excel and PowerPoint too.
3.04: Indenting Paragraphs
Indenting a paragraph results in moving the editable insertion point from the left or right margins. Users can indent the left or right edge of a paragraph, just the first line, or all lines except the first line. Paragraphs are indented relative to the page’s margins, and indenting a paragraph doesn’t affect the paragraph’s alignment. The default indents are 0 inches, meaning that lines of text extend from the left margin to the right margin. Indenting paragraphs can be performed by pressing the Decrease Indent or Increase Indent buttons on the Paragraph tab of the Home tab. Alternatively, to make precise changes to the Left and/or Right Indents or Paragraph Before/After Spacing, utilize the Paragraph group of the Layout tab. Indents are measured in inches and Spacing is measured in point, much like font sizes.
A semi-block letter style requires the first line of each paragraph to be indented from the left margin, which is known as a first-line indent. Precise indent definitions can be specified in the Paragraph dialog window which can be opened by clicking the Launcher button in the Paragraph group. Alternatively, indents can also be set by dragging the markers on the ruler:
A first-line indent requires the user to drag the marker on the ruler to the position where the first line of the paragraph should begin. Typically, this is the .5” mark, which can also be accomplished by pressing the Tab key to indent the first line to the default .5” tab stop. A hanging indent occurs when the subsequent lines of a paragraph are indented more than the first. Hanging indents are often used when manually creating citations in a bibliography. To create a hanging indent, drag the marker on the ruler to the right. When citing long quotations in a research paper, users typically use both a left and right indent to offset the quotation, as shown below. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.01%3A_Defining_Font_and_Text_Attributes.txt |
Tabs allow users to align text vertically at a specific location in a document. A tab stop is a point on the horizontal ruler that indicates the location at which to align text. A tab stop is a location where the insertion point will stop when the user presses the key. Tab stops can be used to help align text to create columns of data. Custom defined tab stops are displayed on the ruler above the document. A set of default tab stops are located every half inch, but they do not appear on the ruler. When a new tab stop is defined, Word automatically removes the default tab stops to the left. Using tabs, users can align text to the left, right, or center of a tab stop, or text can be aligned at a decimal point. Word stores paragraph formatting, such as tab stops, in the paragraph marks at the end of a paragraph. Therefore, when the user pressing the ENTER key, tab stops are copied to the next paragraph. The same tab stops can then be used in sequential paragraphs to create columns of text. Tabs can be set by clicking on the horizontal ruler, or by using the Tabs dialog window. The following icons represent different tab stops on the horizontal ruler:
Each type of tab stop is used in the example shown below. Note the markers on the ruler:
The default tab stop is Left, but tab stops can easily be switched by multi-clicking the tab selector on the horizontal ruler. Existing tab stops on the ruler can be dragged to a new position if needed. To remove a tab stop, drag the tab stop off the ruler and release the mouse. The text will realign itself to the existing tab stops. Once the tab stops are in set, newly inserted text will align to the stops when the tab key is pressed. Alternatively, some users prefer to enter text with tabs, but without tab stops, and then apply the tab stops to the existing text.
The Tabs dialog window is useful for adding new, and editing existing tab stops.
The window can be opened by double-clicking an existing tab stop or by clicking the Tabs… button in the Paragraph Dialog window, which is opened from the Paragraph Launcher button. The Tabs window is useful for precise position definitions, and it is the only option for adding Leaders to tab stops. A tab leader is a character that is repeated to fill the space spanned by a tab. The dotted leader is very commonly used on menus to make it easier to associate the menu description with its correlating price. The Tabs window is also a convenient way to clear one or all tab stops in a document.
Practice 3: Wine Prices – Part 1
1. Open the data file Wines unformatted.docx from your data files.
2. Insert two blank paragraphs at the beginning of the document.
3. Select the text Name in the first paragraph. Apply the Arial font, size 12, bold and red text color.
4. Use the Format Painter tool to apply the same formatting from Name to Country, Color, Year, Type and Price. Hint: Double-click the Format Painter after placing the cursor in Name, and then click each the headings. Click the Format Painter tool again to turn it off.
5. Select the text starting with Name through \$16.99. Click the Paragraph Launcher button and then click the Tabs… button to open the Tabs dialog window.
6. Set the following five tab stops:
1. Center tab stop at the 1.5” position. (Type 1.5 in the Tab stop position field, then click Center, then click Set.)
2. Left tab stop at the 2.15” position.
3. Right tab stop at the 3” position.
4. Center tab stop at the 3.75” position.
5. Decimal tab stop at the 6” position. Add a dotted leader before clicking Set. Then click OK.
7. A slight error may be noticeable. If you enable the Show/Hide , you should notice that there are two tabs between Country and Color. Remove one of the tabs. This should align the data into neat columns.
8. Select the same block of text as step 5. Remove the 8 pt of paragraph spacing After each paragraph via the Layout tab.
9. At the top of the document enter the text: Wine Prices. Center-align the paragraph, and make the font 36pt and bold.
10. Save the file with a new name: Tab formatted Wine Prices.docx.
Your file should look like this: | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.05%3A_Setting_Tabs_and_Tab_Stops.txt |
A table is a great way to organize information within a document. A table is a grid of cells arranged in rows and columns. Tables can be used to organize any type of content, whether you’re working with text, graphics or numerical data. Unlike tabs, table cells can have headers (in bold), as well as borders or boundaries, which make the information easier to read. A table typically includes headings that identify each column or row that contains data. The following is a 5×3 table, which means it has five columns and three rows.
To create an empty table, click Table from the Insert tab, and move the cursor over the grid to select the number of cells for the table. Click the grid to create the table and then type text into the individual cells.
Word automatically adjusts the column widths to be equal so that the table fills the space between the left and right margins. To manually adjust the width or height of a cell, drag the border. Press the Tab key to move from cell to cell. If the insertion point is in the last cell, pressing the Tab key will automatically add a new row.
If the number of rows and columns you create turns out to be different than what is needed, you can easily add or delete rows and columns via the Table Tools Contextual tab. The Layout side of this contextual tab will also allow the user to change cell size, merge & split cells, sort table data, change text alignment, and modify table properties.
The Table Tools Design tab offers additional functionality to modify Word tables. Design elements include defining Table Style Options, like Header and/or Total Rows, selecting from a gallery of Table Styles, as well as adding shading and borders. You can easily insert and delete table rows and columns via this tab as well.
It is possible to create a table from text that already exists.
However, the data must be consistently separated, field-by-field, using a delimiter. A delimiter can be tabs, paragraphs, commas or some other user-defined character which is used to separate each field. With the cursor residing inside the existing source data, select the Convert Text to Table… option from the Table tab of the Insert ribbon.
Clicking an option from a menu that ends with the ellipsis notation (…) indicates that a dialog window will appear. The Convert Text to Table dialog window allows the user to define the table size, AutoFit behavior, and the delimiter.
The contents of the rows in a table can be sorted based on a column. Users can sort in alphabetic (text), numerical (numbers), or chronological (dates) order using either Ascending (A → Z) or Descending (Z → A) manner. Clicking the Sort button on the Table Tools Layout tab will open the Sort dialog window.
The Sort by options will be the column headers, or Column 1, Column 2, etc. if there is No header row. The first sort selection is known as the primary sort, followed by the secondary, and tertiary sort options. The Type drop-down list will offer the choices of Text, Number or Date, depending on the existing table data. Make sure to choose either Ascending or Descending for each sort level. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.06%3A_Creating_and_Formatting_Tables.txt |
A header is the area at the top of a page, and a footer is the area at the bottom of a page. Headers and footers consist of one or more lines of text, page numbers, graphics, and other fields, such as the file name, document title, current date and/or time, or author’s name. To create a header or footer, click either the Header or Footer drop down list from the Insert ribbon.
A gallery of built-in designs is displayed. Clicking a built-in design makes the header or footer the active area of the document, while the body of the document fades to the background. A header or footer has three sections: left, center, and right. The user can either type text into existing placeholders, or insert fields from the Header & Footer Tools Design contextual tab, which only appears when the cursor is placed in either the header or footer.
To return to the body of the document, double-click in the document body, or click the Close Header and Footer button on the Header & Footer Tools Design tab. Double-click in the header or footer area to make it active and allow for editing.
The header or footer is printed on each page of the document. To specify a different header and footers for the first page, select the Different First Page checkbox on the Options group of the Header & Footer Tools
Design tab. Any existing header or footer will automatically be removed. A different first page is common in long documents to prevent the cover page from including the headers and footers contained in the rest of the document. A cover page usually does not include any header or footer data.
One of the most common purposes of headers and footers is to include page numbers.
Page numbers are helpful in documents that have more than one page. To add a page number at the current location in an existing header or footer, click Page Number > Current Position, and then choose a style from the gallery of choices. Scroll through the list of style options in the gallery to find one you like. You can select a plain number style, or a Page X of Y style to get a more defined starting and ending number (Page 1 of 7) format. Experiment to find the style that best meets your needs.
An inserted page number can be further formatted as needed. Number formatting and different starting page numbers can be defined in the Page Number Format dialog window, which is opened when the user selects Format Page Numbers…. from the Page Number drop down list. Number formats include Arabic, alphabet, and roman numeral formats.
The Page numbering options allow a user to restarting the page numbers at a user-defined number. This can be useful to recognize unnumbered pages that precede the main part of the document.
In the Position group, you can control the amount of space allotted to the header and footer. By default, each is 1/2-inch tall. Users can change these values in the Header from Top and Footer from Bottom list boxes. Manipulating these selections will affect the printable area of the document’s margins.
It is a “best practice” to add page numbers before adding other header and footer fields, because any existing text will be replaced by adding page numbers using the Insert > Page Number process. Alternatively, users can add page numbering to existing header and footer text through the Quick Parts feature, which is not explained in this text. Other than page numbers, headers and footers often contain the document’s author, date and/or title. Each of these fields help identify the document, particularly when the document is printed and compared with other similar documents. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.07%3A_Inserting_Headers_and_Footers.txt |
The page setup of a document includes settings such as margins, orientation, and other pagination settings. These settings can be applied to the entire document, or specific sections, which can be created by inserting section breaks (not explained in this text). The Page Setup group found under the Layout tab contains these selections.
Page orientation refers to how a rectangular page is arranged for viewing.
The orientation of a Word document can be either portrait or landscape. Portrait orientation is taller than it is wide (vertically), and landscape orientation is wider than it is tall (horizontally). The default orientation is portrait.
Choosing a page orientation needs to consider the paper size selected for the document. The standard paper size in North America is called Letter, which has the dimensions of 8.5” x 11”. Legal documents are 14” instead of 11”, which means when printed in portrait orientation, legal documents are three inches longer (and a pain to fit in a standard folder!). The standard paper size in Europe is known as A4. Its dimensions are 210mm x 297mm, which is closer to the Legal size, than the Letter size.
Many posters and tables are often printed on Tabloid sized paper, which is 11” x 17”. However, since a lot of home printers cannot accommodate this size of paper, many users choose to change their orientation to landscape, which changes the printable width to 11”, and the printable height to 8.5”. If adjusting the orientation doesn’t solve the layout challenges of the document, consider adjusting the margins!
Margins are the white space surrounding the text on a page. Margins can be specified for the top, bottom, left and right edges of a document. The default margins are 1” each, but margins can easily be adjusted from the pre-set choices in the Margins drop-down list, or by manually adjustments in the Page Setup window, which can be opened by clicking the launcher button in the Page Setup group in the Layout tab. Narrow margins leave more room for more data, while wider margins decrease the amount of printable space. Similarly, larger top and bottom margins decrease the available space. If adjusting orientation and margins aren’t enough to resolve page formatting, consider using page breaks.
Pagination is how a document is divided into pages. Word automatically determines how much text will fit on a page based on the amount of text and the document formatting. As new data is added to a page, Word creates automatic page breaks, also known as soft page breaks. To force data to a new page, a user can insert a manual (hard) page break. Inserting a page break moves the text after the insertion point to the next page. To insert a page break, press Ctrl + Enter or click Page Break from the Insert tab. To remove manual page breaks, utilize the Show/Hide button to display formatting marks, such as the Page Break mark:
To remove a hard page break, place the insertion point to the left of the page break and press the Delete key. Word will re-paginate itself, and move data to the previous page. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.08%3A_Setting_Page_Orientation_and_Margins.txt |
Many college courses require students to write research papers. While conducting the appropriate research may be the main objective of the assignment, collecting the research is often not as challenging as documenting the sources of the research. Part of the challenge associated with properly documented sources is understanding the format of the required style guide assigned by the instructor. A style guide is a set of standards for creating documents, and citing of sources. A citation, or a reference, is a formal acknowledgement to a published or unpublished source. The purpose of using citations is to give credit to the author of the original research, and avoid plagiarism. Plagiarism occurs when a user presents the data of another author as if it were their own. The major writing style guides include MLA, APA, CSE, and Chicago. Each style has unique requirements for handling citations.
A typical requirement of a research paper is the production of a bibliography, a Works Cited or References page. A bibliography is an alphabetic list of the sources used to produce a scholarly work. Each style guide has different requirements for what data is needed to be listed for each source. The bibliography helps the reader identify the source of the writer’s research. Manually creating a bibliography can be a tedious and inexact process, and updating a manually-generated bibliography will likely induce heartburn. However, by carefully entering sources into Word, a bibliography can be accurately generated and re-generated with ease.
Before a user can create a bibliography, they must create at least one citation and source in the document. Whenever a source is referenced in a document, the user should create a citation to give the original author credit. To add a citation, place the cursor in the desired location (follow the style guide), and click Insert Citation from the References tab, then choose Add New Source…
The Create/Edit Source dialog window will appear where the user can enter as much information regarding the source as possible.
The first field, Type of Source, will dictate which bibliography fields are needed for the source depending on the specific style guide. After entering the publication details, and clicking OK, the citation will appear in the document, and the source will be saved.
Types of sources can include books, a web site, an article in a periodical, a sound recording, and many more. Often, a single source can be cited numerous times in a report. Users can easily add the citation again by clicking the Insert Citation drop down button from the References tab, and selecting the source from the drop-down menu. A citation can be edited to add page numbers. Open the citation’s inline drop-down menu and choose Edit Source. Certain fields can even be suppressed.
After completing the paper, adding all the sources for the document, and completing the summary, adding the bibliography or works cited is extremely easy! Typically, a bibliography will reside on its own page. Therefore, create a manual page break, and then on the References tab, in the Citations & Bibliography group, choose the Bibliography option and choose from the pre-designed formats to insert the Bibliography or Works Cited into the document.
The bibliography appears and the sources are formatted to match the selected style guide. If the user ends up adding more sources to the document, they can easily update the bibliography by clicking it and selecting Update Citations and Bibliography. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.09%3A_Creating_and_Inserting_Citations_and_Bibliographies.txt |
Before printing a document, it is a good idea to preview the document and specify which pages should print. The preview might help the user discover some layout issues that can be addressed before wasting ink/toner and paper. The Print Preview window can be accessed in Backstage view by clicking File > Print. It is also a popular idea to add the Print Preview command to the Quick Access toolbar if it doesn’t already exist.
Numerous options can be defined in Backstage view, such as which printer, how many copies, which pages, etc. Once these decisions are made, pressing the big Print button in the top left of the window, will send the data to the selected printer. The back button will exit Print Preview.
If printing a hard copy is not desired, saving the file is the obvious alternative. The way that the user saves a document and the format that they save it in depends on how they plan to use the document. While choosing Save from the File menu will resave the file in its existing format, choosing the Save As command (F12) provides numerous alternatives.
The first option available by using the Save As dialog window, is the ability to choose an alternative storage destination versus the existing location. Alternate storage destinations include a different file folder on the user’s hard drive, a portable file storage location, such a USB drive device, or a cloud-based storage location. OneDrive is Microsoft’s cloud-based storage option, but other cloud-based solutions, such as Dropbox, exist as well. Cloud computing requires Internet-connectivity to access the current versions of the files. An alternative file format is another option to consider from the Save As window. Choosing the drop-down list to the left of the Save button displays a list of alternative file formats.
One of the most common alternative file formats is a PDF (Portable Document Format) file. PDFs are popular formats to share with non-Microsoft Office users, commercial printers, and users for whom the document is not to be edited. The PDF format looks the same on most computers, has a smaller file size, and preserves most formatting characteristics of the source document. The only software that is required to read or print a PDF file is Adobe Reader, which is available as a free download from Adobe’s web site. While prevention of editing was a key feature of PDF files, the current version of Word can actually edit PDF files, however, the edits are traceable.
The other common file format is saving a file to be viewed on a web site or simply in a web browser. Saving a file as a Single File Web Page is the optimal approach to allow users to open the document using a web browser. The file extension of a single file web page is .MHT. Other occasionally used file formats include: .XPS, .ODT, and RTF.
Practice 4: The Solar System – Part 3
1. Open the recently edited data file The Solar System2.docx from your data files.
2. Create a 2 x 9 table at the end of page 2.
3. Add and format data to table as shown to the right.
4. Add a new column to the table to the left of the Name column. The header should be Proximity to the Sun. The data should be 1, 2, 3 …. 8.
5. Sort the table in descending order by Number of Moons.
6. Apply the Grid Table 4 – Accent 4 table style to the table.
1. Add the file name field to the left side of the footer, and the Accent Bar 2 page number to the center section of the footer. Refer to the illustration at right for steps 4-8.
2. Change the paper size to Legal.
3. Insert a page break before the paragraph beginning with The Dwarf Planets.
4. Change the margins to the Office 2003 defaults.
5. Add a new citation source following the period at the end of the paragraph regarding the Sun on page 1. The source details should be a web page (The Sun) on a web site (Nine Planets). Use today’s date for the Year, Month, Day, and the URL: nineplanets.org/sol.html. Mark the Corporate Author checkbox.
6. Add a Works Cited at the bottom of page 2.
7. Save the file with a new name. i.e. The Solar System3. Save another version of the file in PDF format. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/03%3A_Word_Chapter_II_-_Formatting_Documents/3.10%3A_Printing_and_Saving_Files_in_Alternative_File_Formats.txt |
Learning Objectives
• What is a Spreadsheet?
• Entering, Selecting and Inserting Data
• Manipulating Sheets
• Formatting Worksheets
• Creating Formulas to Perform Calculations
• Copying and Pasting Formulas
• Adding Basic Functions to Formulas
• Inserting Headers and Footers
• Adjusting the Page Layout and Preparing to Print
04: Excel Chapter I - Spreadsheet Basics
A spreadsheet is a collection of data that is organized into rows and columns. Microsoft® Excel is a spreadsheet application used to store and analyze quantitative data. An Excel file is called a workbook, and it is saved with an .xlsx extension. A workbook file consists of one or more worksheets which consists of many columns and rows. Columns are the vertical part of a worksheet grid identified by letters. Rows are the horizontal part of a worksheet grid identified by numbers. The intersection of a row and column is called a cell. Each cell can store a single item of data. The data can contain text, numbers, formulas, and/or functions. Clicking a cell with the mouse pointer will make the selected cell the active cell. The active cell’s contents are displayed in the formula bar.
Typical uses for Excel include:
• Accounting reports (Balance Sheets, Income Statements, etc)
• Budgets
• Calendars
• Checklists and task lists
• Contact/Address lists
• Expense tracking
• Inventory control
• Invoices
• Mortgage and other financial calculations
• Operational statistics
• Sales price lists, forecasts and analysis
4.02: Entering Data
Excel is great tool for generating useful information from data. However, the data has to be entered before it can be analyzed and manipulated. There are numerous types of data, and numerous ways to streamline data entry. As data is typed, it appears in the active cell and in the formula bar. Pressing the Enter key will complete data entry and make the next cell in the column the active cell. If moving to the next cell after completing data entry is not the desired outcome, try clicking the Enter check mark in the formula bar. The data will be entered, but the active cell remains the current cell. Pressing the Esc key before completing data entry will cancel data entry and restore the original cell contents.
Streamlining data entry in Excel can be accomplished using several different features including keyboard shortcuts and Automatic Completion. Keyboard shortcuts allow rapid navigation in a worksheet without having to use the mouse.
There are hundreds of keyboard shortcuts available in Excel and many are also available in other Microsoft Office applications. A few keyboard equivalents are illustrated at right, but for more examples, use the shortcut F1 to open the Help pane, and type keyboard shortcuts in the Excel Help field.
When entering data into a sheet that contains a lot of duplicates, Excel uses the Automatic Completion feature to speed up data entry. After typing a couple of characters, Excel guesses how to fill the rest of the cell based on data previously entered in the cells above. To accept the suggestion (in highlighted text), press Enter, or alternatively, continue typing to replace the automatic entry.
4.03: Selecting Data
After entering data, a common practice is to begin formatting the data. However, before a user can format the data, they must first select the data. Selecting data has multiple techniques based on user intent. Clicking on a single cell makes that cell the active cell. The cell reference appears in the Name box to the left of the formula bar. To select an entire column of data, just click the column letter heading. To select an entire row, click the row number heading. If a user wants to select several cells adjacent to each other, this would be considered selecting contiguous cells. Clicking the middle of the cell and dragging horizontally or vertically will select a contiguous range of cells. Another way to select a contiguous range of sequential cells is to click the first cell, hold down the Shift key, and click the last cell in the range. For example, clicking cell A3, and then holding down the Shift key and selecting F7 would select all of the cells from A3 through F7. The range reference would be written as A3:F7.
Selecting a non-contiguous range of cells requires the use of the Ctrl key. To select non-contiguous cells, click the first cell, hold down the Ctrl key, and click each additional cell. This practice is sometimes referred to as “cherry-picking” cells. In the example below, the selected range of cells are A4,A6,A7,F4,F6,F7. This practice can be used for selecting non-adjacent rows or columns as well.
To select the entire worksheet, click the triangle box located to the left of column A and above row 1, or by pressing the keyboard shortcut: Ctrl+A. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.01%3A_What_is_a_Spreadsheet.txt |
It is usually easy to add data to an existing worksheet, because Excel has seemingly unlimited columns and rows of cells. (There are limits, but this is not Jeopardy!) Nonetheless, sometimes it is necessary to insert a column or row into the middle of an existing range of cells. To insert a new column, select the column heading to the right of where you want the new column to appear, and click the top-half of the Insert button from the Home tab. Alternatively, just right-click the column heading to the right of the destination, and choose Insert from the Context Menu. Deleting columns is very similar. Whichever column(s) that are selected will be deleted if using the Delete button instead of the Insert button. Inserting and deleting rows is also very similar. Selecting the row below the intended new row and either choosing Insert from the ribbon or from the Context Menu will create a new row above the selection. For example, right-clicking row 10, and choosing Insert from the Context Menu will create a new, blank row 10, and all existing data will move down one row.
Using the right-click method is a little faster than clicking the worksheet and then clicking the ribbon, as the shortcut menu avoids the need to move the mouse to the ribbon. The Context Menu, also known as Shortcut Menu, provides added functionality by offering actions that can be taken with the selected item. In addition to inserting and deleting, formatting column widths and row heights, as well as hiding and unhiding columns and rows are options from the Context Menu. Adjusting the column width is a common action since excessively wide columns prohibit efficient worksheet printing. Therefore, it is often preferable to widen a column width by double-clicking the boundary bar that separates the column heading letters. This is known as auto-fitting the column width since the column will resize its width to be just wide enough to display the longest data contained in that column.
Clicking and dragging the double-arrow pointer to the left or right allows users to manually adjust the column width.
4.05: Manipulating Sheets
An Excel workbook consists of one or more worksheets.
Much like a binder can have multiple sections of sheets divided by colorful tabs, an Excel workbook can multiple sheets that can be re-arranged, colored and renamed to fit individual organization plans. Inserting and deleting worksheets is similar to the inserting of columns and rows. In addition to using the Insert or Delete buttons from the ribbon, right-clicking an existing sheet tab will produce a Context Menu with a plethora of options.
Just as inserting a new column will add the column to the left of the selected column, the newly inserted worksheet will appear to the left of the selected sheet tab. Options exist to insert a blank worksheet or a new sheet based off of an existing template. Clicking and dragging sheet tabs are easy method to rearrange the order of sheets. However, the Move or Copy… command offers the opportunity to move or place a duplicate sheet within an existing, open workbook. Adding tab colors and the Rename option can help organize sheets to user-specific criteria. Sheets can also be hidden and unhidden. If it is necessary to prevent others from unhiding sheets, the workbook can be protected with a password to be able to modify the sheets. The tab scrolling buttons to the left of the sheet tabs are enabled when too many sheets exist to be displayed above the status bar. To quickly add a new, blank sheet to the workbook, click the plus button to the right of the sheet tabs. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.04%3A_Inserting_Data.txt |
Formatting data generally makes it easier to comprehend, and more attractive. The goal of formatting a business spreadsheet should be to make it look professional, accurate, and understandable. Options to format worksheet data depends a lot on the type of data. Formatting text in Excel is very similar to formatting text in Word. Using the Font and Alignment group icons on the Home tab of the ribbon, users can manually format all of the data in a cell or in a range of cells. Changing default formats includes things like changing the font color, style, size, text alignment in a cell, or apply formatting effects – all in an effort to make the data appear more visible.
Excel’s tabular layout (organized into labeled columns and numbered rows) sometimes limits the amount of data that can be efficiently displayed.
Using the Alignment group options can help format data to make it appear as much like a word processed report as possible. In the screenshot above, two Excel-unique formatting features help make the data more readable. In row 1, the text has been merged and centered across cells A1:F1. This required the cell range A1:F1 be selected before clicking the Merge & Center button from the Alignment group. This is very popular for worksheet titles. If the wrong cell range was selected and the Merge & Center is not effective, the user must re-select the Merge & Center button to unmerge the data, so the correct range can be selected before again clicking the Merge & Center button.
Another popular Excel text-formatting feature illustrated above is the Wrap Text tool, which will prevent text from being truncated by wrapping the text into multiple rows within the same cell. If a cell has a lot of text, the data will overlap into the next cell to the right of the active cell. However, if the adjacent cell already has data, the text will be truncated (cut-off) without applying this feature. Cells C3:E3 in the above screenshot each have the Wrap Text feature applied.
While Excel has some pretty useful text-formatting functionality, the majority of data entered into Excel is usually numerical data. Therefore, utilizing Excel’s number formats effectively is crucial to make the worksheet as professional as possible. Professional formatting relies a lot on consistent formatting. Therefore, using the Format Painter tool (introduced in the Word chapters) and workbook themes are very helpful to maintain that consistency. Changing the existing theme will dynamically update the appearance of all worksheets in a workbook by modifying the fonts, styles, colors and/or effects.
Applying the correct cell format to numerical data is more than just style – it is substance too, because applying the wrong format can impact how other, related cell results are interpreted. The following graphic describes some of the more popular number formats. In addition to the examples provided, there are also other formats, including date & time values, which can be accessed by clicking the Number Format drop-down list.
Changing the number of decimals displayed can be manipulated by the Increase Decimal and Decrease Decimal buttons in the Number group. The displayed value could change to a rounded value, however, the actual value stored in the cell has not changed unless a ROUND function has been applied. Formatting only affects how the value is displayed. Applying formats can result in number signs (#####) being displayed in a cell. This is not an error, but an indication that the cell width is not wide enough to display the formatted number.
Excel data can also be formatted as a table. A table is a collection of related data, organized into a tabular layout of rows and columns, that can be manipulated via sorting, filtering and formulas. To create a table, select the data and click Insert > Table from the ribbon to open the Create Table dialog window.
Applying a table style will format the table with a predefined set of special table properties that includes options to define a header row or total row, and to band the row and/or columns to make the data easier to read. The filter buttons can also be removed. If the table functionality is no longer desired, click the Convert to Range option in the Tools group of the Design tab to convert the table to a normal range.
There are many additional formatting tools available within Excel, but it is important to consider that sometimes, less is more! Too much formatting can be overkill and reduce the readability of a worksheet. Try to limit the use of multiple colors, fonts, and background colors/graphics. Format with a design purpose, not to entertain, and don’t forget to use the Spell Check tool (F7) to proof your workbook before printing or sharing! | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.06%3A_Formatting_Worksheets.txt |
Perhaps the biggest benefit of using Excel is its ability to create formulas that, when written correctly, can dynamically update when predecessor data is updated. Formulas are mathematical calculations using data in the existing workbook to calculate new values. All formulas in Excel must begin with an equal sign (=), and can contain cell references, ranges of cell references, arithmetic operators, and constants as part of the formula’s syntax. Calculations in Excel follow normal math rules as it pertains to the order of operations rule. There are mnemonics available in various dialects to help decipher the order. The following graphics illustrate the order of operations rules and different formula syntax examples:
Formulas typically reference values stored in other cells. For example, in the Accounting equation: Assets = Liabilities + Owner’s Equity, one could calculate the Owner’s Equity using a formula. Assume that the value for Total Assets resides in cell D30, and the value for Total Liabilities resides in D60. The formula for Owner’s Equity in D65 using cell references would be =D30-D60. Using cell references is advantageous because if any of the cells that generate either the Total Assets or Total Liabilities is changed, the formulas in D30, D60 and D65 will also get updated. Another advantage is when a cell containing a formula is copied to another location, the formula will dynamically update to the new location’s reference information. This is called Relative Cell Referencing. If the formulas in column D are copied to column E, the new formula for Owner’s Equity in column E will be =E30-E60. Additionally, if rows are added or deleted in the range that the Total formulas reference, the formula will automatically update to the new formula range.
Entering the syntax for a formula can be accomplished through typing the formula components, using a pointing technique or a combination of both. The pointing method can help avoid typing errors. In the Owner’s Equity example, the user would start by typing the equal sign, and then instead of typing D30, just click on D30. Continue by pressing the minus sign, and then click on cell D60, and the click the Enter check mark on the formula bar. Using the point method is even more practical when defining large cell ranges in formulas. Just make sure not to reference the active cell in the formula. This will likely create a circular reference error, which is a formula in a cell that directly or indirectly refers to its own cell.
4.08: Copying and Pasting Formulas
Data in Excel can be cut, copied and pasted using similar shortcut menu options, keyboard equivalents, and ribbon icon commands as seen in Microsoft Word. Following operating system file management principles, moving data is synonymous with using the “Cut” and “Paste” commands, while duplicating data is the same as using the “Copy” and “Paste” commands. Other terminology that should be recognized is “source”, which is the cell or range to be moved or duplicated, and “destination”, which is the upper-left cell in a worksheet where the data is to be pasted.
Copying and pasting formulas contain cell references is a very powerful feature, and to expedite this process, Excel has a nifty feature called AutoFill. The AutoFill procedure utilizes the fill handle, which is the solid, green square in the lower-right corner of the active cell or cell range. Clicking and dragging the fill handle to adjacent cells (horizontally or vertically) will copy and paste the contents and update the destination cells with relative cell references or sequential data aligned with built-in Custom Lists. This should save significant time, and likely improve accuracy, and AutoFill has many uses.
Not only can AutoFill copy formulas, but it also be used to complete lists that have a recognizable pattern. It is helpful to select the source cells that demonstrate a pattern, then hover the mouse pointer over fill handle. The mouse pointer will change from the default pointer icon to a thin, black plus sign. The patterns can be numbers, dates, months, days of the week, etc. If AutoFill incorrectly guesses the series pattern, the AutoFill Options icon is available to change the paste actions. In the screenshots below, the fill handle in cell D5 will by copied to cells D6:D13. The results shown in the second screenshot will update the formula from D5 with relative cell references to rows 6:13. What is happening in cells D7:D8?
Practice 5: Test Scores
1. In a new Excel workbook, enter the above data.
2. Make sure to apply bold formatting to row 1, and text wrapping to cell E1.
3. Format the data as a table with a header row and banded rows, but no Filter buttons.
4. Apply the Facet theme.
5. Ensure that cell E1 has the text wrapping format applied and then resize the column width of column E to be 7 points wide and the height of row 1 to 36 points.
6. AutoFit columns B, C & D.
7. In cell E2, enter the following formula: =B2+C2+D2 and click Enter. Your worksheet should look like the screenshot at right. Notice that Excel automatically filled in formulas for the rest of column E cells using relative cell references! If this action is unwanted, click the lightning icon, and choose to Undo the Calculated Column.
1. Press F12 to invoke the Save As command and save the file as Test Scores.xlsx. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.07%3A_Creating_Formulas_to_Perform_Calculations.txt |
Excel contains over 400 built-in functions that can be included in a formula to perform common calculations. A function performs a calculation on data called arguments to compute a result. Arguments are variables or values the function requires and are contained within parenthesis, and usually consist of cell references, but can also contain constants, text, cell ranges, and even other functions! The syntax of a formula using a function is: function name(argument1, argument2, etc.)
Functions can be typed with the help of a ScreenTip, or added from the Insert Function window, which can be opened by clicking the symbol found at the left of the formula bar, or at the left side of the Function Library found in the Formulas tab of the ribbon.
The most popular functions are also the easiest to comprehend, which might be correlated! Some of these most popular functions are easily accessible from the AutoSum button in the Editing group on the Home tab of the ribbon. Look for the Greek sigma symbol. This feature is invaluable when it comes to entering functions, especially for common calculations computed via the SUM, COUNT, AVERAGE, MAX or MIN functions.
There are multiple ways to utilize AutoSum, but the following procedure is probably the simplest. In the screenshot below, assume the desire is to total the number of boxes of Thin Mints cookies were sold the first 15 days of February. Make B19 the active cell (the destination cell), then click the AutoSum button. The defaulting SUM option will be inserted into the formula bar with a defaulting cell range (the source cells) inside parenthesis. The cell range that defaults appears on screen with a scrolling marquee surrounding the cell range. This range is usually correct, but not always. If Excel chooses the wrong range, simply type in the cell range, or use the mouse to re-select the correct range (pointing method), and then click the Enter check mark.
The formula that defaults should be =SUM(B4:B18). Once this formula is submitted, the result, 97 will display. The intent of the SUM function is pretty self-explanatory. The AVERAGE function takes the SUM function one step further by dividing the sum of the values by the number of cells in the range. The MIN and MAX functions are used to find the smallest and largest values in a range of cells. These can be useful to identify outlier data that might skew the results. Each of these functions ignore cells that contain text or are empty. Alternatively, the COUNT function totals the number of cells that contain values. If a cell contains the value 0 (zero), it will be counted. However, if the cell is blank or contains the text zero, the cell will not be counted. This function is useful for determining the number of people who mark a checkbox in an Employee roster. For example, how many employees identify as a Veteran? Those who don’t, wouldn’t have a value, and therefore, would not be counted. If the desire if to count all cells that contain any data – use the COUNTA function. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.09%3A_Adding_Basic_Functions_to_Formulas.txt |
In Excel, headers and footers are lines of data that print at the top (header) and bottom (footer) of each page in a worksheet to help identify printouts. Headers and footers can contain descriptive text, graphics, and/or fields, such as titles, dates, or page numbers. Header and footer information does not display in Normal view, so to edit a header or footer, click Insert > Header & Footer to open the sheet in Page Layout view, and activate the Header & Footer Tools contextual tab on the ribbon. There are left, center and right sections for both the header and footer areas.
Users have the option to use one or more of the many built-in headers and footers, or they can click any of the buttons in the Header & Footer Elements group on the Header & Footer Tools Design toolbar to create custom fields.
Command buttons in the Header & Footer Elements group include:
• Page Number: Click this button to insert the `&[Page]` code that puts in the current page number.
• Number of Pages: Click this button to insert the `&[Pages]` code that puts in the total number of pages.
• Current Date: Click this button to insert the `&[Date]` code that puts in the current date.
• Current Time: Click this button to insert the `&[Time]` code that puts in the current time.
• File Path: Click this button to insert the `&[Path]&[File]` codes that put in the directory path along with the name of the workbook file.
• File Name: Click this button to insert the `&[File]` code that puts in the name of the workbook file.
• Sheet Name: Click this button to insert the` &[Tab]` code that puts in the name of the worksheet as shown on the sheet tab.
• Picture: Click this button to insert the `&[Picture]` code that inserts the image that you select from the Insert Picture dialog box that enables you to select a local image (using the From File option) or download one from an online source using a Bing Image Search.
• Format Picture: Click this button to apply the formatting that you choose from the Format Picture dialog box to the `&[Picture]` code that you enter with the Insert Picture button without adding any code of its own.
The following screenshot illustrates fields in each section of the header. The Page Number and Number of Pages fields are in the left section. Manually entered text is in the center section, and finally, the Current Time and Current Date fields are being inserted into the right section.
To create a custom header or custom footer, click the Launcher icon in the Page Setup group of the Page Layout ribbon to open the Page Setup window. Next, click the Header/Footer tab, and then choose to open either the Custom Header… or Custom Footer… buttons.
Four checkboxes appear at the bottom of the “Header/Footer” tab, and in the Options group of the Design tab of the ribbon. To remove headers and footers from the first printed page, select the Different First Page check box. To specify that the headers and footers on odd-numbered pages should differ from those on even-numbered pages, select the Different Odd & Even Pages check box. These options are similar to those in Microsoft Word. The other two options are unique to Excel. To specify whether the headers and footers should use the same font size and scaling as the worksheet, select the Scale with Document check box. To make sure the header or footer margin is aligned with the left and right margins of the worksheet, select the Align with Page Margins check box. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.10%3A_Inserting_Headers_and_Footers.txt |
The size of Excel workbooks tend to grow the more each worksheet is manipulated, typically by adding more columns and rows, and sometimes, more sheets. This added complexity makes physical output of Excel data somewhat challenging. Too many columns will result in the sheet not being able to be printed on one sheet of paper, and too many rows make make it difficult to interpret data on pages beyond the first page. Fortunately, the Page Layout tab can help fit the data on fewer sheets of paper and make each page easier to understand.
While themes can help modify the appearance of a spreadsheet’s colors and fonts, the other groups in the Page Layout tab can impact the arrangement of data, and streamline the readability of the output. Starting with the Page Setup group, Excel allows tremendous flexibility with the margins of each worksheet. For example, Narrow margins allow more data to fit on one page by reducing the amount of white space on the edges of the sheet. A quick and easy way to allow more columns to print on one sheet, is to change the orientation from the default Portrait, to Landscape, which allows more columns and fewer rows to print on one sheet. The effects of these Setup decisions can be more easily illustrated by switching from the default Normal workbook view to the Page Layout. The View tab also allows users to to enable/disable the Ruler, Formula Bar, and on-screen gridlines and headings.
If changing the margins and/or orientation is not resolving the issue of getting extra columns to print on the same page, an alternative could be changing the paper size. The default printer determines the paper sizes available from the Size drop-down list. To check the range of paper sizes that a printer can print on, consult the printer manual, or view the paper sizes that are currently set for the printer in the Print Setup dialog box. Some users have the option of printing to Legal (8.5″ x 14″) or even 11″ x 17″ (tabloid) printers, especially if commonly printing large worksheets.
A final, more drastic option to keep data from overlapping into multiple sheets, is to utilize the scaling feature. Using the Scale to Fit group from the Layout tab, a printed worksheet can be scaled by to modify the font size of printed output by either shrinking or enlarging the output. The options exist to scale the output to fit to 1 page wide (width) by 1 page tall (height). It might make sense to only modify the width, or by choosing a Scale percentage, which adjusts the overall sheet height and width proportionately. Keep in mind the needs of your audience. Too small of font might make the spreadsheet unreadable, and for certain audiences, the output might need to be scaled to a larger font than the editing view.
The Sheet Options group of the Layout tab provides two significant print features for basic Excel printing. These include the options to have gridlines and/or headings appear in printed output. By default, the options appear in the Viewing screen, but do not appear when printed. Without Headings, the output would be very difficult to explain to others, and gridlines, much like banded rows, make it easier for the eye to line up the intersections of rows and columns.
More advanced options exist for enhancing page layout and printing options by clicking the launcher button in each group. Additionally, several print settings can be adjusted in the Print Preview window. The sheet in the screenshot below is modified to print in landscape orientation with Narrow Margins and it is scaled to Fit on One Page. It also has headings included in the print output.
Practice 6: Test Scores, continued
1. Open the Test Scores workbook previously saved.
2. In the Table Tools Design tab, click the Convert to Range button remove the table functionality from the data. (Click Yes to the message)
3. Type the labels: Total Points in cell A8 and Average in cell A9.
4. In cell B8, click the AutoSum button to insert the SUM function. Accept the range that Excel proposes for the formula by clicking the Enter check mark on the formula bar. The formula should be: =SUM(B2:B7).
5. With B8 as the active cell, use the fill handle to copy the formula to the destination cells C8:D8.
6. In cell B9, enter a formula using the AVERAGE function without using the AutoSum functionality. Instead, use the Insert Function button to select the AVERAGE function, and enter the range B2:B7 as the arguments. NOTE: B8 should not be included in the range of argument cells. Use the fill handle to copy the formula to cells C9 and C10.
7. In cell E2, double-click the fill handle. See what happens!
8. Change the view to Page Layout.
9. Add a header that includes the Current Date field from the Header & Footer Tools Design ribbon in the left side of the header.
10. Ensure the Gridlines and Headings appear in printouts, scale the sheet to 150%, then view the file in Print Preview. Your worksheet should resemble the following:
11. Save the file as TestScores2.xlsx.
| textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/04%3A_Excel_Chapter_I_-_Spreadsheet_Basics/4.11%3A_Adjusting_the_Page_Layout_and_Preparing_to_Print.txt |
Learning Objectives
• Absolute versus Static References
• Understanding Complex Formulas
• Date & Time Functions
• Logical Functions
• More Math Functions
• Sorting and Filtering
• Conditional Formatting
• Pie Charts
• Bar & Column Charts
• Line Charts
05: Excel II
One of the first things that new Excel users need to realize is that Excel is so much more powerful than a calculator. Some users insist in setting up a worksheet as if it is merely a calculator. These people fail to realize the power of cell references. Instead they use static references to constant values. A static reference is a reference to a value that does not change.
In the example above, instead of using static references (= 9000-3952.96) for the formula in D5, the user should employ cell references. (= B5-C5). The main benefit of use cell references is that the user can manipulate the input values in columns B and C, and the formulas in column D will remain accurate. If the user changes either input values in columns B or C with static references, the formulas in column D will need to be manually updated.
Cell referencing is an extremely useful feature when formulas need to be copied across ranges in a worksheet. When creating formulas that contain references to cells or cell ranges, the default cell reference is considered to be a relative cell reference. When formulas with these type of cell references are copied to other cells the formulas will automatically change relative to the cells that they are copied to. However, there may be instances where it is necessary for Excel to keep the exact cell referenced in a formula when copying to other cells. A cell reference that does not change when copied is called an absolute cell reference (sometimes called a fixed cell reference). The indicator that a cell reference is absolute is the presence of a dollar sign symbol in front of both the column letter and row number, such as \$A\$3. To create an absolute cell reference, either type the dollar sign manually, or press the F4 after entering the cell reference. Repeatedly pressing the F4 key cycles the reference through the four different combinations of relative, absolute, and mixed cell references.
Mixed cell references are a combination of relative and absolute: either the column is relative and the row fixed (absolute), for example D\$2, or the column is fixed and the row relative: \$D2. Mixed cell references are rarely used, but they play a significant role when it is necessary to keep a single row or column unchanged while copying the formula. Mixed cell references are commonly used when creating a table of values, like a multiplication table or a mortgage rate table.
Whenever possible, utilize relative and/or absolute references instead of static cell references.
In the worksheet above, the formula in C6 is using relative cell references to both the Sales amount (B6), and the Commission Rate (B3). Unfortunately, if this formula is copied (perhaps by using the fill handle) to rows 7:16, the resulting formulas will be wrong. Some cells will display zeros or a #VALUE! error, while others will display inflated amounts because the Rate percentage is being replaced by higher sales values. Therefore, the reference to B3 in the formula should be an absolute cell reference, i.e. =B6*\$B\$3. It may be tempting to construct the formula using a static reference to the constant value of .075 (i.e. =B6*.075). However, if the rate needs to be changed to 7.25%, the formulas with the static references would each need to be changed manually. Conversely, if the formulas in column C are using absolute cell references to \$B\$3, a single edit to B3 is all that is needed to update all of the cells in column C. Knowing the differences between the various type of cell reference will make the worksheet more scalable and flexible for future expansion. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.01%3A_Absolute_versus_Static_References.txt |
Formulas can be simple mathematical formulas or complicated formulas involving multiple mathematical operations, multiple cell ranges and nested functions. While it is a good idea to remember the order of operations rules, complex formulas can use parentheses to identify the arguments of functions and to override the order of operations. In mathematical operation formulas, operations within parentheses are performed before those outside of it. For example, in =A3+B3*C3, B3 is multiplied by C3 before A3 is added to the result, but in =(A3+B3)*C3, A3 and B3 are added together first, then the result is multiplied by C3.
Parentheses in operations may be nested inside each other. The operation in the innermost set of parentheses will be performed first. Whether nesting parentheses in mathematical operations or in nested functions, always be sure to have as many closed parentheses in the formula as there are open parentheses, or Excel will return an error message. In the illustrated worksheet below, cell D30 contains a complex formula that calculates the differences between rooms available and rooms rented to determine the total number of unrented rooms in the Balcony and Penthouse categories. The formula in D30 is: =(SUM(C5:C8)-SUM(D5:D8))+(SUM(C25:C28)-SUM(D25:D28)). Notice the number of open and closed parenthesis!
5.03: Date and Time Functions
Excel can produce the current date and/or time, based on the computer’s regional settings. Excel can also add and subtract dates and times. For example, it may be necessary to keep track of how many hours an employee worked each week, and calculate their pay and overtime. There are numerous Date and Time functions in Excel to help calculate the addition or difference between dates or times. Excel stores all date and time values as sequential serial numbers. For example, January 1, 1900 is represented by the serial number 1, and January 1, 2020 is represented by serial number 43831 because it is 43,831 days after January 1, 1900. To view the serial number of an existing date, format the date using the General Number format. The conversion of dates and times to serial numbers simplifies the process of using dates and times in calculations. The key to displaying the results of these calculations it using the appropriate Number format, which may require diving into the world of creating custom number formats to display only days, hour and/or minutes. For example, if only the number of years is desired to be displayed when calculating the difference between two dates, the Custom Number format should be yy.
The TODAY and NOW functions are very similar since both return the current system date. However, the NOW function also returns the current system time. Many users format the results of the NOW function to only display the current system time. One characteristic of these functions versus the DATE function is that TODAY and NOW are volatile functions, so if the workbook is opened tomorrow, these functions will update automatically, whereas the DATE function will not change. These functions are for use within the grid of the worksheet, typically to calculate durations. There are separate Date and Time fields for use in worksheet headers and footers. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.02%3A_Understanding_Complex_Formulas.txt |
Many employers and educators are placing increasing emphasis on the value of critical thinking. Critical thinking skills are often associated with problem solving skills, empathy, and thinking and acting in purposeful ways by making fact-based decisions. Excel is a practical tool for collecting and analyzing data critically. Excel’s logical functions are especially useful for enabling critical thinking. However, before exploring the utilization of Excel’s logical functions, it is necessary to review the logical operators that are used to compare data between cells. The operators are often referred to as comparison operators. The six main logical operators are explained in the following graphic:
These comparison operators can be used in Excel functions to compare all types of data, including dates, numbers, Boolean values (True or False, Yes or No), or text. All arguments must evaluate to the Boolean values of either True or False, or contain another, nested logical function.
The IF function is one of the most popular and useful functions in Excel. It can be used to make a decision based on a comparison. If the comparison is true, one value is displayed in the cell; if the comparison is false, a second value is displayed. The syntax of the IF function is: IF(logical_test, [value_if_true], [value_if_false]).
• logical_test – a value or logical expression that can be either TRUE or FALSE. Required.In this argument, you can specify a text value, date, number, or any comparison operator.
• value_if_true – the value to return when the logical test evaluates to TRUE, i.e. if the condition is met. Optional.
• value_if_false – the value to be returned if the logical test evaluates to FALSE. Optional.
Simple IF functions test to see if a cell contains a certain text string, and returns different values depending on if the logical test returns a True or False logic. A sample formula is illustrated in the screenshot below. That’s some logical critical thinking!
Instead of returning text strings, the IF formula can test the specified condition, perform a corresponding math operation and return a value based on the result. This is done by using arithmetic operators or other Excel functions in the value_if_true and /or value_if_false arguments. For example, =IF(C4>=D4, E4*.25, E4*10%). This formula is determining if the value in column C is greater than or equal to the value in column D. If the result of the comparison is true, then the value to be displayed should be the value in column E multiplied by .25 (25%). If the result of the comparison is false, then the value to be displayed should be the value in column E multiplied by 10% (.10).
Other popular Excel Logical functions include the AND, as well as the OR functions. These functions allow users to create multiple logical tests within a single IF function. These functions return either TRUE or FALSE results when their arguments are evaluated. The AND function only returns TRUE if every condition is met. However, the OR function returns TRUE if any condition is met. The syntax of both functions are the same: =AND(logical1, logical2, etc.) Examples of each function are illustrated in the screenshots below. The first illustration uses the AND function to determine if any of the people are eligible for the Inner Circle. They need to have a Customer Satisfaction Score of at least 4.0, and be a Vikings fan. The second example uses the OR function. The more lenient comparison operator yields more eligible people for the Inner Circle. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.04%3A_Logical_Functions.txt |
The most popular Excel function in the Math category is undoubtedly the SUM function. The Excel Math Functions perform many of the common mathematical calculations, including basic arithmetic, conditional sums & products, quotients, and rounding calculations. There are many more examples, but some of the more popular Math functions are identified in the table below. There are many variations of some of these functions to be found in the Insert Function window.
The first two functions from the table above are considered basic mathematical operations. Instead of multiplying two cells using the * operator, Excel users can opt to use the PRODUCT function. i.e. =PRODUCT(B2,B3) versus =B2*B3. The PRODUCT function is most useful when multiplying a series of cells. Ensure that the cells referenced contain numbers or dates. If the data referenced includes text, the PRODUCT function will return the #VALUE! error result.
The QUOTIENT function is similar to the PRODUCT function, except instead of multiplying cells, it divides cell(s) by other cell(s) and returns a result in Integer format. An integer is a whole number, therefore it will not display the remainder typically generated in division calculations. The graphic at right illustrates the differences between using the divide operator and the QUOTIENT function. The numerator is the dividend and is the value before the forward slash (/). The denominator is the divisor, and is the value after the forward slash (/). In this example, A1 (or 13) is the dividend, and B1 (or 5) is the divisor.
An alternative to using the QUOTIENT function is to utilize the ROUND function or any of its related functions (ROUNDDOWN, ROUNDUP,MROUND).
In the graphic above, a user could rewrite the formula in A4 as =ROUND(A1/B1,0) by using the ROUND function to get the similar results as the QUOTIENT functions. The difference is that the QUOTIENT result does not store any remainder amounts. As shown in the graphic at the right, using the ROUND function can yield significantly different results than using the QUOTIENT function, however, the user can control the level of detail desired in the calculation. Some users simply opt for the first scenario without using either functions. Instead, they utilize Excel’s formatting functionality to remove the displaying of decimals. Using the Decrease Decimal button from the ribbon on cell B4 can change the display to various results. However, the un-truncated/un-rounded result is still stored in the cell.
Practice 7: Expense Report
1. Create the a new worksheet with the following data from the image below:
1. In row 9 enter the following data:
• Date: 5/30/2019
• Description: Travel to Minneapolis
• Meals: 25
• Mileage: 205
• Lodging: 150
• Other:
2. In cell G9 enter the following complex formula using relative and absolute cell references: =C9+(D9*\$C\$6)+E9+F9 (are the parenthesis necessary?)
3. Format columns C, E, F and G as Currency format with two decimals.
4. Enter the following in row 10:
• Date: 5/31/2019
• Description: Travel home
• Meals: 20
• Mileage: 205
• Lodging:
• Other: 15
5. Use the fill handle to copy the formula in G9 to G10.
6. Insert a new row below the Mileage Rate row, and in B6 enter the label: Trip Duration. (bold the label)
7. In cell C6 enter a formula that subtracts A9 from A10. Change the format of cell C6 to General.
8. In cell B15 enter the label: Totals: (right-align & bold this cell).
9. Select cells C15:G15 and click the AutoSum button. Change the format of D15 to General.
10. Enter the label: Need Receipts? in cell B2. (bold the label)
11. In cell C2, enter the following logical function: =IF(F15>0,”Yes”,”No”)
12. Save the file as Helga Expenses May2019. Your worksheet should resemble the following: | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.05%3A_More_Math_Functions.txt |
Worksheets can have large amounts of data, and it can be overwhelming if it is not sorted correctly. Arranging data in a specified order is called sorting. Rows can be sorted in either ascending (low to high) or descending (high to low) order. Ascending order can also be considered alphabetic order if the data is text or chronological order if the data is dates or times.
Before data can be sorted, Excel needs to know the exact range of cells that is to be sorted. Excel will select areas of related data as long as there are no blank rows or columns in the data range. Blank rows and columns define the outer limits of the data range. To ensure that the correct data is selected, highlight the range before starting the sort.
As Excel determines the defined range of data to be sorted, Excel also determines if field names exist. Users should format the first row of the data range with unique formatting Often, just making the labels bold will help Excel identify the field names. Identifying the field names will prevent Excel from including these fields in the records to be sorted. The field names become the sort keys needed for multiple column sorts. In the image below, the possible sort keys are: Cruise Date, Accommodation Category, Rooms Available, Rooms Rented, Rate, Revenue and Shortfall.
The data range above is already sorted in ascending order by the Accommodation Category key field. A single column sort is quite easy. Simply click any cell in the column that represents the key sort. In the above example, any cell from B4 to B28 would be acceptable. Then, click the the A-Z option in the Sort & Filter group of the Data tab. The entire row is sorted because each row is a record that should stay grouped together. Be careful NOT to select a single column of data or the records may not be kept together. Excel will warn the user with a warning message. If the user chooses to Continue with the current selection, only the data in the column with change their order, while the data in the other columns remain unchanged. This will most likely destroy the integrity of the data.
Advanced sorting involves multiple key fields from multiple columns. A multi-level sort can be set up by clicking the Sort button from Sort & Filter group from the Data tab (or the Sort & Filter button from the Editing group of the Home tab and choose Custom Sort) to open the Sort dialog window. The first sort criteria, also known as the primary sort, was previously defined to sort by Accommodation Category in ascending order.
To add a second level, also known as a secondary sort, click the Add Level button. After entering additional sort criteria, additional levels can be added. As shown in the graphic to the right, secondary criteria has been added to sort in descending order by Revenue. The data in column B will not appear to change, but the records will reorder. Compare the results below with the table above.
An Excel filter, also known as an AutoFilter, is used to display only the data that meet specific criteria. Data that does not meet the criteria is hidden from view. Excel’s basic filter functionality allows users to filter rows by value, by format and by criteria. Filters can reduce a large, complex worksheet of data into meaningful information. With filtering, you can control not only what you want to see, but what you want to exclude. Users can filter based on choices they make from a list, or they can create specific filters to focus on exactly the data that they want to see.
Clicking the filter button from the Data tab will add drop-down arrows to the column headers in a range of data. Clicking a drop-down arrow provides sorting and filtering options, like filter by color or text filters. A simple AutoFilter will be signified by the clearing of check boxes of the data that should be hidden. After applying a filter, a user can copy, edit, chart or print only visible rows without rearranging the entire list. Like sorting, filters can be applied to multiple columns to further reduce the results that are displayed.
A column that has been filtered will have its drop-down arrow icon switch from an upside-down triangle to a filter icon, as shown highlighted in yellow below. Only the cruises from the Penthouse accommodation category will be displayed after clearing all check boxes except the Penthouse category.
To remove a single filter, click the filter icon in the row header and choose Clear Filter from…. To clear all filters quickly, choose the Clear button from the Data tab on the ribbon or to remove filtering functionality, re-click the Filter icon from the Sort & Filter group. For more advanced users there are many more ways to utilize filters in Excel, such as Custom Filters and Advanced Filters. Nonetheless, a lot can be accomplished with the basic AutoFilter feature. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.06%3A_Sorting_and_Filtering.txt |
Using spreadsheet functionality to enhance critical thinking is a primary reason that Excel is so popular among business professionals. Decision-making is made easier when users can quickly spot trends, identify variances, and be alerted when certain criteria is met. Excel’s conditional formatting feature is a really powerful tool when it comes to applying different formats to data that meets certain conditions. Conditional formatting is one of the most simple yet powerful features in Excel by applying user-specific formats to a cell/cells when user-specific conditions (rules) are met. Not only does it make a spreadsheet look awesome, but it also helps make sense of the data.
Clicking the Conditional Formatting button on the Home tab of the ribbon offers several options to define the condition criteria (rules), and several formatting options to display the data in meaningful ways. To choose formats that are applied to a cell(s) when a condition is met, select a range of cells, then click the Conditional Formatting button to display a menu of rules. Clicking a rule will expand an additional menu.
For example to identify which cruise accommodation categories provide the most significant revenue shortfall, utilizing a highlighting rule that formats cells that are greater than \$100,000 would be a very practical conditional formatting rule that could provide some strategic information. Selecting the range of G5:G28 and applying the Greater Than rule, will create eye-catching formatting. The data in the first field can either be a cell reference or a static value, as shown below.
Numerous rule types exist beyond the preset comparison operator menu choices. Rules can identify cells that contain certain text or before/after a certain date, or even highlight duplicate data. Top/Bottom Rules can reveal the top or bottom 10 records in a certain column. The quantity can be modified from the top/bottom 10 to a user-specific number.
Custom rules can be defined by choosing More Rules… from the Highlight Cells Rules menu, which opens the New Formatting Rule window. Choosing alternative Rule Types will modify the functionality available in this window.
After defining the rule criterion, custom formats can be selected by clicking the Format button. The Format Cells window opens to allow custom Number, Font, Border or Fill formatting.
To enforce more complex rules, multiple conditional formatting rules can be applied to the same data. However too many colors can sometimes be distracting, and should be used sparingly. Therefore, Excel offers more formatting choices than just color fills. Data bars, color scales and icon sets can also be used to emphasize data that meets certain conditions.
The icon sets work great when color is not effective, such as when printing to black & white laser printers. Icons are even more noticeable than colors because of their unique look and sparing use. Icon sets will help visually represent the data with directional arrows, shapes, indicators, ratings, and other objects. For icons in sets of three, Excel will assign icons by dividing values into thirds – the first icon is assigned to the top one third of values, the second icon is assigned to the second third of values, and the third icon is assigned to the lowest one third of values. The values are adjusted for four and five-icon sets. Conditional formatting’s flexibility is extensive, but perhaps even more impressive is that, like formulas, conditional formatting rules are volatile. As the data changes, the conditional formatting dynamically adjusts to evaluate the new data against the existing conditional rules. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.07%3A_Conditional_Formatting.txt |
With Excel, users can organize data so that it has context and meaning. The output of Excel manipulation can take the shape of either a table or chart. When deciding to use a chart or a table to communicate the data-driven message, it is wise to always ask how the information will be used, and who is the audience? People interact very differently with these two types of visuals. Tables, which display data in a columnar layout, are meant to be read. Therefore tables are ideal when the data requires more specific analysis. Tables offer preciseness, letting users dive deeper to crunch the numbers and examine exact values, instead of focusing on approximations or visualizations.
chart is a visual representation of a range of related worksheet data. A chart can illustrate a large amount of numerical data quickly and in an easy-to-understand fashion. Charts are particularly useful for simplifying complex sets of data to expose the shape of the data – numerical patterns, trends, and other significant activity. What charts lack in terms of precision they overcome with broader insight and quicker comprehension.
According to some psychologists, people can be classified as either “left-brained” or “right-brained” thinkers. A person who is “left-brained” is often said to be more logical, analytical, and objective.
Note
The right brain-left brain theory originated in the work of Roger W. Sperry, who was awarded the Nobel Prize in 1981 .
Utilizing tables to display spreadsheet data may be more effective with “left-brained” people. A person who is “right-brained” is said to be more creative, thoughtful, and subjective. Conversely, displaying spreadsheets data using certain Excel charts may be more suitable for “right-brained” people. Both tables and charts offer unique advantages, but one is not always better than the other. The choice ultimately depends on the data at hand, the message that is intended to convey, and the audience that will be consuming the information.
Learning how to work with charts means not only knowing how to create them but also realizing that different types of chart and layouts can reveal and emphasize different knowledge. Like a picture, a chart can be worth a thousand words. It all depends on how well the chart is designed and developed. A well constructed chart will provide context and clarity for data analysis and story telling. The first step to creating useful charts it to organize and precisely select the data that should be charted. This includes the cells that contain both the data and the label headings.
Each chart type conveys information in different ways. Pie charts, for example, are best for charting data that is a percentage of a whole. For example, what percentage of your monthly income is spent on transportation? Charts contain different objects for each chart type. Objects in a pie chart include:
• Chart title – describes what is charted. The label heading of the data series is used by default, but this can be edited.
• Legend – an index of information that corresponds to the category labels.
• Data labels – identify each value in the data series.
• Plot area – the part of the chart that displays data graphically.
• Chart area – the entire chart and all of its elements.
A pie chart can only include a single series of data, whether it is a single column or a single row of data. A data series is the sequence of values that Excel uses to plot in a chart. Each value from the data series is represented by a slice (or wedge) of the pie. The size of each slice varies with its percentage of the total of the entire data series. To create a pie chart, first carefully select the appropriate data range before selecting the chart type from the Insert tab. In the above chart, the selected data range is \$B\$3:\$F\$3, \$B\$19:\$F\$19, since the only data series being charted is the total sales (quantity) of each cookie flavor. Every date (row) represents an additional data series, but since pie charts only plot a single data series, these series’ should not be selected. Pie charts should be avoided when there are many categories, or when categories do not total 100%. Typically, 2-D charts are easier to read than 3-D charts.
When a chart is created as an object on a worksheet, sizing handles will appear on the outer borders. The chart, or any object within the chart, can be moved and/or resized similarly to a picture or other objects in Microsoft Office. When a pie chart is first created, Excel will use the default colors and design. Users can customize the chart look easily by utilizing chart styles. In the Design contextual tab of the Ribbon, a number of different styles will be displayed in a row. Mouse over them to see a preview:
An additional option for quickly changing the look of a chart is to utilize the Quick Layout menu to select one of several preset to add elements like percentage labels, value labels, and differently located legends to the chart.
Users can also add and remove individual elements, such as chart titles, data labels, data tables, and more by using the Add Chart Element menu.
Some elements are not available for certain chart types. One of the most useful chart elements that get added manually to a chart are data labels.
Data labels are linked to values on the worksheet, and they update automatically when changes are made to these values. Data labels make a chart easier to understand because they show details about a data series or its individual data points. Users can add data labels to all data points or a specific data slice by ensuring that only the specific slice is selected. In addition to the Add Chart Element menu and quick layout options, users can add data labels by right-clicking the chart and choosing Add Data Labels from the shortcut menu. Once added, the data labels can be further modified by right-clicking the chart and choosing Format Data Labels to open the Format Data Labels task pane. One or more types of labels can be added and positioned. Adding Category Name labels make the legend redundant. Be careful not to add so many labels that the chart becomes too crowded to read!
After adding labels, it may become necessary to resize or move the chart. After adding a title, data labels, and removing the legend, the chart looks different, but is still the same size, even though certain elements have resized.
Which pie chart looks better? Generally, removing the legend through use of data labels is considered a preferable design strategy. Alas, there are even more ways to customize a pie chart that is beyond the scope of this text! Additional functionality includes creating 3-D pie charts, exploding slices, rotating, sorting, adding different fill designs, and much more! | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.08%3A_Pie_Charts.txt |
Bar charts are practical for comparing the differences between values with horizontal bars. The lengths of the bars are proportional to the size of the data category they represent. A vertical bar chart is referred to as a column chart, and they are basically the same – just 90° apart. Unlike a pie chart, a bar chart can include several series of data. Bar charts are simple, easy and flexible, and thanks to the horizontal layout, bar charts can accommodate longer category names. Bar (and column) charts contain the following objects:
• Chart title – describes what is charted.
• Chart area – the entire chart and all of its elements.
• Plot area – the region within the horizontal and vertical axes.
• Axes titles (horizontal, vertical)- describe the data.
• Legend – an index of information that corresponds to the series names.
• Data labels – identify each value in a data series.
• Value axis (y-axis) – contains values. Horizontal axis on bar charts and vertical axis on column charts.
• Category axis (x-axis) – contains the category labels. Horizontal axis on column charts and vertical axis on bar charts.
• Gridlines – mark the intervals on an axis.
While the data and chart above only displays one data series, most bar and column charts tend to display multiple data series to compare and contrast one set of data against another. The chart below adds a second data series in column C, and changes the chart type to a column chart. The two different data series are illustrated with different color data points. Also, note how the axes change directions! The value axis maximum, major and minor units were also modified to different numerical values.
Charts can easily get crowded with details. Therefore, keeping the chart on the same worksheet as the data is not always feasible. Users can move a chart to any location on a worksheet or to a new or existing worksheet. By default, a chart is created as an object within a sheet. The chart can be resized, but sometimes the chart needs to be as large as possible. To move the chart to a new worksheet, click the Move Chart button on the Chart Tools Design tab.
Next, click the New sheet radio button, and then in the New sheet box, type a name for the new worksheet. After clicking OK, the new sheet will be to the left of the existing sheet. A new, standalone chart will occupy the entire page to maximize the visibility of the data. The Move Chart window also provides the option of moving the chart as an embedded object into an existing sheet.
5.10: Line Charts
A line chart displays a series of data points connected by a straight line. Line charts are a good way to show change or trends over time. Line charts are simple to create and easy to read. In contrast to column or bar charts, line charts can handle more categories and more data points without becoming too cluttered. Each line displays as a different color. Line charts help people examine why data is changing and make decisions about how to proceed. The Line Chart is especially effective in displaying data trends. Stock market investors utilize line charts to track historical stock performances, and help determine if a trend can be forecasted in the future.
In a Line Chart, the vertical axis (Y-axis) always displays numeric values and the horizontal axis (X-axis) displays time or other categories. Time intervals can be measured in years, months, days, or hours.
To create a line chart, start by selecting the data range, then choosing the Line Chart button in the Charts group from the Insert tab.
In the 2-D line chart illustrated above, two sets of data series are plotted for fifteen days. The Skinny Mints cookies are identified by the red line, and the orange line plots the Chocolate/Peanut Butter cookies. Each date is a data point. Additional data series can be added by expanding the data source range. Line charts provide an easy way to track historical data. In many cases, the way the data is trending makes it easy to predict the results of data in future periods.
Excel offers numerous other charts that might better help illustrate the story behind the data, however all charts must address the challenge of sharing or outputting the graphic(s) to their target audience(s). Here are a few printing issues to consider:
• Printing only the chart. If the active cell is not selecting the chart, both the chart and worksheet data will print. However, if the chart is currently selected, only the chart will print by default (as a chart sheet). If the intent is to print both the chart and the data, make sure to move and/or resize the chart to ensure everything fits appropriately within the sheet margins. This will embed the chart within the sheet. Utilizing the Print Preview window to verify what will print by default will allow the user to make numerous changes, such as the orientation, margins and scaling. A different installed printer can also be selected. The graphic below illustrates from the Print Preview window, an embedded line chart in landscape orientation with headings enabled for print. The sheet has also been scaled to fit to one page.
• Chart colors that are not compatible with black and white printers. A lot of office printers are black and white laser printers due to their low-cost to operate at high volumes. A color laser printer may be a worthy investment for common chart printing. If a black and white printer is all that is available, it may be necessary to change the colors to patterns or contrasting shades of grey.
• Not enough or too much information. Reads of the chart must be able to comprehend the message the chart is attempting to convey. This might require adding context, such as titles, data labels, and text-box callouts. Conversely, a chart can have too much information that the chart is cluttered and unreadable. In this case, summarizing the data my be prudent, or even re-selecting a different source data range. A chart can also be unreadable due to poor design considerations like wrong fonts and font sizes, as well as distracting colors and object sizes.
• Excel charts are volatile and will change as often as the source data is changed. If a static copy of a chart is needed, consider saving the chart as a picture. This can be accomplished through using the copy and paste special commands. Using Paste Special will allow a chart to pasted in either PNG, JPEG, GIF or other formats. Alternatively, Excel files can be saved as PDF files for inserting in other electronic documents/files.
Practice 8: Weather Report
1. Open the data file The Weather Report.xlsx or create a new sheet from the illustration at right.
2. Add conditional formatting to all cells in B6:E17 so that any cell is at least 90° with red fill cell formatting, or below 32° in light blue fill.
3. Use the Internet to research average monthly high temps for Fort Myers, FL. Enter a label and the temps in column E. The conditional formatting should dynamically format the cells.
4. Create a 2-D bar chart of Anchorage and Mesa temps for all twelve months.
5. Move the bar chart to its own chart sheet.
6. Return to the original source data sheet and create an embedded 2-D line chart with markers for all four cities for all twelve months. Change the chart title to Average Month High Temps. Move the chart slightly so the top-left edge is in cell F6.
7. Use Print Preview to view the entire sheet (not just the chart). Change the orientation to landscape. Compare your results with the screenshot below:
1. Save the file as The Weather Report2.xlsx to your hard drive. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/05%3A_Excel_II/5.09%3A_Bar_and_Column_Charts.txt |
Learning Objectives
• What is a Database?
• The Four Main Objects in a Database
• Database Design
• Creating a Table
• Primary and Foreign Keys
• Table Relationships
• Entering and Editing Records
• Creating Forms
06: Access Chapter 1 - Database Basics
A database is a collection of related data that is organized so that it can be easily access, managed and updated. Databases can store details about people, products, orders, or anything else. Data can be defined as facts and statistics about people, objects, events and ideas. Organizations interpret, process and analyze data to turn the data into useful information. This information is used to make better decision-making.
In the past, many databases were paper-based. Paper records were stored in files within file cabinets. File cabinets still exist today, in large part due to the fears associated with the insecurity of electronic records being compromised. The individual documents (records) are categorized into different folders (tables) to streamline user access. However, this process is labor-intensive, susceptible to errors, and an office eyesore!
Databases are used for two major purposes: for processing transactions and analytical research. Transactional databases track daily operations. This data can be extracted into other software programs for further manipulation, summation and classification. This allows users to perform analytical research and prepare reports to help create strategic information.
Computerized databases organize data into rows, columns and tables, and is indexed to make it easier to find things quickly. Data gets updated, expanded and deleted as new data is added. Automated processes quickly manipulate the data, and data accuracy is enhanced through automated rules. The advancements in database software technologies have contributed to the Information Age that currently exists. The growth of the filing cabinet market cannot compare to the growth of electronic data contained in private and public networks, and web sites throughout the Internet!
While a spreadsheet can function as a database, with it’s utilization of columns and rows, the flat-file structure creates redundancies and inconsistencies which limit the ability to find and understand the data. In contrast, a relational database uses a tabular structure so that data can be easily reorganized and accessed in a number of different ways. Relational databases are made up of a set of tables with data that fits into predefined categories (fields). Each table has at least one data category (field) in a column, and each row has a certain data instance for the categories (fields) which are defined in the columns.
Microsoft’s relational database software program available in Office 365 is called Access. Access only functions with Windows operating systems (not available on a Mac O/S), and is not available in all Office versions. Access is a tool to organize, store, and manipulate data, in order to report on the data stored in tables. The power of a database comes from the ability to link tables together to provide data processing efficiencies for large sets of data. Access’ integration with the other Microsoft Office programs makes it a very popular and economical relational database solution.
6.02: The Four Main Objects in a Database
While Microsoft Access is made up of seven components, this text will focus on the main objects: tables, forms, queries and reports. Together, these objects allow users to enter, store, analyze and compile data in various ways.
When an Access database is opened, the objects are illustrated in the Navigation Pane on the left side of the window. The standard view in the Navigation Pane displays all objects in the database organized by object type. The Navigation Pane is used to run, open, and manage the objects of a database. Double-clicking an object will open the object in a document window.
A table is the database object that stores data organized in an arrangement of columns and rows. Each row is a record and each column is a field within each record. A record is all of the data pertaining to a person, place, thing or event. Each record will have one or more fields and every database must have at least one table. A relational database must have more than one table.
The other three objects are typically based off of the tables, so take the time to set up the tables correctly, the first time! A form object is typically used for entering new records into a table, or edit/deleting/display existing records in a table. Forms are the primary interface that most users of a database enter and display data. A query object retrieves specific data from other database objects and then displays only the data that the user specifies. Queries are the equivalent of asking questions about the data. The report object summarizes the records from a table or query into an easy-to-read format suitable for printing or exporting to other software programs.
Access objects have several views. Each view gives users different perspectives and offer different functionality. The two most important views are Datasheet view and Design view. Datasheet view displays a table in a datasheet where fields are in columns and records are in rows.
This view is useful for comparing records and is often used when sorting or filtering data. This view is also practical for printing data since many of the records can fit on a single sheet of paper. Records can be added in datasheet view, but forms are a more typical object for data entry. Nonetheless, the asterisk (*) that appears to the left of the row below the last record indicates where a new record will appear. The grey box to the left of each record is a record selector. Clicking a record selector will make the record active. Right-clicking the record selector will allow users to delete the selector record or add a new record to the table. Design view allows users to setup and edit the fields in an object.
6.03: Database Design
A properly designed database will divide data into tables to eliminate duplicate information (also known as data redundancy). Redundancy occurs when data is repeated several times in a database. Redundant data is bad, because it wastes space and increases the likelihood of errors and inconsistencies. A good database prevents redundant data when, for example, customer data (ID, Name, Address, etc) is stored in one table and then other tables store just the customer ID to refer to the customers. Another important design consideration to maintain is data accuracy. A common motto when performing data entry is “garbage in, garbage out”. The correctness and completeness of information is important if the user wants to rely on their data. If your database contains incorrect information, any reports that pull information from the database will also contain incorrect information. As a result, any decisions you make that are based on those reports will then be misinformed.
Creating a new database involves determining the database schema, which is a description of the data and the organization of the data into tables. Designing a schema consists of the following steps:
1. Determine the purpose of the database and which data to include in the database. It is a good idea to write down the purpose of the database on paper — its purpose, how you expect to use it, and who will use it.
2. Divide information into related groups to create tables and then give each table a descriptive name. Data should be grouped to ensure there is little to no redundancy. Each table must have data related to at least one other table through a table relationship.
3. Describe the fields and determine the primary key for each table. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/06%3A_Access_Chapter_1_-_Database_Basics/6.01%3A_What_is_a_Database.txt |
As previously stated, a database cannot exist without at least one table. Therefore, when a new database is created in Access, the first object that opens is a table in datasheet view.
Switching the view to Design View allows the user to make many design decisions in a much more intuitive view. Many users like to use Datasheet View to paste data copied from Excel. However, setting up the fields in Design View makes it easier to define each field’s properties and data type.
Design View doesn’t display any data. Therefore, there’s more space available to display other settings. In Design View, you can see the data type listed next to each field. When a user clicks on a field (in the top frame), the bottom frame displays the properties for that field. The user can then change these properties as desired.
Creating a table in Design View allows the user to define advanced settings, like data types and properties, for each field in the table. However, the first step is defining the field names. Here are a few guidelines when creating field names:
• Names can include numbers, UPPER and lowercase letters, and any combination. Avoid special characters (exclamation points, periods, brackets, quotes, etc.)
• No leading spaces. Spaces between words is acceptable, but not common practice, because:
• Make the names as short as possible without excessive abbreviation. Formatting column widths for displaying in printouts can be challenging with excessively long field names. For example, Order # or Order Number are better than Customer Order Number.
• Ensure the names are unique per table. If a table has fields for Customer ID and Product ID, neither field should be named simply ID. Likewise with the word Name. It is too generic and needs an prefix identifier.
• Break data into multiple fields. For example, instead of one field for Customer Name, create fields for First Name and Last Name. This will allow sorting and filtering on single fields. Another example would be separating an address into multiple fields for Street Address, City, State/Province and Zip/Postal Code.
Every field has a data type. A field’s data type indicates the kind of data that the field stores, such as large amounts of text or attached files. A field’s data type determines what other properties the field has including its size and formatting options. Field data types are defined in the table design grid, where as field properties are defined in the Field Properties pane in the bottom of the Table Design View window. Data types include:
Data type Description Size
Short Text Use for text or combinations of text and numbers (i.e. Phone Numbers). Up to 255 characters
Long Text Use for larger amounts of alphanumeric data, including sentences and paragraphs. Note: You cannot sort a memo field. However, they are searchable. Up to 1 GB
Number Numeric values. 4 bytes
Large Number Numeric values. Stores a non-monetary, numeric value and is compatible with the SQL_BIGINT data type in ODBC. Use this data type to efficiently calculate large numbers. 8 bytes
Currency Use for monetary data. Holds up to 15 digits of whole dollars, plus 4 decimal places. Tip: You can choose which country’s currency to use. 8 bytes
AutoNumber Unique value generated by Access for each new record, usually starting at 1. 4 bytes
Date/Time Use for dates and times. 8 bytes
Yes/No A logical field can be displayed as Yes/No, True/False, or On/Off. In code, use the constants True and False (equivalent to -1 and 0). Note: Null values are not allowed in Yes/No fields. 1 byte
Ole Object Can store pictures, audio, video, or other BLOBs (Binary Large OBjects). Up to 2 GB
Hyperlink Contain links to documents or other files, e-mail addresses, or web pages. Up to 8 bytes
Attachment Attach pictures, documents, etc. Can contain an unlimited number of characters per record. Access will compress the file. Up to 2 GB
Calculated Use to create an expression that uses data from one or more fields. You can designate different result data types from the expression. Dependent on the data type of the result type property
Lookup Wizard When selecting this entry, a wizard starts to help define either a simple or complex lookup field. A simple lookup field uses the contents of another table or a value list to validate the contents of a single value per row. A complex lookup field allows you to store multiple values of the same data type in each row. Dependent on the data type of the lookup field
After creating a field and setting its data type, users can set additional field properties. The field’s data type determines which other properties that can be set. The field size is the number of characters or the type of number it can store. For Number and Currency fields, the Field Size property is especially important, because it determines the range of field values. For example, a one-bit Number field can store only integers ranging from 0 to 255. In the Field Properties pane, on the General tab, enter the new field size in the Field Size property. Users can choose from the following values:
• Byte — For integers that range from 0 to 255. Storage requirement is a single byte.
• Integer — For integers that range from -32,768 to +32,767. Storage requirement is two bytes.
• Long Integer — For integers that range from -2,147,483,648 to +2,147,483,647. Storage requirement is four bytes.
• Single — For numeric floating point values that range from -3.4 x 1038 to +3.4 x 1038 and up to seven significant digits. Storage requirement is four bytes.
• Double — For numeric floating point values that range from -1.797 x 10308 to +1.797 x 10308 and up to 15 significant digits. Storage requirement is eight bytes.
• Replication ID — For storing a GUID that is required for replication. Storage requirement is 16 bytes.
• Decimal — For numeric values that range from -9.999… x 1027 to +9.999… x 1027. Storage requirement is 12 bytes.
Numeric and date/time fields can have a specified format to define how the data is displayed. Short text, long text, and hyperlink fields usually have no format. Predefined numeric field formats include:
• General Number – (Default) Display the number as entered.
• Currency – Use the thousand separator; follow the settings specified in the regional settings of Windows for negative amounts, decimal and currency symbols, and decimal places.
• Euro – Use the euro symbol ( ), regardless of the currency symbol specified in the regional settings of Windows.
• Fixed – Display at least one digit; follow the settings specified in the regional settings of Windows for negative amounts, decimal and currency symbols, and decimal places.
• Standard – Use the thousand separator; follow the settings specified in the regional settings of Windows for negative amounts, decimal symbols, and decimal places.
• Percent – Multiply the value by 100 and append a percent sign (%); follow the settings specified in the regional settings of Windows for negative amounts, decimal symbols, and decimal places.
• Scientific – Use standard scientific notation.
When it comes to date/time fields, Access automatically displays the date and time in the General Date and Long Time formats. The dates appear as, mm/dd/yyyy in the U.S. and as, dd/mm/yyyy outside the U.S. where mm is the month, dd is the day, and yyyy is the year. The time is displayed as, hh:mm:ss AM/PM, where hh is the hour, mm is minutes, and ss is seconds. Here are some other predefined formats for date/time fields:
• Long Date – Displays only date values, as specified by the Long Date format in your Windows regional settings. i.e. Monday, May 13, 2018.
• Medium Date – Displays the date as dd/mmm/yy, but uses the date separator specified in your Windows regional settings. i.e. 13-May-2018.
• Short Date – Displays date values, as specified by the Short Date format in your Windows regional settings. i.e. 5/13/2018.
• Medium Time – Displays hours and minutes followed by AM or PM. Access uses the separator specified in the Time setting in your Windows regional settings. i.e. 9:23 AM.
• Short Time – Displays only hours and minutes. Access uses the separator specified in the Time setting in your Windows regional settings. i.e. 9:23.
Other popular (not all inclusive) field properties that appear based on certain data types include:
• Decimal Places – Specifies the number of decimal places to use when displaying numbers.
• Input Mask – Controls how data is entered and is useful when text or date entries should follow a certain format. Access has several predefined masks. To open the Input Mask Wizard, click the ellipses (…) at the end of the Input Mask field. Popular existing input masks include the Phone Number and Zip Code masks. Typically, clicking Next to accept the default options throughout the wizard will create the most common input masks. Custom masks can be created by clicking the Edit List button. Mask characters include the digits 0 and 9. A 0 placeholder means that a digit is required, whereas a 9 means that a digit is optional. For example, the last four characters of a Zip Code are often optional, so the mask would display as 00000-9999.
• Caption – The label text that is displayed for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is allowed.
• Default Value – Automatically assigns the specified value to this field when a new record is added. Popular with State or Country fields for data entry in regional uses.
• Validation Rule – Helps ensure accurate data through creation of an expression criterion that must be true whenever the value is added or changed in the field. Validation rules are popular for numeric and date entries, and are formed with one or more relational operators and/or logical operators. A typical rule in an Order Entry table/form might require the Quantity be at least one. The rule in the Quantity field could be >=1.
• Validation Text – If an entry breaks the rule, it is cleared from the entry box and the Validation Text is displayed in a dialog box. Highly recommended to be used in conjunction with the Validation Rule so the data entry person knows why their entry is not acceptable.
• Required – Specifies if data must be entered or not. Choice is Yes or No. Default is No.
• Indexed – Specifies whether the field has an index. There are three available values: Yes (No duplicates) – Creates a unique index; Yes (Duplicates OK) – Creates a non-unique index; No – Removes any index on the field. If users often search a table in Access or sort its records by a particular field, users can speed up these operations by creating an index for the field. Access uses indexes in a table as people use an index in a book: to find data, Access looks up the location of the data in the index. In some instances, such as for a primary key, Access automatically creates an index. At other times, it may be necessary to create an index manually. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/06%3A_Access_Chapter_1_-_Database_Basics/6.04%3A_Creating_a_Table.txt |
Fields that are part of a table relationship are called keys. A key usually consists of one field, but may consist of more than one field. There are two kinds of keys:
• Primary key – To ensure that no two records in a table are identical, one field in each table is designated the primary key. A primary key consists of one or more fields that uniquely identify each record that you store in the table. Often, there is a unique identifier, such as an ID number (Employee ID, Customer ID, etc), a serial number, or a social security number that serves as the primary key. Always choose a primary key whose value will not change. A key icon appears next to the name of the primary key field. AutoNumber data type fields make good primary keys.
• Foreign key – A table can also have one or more foreign keys. A foreign key contains values that correspond to values in the primary key of another table. For example, you might have an Orders table in which each order has a customer ID number that corresponds to a record in a Customers table. The customer ID field is a foreign key of the Orders table.
6.06: Table Relationships
Access is a relational database management system. In a relational database, users divide information into separate, subject-based tables. Keeping data separated in related tables produces the following benefits:
• Consistency – Because each item of data is recorded only once, in one table, there is less opportunity for ambiguity or inconsistency. For example, storing a customer’s name only once in a table about customers versus storing it repeatedly (and potentially inconsistently) in a table that contains order data.
• Efficiency – Recording data in only one place results in less disk space used. Additionally, smaller tables tend to provide data more quickly than larger tables. Finally, not using separate tables for separate subjects will introduce null values (the absence of data) and redundancy into the tables, both of which can waste space and impede performance
• Comprehensibility – The design of a database is easier to understand if the subjects are properly separated into tables.
In relational database terms, a relationship is a situation where multiple tables can contain related data that is linked by a common field. A relationship consists of a parent table and a child table. The child table references the parent table by having a field that matches a field in the parent table. The child’s field is the foreign key, whereas the parent’s field is the primary key. In a relationship, any data entered into the child’s foreign key field must match a value from the parent’s primary key field. By ensuring that the foreign key’s data matches data in the primary key, Access ensures that all records in the child table will have an associated record in the parent table. There are three types of relationships:
• One-to-One – A row in table A can have only one matching row in table B, and vice versa. i.e. A baseball player can have only one Jersey Number.
• One-to-Many – A row in table A can have many matching rows in table B, but a row in table B can have only one matching row in table A. i.e. A baseball player can have many games played.
• Many-to-Many – A row in table A can have many matching rows in table B, and vice versa. This is achieved through the use of a third table (commonly called a junction table) that contains lookup data for both tables. Multiple players can play multiple games.
Determining the relationships between tables helps ensure that the right tables and columns exist. When a one-to-one or one-to-many relationship exists, the tables involved need to share a common column or columns. When a many-to-many relationship exists, a third table is needed to represent the relationship. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/06%3A_Access_Chapter_1_-_Database_Basics/6.05%3A_Primary_and_Foreign_Keys.txt |
Entering records directly into Datasheet View is probably the most intuitive way to enter data into a database. In Access, this is common because many Access databases are considered single-user databases. With multi-users databases, data integrity policies would discourage most users from having editing rights directly to the tables. Therefore, in these databases, the more common method for entering and editing records in a database would be via a form. Nonetheless, entering records directly into Datasheet View has some advantages, including:
•
• Users can look at their data in columns and rows in a datasheet without using any special formatting.
• When a user opens a table in Datasheet View it resembles an Microsoft Excel worksheet, and the user can paste or add data in one or multiple fields. Data can be copy and pasted from a Word table or Excel worksheet into Access.
• Printing a table’s datasheet in Portrait or Landscape orientation. Use Print Preview to change the orientation and margins before printing. Output can also be sent to a PDF file.
• Users don’t need to explicitly save their data. Access commits user’s changes in the table when they move their cursor in the same row towards a new field, or if they move their cursor towards another row.
• Sorting and filtering data is very similar to Microsoft Excel.
Access allows users to sort data in Datasheet View one iteration at a time in either Ascending or Descending order. Ascending order is also referred to as alphabetical order when the sort is based on a text field, chronological order when the field is a date/time data type or numerical order when the data type of the field is Number. Sorting a datasheet does not affect the order that the records are displayed in a form.
Displaying records based on specified criteria is called filtering. When a filter is applied, records that do not meet the specified criteria are hidden from view until the filter is removed. To filter records based on the data in a field, click in the field to base the filter on and then click on the Filter button on the ribbon or click the drop-down triangle to display a menu similar to the graphic below.
To remove a filter, clear the check boxes, and click OK or click the Filter button again or click the Advanced button on the ribbon and choose Clear All Filters.
Most databases contains hundreds, if not thousands, of records. Therefore, when a table becomes so large that the records and data do not fit in the datasheet window without scrolling, the Find feature becomes very practical.
In Datasheet view, use the Find command, from the Home tab, to quickly locate specific records using all or part of a field value entered in the Find What: field. If in the States table above, if the user entered the value North in the Find What field, Access would find two records for North Carolina and North Dakota, but only if the Match: value was changed from Whole Field to Any Part of Field or Start of Field. Using wildcard characters can be extremely helpful if the user does not know the exact spelling of the value they are looking for.
A wildcard character can replace a single character or multiple characters, which can be both text and numbers. Clicking the Replace tab will allow the user to replace the data in the Find What: field with the data entered in the Replace With: field. This could be very useful when updating name changes, such as when Kentucky Fried Chicken changed their name to KFC in 1991. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/06%3A_Access_Chapter_1_-_Database_Basics/6.07%3A_Entering_and_Editing_Records.txt |
A form is a database object that offers an alternative interface to a table beyond the Datasheet view of the table. Forms can improve data entry proficiency by rearranging the order and tab sequence of fields within a table. Forms can also be designed to hide certain fields from appearing. For example, a credit limit or credit card number field might only be accessible from the table Datasheet view to limit the access to sensitive data from users who do not have rights to view or edit tables. In Access, users have the option of creating a blank form from scratch, using the Form Wizard, or having Access automatically create a form from a table or query.
A basic form can be easily created by using the Form tool. Simply select the table (or query) in the Navigation Pane that the form should be based off of, and then click Create > Form (from the Forms group). all the fields from the underlying data source are placed on the form. If Access finds a single table that has a one-to-many relationship with the table or query that you used to create the form, Access adds a datasheet to the form that is based on the related table or query.
A split form can be created by clicking More Forms from Create tab, and then choosing Split Form. A split form displays two views of the data simultaneously — a Form view and a Datasheet view. Working with split forms provides the benefits of both kinds of forms in a single form. For example, a user can use the datasheet portion of the form to quickly locate a record, and then use the form portion to view or edit the record.
To be more selective about what fields appear on your form, use the Form Wizard. This multi-step process allows the user to define how the data is grouped and sorted, and in some instances, fields from multiple tables/queries can be added to the same form. Once a form is created, use the different views to modify the forms design or populate the forms with data. Forms have three views:
• Form view – shows the data in the form. This is the view to use to enter or change data. Record controls at the bottom of the form are used to display specific records and add a new record (the right arrow with the yellow star). The form’s design properties cannot be changed in this view.
• Layout view – shows the form and the data in a visual layout. This is the view that opens when a form is initially created. Some of the form design properties, such as field fonts and column widths, can be changed in this view. However, the data cannot be changed in this view. Notice the Form Layout Tools contextual tabs!
• Design view – shows the form design, but not the data. Any aspect of the form’s design can be changed in this view, but the data cannot be changed. The Design, Arrange and Format contextual tabs appear for this view too. The Design tab allows the user to modify the color, fonts or theme of the form. A logo, title and/or date/time field can also be added to the form. Form controls (buttons, text boxes, combo boxes, etc) can also be added. The Arrange tab is used for modifying the order and position of the fields on the form. The Format tab allows the user to modify the style of the form including the fonts and a background image can be added.
A user can switch between views as often as desired while customizing the form. Switching views can be done by using the View button on the Ribbon, or the three icons at the bottom right of the Access window.
Note
If a field in a table has been modified after the form is created, the existing form does not automatically update. The form can be modified, but sometimes it is easier to delete the existing form and recreate it based off of the new table settings. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/06%3A_Access_Chapter_1_-_Database_Basics/6.08%3A_Creating_Forms.txt |
Learning Objectives
• Query Basics
• Types of Queries
• Sorting Queries
• Access Reports
07: Access II - Retrieving Information From a Database
Queries are far more powerful than the simple searches or filters that might be used to find data within a table. This is because queries can draw their information from multiple tables. The real power of a relational database, like Access, lies in its ability to quickly and easily retrieve and analyze data by running a query. Access queries allow users to pull information from one or more tables based on a set of search conditions the user defines. A common synonym for the word query is: question or inquiry. Queries essentially ask questions of databases. Queries do not store data. Therefore, a major benefit of queries is the ability to save a query to be re-ran at a later time after table data has been updated. This eliminates the need spend time recreating all of the fields and criteria desired to answer a popular question, such as a customer calling frequently to check on their latest account balance.
Queries can be something simple, like list all names in a table, or something a little more complex, like list all products that are priced over certain amount. A query can be very simple or very complex, depending on the user’s requirements. As tables grow in size they can have hundreds of thousands of records, which makes it impossible for the user to pick out specific records from that table without a query. The tricky part about queries is that one must understand how to construct one before one can actually use them.
When a query is ran, the results are presented in a table, but when a query is designed a different view is used. This is called Query Design View, and it lets users see how the query is put together. While the Simply Query Design Wizard can be used to display fields from one or more tables or queries with the option to choose a detailed or summary report, the wizard is limited by its inability to select data criteria. This is why most Access queries are created in Query Design View, as this allows for far more complexity to be added to create complex simple to complex queries.
After clicking the Query Design button on the Create tab, the Query Design View opens and by default the Show Table dialog window appears with a list of available tables and queries that can be added to build the query. Select one or more tables that contain the data desired to produce the answers to the potential questions. However, only add tables that contain fields that you intend to add to the query design. Tables added to the query design that do not have fields in the query grid can skew the query results. The exception to this rule is if the table is needed to join two or more other tables that are part of the query design. After the Show Table window is closed, it can be re-opened by clicking the Show Table button in the Design contextual tab.
The next step to creating a query is to add the fields from the tables/queries into the query design grid (at the bottom of the window). Fields can be added by double-clicking the fields from the tables in the Object Relationship pane. A user can also drag a field from the table to the grid. A field can also be selected from the Field drop-down list in each column of the query design grid. If the fields are added in the wrong order, the column can be deleted or moved by clicking the top of the column and dragging the field to the appropriate location. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/07%3A_Access_II_-_Retrieving_Information_From_a_Database/7.01%3A_Query_Basics.txt |
Numerous queries from simple to complex can be created. A few of the more popular queries include:
• Single-Table Select query
• Multiple-Table Select query
• Range query
• Complex query
• Totals query
• Action query
• Parameter query
• Crosstab query
The simplest query is a Single-Table select query. A single-table query is based on only one table. It is essentially the same as an advanced filter applied to a table. To create a query in Design View follow these steps:
1. Add the data source(s). This can include table(s) and/or queries from the Show Table dialog window. For a single-table query, only one table will be selected.
2. Join related data sources: Access does not automatically create joins between queries and tables that are not related. If Access does not create joins when data sources are added, joins should be created manually. Data sources that are not joined to any other data source can cause problems with the query results. To add a join, drag a field from one data source to a corresponding field on another data source. Access displays a line between the two fields to show that a join has been created. Note: the graphic below is NOT an example of a Single-Table query. A Single-Table query would only have one table, so a join would not be applicable.
1. Add output fields – Double-click or add a field from a data source in the upper pane of the query design window down to the Field row of the design grid, in the bottom pane of the query design window. To quickly add all fields down to the Field row of the query design grid, double-click the table or query name from the upper pane to highlight all the fields in that source and then drag them all down to the design grid at the same time. Alternatively, double-click the asterisk in the table.
2. Specify criteria – (Optional) Use the Criteria: and/or Or: rows in the grid to limit the records that the query returns based on whether data from the fields meet the specific criteria. Non-Select queries utilize this row extensively.
3. Execute (Run) the query – To see the results of the query, click the Run button on the Query Tools Design tab. Access will display the query results in Datasheet view. To make additional changes to the query, click the View button to return the Query Design View to make necessary edits before re-running the query. If the query is complete, click the Save command in the Quick Access toolbar. When prompted to name it, type a descriptive name and click OK. The new query should now appear in the Navigation Pane in the Queries object group.
As previously stated, a relational database must have multiple tables. Therefore, Multiple-Table Select queries are far more common than Single-Table queries. The key to these queries is adding tables or queries that are related through joins via a common field. This may require a little planning before composing at the computer. Determine what information is needed for output, and then pinpoint which tables contain the fields needed to produce the information. Further analysis may reveal that criteria might be needed to streamline the results. The query in the previous graphic uses fields from four related tables.
A select query with criteria that matches a range of values is called a range query. This type of query relies on relational operators to restrict the query results. When a range query compares text, alphabetical order is used to determine which data matches the criteria. For example, to return all used vehicles less than \$10,000 from a database of used vehicles, the criteria would be < 10000. Note the lack of a dollar symbol or comma delimiter? Adding a \$ in front a number would change the datatype from a Number to a Text data type. Another example using the States table that tries to return results that do not include North Dakota results would use a criteria such as <> “ND”. Using the quotation marks indicates that the criteria is of the Text data type.
A complex query is any query that uses criteria in multiple fields. Criteria can include relational operators as well as logical operators. If criteria exists in the same row, the And operator is implied. The Or operator can be used in the Criteria row or using the Or: row below the Criteria: row.
Complex queries often utilize wildcard characters to add additional complexity. Complex queries sometimes include the same field twice to accommodate additional criteria. In these situations, the Show checkbox is often cleared to prevent the field from display twice in the query results. The graphic above illustrates a query that includes AND and OR criteria, as well as wildcard characters. The results should produce a list of music CDs that include any Classic Rock CDs and any Country CDs from Artists that include the name “Brooks” in any combination. This would include an Garth Brooks CDs as well as any Brooks and Dunn CDs.
There are times when setting simple criteria won’t generate the desired results , especially when working with numerical values. The objective may be to see the query results grouped or counted in some way. A Totals query uses a type of function called an aggregate function to sum the data in a query result set. Aggregate functions perform a calculation on a column of data and return a single value. Access provides a variety of aggregate functions, including SumCountAvg (for computing averages), Min and Max. To sum data, add the Sum function to the query, to count data use the Count function, and so on. The following example will illustrate how many of various bakery menu items have been ordered. The query datasheet results at right display the quantity of various cakes ordered on separate order transactions.
Creating a Total query will group all identical menu items from separate orders, and then by using the Sum function, Access will add values in the Quantity field to calculate the total number ordered for each menu item. To create the Total query, the first step is to click the Totals button from the Show/Hide group of the Query Tools Design tab. This will add a Total: row to the query design grid.
The default values in the row are set to Group By. Clicking the drop-down arrow in the Quantity column of the Total: row, and selecting Sum will accumulate (add) the quantities of products ordered. Executing the query by clicking the Run button will display the results in the query’s datasheet view as shown above. Note the Quantity field name changes to SumOfQuantity.
In Access, queries can do a lot more than just displaying data. Through the use of assorted Action queries, Access can perform various actions on the database data. Microsoft Access provides 4 different types of Action Queries:
• Append – Retrieves data from one or more tables and adds the data to another table.
• Update – modifies or updates records. Criteria can be specified to limit which records are updated, but if no criteria is specified, all records will be updated.
• Delete – useful for quickly deleting a set of data on a regular basis.
• Make-table – retrieves data from one or more tables, and then loads the result set into a new table. That new table can reside in the database currently open, or a new database can be created.
Action queries change data based on some set of criteria. Action queries can delete records, update data, append data from one or more tables to another table, and make a new table. Users must be cautious because once the query is executed, the data is changed and cannot be undone. Experts advise to make a backup of the database before proceeding with significant action queries.
parameter query retrieves information in an interactive manner by prompting the end user to supply criteria before the query is run. If a particular query is used often but modified slightly, a parameter query may be more efficient. When the query is run, the user is first prompted to enter a parameter (or multiple parameters). Once the parameter has been supplied, the query can return the results, based on the parameter provided. The key to creating parameter criteria is to enter the parameter prompt inside square brackets, such as: [What’s your favorite color?]. The square brackets will cause a parameter dialog box to open when the user runs the query. The text inside the square brackets will be displayed to the user, and an input field will be displayed for their input. If the user enters purple in the prompt, all records in table that store the data: purple will be returned as the query results.
In the example to the right, parameter criteria is entered in the Genre field’s Criteria cell.
When the query is executed, Access will display the following prompt: If the user were to enter the data: Pop in the prompt, the following results would be displayed the query datasheet view. (the data entered into the prompt is not case-sensitive)
crosstab query is a special type of query that calculates a sum, average, or other aggregate function, and then groups the results by two sets of values — one down the left side (row headings) of the datasheet and the other across the top (column headings)- much like an Excel spreadsheet. When building a crosstab query in Design view, use the Total and Crosstab rows in the design grid to specify which field’s values will become column headings, which fields’ values will become row headings, and which field’s values to sum, average, count, or otherwise calculate.
In the following example, the Music database will calculate a Count on the number of CDs are possessed by Artist – using the Row Headings and by Genre – using the Column Headings. The Title field will serve as Value field. The data source is an existing query named Classic Rock CDs, which provides the fields necessary to create the cross-tab query. After executing the query the datasheet results appear similar to:
A crosstab query does not always populate all of the fields in the result set because the tables used in the query do not always contain values for every possible data point. It is possible to enter an expression in the Criteria row to limit the results for the column heading field. However, using a criteria expression with the column heading field does not limit the number of columns returned by the crosstab query. Instead, it limits which columns contain data. For example, suppose you have a column heading field that has three possible values: red, yellow, and blue. If you apply the criterion =’blue’ to the column heading field, the crosstab still displays a column for red and a column for yellow, but only the column for blue contains data. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/07%3A_Access_II_-_Retrieving_Information_From_a_Database/7.02%3A_Types_of_Queries.txt |
Sorting in Access is the process of rearranging records in a specific order. Sorting data can create a significant impact on the usability of Access queries and reports. Sorting can occur before or after executing a query. In the datasheet view, a query can be sorted after running the query by using the Sort Ascending and Sort Descending buttons in the Sort & Filter group of the Home tab.
To create more complex sorting criteria, use the Query Design window to create multi-field sorts.
Multi-field sorting requires the use of primary, secondary and potentially, tertiary sorting fields. Using Access’ Query Design View, fields can be arranged in any order to accommodate the desired order. It is important to comply with the sorting rules inherent with the various data types of each field (see table to the left). Access will sort the fields in the Query Design from left to right. However, this can by manipulated by adding duplicate fields to the grid, specifically for sorting purposes. The key to this strategy is to utilize the Show checkbox for these sort-only fields. Clearing the Show checkbox will prevent these fields from displaying the Datasheet results, but their sorting mission will still be accomplished! Using Query Design also affords the ability to sort one field in Ascending order and another in Descending order in the same sort process.
In the example below, the goal is to sort the records primarily by Last Name. However, some records might share the same Last Name. Therefore, if there are duplicates, the First Name field will serve as the secondary sort criteria. Furthermore, it is desired that the results set display the records with the First Name field to the left of the Last Name field. This necessitates the use of a duplicate First Name field that will only be used for sorting purposes. Also notice that the Show checkbox is cleared for this duplicate field, so as not to confuse the layout of the results set. Hiding a field, by clearing the Show checkbox. can also be used for applying Criteria restrictions on a field that is not desired to be displayed in the results set, but is needed to narrow the results. This is popular with the sensitive data, like Salary or Credit Limits.
7.04: Access Reports
Utilizing Access to analyze data results in lots of information. This Information needs to be shared – often will people who do not, or should not, have rights to utilize the Access database. Access reports organize and present data in a reader-friendly, visually appealing format by using data from any queries or tables in the database. The tables or queries that provide the underlying data are also known as the report’s record source. A report is a database object that comes in handy when you want to present the information in your database for any of the following uses:
• Display or distribute a summary of data.
• Archive historical information.
• Provide details about individual records.
• Create labels.
There are four different report views in Access. Two are essentially print views and the other two are report building views. As with all other Access objects, you can toggle the view using the buttons at the bottom right of the screen, or by using the View button on the Ribbon. The four views include:
• Report view – shows how a report would appear with dummy data using a continuous page layout.
• Print Preview – allows users to see what the report will look like when printed. This view can be used to change the page layout, including the report orientation.
• Layout view – allows users to edit the report design while it contains live data. Considered the most intuitive view to use for report modification, this view can be used for nearly all potential changes to a report in Access.
• Design view – allows users to view and change any aspect of the report structure, but not the data. This view displays any expressions that are used to generate content, and displays the header and footer bands for the report, page, and groups.. This is the preferred view for adding controls to the report, such as labels, images, lines and rectangles.
The design of a report is divided into sections that can be modified in the Design view. Reports created by using the Report button are plain and simple, and have several sections, as detailed in the table to the right. More complex reports created using the Report Wizard can also have multiple group header and group footer sections to print grouping details and summary information.
Reports can be designed and formatted in a similar way to forms. When you create a report, four new tabs appear in the Report Layout Tools section of the Ribbon specifically for working with reports.
• Design: Group and sort elements in the report, add text and links, insert page numbers, and modify the sheet’s properties.
• Arrange: Adjust the table to be stacked, tabular, etc.; move rows and columns up an down or left and right; merge and split columns and rows; control the margins and bring elements to the “front” or “back” in a layering format.
• Format: Includes regular word processor formatting tools like bold, italic, underline, text and background color, number and date formatting, conditional formatting, etc.
• Page Setup: Allows adjusting of the page’s overall size and toggling between landscape and portrait.
Another popular approach to creating reports is to use the Access Report Wizard. The Report Wizard provides more flexibility than by simply using the Report button. The Report Wizard guides users through a series of questions and then generates a report based on these answers. Users can choose the tables and fields, group the data, sort the data, summarize the data, choose a layout and orientation, apply a style, and title the report. Grouping data puts all of the values in a field into a group based on the field’s value. By using the Report Wizard, users can create up to four sort levels. If the data has been grouped, the option exists to summarize the data by displaying the sum, average, and minimum or maximum value for each numeric field. Choose to have the report display just the summary data or each detail line and the summary data. Note: Users can also add grouping, sorting, or totals by using the Group, Sort, and Total pane while the report is open in Layout view or Design view.
To print a report, right-click the report in the Navigation Pane and choose Print Preview from the shortcut menu. Print Preview command options include:
• Print the report
• Adjust page size, margins or orientation
• Zoom in or out, or view multiple pages at a time
• Refresh the data on the report
• Export the report to another file format.
To save paper, or to send a print job to a professional printer, or send the report via e-mail, you can create a .pdf or xps format of your report: On the Print Preview tab, in the Data group, click PDF or XPS. Reports can be saved as an object in the Navigation Pane, and at later date, updated and re-printed. Unlike Access queries, the page settings are maintained in Access reports when saved. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/07%3A_Access_II_-_Retrieving_Information_From_a_Database/7.03%3A_Sorting_Queries.txt |
Learning Objectives
• Planning a presentation
• Adding and deleting slides
• Adding slide text versus slide notes
• Creating bulleted and numbered lists
• Comparing presentation views
• Utilizing tables and charts
• Inserting and modifying graphics
• Creating a photo album
• Inserting and modifying shapes
• Utilizing WordArt
• Inserting SmartArt
• Inserting slide and handout footers
• Apply design themes
• Formatting the slide background
• Replacing text and fonts
• Printing a presentation
08: PowerPoint Chapter 1 - Creating Presentations
Microsoft PowerPoint is a presentation software program used to organize and present information to others. PowerPoint is a popular presentation aid that utilizes visual and stimulating elements to accompany a presenter’s communication through slides and multimedia tools. Planning a presentation necessitates defining the purpose of the presentation, identifying the target audience for the presentation, and deciding the type of output for the information.
The purpose of the presentation can generally be categorized into either of two general areas. The most common purpose for a presentation is to inform an audience by providing facts and figures. Informational presentations often include slides with tables, charts, graphics and text. Classroom lectures that utilize PowerPoint are typically information-type presentations. A secondary purpose of presentations is to persuade or sell the audience on an idea. Sales and political speeches fall into this category of persuasive presentations. Style is almost as significant as content for persuasive presentations. Therefore, design themes are important considerations for this type of presentation.
Another important consideration when planning a presentation is to determine the audience, including the venue in which the presentation will occur. The characteristics of the audience will help distinguish the type of vocabulary, font size, and design themes that would be appropriate. An audience of colleagues will allow more flexibility versus a group of customers, in terms of language and content. Understanding who the audience is, and why they are there can really influence the design and content of a presentation. The venue also influences the design of a presentation. A large room will require larger fonts and louder audio for the presentation to be understood by the audience. Conversely, a smaller room make necessitate a softer design. The presenter should also take time to ensure that the venue has ample and compatible audio-visual equipment (projector, cables, screen, speakers, etc.) to successfully run the presentation.
Get to know the elements of the Microsoft PowerPoint window! Note the similarities to Word and Excel!
• The Quick Access toolbar contains one-click buttons for saving, undoing, redoing, and print previewing a presentation. You can easily modify this toolbar to add your most frequently used commands. Just click the down-arrow on the right edge to customize this toolbar!
• The title bar displays the name of current presentation, and the program. A new presentation will default with a temporary file name, such as Presentation1 until you save the file with a different name. The Minimize, Maximize and Exit buttons appear on the right edge of the title bar.
• The Tell Me tool is a new way to get assistance with specific tasks in PowerPoint. When the user starts typing, PowerPoint suggests commands that are related to your keyword(s). The tool is context sensitive, and integrated into your current presentation versus opening a separate window. Therefore, if you type insert picture into the field, and click the resulting command, PowerPoint will open the Insert Picture dialog window without explaining the navigation instructions.
• The Ribbon interface is a set of toolbars at the top of the window in Office programs designed to help you quickly find the commands that you need to complete a task. The ribbon displays a combination of icons and tabs. Commands are grouped under multiple tabs. Some commands are so extensive that they need additional windows to display their entire functionality. The dialog box launcher icon will open these windows. Contextual tabs will appear only when the user needs them, such as when a picture is selected, or a table is inserted. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.01%3A_Planning_a_Presentation.txt |
New slides can easily be added to a presentation by clicking the bottom half of the New Slide button in the Slides group of the Home tab. If the top half of the New Slide button is clicked, the default slide layout (Title and Content) will be inserted into the presentation. By clicking the bottom half of the button, a gallery of several different slide layouts will appear.
The type of content the user intends to add will dictate which slide layout is selected. Most slide layouts include one or more placeholder to guide the user where to add content. Placeholders can contain different types of content, including text, graphics, tables, charts, and videos. Placeholders can be resized, reformatted or deleted. The most common slide layout (Title and Content) has two placeholders. The user simply needs to place the cursor inside the placeholder and begin typing to add text, or click an icon to add an object. PowerPoint automatically sizes the text as it is typed to fit within the placeholder.
The AutoFit icon is displayed next to a placeholder when more text than can fit is typed.
The alignment, font, size, and other formats can be applied to the selected text in a placeholder by using the Mini toolbar or the Home tab. A layout can be changed by clicking the Layout button to the right of the New Slide button, and choose a different layout. To delete a slide, right-click the slide in the thumbnail pane, and choose Delete Slide from the shortcut menu.
8.03: Adding Slide Text vs. Slide Notes
While text can be added to slides via placeholders in various slide layouts, text can be added directly to the Notes pane to create speaker notes for the presenter of the slide show. Maintaining a minimal number of slides requires that each slide only contain summary text, not details. The details need to be added orally through the presentation speaker. The data in the Notes pane does not appear in Slide Show view. The Notes pane can be opened or closed by clicking the Notes button on the status bar.
8.04: Creating Bulleted and Numbered Lists
The Title and Content slide layout is both the default and the overwhelming most popular slide layout for most slides in a presentation. This the root cause of why so many PowerPoint presentations bore their audiences with mundane amounts of text. The worst offense is when users simply write sentence upon sentence of text, which often gets read to the audience by the presenter. (Not a crowd favorite!) A better approach is to create presentations which utilize bulleted and numbered lists to help organize text, or show sequential processes. Too many slides of the same format can exhaust the audience, so use lists in moderation. However, when used with animation (discussed in the next chapter), lists can really help manage the flow of information by synchronizing the visual elements of the slide show with the verbal accompaniment of the speaker.
As defined in the Word chapters, bulleted lists differentiate from numbered lists in that numbered lists demonstrate sequencing, whereas bulleted lists simply imply that each item is part of an non-ordered group. Bullets and numbers can be formatted using custom symbols and number formats to synchronize with the presentation design.
Bullets and numbers can also be indented to create sub lists. The Paragraph group contains the commands to increase and decrease the indentation of bullets and numbers.
8.05: Comparing Presentation Views
PowerPoint can display its slides in several different views, which can be accessed from the View tab, the Status bar, or the Slide Show tab. Each has its own unique purpose as described in the table below.
PowerPoint offers a variety of views to display content depending on the situation. Some views help create a presentation, while others help deliver a presentation. Choose wisely!
8.06: Utilizing Tables and Charts
The organization of a PowerPoint presentation necessitates that the presentation be concise and meaningful. Tables and charts represent an opportunity to present a lot of data in an organized, structured graphic. Tables can be created and inserted into a slide in a similar process as Word tables. Tables can be inserted from the Insert tab, or by clicking the Table icon from a Content layout placeholder. Two contextual tabs are available for formatting the table, similar to Word. Adding table styles that match the theme of the presentation is desirable. Creating tables through this process is ideal for tables full of text, such as the table in the illustration below. Tables can also be created in Word, and then copy and pasted into PowerPoint. Either way, tables are a great way to consolidate a lot of information into a single slide.
If the table contains a lot numerical data, it might make more sense to create the table in Excel, and paste it into PowerPoint. Data can be edited in PowerPoint using Excel formatting tools. Data can even be linked so that when the Excel file is updated, the PowerPoint slide is also updated. If the data is not linked, it is considered to be an embedded object. Embedded objects become part of the PowerPoint file and, after they are inserted, they are no longer part of the source (Excel) file.
Charts are used to illustrate numerical data, which can help the audience visualize patterns, relationships, or trends in data. The decisions about linking or embedding a table are very similar to the decisions regarding inserting charts. Charts can be created in PowerPoint or Excel, but most are typically already created in Excel and simply need to be pasted into PowerPoint. Then comes the decision about embedding or linking the chart. When a chart is selected on a slide, options on the Chart Tools Design and Format contextual tabs can be used to modify the look of the chart. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.02%3A_Adding_and_Deleting_Slides.txt |
Graphics can be utilized to make a presentation more interesting and informative. If the PowerPoint developer is trying to keep the length of a presentation to ten or fewer slides, keep in mind that many believe that a picture is worth a thousand words! Sometimes graphics can be more informative than words and enhance a presentation by evoking emotion in the audience. PowerPoint graphics typically refer to pictures, and pictures can take the form of digital photographs, clip art, or computer-generated imagery (CGI). Digital photographs are realistic images captured with a digital camera or scanned to a file by a scanner. Clip art images are line-based drawings that are intentionally non-realistic. An example of computer-generated image is a logo, typically produced in a software program such as Adobe Illustrator, or a 3-D graphic, such as an avatar.
Inserting graphics into PowerPoint is very similar to Word. However, in addition to using the Images group options on the Insert tab, users can also insert a graphic via an icon in a content placeholder. Graphics can either be inserted from the user’s own device, or from online sources.
Each type of graphic has its pros and cons. Clip art can be popular because their simplicity results in a compact file size, which can be increased or decreased without distortion. Additionally, the unrealistic nature of these images makes them appropriate for representing sensitive topics that require anonymity. Digital photos are very realistic, which inspire authentic reactions. However, these images result in large files that can be difficult to transfer among devices. Additionally, resizing a digital photo can create undesirable pixilation.
Caution should be used to ensure that graphics are used appropriately by only including images that are relevant to the message being advanced. Graphics usage should also obey applicable copyright laws, especially when downloading images from Internet sources. According the U.S. Copyright Office, a copyright is a form of protection for “original works of authorship”, and is usually identified by the © symbol. Photos and high-quality artwork that has been self-produced are not at odds to copyright infringement, but images downloaded from online sources should be credited, purchased or defined as royalty-free or be accessed through a Creative Commons (CC) license. By default, Microsoft’s Bing Image search engine will only return images licensed under Creative Commons when utilizing the Online Pictures command in PowerPoint.
The robust photo-editing functionality within PowerPoint makes it easy to manipulate the size, location, and look of inserted graphics. After selecting the graphic, sizing handles will appear around the graphic, and the Picture Tools contextual tab will appear to offer a plethora of image formatting features.
Some of the most commonly used picture formatting tools include:
1. Resizing and cropping. The easiest way to resize a graphic is to drag the sizing handles. The corner handles will increase or decrease the image’s size proportionally, whereas the middle or top/bottom handles can distort the image’s size. Specific height and width measurements can be defined in the Size group. Click the launcher to open the Format Picture pane. Clearing the Lock Aspect Ratio checkbox will allow the user to define specific sizes for the height or width without proportionally resizing the other dimension.Cropping an image results in a part of the image being removed. This is useful when an image has a lot of unwanted content that can distract from focusing on a certain aspect of an image. An image can even be cropped to fit into a specific shape. To reduce the file size of the presentation, use the Compress Pictures feature, in the Adjust group, to permanently delete the cropped portion of the image. Clicking Reset in the Format Picture pane or Reset Picture in the Adjust group will return the image to its original size.
2. Corrections and Color adjustments. If an inserted picture is too dark, the Corrections feature allows the user to edit the picture’s brightness and contrast. The picture can be softened or sharpened as well to make the picture blurry or distinct. Color adjustments can also be applied to change the saturation (how vivid the colors are) and tone (the temperature – cool or warm) of a picture. Colored filters can also be overlaid to recolor a picture to fit the presentation’s theme.
1. Picture styles. Applying a picture style or effect from the numerous preset gallery options can visually enhance the way a picture appears. Picture styles make the picture look more stylish by applying a combination of borders, 3-D rotations, shadow effects or frame shapes. After selecting the picture, hover the cursor over any of the gallery choices, and PowerPoint will display a live preview of the style applied to the image. Clicking a selection will apply the picture style settings.
1. Picture effects . Users can enhance a picture by adding effects, such as Shadows, Reflections, Glows, Soft Edges, Bevels or 3-D Rotations. To fine-tune the effect, click Options at the bottom of any effect menu. Multiple effects can be applied to the same picture, such as an outer shadow, an angle bevel and a contrasting right, perspective 3-D rotation.
Practice 5: The Solar System – Part 4
1. Plan your presentation. Your goal is to create a slide show to accompany your presentation regarding the planet Earth. The content will include slides with text, a table and some photos of various continents. The design will be basic. The audience is your fellow classmates.
2. Open the recently edited data file Continents.pptx from your data files.
3. View the presentation in Slide Sorter view, and then revert back to Normal view.
4. In the title slide, add your name to the subtitle placeholder.
5. Insert a new Title and Content slide after the title slide (slide 1). Add the title: Earth’s Continents, and then add seven bullets to the Content placeholder with the text: North America, South America, Europe, Africa, Asia, Australia, Antarctica. Make the title font 54pt.
6. In slide 3 (North America), add an online picture of North America to the content placeholder using the Online Pictures icon.
7. In slide 4 (South America), change the size of the graphic to have a height of 4.5”. Let PowerPoint adjust the width proportionately.
8. In slide 7 (Africa), apply a Brightness +20%, Contrast -20% correction adjustment.
9. In slide 8 (Oceania/Australia), apply a Metal Oval picture style, and a Glow 18pt, blue picture effect, as well as a Perspective: Turned Left, Tilted Up 3-D Rotation picture effect.
1. Add the following speaker not to the Oceania/Australia slide: Talk with an Aussie accent!
2. Change the layout of the Oceania/Australia slide to a Title and Two Content layout. In the new content placeholder, add the following text bullets by referring to the illustration to the right:
3. Save the presentation with the file name My Continents.pptx to your default local folder. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.07%3A_Inserting_and_Modifying_Graphics.txt |
If your presentation’s purpose is more slanted towards entertaining versus educating, then a photo album is a popular feature that might facilitate that entertainment. PowerPoint’s photo album allows users to load a bunch of digital photos into a single file, one photo per slide, formatted consistently, with a variety of formatting options. Photo album is a great tool for creating self-running presentations that display photos from an event or a family memory (graduation, wedding anniversary, funeral, etc.) PowerPoint creates a new presentation file when a user chooses to create a photo album.
To start, take note of where the photos you want for the album are located (preferably on a local device). Then go to the Insert tab and click the Photo Album button. Once the Photo Album window opens, the next step is to insert the pictures from your device by clicking the File/Disk… button. The Insert New Pictures dialog window will appear. The user should then navigate to where the photo files reside on their device, then select multiple picture files (remember to use the Ctrl button to select multiple non-consecutive files) and choose Insert. The selected files will appear in the Pictures in Album scrolling-window in the Photo Album window. The order of the slides can be rearranged in this window or in the main PowerPoint window.
The more important decisions that should be determined before clicking the Create button pertain to the Album Layout and Picture Options. Notice how the Captions below ALL pictures option is disabled? This is due to the Picture layout currently being set to the Fit to Slide option. Choosing any other Picture layout will enable this option. Captions are a great way to add accompanying text to each slide in the album and provide explanation for the photos when no presenter is present. If this feature is skipped and needs reversing, choose the Insert tab, click the Photo Album drop down arrow, and select Edit Photo Album. The picture layout, frame shape, theme and picture options can all be redefined, and pictures can be added or deleted as well. The Insert Text Box is an alternative way to add manually add text to a separate slide versus the captions, which defaults with the operating system’s file name as the slide caption. This data can be edited for each slide via the normal PowerPoint view. Photo albums can become even more entertaining when additional (yet to be explained) functionality is added. However, these features, which demand a lot of creative attention, can become very time-consuming! The Photo Album feature was designed to work with the Windows operating system. Therefore, this feature is not available for Mac users.
8.09: Inserting and Modifying Shapes
Many different types of shapes can be inserted into a PowerPoint slide to help illustrate concepts and draw attention. Want to emphasize a certain focal point on a slide? Draw an arrow and add a custom format! The basic shapes are found in the Drawing group of the Home tab, but more extensive selections exist from the Shapes drop-down list from the Insert tab. Shape categories include lines, geometric figures, arrows, stars, callouts, and banners. Once a shape is selected from the gallery, a cross-hair pointer allows the user to draw the shape on a slide. Shapes can be filled, stacked, aligned, grouped and merged using advanced formatting.
Many aspects of each shape can be further modified, including its line gradient, line color, fill color, weight, outline, shadow and other 3-D effects. Similar to other graphics, like clip art or a photo, a shape can be resized, relocated and reset to complement the design of the presentation. Text can be added to further annotate a shape and explain a concept. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.08%3A_Creating_a_Photo_Album.txt |
Keeping the audience’s attention requires using non-standard text in order to maintain interest in the presentation. Strong visual elements help hold the audience’s attention. As discussed in the Word chapters, WordArt is a feature that applies decorative text styles and text effects to any text object in order to attract the audience’s attention. Features such as shadows, outlines, colors, glows, bevels, gradients, and 3-D effects can convert ordinary text into something extraordinary! The easiest way to utilize WordArt is to select an existing text object, then from the Drawing Tools contextual Format tab, click a predefined WordArt style from the gallery of choices. Clicking the More drop-down arrow will expand the gallery. After selecting a style, the text will appear in the selected style, and can be further customized by choosing text fill, outline or effect options.
WordArt is a great replacement for title text. Notice the difference between the two titles with normal text versus WordArt with text fill color, and a transform 3-D text effect.
8.11: Inserting SmartArt
Like WordArt, SmartArt is a cross-application feature that adds appeal, design and intrigue to an Office file. A SmartArt graphic is a professional-quality diagram that visually illustrates text using a variety of shapes. Like WordArt, a SmartArt graphic can be created from scratch or text can be converted with a few simple clicks. Converting a bulleted list to a SmartArt list is very easy! To create a SmartArt diagram from scratch, click the icon on the Insert tab. A gallery of graphics will appear.
Users can choose from among many different layouts to effectively communicate a complex concept. Categories range from process and cycle diagrams to list and relationship graphics. Choosing the appropriate graphic is key, because some of these diagrams are complex, and therefore, can be more confusing than informative. Other considerations when choosing to use a SmartArt graphic include the amount of text that will be included with the shapes versus the amount of legible space available on a slide. Too many shapes can easily overcrowd a slide to the point that it is illegible. Users can quickly and easily switch layouts, so try different layouts (across types) until you find the one that best illustrates your message.
After selecting a SmartArt graphic, the diagram will replace the content placeholder of the slide. New [Text] placeholders will appear to allow the user to customize the diagram. Alternatively, a Text pane should appear to the left of the graphic to ease the insertion of text. If the pane does not automatically appear, click the arrow control on the left size of the SmartArt graphic.
After adding text, and possibly photos, additional formatting is available from the SmartArt Tools contextual Design and Format tabs. The Change Colors and SmartArt Styles options offer radical format changes. A SmartArt style is a preset combination of numerous effects, such as line style, bevel, or 3-D, which can be applied to a SmartArt graphic to create a unique and professional design.
To create a SmartArt graphic from existing text on a slide, place the cursor inside the text, click the Convert button from the SmartArt Tools Design tab, and then choose the Convert to Text option. This is a great way to liven up basic bulleted lists to eye-popping information! | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.10%3A_Utilizing_WordArt.txt |
Slide footers represent another way to further customize the look of the presentation. Slide footers are typically displayed at the bottom of the slide, depending on the presentation’s theme. Several fields are available to be added to each slide, including the date, a slide number or a customizable text field. A combination of these fields can be included or excluded. From the Insert tab, choose the Header & Footer option from the Text group to open the Header and Footer window.
Two options that often get overlooked are the Don’t show on title slide checkbox, and the Apply versus Apply to All buttons. The Don’t show on title slide option is usually selected to prevent the footer from appearing the title slide. To assign the footer options to the current slide, choose the Apply button. Alternatively, the Apply to All button assigns the footer options to all slides, except the title (if the Don’t show on title slide checkbox is marked).
Slide footers are different than handout footers. Both can exist in the same presentation, but each has their own uses. While the slide footers appear on screen during slide shows, the Notes and Handout footer is designed for hard copy printouts. Similar fields are available as the Slide Footer, although the Header text box represents a new option, and only the Apply to All button exists, since the header and/or footer will appear on all pages of the handouts/notes pages.
The Header and Footer fields often contain data like company or author names, copyright notices, and keywords like Confidential, Sample, Draft, etc.
To delete any header and footer information from the Notes and Handouts printouts, open the Header & Footer window, click the Notes and Handouts icon, and clear all fields and checkboxes before clicking the Apply to All button.
8.13: Apply Design Themes
The most significant way to add visual impact to a PowerPoint presentation is to apply a design theme. A design theme is a named combination of formats that comprise of colors, fonts, backgrounds, and other effects. Themes exist throughout Microsoft Office so that files created in one application tie together with files created in other Office applications. While the default Office theme is plain and boring, users can choose from a gallery of other themes to give the presentation a new look and feel. To change the theme, select a theme from the Themes group on the Design tab. More themes are available by clicking the More button.
Hover over a theme thumbnail to see the theme name. It’s also easy to quickly change the look and feel of a theme by using variants in PowerPoint. Each theme has its own Variants that apply some predefined color and effect variations. Variants appear to the right of the themes in the Design tab. Variants can be further customized by clicking the More button to modify the theme colors, fonts, effects or background styles. To further customize a design theme, it is easy to apply a new variant while everything else about the theme remains the same.
Many organizations have a standard, recognizable theme that should be consistently used to follow the organization’s branding standards. While a theme can be applied to individual slides, it is advisable to apply one theme to an entire presentation, which creates a uniform, professional look. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.12%3A_Inserting_Slide_and_Handout_Footers.txt |
While each design theme has its own background colors, patterns or images, every slide in a PowerPoint presentation can modify a background by changing colors, gradient fills, or adding/subtracting graphics. The background is the area behind the text and graphics on a slide.
To customize the presentation’s background, click the Format Background button in the Customize group of the Design tab. The Format Background pane will appear to the right of the slide pane. When choosing a different color or gradient fill for the slide background, consider ensuring that a proper contrast between the font colors and the background make the presentation easy to read for your projected audience. A dark background might be appropriate with good lighting, but a dark room might necessitate using a light background color. The Transparency slide bar can mute the color by increasing the transparency percentage. A graphic can be inserted and strategically located to the side of the content placeholder by adjusting the Offset percentages.
After defining all background settings, click the Apply to All button to update all slides with the new background. The slide illustrated below has the Facet theme with a custom background and a graphic offset to appear to the left of the content placeholder.
8.15: Replacing Text and Fonts
Popular presentations that get used over extended periods of time often need updating due to product, personnel or company name changes. This is particularly the case in technology companies. Instead of relying on manual editing to find specific words that need to be changed, the Find or the Find & Replace features can be much more accurate to accomplish the same goal.
In the Editing group of the Home tab, click the Replace drop-down list, and choose Replace … to open the Replace window. Use the Find what: and Replace with: fields to update the presentation by replacing certain text with new text. Exact case settings can be required to ensure words like Mark versus mark are not replaced inadvertently.
Sometimes a new design requires that a font be changed throughout the entire presentation. Changing fonts throughout a presentation is very similar to changing certain text throughout a document or throughout a presentation. In the Editing group of the Home tab, click the Replace drop-down list, and choose Replace Fonts… to open the Replace Font window. In the Replace: drop-down list, choose the existing font that needs to be replaced, and then in the With: drop-down list, select the new font that should appear instead.
8.16: Printing a Presentation
A hard copy of a presentation may be printed for a variety of reasons. A copy might be printed to provide an editor to review and edit. A second reason might be to generate speaker notes for the presenter. A third reason might be to produce handouts for audience members. Whichever reason is chosen, previewing the printout in Print Preview can resolve a lot of unforeseen issues before wasting a lot of time, paper and ink/toner.
It is recommended to add the Print Preview icon to the Quick Access Toolbar to make it easy to review the presentation’s accuracy and organization.
The most common reason to print a PowerPoint file is to produce handouts, but this objective demands further consideration. How will the audience use the handouts? Will they use them as a reference, or will they be used to take notes? The answer to this decision will affect the first option under the Slides setting. The default is Full Page Slides, which is rarely the preferred selection since each slide is printed on its own sheet. Notes Pages should be the option if the intent is to generate speaker notes. The Outline option will print the presentation in outline format which prints text, but no graphics, tables or photos. This option is popular if saving paper is a goal. The nine different Handouts options offer various numbers of thumbnail versions of each slide per sheet of paper. Three slides is appropriate if it is desired to give the audience room to take notes, whereas six slides is suitable if the goal is simply to provide reference materials. Once the print options have been selected, click Print or the Print icon to print the presentation.
Practice 6: The Solar System – Part 5
1. Download the Planets.zip file from the Course Data Files. Extract the files to a location on your device where you save files for this course.
2. Open a new, blank presentation in PowerPoint.
3. Insert a new photo album using the eight photos unzipped from step 1. Choose the 1 picture, Picture layout. Include captions below all pictures.
4. Apply the Celestial theme, along with the blue variant.
5. Change the title text to Our Planets, then change the text to WordArt with the Lime, Accent color 1 Pattern fill.
6. Insert a slide footer with M State – 2018 on all slides except the title slide. Include a handout footer with your name.
7. Capture a screenshot of Print Preview displaying handouts, 2 Slides per page in full color.
8. Compare your results with the screenshot below. Cancel the printing and save the file as Our Planets.pptx. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/08%3A_PowerPoint_Chapter_1_-_Creating_Presentations/8.14%3A_Formatting_the_Slide_Background.txt |
Learning Objectives
• Adding slide transitions
• Apply animations to slide content
• Adding and modifying audio
• Adding and modifying video
• Inserting and modifying hyperlinks
• Utilizing templates and slide masters
• Employing proofing tools
• Saving files in alternative file formats
09: PowerPoint Chapter 2 - Enhancing Presentations
No one wants to watch a PowerPoint presentation that is neither interesting or entertaining. Without certain design elements, many audience members will consider PowerPoint to be boring. In fact, some audiences sarcastically suffer “Death by PowerPoint” when the presenter and presentation are not stimulating. Don’t be like Dwight Schrute of “The Office”, and start a fake fire to get your co-workers’ attention, because you don’t know how to create a great PowerPoint presentation! One way to add appeal to your presentation is to use multimedia elements.
Motion and multimedia can evoke emotion in the audience, and can be applied in a variety of ways. Slide transitions are the visual and audio effects that occur when the presentation moves from one slide to the next while in slide show view. By default, no transitions exist in a newly created presentation. However, applying transitions can be easy and effective.
Users can control the speed, add sound, and customize the properties of transition effects. When used effectively, transitions can add a professional feel to a presentation. However, inconsistent and inappropriate transitions can distract from the purpose of the presentation, so careful consideration should be taken to ensure that a transition effect complements the goals of the presentation. While transitions can be applied to individual slides, consistency across all slides is considered a “best practice”.
Applying a transition can be accomplished by clicking a slide thumbnail in the left pane, and then clicking the Transitions tab on the ribbon. This is the slide that will appear after the transition. The user can click on any of the transition icons to see a preview of how the visual and audio effects will display during slide show view.
Clicking the More button will display a gallery of transition choices. There are three categories of transition types: Subtle, Exciting, and Dynamic Content.
While simplistic, Subtle transitions are popular because they are effective. Their effectiveness is partly due to their lack of distraction. Exciting transitions and Dynamic Content, which use more complex animations, can be overkill if not used in moderation. Any slide transition usage needs to remember the purpose of the presentation, and not distract from that objective.
To customize the look of a transition, users can utilize the Effect Options command to change the direction of a specific transition. These options will vary depending on the selected transition. To remove a transition, apply the None option to a slide.
After a transition is selected, enter a time in seconds in the Duration field. This controls how fast the transition occurs; a larger number makes it go slower. From the Sound drop-down menu, a sound effect can be added. Caution! – sound effects can quickly become annoying if not used sparingly, and many of these affects are a little cheesy! Under the Advance Slide label, choose either or both of the On Mouse Click or After checkboxes to determine how to trigger the transition effects. The On Mouse Click option is popular for presentations with a live speaker in control of the presentation’s pace. The After combo field is necessary for self-running presentations, and presentations that need to be conducted in a specific time-frame. Precise duration’s of time (usually in second-equivalents) can be specified for each slide using the After-combo field.
To apply the same transition and settings to every slide, click Apply to All to maintain consistency. Otherwise, select different slides and repeat this process to apply a different transition to each. The specific timings for each slide are best displayed in Slide Sorter view. Note: clicking the Apply to All option will override any existing transition settings already defined on other slides. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/09%3A_PowerPoint_Chapter_2_-_Enhancing_Presentations/9.01%3A_Adding_Slide_Transitions.txt |
Animations refer to the movement of objects and text on a slide during slide show view. Animations can help make a PowerPoint presentation more dynamic, more memorable, and more interesting. Animations affect the individual objects on a slide, including bullets, text, and graphics. Each effect can be timed to appear on a slide, in a specific sequence, using either Entrance, Emphasis and/or Exit effects. Entrance animation effects occur as the object initially appears on a slide, whereas an exit animation effects transpire as the object leaves the slide. Entrance animation is very popular for introducing bulleted text one bullet at a time, which prevents viewers from advancing their attention beyond the current topic. Emphasis animation occurs after the object has displayed on the slide. It can be useful to draw attention to a specific object on a busy slide by adding motion or highlights.
To apply an animation, select an object on a slide, and then choose an animation icon from the Animations tab. In the photo below, a callout shape was added, formatted and filled with text, before a Float In entrance animation effect was applied.
Additional animations can be added to text or objects by clicking the Add Animation button in the Advanced Animation group. If an attempt is made to add an animation without first clicking “Add Animation” it will replace the existing animation instead of adding to it. This step can be repeated multiple times to add as many animations to an object as desired.
Clicking the Animation Pane, located in the Advanced Animation group of the Animations pane, is a useful tool for organizing multiple animations on the same slide. The Animation Pane lists the objects on a slide that have animation applied. It can be used to reorder the animation sequence and choose options for the animations. Effect Options can be applied to change the direction of the animation. To adjust the order of the animated objects, select an option in the Sequence category in the Effect Options gallery. The By Paragraph Sequence is very popular with bulleted text paragraphs. Notice that numbers are assigned to each element to help identify the order each occurs on the slide.
Transitions and animations have many settings, with opportunities to apply multiple actions to a single slide. To maintain a professional design, it is important to maintain consistency with transitions, animations, and other multimedia, including audio and visual effects.
9.03: Adding and Modifying Audio
An audio file can be added to a slide and played during a slide show. Audio files can be music, voice narration, or sound bites. To record and hear any audio, the computer must be equipped with a sound card, microphone, and speakers. Typical audio file formats include .mp4, .mp3, .wav, and .wma files. To insert a multimedia file (audio, video or screenshot), click the Media button on the Insert tab.
When a sound file is inserted, a sound icon is added to the slide and the Audio Tools contextual tab appears to provide options to format how the audio plays on a slide.
After the audio file is inserted, and a sound icon appears on a slide, several formatting decisions should be addressed regarding how the audio sounds during playback. The sound can be previewed by clicking the Play/Pause button in the Audio Control Bar.
The Audio Timeline can be dragged to the left or right to advance the audio to the desired start location. If hiding the icon from displaying on screen during Slide Show View is desired, clear the Hide During Show checkbox in the Audio Options group. If the audio file is hidden during playback, the Start drop-down list selection should be set to Automatically, since the On Click option is only available if the icon is visible so it can be clicked. The Play Across Slides option is great is the file is long enough to play as background music for many slides. This is a popular choice to complement photo albums. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/09%3A_PowerPoint_Chapter_2_-_Enhancing_Presentations/9.02%3A_Apply_Animations_to_Slide_Content.txt |
Video is even more engaging than video because it adds visual appeal in addition to audio sensory stimulation. An appropriate video can provide a lasting memory for the audience, and provide compelling evidence to influence and educate. Videos offer a lot of upside, but they require also require a lot of resources and careful consideration. The overall length of the presentation needs to be considered when deciding to utilize videos with a slide presentation. Videos tend to be lengthy and the presentation should stay focused and on time. Additionally, video file sizes are enormous. Therefore, storage and portability are often major issues to consider if embedding videos into a presentation.
There are a couple of ways to add video to a PowerPoint presentation. You can add a video from your hard drive, embed one from YouTube, or simply linking an image to the video’s location. Inserting a video is very a similar process to inserting an audio file. When clicking the Video drop-down list, decide between inserting a Video on My PC… or Online Video… Either option will open a dialog window to allow the user to navigate to the location of the video file. Like audio files, many media files are available to download royalty-free from online sites like freemusicarchive.org or videvo.net.
To insert a link to a YouTube site, or embed a YouTube video code, choose the Online Video… option. The link to YouTube option will require a strong Internet connection during playback, however this will control the size of the PowerPoint file.
Once inserted, ensure that the video is moved and resized to be legible for the audience during playback. With the video object selected, a new contextual Video Tools tab will appear with Formatting and Playback options. The Playback tab offers many ways to customize the impact of the video.
The first, and most important decision, is to decide whether the video should play Automatically once the slide appears or until a mouse click triggers the playback. A lot of time can be taken to trim and adjust the fade of a video, which can be useful to ensure a snippet of a video plays instead of the entire video file, which can often be too lengthy. There is no denying the impact of videos in today’s multimedia rich world. Nonetheless, careful planning and design is necessary to ensure that the investment of time and resources are worthwhile for use in a PowerPoint presentation. Some common video and audio file formats are listed below.
9.05: Inserting and Modifying Hyperlinks
Hyperlinks make a presentation dynamic by allowing connections to other slides, documents and/or web pages. A hyperlink is an object which when clicked, jumps to another location in the current file or opens another file, or address on the web. Hyperlinks have two parts: the address (of the web page, e-mail address or file location), and the display text (or graphic image). For example, the text: M State, could be linked to the web site www.minnesota.edu. Likewise, the logo can also be linked to www.minnesota.edu. To insert a hyperlink, right-click the selected text and choose Hyperlink… from the shortcut menu, or select the text and click the button on the Insert tab.
Select a type of link from the Link to sidebar, and then type a label in the Text to display field. A link could open a file on from the Current Folder, a recently Browsed Page from the Internet or a Recent File that was opened on your computer. For web pages, type a URL in the Address: box, or for an E-mail Address, type the e-mail syntax into the E-mail address field. Choose the Place in This Document option to redirect PowerPoint to a designated slide when the link is clicked. For all options, use the ScreenTip… button to add text that displays on-screen when the cursor hovers over the hyperlink. Make sure to test the inserted links by using Slide Show view and clicking each link. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/09%3A_PowerPoint_Chapter_2_-_Enhancing_Presentations/9.04%3A_Adding_and_Modifying_Video.txt |
Consistency is an important quality to maintain a marketing brand. Corporate presentations should maintain consistency when utilizing certain PowerPoint functionality, particularly features like transitions, themes, fonts, etc. Two ways to maintain consistency in a PowerPoint presentation is to use templates or slide masters. A PowerPoint template is a replica of a slide that is saved as a .potx file. A template usually contains consistent layouts, fonts, colors, designs and even related content. Templates are a popular starting point for creating new presentations, in part because they save time, and maintain consistency. However, don’t be afraid to change designs add additional slides to these templates to make the presentation your own. Many organizations create an organization template that maintains the branding of the organization when employees create corporate presentations. Microsoft has hundreds of free downloadable PowerPoint and other Office templates available on Office.com. Existing and custom-created personal template files are typically found on your hard drive at:
C:\User\<UserName>\AppData\Roaming\Microsoft\Templates.
A slide master is the template that applies to all slides in a presentation. When all slides need to contain the same fonts, font sizes, and images (such as logos); a user can make those universal changes in one place—the Slide Master, and they’ll be applied to all the slides.
To open Slide Master view, on the View tab, select Slide Master. The left pane will display thumbnails of the slide master and of all the slide master layouts. Hovering the pointer over a slide layout displays the layout name and indicates which slide in the presentation utilize that layout. The top icon in the left pane will display the slide master. Any modifications (formatting or added logos) to the slide master will apply to all slides in the presentation. Formatting applied to a slide layout master only affects slides that use that specific layout. To return to the normal slide view, click the Close Master View button on the Slide Master tab.
9.07: Employing Proofing Tools
In today’s social media/texting communication environment, punctuation, spelling and grammar have begun to lose its luster. While this cavalier attitude might be acceptable for personal communications, professional communication still demands proper attention to details. Why is it such a big deal to proofread a PowerPoint presentation? Well, if you make an error in a Word document, one or perhaps a couple of people will notice. However, a presentation is usually given to a large audience, so any spelling, grammar or punctuation error will be magnified by multiples.
PowerPoint provides users with several proofing features – including the Spelling and Grammar tool – that can help create professional, error-free presentations. From the Review tab, clicking the Spelling button will open the Spelling pane to the right of the slide pane.
For each error in the presentation, PowerPoint will offer one or more suggestions, which can be ignored or selected by clicking the Change button. The Spell Checker only recognizes misspelled and unknown words, not misused words, so proofreading a presentation is still important. The Thesaurus is a fun tool for suggesting synonyms for over-used words. Reusing the same words too often reduces the readability and professionalism of a presentation, so try out the Thesaurus! It is also a great resource for solving crossword puzzles!
9.08: Saving Files in Alternative File Formats
The default file extension for a PowerPoint file is .pptx. Various alternative formats exist depending on how the file needs to be saved. The biggest factor will be the audience’s needs. In special circumstances, when it is necessary to share sensitive or legal information with others, it may be prudent to save the presentation file in a fixed layout format that locks the file from being edited. The PDF and XPS formats are two popular fixed layout formats.
From the File tab on the ribbon, click Export and choose the Create PDF/XPS Document button to open the Publish as PDF or XPS dialog window. Publishing a file in a fixed layout format requires appropriate viewer software, such as Adobe Reader, which opens PDF files. Adobe Reader is a free program downloadable from Adobe’s web site. If the audience does not have access to a computer with PowerPoint installed, saving the file as a video or PDF format could be an easy solution. Other file formats are available from the Export window by clicking the Change File Type option. Alternative formats include a PowerPoint Show, or an Image File type which can be optimized for hard-copy printouts or web sites.
Practice 7: The Solar System – Part 6
1. Open the file Our Planets.pptx.
2. Press the F12 key and save the file as Our Planets – FINAL.pptx.
3. Via the slide sorter view, rearrange the slides in order closest to furthest from the sun.
4. Apply the Vortex slide transition to all slides in the presentation.
5. Add the From Bottom Effect Option and a 5:00 (second) duration to Apply to All slides.
6. At the end of the presentation, add a new Title and Content slide with the following text:
• Title: The Dwarf Planets
• Content: (each as its own paragraph)
• Pluto
• Ceres
• Eris
1. Change the font size of the title text to 44pt and the three paragraphs to 32pt.
2. Apply the Zoom animation scheme (By Paragraph) to the three paragraphs.
3. Change the slide layout to Two Content and in the new placeholder, click the Insert Video icon, and add the SolarSystemVid file from the Course Data Files. Ensure that the video starts automatically.
4. On the first slide, insert the audio file The Cavern from the Course Data Files. Ensure the audio starts automatically, and does not appear during playback, but does play across all slides.
5. Add a hyperlink to the Pluto text on the last slide to the web site: theplanets.org/pluto/.
6. Save the file, then save a copy in PDF format. | textbooks/workforce/Information_Technology/Computer_Applications/Business_Computers_365_(Lacher)/09%3A_PowerPoint_Chapter_2_-_Enhancing_Presentations/9.06%3A_Utilizing_Templates_and_Slide_Masters.txt |
Computers are amazing devices that have transformed our world. However, before we can begin using one, we first must have a basic understanding of how a computer works. Chapter1 focuses on the hardware and design of a computer first to provide the user with an adequate foundation to begin to master all of the capabilities of a computer.
01: How does a computer work
A computer is an electronic device that can manipulate, process, and execute information or data. You can use a computer to type and share documents, send an email, play video games, and browse the Web.
You can also use it to edit or create spreadsheets, presentations, and even videos, and create other computer programs.
1.02: Hardware and Software
There are two main components of a computer: hardware & software
• Computer Hardware is all of the physical parts of your computer like the keyboard and mouse. It also includes all the computer's internal parts,
• Computer Software is the code/instructions that are programmed to be executed by the computer. The software directs the hardware what, when, and how to do something. Examples of software include web browsers, games, and word processors. Below, you can see an image of Microsoft PowerPoint, which is used to create presentations.
1.03: What are the Different Types of Computers
There are billions of computers in our society today. Computers can come in all shapes and sizes, and they perform a variety of functions to allow our society to function. You use computers to purchase goods, perform a math calculation for a test, or watch tv. It would be hard for you to complete a day without directly or indirectly using a computer.
Desktop Computers
Desktop computers are usually large and designed to be typically made up of a few different parts including the computer case, monitor, keyboard, and mouse. Typically, Desktops are the most powerful computers.
Laptop Computers
The second type of computer that is the most popular type of traditional computer at present is a laptop computer. Laptops are battery-powered computers that are portable than desktops, allowing you to use them almost anywhere. Most laptops have all of the components of a computer connected so you can easily move your computer. Laptops are usually less powerful than desktops.
Tablet Computers
Tablet computers are a relatively new form factor of computers. Tablets are handheld computers that are meant for more mobility than laptops. They use touch screen navigation instead of a keyboard or mouse. The iPad is an example of a tablet computer.
Servers
Servers are used to provide information to other computers or devices on a local area network (LAN). Servers usually have large hard drives for storage and are very powerful computers. Servers are not usually meant for consumers and are stored in racks by IT professionals to help with cooling. Servers can often run hundreds of computers at once.
Other types of computers
Many of today's electronics are computers, though we don't always think of them that way. Here are a few common examples.
Smartphones: Many cell phones can do a lot of things computers can do, including browsing the Internet and playing games.
Wearables: Wearable technology is a general term for a group of devices—including fitness trackers and smartwatches—that are designed to be worn throughout the day.
Game consoles: A game console is a specialized type of computer that is used for playing video games on your TV.
TVs: Many TVs now include applications—or apps—that let you access various types of online content. For example, you can stream video from the Internet directly onto your TV. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/01%3A_How_does_a_computer_work/1.01%3A_What_is_a_Computer.txt |
The next few pages describe all of the components that make up a computer. While computers do come in various sizes and shapes, they all share common attributes to function.
Computer Case
The computer case is the metal and plastic box that contains the main components of the computer, including the motherboard, central processing unit (CPU), and power supply. The front of the case usually has an On/Off button and one or more optical drives.
Computer cases come in different shapes and sizes. A desktop case lies flat on a desk, and the monitor usually sits on top of it. A tower case is tall and sits next to the monitor or on the floor. All-inone computers come with the internal components built into the monitor, which eliminates the need for a separate case.
Computer Monitor
The monitor works with a video card, located inside the computer case, to display images and text on the screen. Most monitors have control buttons that allow you to change your monitor's display settings, and some monitors also have built-in speakers.
Keyboard & Mouse
The keyboard is one of the main ways to communicate with a computer. There are many different types of keyboards, but most allow you to accomplish the same basic tasks. The mouse is another important tool for communicating with computers. A computer mouse functions as a pointing device on the screen allowing the user to select and manipulate objects.
Motherboard
If a computer were a human being, the motherboard would be the spinal cord. The motherboard is a thin circuit board that connects all of the elements of a computer together. Examples of items connected to the motherboard include the CPU, memory, connectors for the hard drive and optical drives, expansion cards to control the video and audio, and connections to your computer's ports (such as USB ports). The motherboard connects directly or indirectly to every part of the computer.
CPU/Processor
Continuing the human being analogy, if a computer were a person, the central processing unit (CPU), also called a processor, would be the brain. The CPU is located inside the computer case and is situated on the. The job of a CPU is to carry out commands. Whenever you press a key, click the mouse, or start an application, you're sending instructions to the CPU.
The CPU is usually a two-inch ceramic square with a silicon chip located inside. The chip is usually about the size of a thumbnail. The CPU fits into the motherboard's CPU socket, which is covered by the heat sink, an object that absorbs heat from the CPU and usually a fan. A CPU can be cooled passively through just the heat sink, through a fan, or liquid-cooled.
A processor's speed is measured in megahertz (MHz), or millions of instructions per second; and gigahertz (GHz), or billions of instructions per second. A faster processor can execute instructions more quickly. However, the actual speed of the computer depends on the speed of many different components—not just the processor.
RAM (Random Access Memory)
RAM is your system's short-term memory. Whenever your computer performs calculations, it temporarily stores the data in the RAM. The system retrieves the information to be sent to the processor or other components when needed. Ram only provides temporary storage when the computer is off, all of the information stored in Ram is erased. RAM is measured in megabytes (MB) or gigabytes (GB). The higher the RAM, the more applications and programs that can be run and executed at the same time. One of the fastest ways to speed up a sluggish system is to add more RAM.
Hard Drive
The Hard Drive is your computer’s long term memory. The data is also persistent, which means that the information is stored on the drive even when there is no power to the drive. The hard drive is where your software, documents, and other files are stored. The faster the hard drive, the faster your computer can start up and load programs.
Power Supply
The power supply unit in a computer converts the power from the wall outlet (AC) to the type of power needed by the computer (DC). It sends power through cables to the motherboard and other components and also ensures that the power is regular and reliable.
Expansion Cards (Video card, Sound card, Network Card, etc.
Some computers can be expanded or upgraded. Desktop computers often have expansion slots on the motherboard that allow various types of expansion cards to be added for a fast connection to the CPU. These expansion cards are called PCI (peripheral component interconnect) cards. Adding cards could increase the quality or performance of the software used on a computer. Video editors, for example, install a powerful graphics card to aid them in their editing work.
1.05: What is an Operating System
An operating system is a computer program that runs on a computer. It manages all the hardware of the computer and the applications which run on a computer. An operating system makes sure all the hardware and software are working together in harmony. Every computer has some sort of operating system. Listed below in table 1.1 are examples of Operating Systems per type of computer.
Table 1.1: Operating System Examples By Computer
Type of Computer Examples of Operating Systems
Desktop & Laptop
Windows
macOS
Linux (many distributions)
Mobile
iOS
Android
Wearable
WatchOS (Apple)
WearOS (Android)
TV
Xbox
Android TV
tvOS
Roku
Unless you are building your own computer, an operating system is installed on the computer you purchase. All consumer operating systems use a graphical user interface or GUI. A GUI lets you use your mouse to select icons, buttons, and menus. Everything is displayed on the screen using a combination of graphics and text. Each operating system's GUI has a different look and feel, so if you switch to a different operating system it may seem unfamiliar at first. For the purposes of this course, we will study the Windows Operating System (Windows 10). Obviously, there are many vibrant and fully-functional operating systems available to users in a variety of form factors. While all operating systems perform similar functions, how they perform those functions can very slightly. This text will focus on Windows 10 as it is the preferred operating system in the professional and business world.
Microsoft Windows
The most common operating system is Microsoft Windows. While there have been many different versions of Windows, the current version is Windows 10.. Windows comes pre-loaded on most new PCs, which helps to make it the most popular operating system in the world. We will be studying Windows 10 in the next chapter. In general, most PC’s built since 2011 are capable of running Windows 10 in varying performance capacities.
1.06: Summary
As this section describes Computers are a complex combination of hardware and software working together to help the user complete his or her tasks. So many functions of the 21st -century world rely upon these computers working together to make our lives easier and more productive. Understanding the components of a computer will help you better understand how to most effective in repairing, maintaining, and using all the computers you interact with daily.
1.07: Checking for Understanding
1. Students create cue cards of the following: CPU, Motherboard, RAM, Storage, Display, Keyboard, Mouse, and Power Supply. They are provided the following scenarios and asked to recreate it with their cue cards on a large board.
1. Student presses the letter “K” on the keyboard
2. A student wants to play a song on the computer
2. Students will use electronic store ads and cut-out the computers in the ads and organize them by type by poster board.
3. Students will compile a list of the number of computers they currently own and classify them by type and operating system. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/01%3A_How_does_a_computer_work/1.04%3A_Components_of_a_Computer.txt |
Now that you understand the foundations of computer operations, it is time to begin exploring the user interface and navigation features of Microsoft Windows. Make sure you have connected all the necessary components (keyboard, monitor, mouse, power supply) to your computer case, and press the power button on your computer and/or monitor to get started. Windows will boot up into the lock screen.
02: Getting Started with Microsoft Windows
The lock screen displays the current date, time, and usually and image background. You will learn how to change this later. The lock screen is displayed when the computer first boots or starts up and if you leave your computer unattended for a while. Windows 10 can also be set up to allow multiple users to have their own profile and files on the PC and utilize the lock screen to switch to their account.
To begin the login process, press the Spacebar on the keyboard to continue the login process. If the computer requires a username and/or password, you will be prompted to enter it here. You will learn how to create a password for your account later in Chapter 6 Windows Security. Depending on your computer hardware, windows may permit login passwords based upon a username and password, personal identification numbers (PIN) biometrics like your facial features or fingerprint, or some other password identification (such as a personal password) When you have completed entering your password, please click on the right arrow to complete the login into Windows.
2.02: Windows Desktop
The Windows 10 desktop is the first workspace available to you after logging in to your computer. When logging in to a computer for the first time, you may see files (information that applications on your computer use to allow you to complete computing tasks), shortcuts, (icons that will send you to the actual file or application) folders, a place to consolidate files or the recycle bin (a folder that contains items you wish to delete). Some users prefer to keep their desktop uncluttered with none or only a few files that they are currently working on to appear, and others place many files in an unorganized fashion on their desktops. You will develop your own organizational systems as you become more comfortable with windows. There is also a keyboard shortcut to allow you to access the Desktop at any time when the computer is powered on. To perform this keyboard shortcut, simply press the Windows Key and the letter “D” on your keyboard at the same time. At the bottom left of the computer, the display is the Windows Start Menu, and the bottom of the computer display is the taskbar which will be discussed next.
2.03: Windows Start Menu
Please move your mouse cursor over to the bottom left of the computer display and click on the Start button . After clicking on the start button, the start menu will display. The start menu consists of a list of shortcuts to applications that allow the user to run applications on the computer. When the start menu launches, your user account name and optional picture appear at the top. The menu shows a list of often-used programs and other controls on the left, and variously-sized shaded rectangles called tiles on the right. Each tile represents an app, short for an application program. Some titles show updated content using a feature called a live tile the updates the application with relevant information to share with the user. You may categorize these shortcuts by dragging them into different areas and changing the file folder names to suit your preferences. Apps may also be resized if you right-click on the shortcut and select “resize”. You may also “pin” applications you use often to start menu shortcuts area on the right by dragging and dropping them to the start menu shortcuts menu. or by right-clicking, selecting “more” and then “pin to taskbar.
You can click on “All Apps” to display and scroll through all applications on your computer using the slider. Take some time to navigate and explore the start menu. You will find folders and subfolders and applications on this menu along with helpful shortcuts to several applications and navigation menus on your computer to increase your productivity.
You may also “pin” applications in the start menu to the taskbar, the bar on the lower part of the screen. To do so, right-click on the start menu icon, select “more” and “pin to taskbar” The application will now be always displayed on the Windows Taskbar.
2.04: Windows Taskbar (Tutorialspoint.com n.d.)
The Windows 10 taskbar sits at the bottom of the screen giving the user access to the Start Menu, as well as the icons of frequently used applications. On the right side, the Taskbar features the Notification Area which informs the user of different things like the state of the Internet connection or the charge of the laptop battery
2.05: Notification Area
The Notification Area is located on the right side of the Taskbar. It displays different types of notifications that are pertinent and useful to the user, like the Internet connection status or the volume level.
The default display of the notification area is to list only a few icons. By clicking the upward arrow on its left-side the display will expand to see all other icons. Picture of Windows Notification Area
2.06: Windows 10 Task View
Windows 10 Task View allows you to quickly move within your open windows and applications and multiple desktops. Users often use Task view to create efficient workspaces to perform groups of tasks. You can access Task View the “Task View” button from the Taskbar. You can also access it by pressing and holding the Windows key, and then press Tab to achieve the same result.
2.07: Checking for Understanding
1. Demonstrate Pinning five (5) applications from the start menu to the start menu shortcuts area and taskbar. Then unpin the same applications.
2. Demonstrate resizing applications on the Windows Start shortcuts menu and moving them around the shortcut’s menu.
3. Demonstrate moving shortcuts on the Windows Taskbar.
4. Demonstrate the Windows 10 Task View- create multiple desktops and place applications on that desktop.
5. Demonstrate adjusting the volume control in the Windows notification area.
6. Demonstrate accessing notifications in the Windows notification area. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/02%3A_Getting_Started_with_Microsoft_Windows/2.01%3A_Logging_in.txt |
File Explorer is an application built into Windows 10 to help the user find, browse, and select folders and files. The main way to access the File Explorer is by clicking the folder icon in the Taskbar. After clicking the icon, the File Explorer window will open.
The initial File Explorer window is comprised of the File Explorer Ribbon, the Navigation Pane, Frequent Folders, and Recent Files.
3.2: Ribbon
In Windows 10, the File Explorer features a new ribbon toolbar, like the one featured in the recent versions of Microsoft Office. This ribbon contains buttons and commands for the most common tasks.
Home Tab of Windows 10 Ribbon
The Ribbon features four tabs, each with different commands. Among the tasks, you can perform from the Home tab is (Tutorialspoint.com, n.d.) −
• Copying and pasting files and folders from one place to another.
• Moving files and folders to another location.
• Copying files and folders to another location.
• Deleting a file or folder permanently or sending it to the Recycle Bin.
• Renaming a file or folder.
• Creating a new folder or other new items.
• Verifying or modifying the Properties of a document or folder.
• Opening a file or folder.
• Different options to select one or various files and folders.
Share Tab of the Windows 10 Ribbon
The Share ribbon gives you different options to share your files and folders. For example: (Tutorialspoint.com, n.d.)
• E-mailing or messaging a file.
• Compressing (“Zip”) a folder to take less space.
• Printing or faxing documents.
• Sharing with other users or networks.
View Tab of the Windows 10 Ribbon
The View ribbon allows you to change the way Windows displays your files and folders. Some of the changes you can make here are (Tutorialspoint.com, n.d.) −
• Adding additional panes to show a preview or details of your files.
• Changing the layout of the files and folders from icons to list, and others.
• Sorting and arranging the contents of your folder.
• Hiding selected folders or files.
File Tab of the Windows 10 Ribbon
The File tab opens a menu with different options like
• Opening a new File Explorer window.
• Open command prompt (DOS) advanced users.
• Providing more options to change or configure file explorer.
• Frequent places that will link users to specific file folders that are often used.
3.3: Organizing Files and Folders
A common method to organize your files is to place them in folders, which can contain files and other folders. Folders can be stored on multiple locations on your PC. The specific location or address allows your computer to keep track of where each file is located. You may also create a Windows File Explorer window for each folder you are working in. Files and Folders may be moved between folders by clicking on the file/folder and dragging the file/folder to the new location.
3.4: Cut Copy Paste
One of the most common operations for users is cut, copy, or pasting files & folders. Pasting a file inserts the new file into the new location. Selecting “Cut” to a file will remove it from its current location and paste the file to its new location. The “Copy” command creates a replica of an original file and pastes the file in the selected location. To copy a file, select the file you want to copy and click Copy under the Home tab. In addition, you can copy or move a file without leaving your current location. Under the Home tab within the Organize group, click ‘Copy to’ or ‘Move to’ button, and choose the location if it’s listed, or click the Choose Location button and select the location.
3.5: Check for Understanding
1. Demonstrate the creation of a new folder. Place a folder in that folder. Create another folder in that folder. Rename the Original Folder.
2. Perform the following: create a folder in your “Documents” folder. Drag the new folder into the “Downloads Folder”
3. Cut a newly created folder in the “Downloads folder” and paste it into the “Pictures” folder. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/03%3A_File_Management/3.1%3A_Windows_File_Explorer.txt |
Applications are tools built by software developers to use the computing power of the computer to aid the user to accomplish tasks. Millions of distinct applications run on Windows every day. Windows 10 comes with a default set of apps, such as Mail, Photos, and WordPad, all developed by Microsoft. Millions of other applications are available to run on your computer by installing them via physical media like CDs/DVDs, downloading from the internet, or Microsoft store, or creating your own. Windows 10 permits applications to have a variety of permissions to run on the computer, so each application varies in its complexity, visual appearance, navigation, and control of the computer. It is important to understand and know what type of application you are installing on your computer as some applications (known as viruses) install software that is harmful to the computer or the user. More will be discussed in Chapter 6; Security. To improve security, Microsoft has created the Windows Store, which allows the user to view and download applications that have been reviewed and deemed safe for the end-user.
4.2: Windows Store
You can purchase and install applications from the Microsoft Windows Store, which is an application that is pre-installed in Windows 10. You can find applications to download in the Windows store by viewing applications by category or searching for the application of your choice. You may need to create/use a Microsoft Account and link your credit card information to your Microsoft Account to download applications. In the Windows Store, there are a variety of free and paid applications to download. Purchased applications can be downloaded on up to 10 other computers if the user is signed in with the same user account. Users can automatically update applications that have updates available in the Windows store.
4.3: Uninstalling Applications
When you install an app, including the ones that come by default in Windows 10, it takes up storage space on your computer or mobile device. If space becomes limited or you just don’t use an app anymore, you can uninstall it to free up storage space.
You can uninstall Windows Store Applications from the Start menu by navigating to the application, right-clicking on the application, and selecting uninstall. After uninstallation is complete, Windows will notify you.
Other older programs may be uninstalled by visiting the Control Panel, clicking on “Programs” and “Uninstall Program”. Follow the directions on the screen to complete this process.
4.4: Window Management
Windows 10 has several features that make it easier to multi-task and work with multiple windows at the same time.
Windows Display options
Windows organizes every running application into its namesake- windows. Windows may overlap each other. Windows 10 provides many ways to size your windows accordingly. The top right corner of every running window provides display options of minimizing the window, resize window/maximize the window, and close window/. Minimizing a window removes the window from view. It can be returned to its current view by selecting the running application in the taskbar. Maximizing a Window makes it Fullscreen. The resize feature returns it to an open running window. Closing a window removes the program from active memory.
Windows Snap
Windows Snap allows you to resize windows quickly and display two windows side by side. To perform Windows Snap, click and drag the desired window to the left or right until the cursor reaches the edge of the screen, then release the mouse. The window will snap into place. To unsnap a window, simply click and drag the window down If you have more than one window open when snapping, you'll be able to choose a window to snap to the other side of the screen automatically.
Windows Flip
Windows Flip can be used to switch between open windows. To do this, press and hold the Alt key on your keyboard, then press the Tab key. Continue pressing the Tab key until the desired window is selected.
Displaying the Windows 10 Desktop
Sometimes, a user can have so many windows open at once, they have trouble finding their desktop! To quickly see your desktop, click the bottom-right corner of the taskbar to minimize all open windows. You can do click the bottom right corner again to restore your windows (which were minimized) to their current location. In addition, there is a keyboard shortcut to do this. Simply press the Windows key and the letter “D” on the keyboard to toggle between your open applications and the Windows Desktop.
4.5: Application Settings
Because windows allow software developers so much flexibility in application design, developers have the flexibility to determine how they allow users to customize their applications. There are three main strategies developers use to allow users to navigate their application and customize application-specific settings:
1. The Ribbon/Control Menu: Located at the top of the screen with various settings organized into groups.
2. The settings “gear” icon in the active window. Which brings you to the settings menu.
3. The “more settings” dots will display more settings related to the application.
4.6: Checking for Understanding
1. Download a free application from the Windows Store. Now delete the application you successfully installed.
2. Launch two (2) applications. Place them in the Windows Snap view.
3. Launch four (4) applications. Practice minimizing them all at once to display the desktop.
4. Launch three (3) applications. Tab between them using Windows Flip
5. Enter the settings menu of the Microsoft News application. Practice Minimizing, Maximizing and Closing the application. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/04%3A_Managing_Windows_Applications/4.1%3A_Using_Applications.txt |
A web browser is a type of software that allows you to find and view websites on the Internet. There are many different web browsers, but some of the most common ones include Google Chrome, Internet Explorer, Safari, Microsoft Edge, and Mozilla Firefox.
05: Web Browsers and the Internet
Web Browser Interface
Every web browser contains a different interface, however, there are some common attributes of all of them.
URLs and the address bar
Each website has a unique address, called a URL (short for Uniform Resource Locator). URL’s are street addresses for computers, letting your computer know where to connect to on the internet. URLs are entered on the browser’s address bar. The address bar is usually located at the top of the website window. Sometimes, address bars also have built-in search features, to search for the address if you do not know the exact website address. Website addresses usually contain HTTP:// or https:// which stands for Hypertext Transfer Protocol or Hypertext Transfer Protocol Secure. https:// addresses are more secure. The next letters are usually www which stands for World Wide Web. After www, the website address is displayed. Usually, website addresses end in .com (commercial), .org (organization), or .edu (educational institution) depending on their classification. In the address bar, please type or www.clcmn.edu to take you to the CLC website.
Hyperlinks
The website www.clcmn.edu displayed above that is underlined in blue is an example of a hyperlink, which provides the user with a direct address to a location on the web. Usually, the mouse pointer icon will switch to a indicating the text is a hyperlink.
Navigation buttons
The Back and Forward arrow buttons allow you to move backward and forward through websites you've recently viewed. You can also click and hold either button to see your recent history. The Refresh button will load the current website you are viewing a second time. Often a user will click on the refresh button when a website stops working to correct the error or to view new information because the website was updated while the user was viewing the information.
Browser Tabs
Many browsers allow you to open links in a new tab. Each tab is a new instance of the browser to help you manage your applications more efficiently. The more browser tabs that you open, the more system resources you consume. To open a link in a new tab, right-click the link and select Open link in a new tab (the exact wording may vary from browser to browser). You can close a tab by clicking the “X” on the particular tab, and open a new tab by clicking the “+” button on the particular tab.
5.2: Downloading Files
Links don't always go to another website. In some cases, they point to a file that can be downloaded, or saved, to your computer. If you click a link to a file, it may download automatically, but sometimes it just opens within your browser instead of downloading. To prevent it from opening in the browser, you can right-click the link and select Save link as (different browsers may use slightly different wording, like Save target as). Files downloaded from the internet are often downloaded to your download folder, which is a quick access folder accessible on the left navigation pane of windows explorer. Sometimes you may want to save an image from a website to your computer. To do this, right-click the image and select Save image as (or Save picture as). Make sure you trust the file that you downloaded to your computer, as downloading any file or program to your computer contains security risks to your computer (links). | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/05%3A_Web_Browsers_and_the_Internet/5.1%3A_Web_Browser_Interface.txt |
The internet provides many opportunities for the user to learn, collaborate with others, participate in eCommerce, and improve the quality of their work. However, with all these benefits, there are risks associated with Internet use as well. It is important that users understand those risks and take measures to practice safe internet use and maintain their PC to prevent against Internet threats.
Internet Cookies
When you browse the Internet, you can access and gather information from websites, but websites can also gather information about you without your knowledge. You can set Internet privacy options to protect your personal identity from unauthorized access. When you visit a website, the site creates a cookie file, known as a first-party cookie, which stores information on your computers, such as your website preferences or personally identifiable information, including your name and email address. The next time you visit that site, it can access the cookie to collect this information. Not all cookies are harmful, many first-party cookies save you time re-entering information on a return visit to a website. However, there are also third-party cookies, which are created by advertisers and can track your web browsing, even from sites you are not currently viewing. Once a cookie is saved on your computer, only the website that created it can read it. You can change how cookies are handled in your web browser and block pop up messages in the website settings menu. It is good practice to delete your cookies and internet history on a weekly basis and review your internet security settings in your web browser regularly. Many web browsers support custom security modes that delete all internet cookies and history upon exiting a browser (also called incognito mode) and other functions to eliminate exposures on websites. Many web browsers also display a lock on the address bar indicating the website is secure.
Practicing Internet Security
In addition, it is important for the user to be careful about disclosing personal information (Name, Birthdate, Social Security Number, banking information, location, etc.) online unless they are sure of the authenticity of the website. A sophisticated cyber scam, known as “phishing” attempts to convince the internet user of the authenticity of a fake website to attempt to trick the user into disclosing personal financial information online. A good security technique is to view the website address in the browser address bar and search the web for information about the website to ensure it is reputable. When in doubt, you can usually call the company to ensure it is a real operation.
Cyberbullying
Cyberbullying can be defined as writing mean or inappropriate things online. Examples of cyberbullying include sending unwelcome emails or text messages, making threats, sexual harassment, hate speech, posting lies, rumors, or encouraging others to share this misinformation that may harm another. Instances of cyberbullying have increased significantly as more users spend more time online. Cyberbullying should be handled in a similar way to traditional bullying-if you are being bullied, ask for help! No one deserves to be bullied. Cyberbullying is easy to prosecute as it is very difficult to delete the evidence.
5.4: Bookmarks and Internet History
If you find a website you want to access later, it can be difficult to remember all of the websites you want to visit. Bookmarks or favorites allow your computer to remember your favorite website URLs so you do not have to. To create a bookmark, select the Star icon to bookmark the current website. In addition to bookmarks, your browser will also keep track of every website you visit through your internet history. To view your history, open your browser settings—usually by clicking the icon in the upper-right corner—and select History.
5.5: Checking for Understanding
1. Demonstrate how to download and retrieve a file.
2. Save a picture from the web to your computer.
3. Please demonstrate how to clear browser history and internet cookies.
4. Navigate to the website www.clcmn.edu. Create a bookmark.
5. List methods to prevent yourself from online.
6. Identify Cyberbullying and share strategies to get help if you are being cyberbullied. | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/05%3A_Web_Browsers_and_the_Internet/5.3%3A_Internet_Security.txt |
Windows is a highly customizable operating system that allows users to change the desktop background, change the color accent, customize the Lock screen, apply a theme, and many other features. Customizing Windows 10 allows the user to personalize the look and feel of their computing experience and tailor the system to meet their own workflow needs while using the computer
06: Customizing Windows Appearance
To change your desktop background, use these steps (Windows IT Central, n.d.):
1. Open Settings.
2. Click on Personalization.
3. Click on Background.
4. Using the "Background" drop-down menu, select the Picture option.
5. Click the Browse button to select the image you want to use.
6. Using the "Choose a fit" drop-down menu, select the option that best suits the image, including fill, stretch, center, span, etc.
6.02: Create a Desktop Background with a Picture Slideshow
If you wish to display a collection of pictures on the desktop, perform the same previously mentioned steps, but instead of selecting “Picture” in the Background drop-down menu, select the Slideshow option. After selecting slideshow, select the following (Windows IT Central, n.d.):
1. Click the Browse button to select the folder with the images.
2. Use the "Change picture every" drop-down menu to select how often the image will rotate.
3. If the order of the images is not important, turn on the Shuffle toggle switch.
4. Using the "Choose a fit" drop-down menu, select the option that best suits the images, including fill, stretch, center, span, etc.
6.03: Changing the Color Accent in Windows 10
The color accent in windows 10 changes the color of the start menu, the taskbar, and the color of application windows. To change the default windows color, perform the following: (Windows Central, n.d.)
1. Open Settings.
2. Click on Personalization.
3. Click on Colors.
4. Select the color accent you want to use through the experience.
6.04: Adjusting between Light and Dark Themes
Windows 10 includes two personalization modes- light mode is the default mode and works well during daytime, and dark mode uses a dark color scheme in backgrounds and another part of the OS and supported apps, and it's an option more suited for a low-light environment. (Windows Central, n.d.)
You can switch between the light and dark mode using these steps:
1. Open Settings.
2. Click on Personalization.
3. Click on Colors.
4. Under "More Options," select the Light (default) or Dark using the "Choose your default app mode" option.
6.05: Customizing Windows 10 Lock Screen
The windows lock screen may display a variety of pictures. Like the desktop, you may set up a static picture for the lock screen or a slideshow.
To personalize the Lock screen using a custom image, do the following: (Windows Central, n.d.)
1. Open Settings.
2. Click on Personalization.
3. Click on the Lock screen.
4. Use the "Background" drop-down menu and select the Picture option or slideshow option depending on your preference.
6.06: Applying a Theme to Windows 10
Although Windows 10 includes many ways to personalize your experience, the quickest way to change the look and feel is to use a theme. A theme is just a package that can contain one or more background images, color accents, and sounds, and they're quickly acquirable from the Microsoft Store. To get and apply a new theme on Windows 10, do the following: (Windows Central, n.d.)
1. Open Settings.
2. Click on Personalization.
3. Click on Themes.
4. Click the Get more themes in the Store link.
5. In the Microsoft Store, pick the theme you want, and click the “Get” button.
6. Click the Launch button to go back to the Themes settings.
7. Click the newly added theme to apply it.
6.07: Windows Settings
Windows 10 settings can be adjusted in two ways, the Settings App and the Control Panel. The settings can app can change any setting on your computers, like your printer options to how windows looks and sounds. To open the app, click the Start menu, then select Settings. You can also use the Control Panel to adjust your settings, just like in earlier versions of Windows. There are a wide variety of settings to change in Windows 10. It is important that users spend some time reviewing settings for their computer and adjust as needed. If you do not understand the specific settings you are changing, it is best to research it before making changes. Windows 10 settings can change how your PC operates, and also make it more accessible to the end-user | textbooks/workforce/Information_Technology/Computer_Applications/Computer_Fundamentals_for_Technical_Students_(Heisserer)/06%3A_Customizing_Windows_Appearance/6.01%3A_Changing_the_Desktop_Background.txt |
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