WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ Tutorial 1 Objectives

1) Introduce the Scenario of a Digital Electronics shop (to be used in ALL PC Lab tutorials)
2) To start building Information System for the Digital Electronics shop a) b) c) d) Set up correct cell Formats To set up rules for data validation To create a drop down list To enter data

1) Digital Electronics Digital Electronics is a shop at Navoi Street, which is a large retailer of a wide range of electrical products, such as televisions, DVD players, microwaves, telephones and others, of several different brands (e.g. LG, Sony, Samsung, etc). The shop has been operating in the market for 5 years and all records about the sales have been kept in a hard copy notebook. You are given a sample set of sales data of Digital Electronics. (see Screenshot 1)

As a sales administrator, you are given a task of building an Information System to analyze the sales, using tools and techniques of MS Excel.

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ 2) Information System for the Digital Electronics shop

2.1 ) Data Entry Rename Sheet 1 to Sales_Data Your task is to populate the table by minimum 30 records. You should populate the table in such a way, that data about sales of a range of products for the period of January 2010 till October 2010 is included. Please use approximate prices. Criterion for data entry:

Columns in the table should be in the right format, i.e. the format of Price column should be Currency. Data Validation should be used to ensure that only valid data is entered, i.e. the quantity sold can not be a negative number. The number of records (30 is min, 50 is max) A range of entered products and dates (the better the range of products and dates, the better the analysis)

Building Information System: Step 1 Enter Column headings: -

Product Name Category Brand Description Quantity Sold -2-

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ - Price - Date Sold - Sold By - Total to Pay Edit the Headings in the following format: Arial, size 11, Bold Text alignment, centered vertically and horizontally Wrap text should be applied End Result should be something like the following screenshot:

Enter 30 records of Data similar to, but not necessarily the same as:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Blender TV TV Microwave Computer Computer Laptop DVD player DVD player Phone Blender Phone Phone Mixer Laptop Phone Phone Kitchen appliances TV/Video/Music TV/Video/Music Kitchen appliances Office equipment Office equipment Office equipment TV/Video/Music TV/Video/Music Communication devices Kitchen appliances Communication devices Communication devices Kitchen appliances Office equipment Communication devices Communication devices LG Sony LG LG Dell Dell Sony LG Sony Nokia Samsung Apple Apple Malika Samsung LG Sony 60 watt 17" display 17" display 20 functions 2.4 GHz 1.6 GHz 2.4 GHz 8310 70 watt iPhone iPhone 4 60 watt 1.6 Ghz home phone home phone 2 1 1 3 1 2 1 1 1 2 2 2 4 2 1 2 2 UZS 33,000.00 UZS 800,000.00 UZS 800,000.00 UZS 150,000.00 UZS 900,000.00 UZS 600,000.00 UZS 1,500,000.00 UZS 90,000.00 UZS 95,000.00 UZS 25,000.00 UZS 50,000.00 UZS 1,000,000.00 UZS 1,000,000.00 UZS 40,000.00 UZS 800,000.00 UZS 80,000.00 UZS 90,000.00 5/10/10 3/10/10 2/11/10 4/10/10 1/10/10 7/10/10 6/10/10 6/10/10 2/10/10 4/10/10 5/10/10 5/10/10 6/10/10 5/10/10 2/10/10 1/10/10 3/10/10 Alisher Bakirov Anvar Hatamov Anvar Hatamov Anvar Hatamov Bekzod Nasirov Alisher Bakirov Alisher Bakirov Alisher Bakirov Bekzod Nasirov Bekzod Nasirov Bekzod Nasirov Bekzod Nasirov Bekzod Nasirov Alisher Bakirov Alisher Bakirov Alisher Bakirov Lola Samatova UZS 66,000.00 UZS 800,000.00 UZS 800,001.00 UZS 450,000.00 UZS 900,000.00 UZS 1,200,000.00 UZS 1,500,000.00 UZS 90,000.00 UZS 95,000.00 UZS 50,000.00 UZS 50,000.00 UZS 2,000,000.00 UZS 4,000,000.00 UZS 80,000.00 UZS 800,000.00 UZS 160,000.00 UZS 180,000.00

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________

18 19 20 21 22 23 24 25 26 27 28 29 29 Phone Phone Phone Phone Blender Microwave Mixer Computer DVD player TV TV TV TV Communication devices Communication devices Communication devices Communication devices Kitchen appliances Kitchen appliances Kitchen appliances Office equipment TV/Video/Music TV/Video/Music TV/Video/Music TV/Video/Music TV/Video/Music Nokia Sony Ericsson Samsung Sony Ericsson Vitek Vitek Sony Dell Samsung Sony LG Samsung LG N90 second hand Chocolate s700 50 watt 70 watt 60 watt dual core 32" display 32" display 48" display 48" display 2 1 3 1 2 2 2 1 2 1 1 1 1 UZS 700,000.00 UZS 60,000.00 UZS 250,000.00 UZS 200,000.00 UZS 40,000.00 UZS 45,000.00 UZS 50,000.00 UZS 1,200,000.00 UZS 100,000.00 UZS 1,200,000.00 UZS 1,300,000.00 UZS 2,200,000.00 UZS 2,100,000.00 2/10/10 2/10/10 3/10/10 4/10/10 6/10/10 7/1/10 7/2/10 5/10/10 7/10/10 4/10/10 7/10/10 6/10/10 4/10/10 Lola Samatova Anvar Hatamov Anvar Hatamov Lola Samatova Lola Samatova Lola Samatova Lola Samatova Alisher Bakirov Alisher Bakirov Lola Samatova Lola Samatova Lola Samatova Anvar Hatamov UZS 1,400,000.00 UZS 60,000.00 UZS 750,000.00 UZS 200,000.00 UZS 80,000.00 UZS 45,000.00 UZS 100,000.00 UZS 1,200,000.00 UZS 200,000.00 UZS 1,200,000.00 UZS 1,300,000.00 UZS 2,200,000.00 UZS 2,100,000.00

Building Information System: Step 2 Columns in the table should be in the right format, i.e. the format of Price and Total to Pay column should be Currency (Uzbek Sum).

Date Sold should be in Date Format Go through the same steps to set up Date Sold to Date format Explore different categories of Formats

Building Information System: Step 3 Data Validation should be used to ensure that only valid data is entered, i.e. the quantity sold can not be a negative number.

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ Potential problem with data: Rubbish In Rubbish Out (or GIGO using American terminology: Garbage in Garbage out) We should ensure that clean data is entered.

Rule 1: Date should be date, something like this sldkjhf should not be allowed. You can also check for validity of date, e.g. if your Information system will only keep sales data since year 2003, then date such as 12/10/1988 is not valid either, although it is of a right format: date. Rule 2: Quantity can not be negative Rule 3: Price can not be negative.

Let us start with Rule 1 for data validation. Use the dialog window Data Validation in such a way that it gives an error message if a user enters not valid date:

Digital Electronics has been operating in the market for 5 years, hence dates before 2003 will be invalid, although it is in the right format: date.

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________

Please explore Input Message and Error Alert tabs, so that a error message is displayed to the user when invalid date is entered.

Having set up rules for Date data validation, your task now is to do the same for Price and Quantity columns.

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ Building Information System: Step 4 An Information System should always make it as easy as possible to enter data. For example Date and Time could be entered by the system automatically, using an appropriate function from the category of Date function. Use Excel Help function to find out how to insert current date and time into the cells. (Press F1 to call the assistant)

Drop Down List Another way to simplify data entry is to use the Drop Down List. Please see the following two examples of screenshots:

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________

How? Click on the cell where you would like to create a drop down list Menu Data Validation Tab Settings Allow choose List There are two ways to specify a list: Way 1: in the source box type the list that you want to appear in the drop down (combo box)

It is an easy way, but it works for small lists only, that are rarely to be changed. Way 2: Create a list of all Categories in a separate sheet

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ Rename Sheet 2 to Category List In Column A type the following list: Kitchen Appliances TV/Video/DVD Mobile Phones PC Accessories Office Equipment

Sort the list in the alphabetical order SELECT Column A, where the list is, and then change the Name Box to Category_List

Menu Data Validation Tab Settings Allow choose List Place cursor to Source box and type =Category_List Click OK

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WIUT DANIM Tutorial 1 Excel 1 ____________________________________________________________________________ At the moment you have created a drop down list for one cell only in Category Column. Select the whole Column, Data Validation the following window with the questions should appear:

Click Yes to extend the data validation settings to the rest of the column. Experiment with the list. Add another category name or sales assistant name and see how your drop down list will change. Now create a drop down list for Sales Assistants names according to Way 2. Building Information System: Step 5 Enter data

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