Yr9 Spreadsheets Set 1

Contents
CONTENTS ......................................................................................................................... 1 WORKSHEET 1: ORIENTATION ...................................................................................... 2 WORKSHEET 2: SPREADSHEETS.................................................................................... 3 WORKSHEET 3: SPREADSHEET FORMATTING ............................................................ 4 WORKSHEET 4: FORMULAE (1) ..................................................................................... 5 WORKSHEET 5: FORMULAE (2) ..................................................................................... 6 WORKSHEET 6: FORMULAE (3) ..................................................................................... 6 WORKSHEET 7: 'IF' FUNCTION ...................................................................................... 8 WORKSHEET 8: GRAPHS ................................................................................................. 8 WORKSHEET 9: PERFORMING CALCULATIONS MARK SHEET ............................ 11 WORKSHEET 10: ADVANCED TASK TIMETABLE .................................................... 12

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 1

We need to cover 3 units this year to gain the external qualification. Webwise is one, Excel and Word are the others. You will be able to show how good you are at logical thinking with Excel far better than with Webwise and Word but you will need to concentrate harder. We did some work on Excel last year, but its worthwhile taking five or ten minutes to refamiliarise yourself with the general layout of the application. All the commands available in Excel can be found in the menu bar at the top of the screen. The underlined letter is the reference letter to the command when pressing the Alt key to access the menus, meaning that combinations of key presses can be used to run any command not covered by the shortcut keys. For example, to access the File menu, we press Alt+F, since the F is underlined in File.

Worksheet 1: Orientation

Task

Open Excel and save a new file with the name Notes. Create a table, showing command in column A, the shortcut key in column B (if one exists) and the menu reference letters in column C for the following commands: New, Open, Save, Print Cut, Copy, Paste Select All, Undo, Repeat Bold, Italic, Underline Function Keys

Note: These commands are under Cells in the Format menu

Also, try and locate all the taskbar buttons corresponding to the above commands. To do this, hold your mouse pointer over the icon but dont click and in a few seconds a small yellow box should appear telling you what the command is.

Hints and Tips

Pressing F1 brings up Help dialog box. This allows you to ask questions of the Answer Wizard or browse the contents and index. The Office Assistant still exists in Office 2003 but requires activating by selecting Show the Office Assistant in the Help menu. The assistant can answer questions posed by you, jump in to offer you a tip or a handy shortcut via a little light bulb lighting up and can animate for your personal pleasure!

The assistant is annoying after a while, and it begins to get in your way, don't worry: clicking with the right mouse button on the assistant and selecting Hide can turn off the assistant. When the assistant is turned off, commands such as F1 still bring up help menus. If you have accidentally turned the assistant off, click on Show the Office Assistant from the Help menu.

Shift + F1 accesses the Whats This? command, denoted by a question mark next to the pointer. If you click on anything that you want to know about, a yellow box appears to tell you what the command is and what is does. A list of shortcut keys for Excel can be found under Keyboard Shortcuts in the index of the help file.

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 2

Worksheet 2: Spreadsheets
It is important that you know how to enter data, format it and move around the spreadsheet effectively.

Task
1. 2.

Put todays date into cell A1, in the form dd/mm (e.g. 08/11). Use the fill handle ( this bit) to drag the border down so that it covers cells A1 to A7: this should copy the day, date and month of the next seven days into column A. Copy the dates right into column B. Then convert the dates in column B to the form ddd (e.g. Thu). You should now have a table showing the days and dates of the next week. Now change the column order by moving all the weekday cells to column A and all date cells to column B by using the cells borders.

3. 4.

These drag and drop methods are fine if you want to move or copy cells short distances but if you needed to move a block of cells to the other side of the worksheet, it takes too long to scroll that far. Also you cant drag and drop onto different worksheets, workbooks or applications. However, this is easily achieved by using the cut, copy and paste functions.

5.

Try using all the different ways you can think of to move cells around the worksheet and find the one that suits you best. Using keyboard shortcuts are often the most efficient method while most laborious mouse movements can be eliminated. Press Ctrl + Home to select cell A1. Holding down the Shift key, use the cursors to move the selection down to B7 so that all the data is selected. Hit Ctrl + X to cut the info, select Sheet2 from the tabs at the bottom of the screen, then Ctrl + to move to the far right of the sheet, move the cursor one space to the left then press Ctrl + V to paste the information.

6.

Extended Work

Think of several ways to navigate between cells. In your Notes spreadsheet, create a list of methods of navigation between cells and a description of each method. There are some examples to start you off below see if you can come up with at least 5 more! Some can already be found on this page.

Method
Ctrl+ PgDn Ctrl+End

Description
Moves to the right-hand edge of the worksheet Moves down a page of cells at a time Moves to most bottom-right hand cell with content

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 3

Worksheet 3: Spreadsheet Formatting

Excel can be used to present tables and charts. This worksheet will guide you through creating and formatting a Gantt Chart. A Gantt chart is a table which shows the scheduling for a project. Gantt Charts are an important aspect of some year 11 controlled assessments (coursework).

Task
1.

Your task is to create a Gantt chart for a school design and technology project. Fill in column A from cell A2 downwards with the headings opposite, leaving a gap between each one (i.e. cells A3, A5 etc are blank): The project will take 10 weeks, so fill cells B1 to K1 with Week 1, Week 2 etc Make your text have font Courier New and make it bold. Make sure all your text fits in into the cell. Headings: Analysis of problem Design of solution Development Manufacture Testing Evaluation

2. 3. 4.

The Gantt chart will show the estimated time for completing parts of the project with green rectangles and the actual time taken with red rectangles . For example, analysis of problem may have taken 2 weeks when it was expected to take 3:

Complete your chart using the following data: Expected time (week no. - inclusive) 13 35 56 69 9 10 10 Actual time (week no. - inclusive) 12 35 6 6 10 10 11 12

Analysis of problem Design of solution Development Manufacturing Testing Evaluation

Extended Work

Use the other formatting features of Excel to improve the look of your chart. You could try: rotating the Week headings through 90 degrees using the Orientation box: using the merge cells button to add the number of weeks to the centre of each red and yellow bar. For example: using the cell borders button to create a grid for your chart

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 4

Worksheet 4: Formulae (1)

Formulae are an essential part of spreadsheets. They are used to perform mathematical calculations, usually based upon some inputted data. We will create some fantastic stuff later, with only a very small amount of maths, but this worksheet is for practising the logic in your formulae, so youll find it easiest if youre working with in pairs, with someone good at maths.

Remember that all formulae should start with an equals (=) sign!

Task 1
1. 2.

Start a new sheet and type in the formula that puts todays date into cell A1. Put a formula into cell B2 to work out which day of the week it is today (Excel uses 1 for Sunday, 2 for Monday, etc.). Then do it again to work out on which day of the week you were born.

Hint

Use the now() function for todays date and the weekday() function to find out the day.

Task 2

An example of a quadratic equation is y=2x - 2x + 3. Treat cell D1 as containing x, and type a formula into cell D2 that works out what y is. Use the following to check your formula: When x is 1, y should give 3 When x is 5, y should give 43 When x is 0, y should give 3

Task 3 (Harder)
1. 2. 3. 4. 5.

On a new sheet, type Power: into cell A1 and type 2 into cell B1. In cell A3 type 1. Using Excel's relative addressing, think of a way you can fill down from cell A3 so that you have numbers from 1 to 20 in cells A3 to A22. In cell B3, type in a formula which will calculate cell A3 to the power of cell B1. Now make Excel repeat this function so that cell B4 contains A4 to the power of B1, B5 contains A5 to the power of B1, etc. Note: do not hand type all the formulae! Now try changing the power value in B1. The whole sheet should update!

Hints

To perform a power of calculation in a cell formula, use the '^' symbol (Shift-6). i.e. 4 ^ 2 = 16 In Task 3, parts 2 and 4 you will need to use fill down ( drag this down!) In Task 3, part 4, you will need to use absolute addressing by using a dollar sign ($) in the formula. Bodmas works, but this is ICT not maths, so =2*(A3^2)-(2*A3)+3 is easier to understand and correct than =2*A3^2-2*A3+3, even though both work.

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 5

Worksheet 5: Formulae (2)

This sheet will show you how formulae can be used to work out useful information when modelling a situation. One of the most common uses of spreadsheets is to predict what will happen in certain scenarios ("what-if" scenarios).

Task 1

Suppose you are organising refreshments for your school play and that you are going to buy: A 4-pint carton of milk costing 1 A bag of sugar costing 1 Teabags costing 0.01 each Plastic cups costing 0.02 each

Set up a spreadsheet where you can vary the amount of people buying a cup of tea (for 50 pence) and the total profit is automatically worked out.

Assume that the carton of milk and sugar are enough for every person.

Task 2

Using the information from Task 1, plot a graph showing the income and expenditure of the refreshments stand (using a Scatter graph with data points connected by lines without markers), with the X-axis showing the number of customers and the Y-axis the income/cost. Use this graph to calculate how many customers are needed to make a profit of 10. Your X-axis should have values of up to 80 customers.

Extended Work

Try extending your spreadsheet so that you can see what happens if the cost of a certain item changes (use a cell to contain the value of each product). Also, use a cell to store the cost of a cup of tea. How many customers would be needed for 10 profit if more expensive polystyrene cups were used at 0.04 each? How much would a cup of tea need to be if it is required that 10 profit is made from 50 customers?

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 6

Worksheet 6: Formulae (3)

Task 1

A gambler puts 10 one week into a local lottery (put Week 1 in cell A1 and the amount in cell A2). The lottery produces a random number from 0 to 1 (use the RAND() function in cell A3). If the number is larger than 0.5 he increases his money by 10%, otherwise he reduces it by 10% (put the formula for this in cell A4). The next week he puts the proceeds from the week before (from A4) plus the same amount again (from A2) into the same lottery the next week (use column B). Repeat this for week 3 (ensuring you use the figures from A2 and B4). The process repeats for all 52 weeks of the year (you will need to repeat this up to column AZ). Use row 5 to calculate how much the gambler would have if he simply saved his money each week. Plot a graph of the resulting monies. Use F9 to re-calculate the random numbers, and see if you can spot a pattern.

An if statement can be performed as follows:

=IF(item = value, output1, output2)

This says that:

=IF(Random_part>0.5,Amount_bet*1.1,Amount_bet*0.9) or =IF(C5>0.5,C2*1.1,C2*0.9)

IF item = value THEN give output1 ELSE give output2

Task 2

A shopkeeper is using a spreadsheet to monitor his items. Copy and extend this table by adding at least 5 more rows containing your own items, and using formulae where appropriate. Protect all the cells except those for how many Sold, Item Revenue and Item Cost; they can then be altered if needed.
Resource Jam Fruit Cake Shortcake Tea Total Sold Item Revenue Item Cost Item Profit 0.45 1.50 0.65 0.13 Subtotal Costs 40.20 67.50 16.05 19.32 143.07 Subtotal Profit 30.15 67.50 69.55 35.88 203.08

67 45 107 276
495

1.05 3.00 0.80 0.20

0.60 1.50 0.15 0.07

Extended Work

Using Excel's built-in functions, try calculating the MAX and MIN values which the shopkeeper can use to see which item generates him most profit and which item generates him least. The shopkeeper also wants to know the proportion of sales of each product. Which kind of chart would be suitable for this? Try getting Excel to generate such a chart from the Sold data.

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 7

Worksheet 7: 'If' function

'If' statements can be used within formulae to change a formula depending on some condition. This can be useful in many situations.

Task

A building society is awarding bonuses to their mortgage sales representatives. Their bonus is based on the amount of sales they generate for the building society. If they achieve less than 100,000 of sales then they do not get a bonus. If they achieve 100,000 to 115,000 of sales they get a bonus of 10% of their salary. If they achieve 115,000 to 130,000 of sales they get a bonus of 15%, and if they achieve over 130,000 they get a bonus of 20%. 1. Copy the data opposite into a new spreadsheet 2. Devise a formula involving IF statements which calculates whether each sales rep gets a 0%, 10%, 15% or 20% bonus. 3. Fill down to complete the bonus column for all sales reps. Ensure all bonuses are displayed as percentages. 4. Calculate the total salary for each sales rep by creating a formula which adds their bonus to their original salary.

You may need to nest your if statements. That is, use one if inside another. For example: IF(item = value1, IF(item = value2, output2, output3), output1)

Extended Work

The company management does not want to spend more than 300,000, including bonuses, on their sales reps wages. Extend your spreadsheet so that the management can vary the bonus percentages for each range of sales: < 100,000 100,000 to 115,000 (inclusive) 115,000 to 130,000 (inclusive) > 130,000 and see the effect this has on the total salary going to their sales reps. Is there any room to give those achieving < 100,000 sales a small bonus, in an effort to maintain staff morale?

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 8

Worksheet 8: Graphs
Excel can very quickly and easily present data in the form of graphs and charts. Attempt to create the following graphs by entering the data into a worksheet, highlighting it and pressing the chart wizard button .

Task 1 - A Scatter Graph:

Create a scatter graph for the data below. When you have finished the scatter graph, double click on the graph then click on one of the points on the graph. Then select Add Trendline from the Chart menu and pick a suitable trendline. 2 5 6 8 3 6 4 8 9 4 2 4 8 6 9 4 5 7 2 2 36 47 38 48 47 49 82 36 24 54 58 38 27 98 28 26 37 56 53 91

You can view the formula of your trendline either by adding the trendline and going to options or by right clicking the trendline and clicking Format trendline then selecting Options, and then select Display equation on chart. The equation then appears in a textbox and can be moved or manipulated, as below.

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 9

Task 2 - A Pie Chart:

Create an exploded pie chart for the data below that indicates the proportion of transportation methods people use to get to school.
Car 58% Bus 19% Train 8% Walk 8% Cycle 6% Other 1%

If you find the colours on your Pie Chart are not to your taste, you can change the colours individually by selecting Format Data Point on each segment.

Task 3 - A Bar Chart:

Create a bar chart to illustrate the number of cars passing a particular point during different hours of the day (using a 24 hour clock), from the data below.
0.00-3.00 3.00-6.00 6.00-9.00 9.00 - 12.00 12.00-15.00 15.00-18.00 18.00-21.00 21.00-0.00 20 55 230 83 174 243 123 23

Try formatting your graph so it looks like the one below.

If you produce a graph in Excel, you can easily use (and edit) it in any Word document by simply selecting the graph, copying it (Ctrl+C) and then pasting it while in the Word document (Ctrl+V).

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 10

Worksheet 9: Performing Calculations Mark Sheet

Excel is commonly used for performing relatively simple calculations. This worksheet requires the use of formulae and formatting techniques to produce a mark sheet for a class' exams.

Task - Class exam results

Using the class data shown here, produce the percentage for the two papers, produce the overall percentage (equal weighting), and show the average and median for the class. Before Simon Suller, insert a new row into the worksheet (by selecting the Simon Suller row and then click Row, from the Insert menu) and add yourself, with your own choice of marks.
Exam 1 (out of 70) Exam 2 (out of 64)

Exam 1 (%)

Exam 2 (%)

Average %

Anthony Borris Cory Fred Morris Olive Ranger Sandra Simon

Andrews Bigland Casley Fenna Misselbrook O'Leary Revel Simmons Suller

20 25 62 70 57 18 34 31 61

21 19 51 63 60 11 32 24 61

You may have noticed that the names are no longer in alphabetical order (if they are still Wendy Weston 58 52 in alphabetical order, arrange them so that Average they are not!). To arrange them in order, Median select the whole table of names, then select Sort from the Data menu, and select to order by column 2, the pupil's surname. Your data should now be in alphabetical order!

The median of a set of values is the value that occurs in the middle of the list: there should be as many values less than, and greater than, the median value.

Extended Work

To pass the exams, each pupil must gain an average of at least 50%. Add a column after Average which states either Pass or Fail (calculated using a formula that refers to each pupil's average mark). The pupils who fail must retake both exams. Make up a second pair of marks for each pupil who has failed and calculate their average as before. The marks for the year are calculated as follows: If a pupil passes, their mark is their average percentage. If a pupil fails, their mark is of the average percentage of their retakes. Devise a formula to calculate the final marks for each pupil and add this as a column.

Yr 9 Spreadsheets Set 1

Hulme Hall Grammar School

Page 11

Worksheet 10: Advanced Task Timetable

Now that you have the basics under your belt, it is easy to create a wide variety of spreadsheets to solve or automate many simple, everyday tasks.

Task

Create a schedule or timetable to show: What: what has to be done Where: where you need to do it When: at what time it should be done Who: who it should be done with

Complex timetables can be implemented by using logical formulae to change what a cell displays depending on the date. This means that a small grid of times and days can be made to display your weeks schedule depending on the date. The timetable below also uses a look-up table to show the weeks start and end dates by using the VLOOKUP() function. Locking all the cells apart from input boxes means that the cells cant accidentally be deleted.

Using the VLOOKUP (or HLOOKUP) functions means that information about the week can be automatically displayed without complex statements

=VLOOKUP(E1,H2:J39,2)

The look-up table is placed at the far right so that it is out of the printable area, as it does not need to be seen.

More complex functions can be built up using nested IF, AND and OR statements

=IF($E$1>=25, "", IF($E$1<1,"NO LECTURES", IF($E$1=21, "", IF(OR(AND($E$1>=13, $E$1<=20), AND($E$1>=22, $E$1<=24)), "ERTS:1.18(Qu)", "IEt:1.7(Qu)"))))

You may wish to save this timetable for future use. Yr 9 Spreadsheets Set 1 Hulme Hall Grammar School Page 12