Key Words: Functional Skills. Key Words: Spreadsheets.

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FunctionalFunctionalSkillsSkills

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SpreadsheetsSpreadsheets

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Parts of a Spreadsheet

ROW COLUMN

Cell

Active Cell

Formula Bar

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Sorting DataOften a spreadsheet can hold a lot of

data that doesn’t seem to have much of an order to it.

We can sort it using the filtering tools

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Sorting Data

1. Highlight the data you would like to sort

2. Click the sort button. You can chose to sort it ascending (lowest to highest) or Decending (highest to lowest)

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Sorting data

Expanding the selection means that the data attached to the data you are sorting with stay attached.

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Filtering Data – Auto FilterSome times you will have lots of data that you will need to sort based on a set of criteria. To do this we can use the Auto Filter tool

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Filtering DataThe title for each column will now have a arrow attached to it. These are the drop down boxes with the criteria in them

You can now select one of the options from the drop down box or click custom to create a custom filter.

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Filtering Data – Custom Filter

In this window you can customise you filter to find different information for example to find all the data that is equal to something or something that is less than something.

You can chose to filter the information from the drop down box or write your own value in.

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Adding Headers and Footers

On the menu bar click VIEW followed by header and footer

Select Custom Header or Custom Footer depending on which you want to add

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Adding Headers and Footers

In one of the sections type the information that you would like to appear in the header or footer, then click ok

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Checking Page Layout

To change your page layout select File then Page setup from the menu bar. The page setup window will then open and you can adjust the orientation of the page and margins etc.

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Checking Page Layout

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Formula

• Formula in spreadsheets are what we use to perform calculations.

• These can be basic or complex.

• Whether basic or complex the key rule to remember is that formula always start with =

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Basic FormulaBasic formula is used to create addition,

subtraction, multiplication and division calculations.

+ Addition

- Subtraction

/ Division

* Multiplication

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Basic Formula• We use cell references to put

together formula.

• *Recap* The Cell reference is the Letter of the column and the number of the row of the cell you are using. Example: B3, H27, R39

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Basic Formula - Multiplication

Here I want to create a basic multiplication formula to calculate the total cost for several items.

If I was to do a mathematic sum this would be

£2 x 7

As a formula this would be

=A2*B2

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Basic Formula - Subraction

Here I want to create a basic subtraction formula to calculate the new amount of stock I have.

If I was to do a mathematic sum this would be

23-9

As a formula this would be

=A2-B2

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Basic Formula - Addition

Here I want to create a basic addition formula to calculate the total cost for several items.

If I was to do a mathematic sum this would be

£1.06 + £2.40

As a formula this would be

=B2+C2

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Basic Formula - Division

Here I want to create a basic Division formula to calculate the cost each person would have to pay for the party

If I was to do a mathematic sum this would be

£798/23

As a formula this would be

=A2/B2

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= Sum• When we have a lot of

data to add we can alter the formula we use to save time.

• This is =Sum(E2:E41)

• What this tells EXCEL is that we want it to calculate the total for the data between D2 and D24

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Auto Sum/ Auto Fill

• There are two tools we can use in Excel can save us time, these are Auto Sum and Auto Fill

• With Auto Sum we can select some data and Excel will automatically do the calculation for us.

• Auto Fill is where Excel uses information in one cell to add information to others. Such as copying a formula or continuing days of the week.

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Printing FormulaIn your functional skills exam you will often be asked to print a copy of your spreadsheet with the answers and then a copy showing evidence of your formulas.

The easiest way to show your formula is to press CTRL and the key next to number 1 that looks like a funny S

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Max/Min/Average• Some times we want to find the average

number in a group of numbers or the maximum/ minimum numbers.

• To do this we can use the functions in the same way we use the =sum formula

• =MAX• =MIN• =AVERAGE

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Formatting Data

• At times we need to edit the data in our spreadsheets, so it reads a certain way eg: currency

• So that we can continue to use the data in formulas we need to ensure we format the data rather than typing in things such as £ signs

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Formatting Data

Highlight the information that you want to format. In the menu bar click on format and then Cells

This box will then appear. Here you can change your data to currency or to other formats such as time.

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Formatting the Spreadsheet

• Often when using spreadsheets we don’t think about how we might edit them to include colour or different fonts.

• This can be done for various reasons such as fitting with a business house style or simply to make the data within the spreadsheet easier to read.

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Resizing

• You can resize in two ways.

• You can use the format drop down menu and adjust the row height and column width

• You can click and drag the columns and rows by clicking in-between the headers

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Graphs• Graphs are used to present data in an easy to

read and manageable way.

• A key skill when using a spreadsheet (and in the exam) is knowing what data needs to presented in the graph.

• Often an exam question will ask you to show a certain section of data from your spreadsheet such as total wages for Jan - June

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Creating a Simple Graph

Select the data you want to include in the graph and click the graph wizard

Don’t forget:• Titles• Axis Labels• Headers and Footers• To add your graph as a separate sheet

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Graphs• Sometimes the data we want to use is not

conveniently in columns that are next to each other.

• In this event, we need to select the first section of data then press and hold control while we select the rest of the data. Sometimes the data we want to use is not conveniently in columns that are next to each other.

• In this event, we need to select the first section of data then press and hold control while we select the rest of the data.