U3A Computing Beginners Class Leader – Brian Moore Week 9 of 10 weeks. Mondays 4:15 to 5:45 pm **** Last Class on 2/12/2013***

Excel 2007 The Spreadsheet A Spreadsheet is a large table that you can put in facts and figures and it will work out results. A simple use is to add up costs and display the results. The MS Office spreadsheet is called Excel. Look at mybudgetd.xls = A simple Spreadsheet to add up groceries. The top of the Excel spreadsheet has commands laid out in Office 2007 format with Ribbons.

Excel Spreadsheet Overall The Columns are referenced to by Letters and the Rows by numbers. Where they cross is called a Cell. EG at A1 is the title “Mybudgetd.xls A very simple Spreadsheet to add up groceries”. Just below the ribbon is a row which contains the detail about a cell. If you select cell A1 by a LH click, it shows its content. It is called the Formula Bar. If it starts with a = sign, it is a formula.

Spreadsheet Continued Text can be directly entered into Cells A3 to A10. Pressing Enter will move the cursor box to the next line. Or use the arrow keys. Cells C3 to C10 contain Monetary values. In order to get the £ sign in front you need to format these cells into Currency. Select cells C3 to D10 (by LH click & drag over them) so that they are surrounded by a bold black border. RH click, select Format Cells, Currency, OK. Put some numbers ie £s in Cells C3 to C8. Now the clever bit! At C10, In the formula bar enter =SUM(C3:C8) and it will add up the total in C10.

Spreadsheet Continued Note if the price of eggs is changed the new total is shown immediately. All the cells on the previous slide can be customised. A12 to C20 is just a copy of A3 to C10 except adding Titles, Colours, Borders & Bold. In E3 to I11 I have added multiplication to the values in the Number and Per Item columns to produce the Cost column which is then added up. Note in I12 a different way to add and a fault in I13.

Other Tricks Comments can be added to a cell. See J16. To add RH click and select “Insert comment”. The position and shape can be dragged. When one exists you can edit or delete as well. Worksheets. At the bottom left is Sheet1 Sheet2 etc. They can be thought of as blank spreadsheets one on top of another. Sheet1 is what we have been working on. In sheet2 I have added references to sheet1. In A12 I have put =Sheet1!A12 and it is now using the text Item from sheet 1. This gives a third dimension.

Other tutorials on Excel Computing, CMP downloads, Week 9 has a Detailed_Excel_2007_tut.doc with much more, but is 51 sheets. xcel2007.html is very good. xcel2007.html

Printing a Spreadsheet Initially a spreadsheet will be the maximum size which is 1000s of rows and columns. To print you need to define the Print Area first, else you waste a lot of paper. In the ribbon - Page Layout. First select the Orientation (Landscape). Select the area to print (A1-O20) then still in ribbon - Page Layout select Print Area, Set Print Area. Now if you print you get one sheet only. But use Print preview first.

Practical Start Excel from the usual - Start, Programs, Microsoft Office, Microsoft Office Excel Type in Cell A1 the Introduction. Type in Cells A3 to C8 (Notice I am referring to a range by stating two diagonal corners) with the detail from the hand out sheet. Type in A10 = Total Cost then select C10 and in the formulae bar type in =SUM(C3:C8). Change C4 to £7 and see the new result in C10. Copy A3:C10 (Note the : to describe a range) to A13:C20 and then add Colour, Bold & border formatting. Add in A12:C12 the titles.

Practical cont. E3:H9, I3 & E11 data has to be typed in. Set to currency in H4:I9 and I11. The Cost column I4:I8 uses Multiply or the *. So in I4 Type =G4*H4 in the formula bar. Get our help in filling in quickly I5:I9. (drag bottom RHS) In I11 Type =SUM(I4:I9) in the formula bar. Make it look pretty with formatting of colours, bold. Try in I12 a different way to add by typing in =I4 + I5 + I6 + I7 + I8 + I9. Note you get the same result. And a fault in I13. Type in =I4+I5+I5+I5+I6+I7+I8+I9 Add in the “Weighing Scales” Icon. And Comments.

Powerpoint PowerPoint is another MS Office program and is used for giving presentations such as this. It just a series of slides or Pages of information. The program allows all sorts of information to be entered – Text, tables, ClipArt, Shapes, Pictures, Music, Videos can be tricky. When saved it can be shown in Slide Show mode filling the whole screen. By ribbon - Slide Show, From Beginning. Just like I am doing now. To advance to the next slide press the RH Arrow key, or LH for back. (Enter also advances a slide)

MS Office One Note 2007 One Note is a new application in Office 2007 that is meant to be an easy way to take notes in a meeting in an orderly fashion. Unless you are a secretary it is not much use! This is how MS describe it = OneNote is a place for gathering, organizing, searching, and sharing notes, clippings, thoughts, reference materials, and other information.

MS Access – A Relational Database A database is a way of storing masses of similar information that has been entered on a Common Form. Everything you enter Online goes into a Database. This MS version called Access is VERY complicated to setup. I can show you a simpler one called Commence if you like, which I use at home. Download all of Run disk1 setup.exe Licence at home