FUNCTIONAL ICT LEVELS 1

Task (5 mins) – Log on to the pc’s, then go onto : LearnZone Login MyZone ICT Functional Skills Level One (1&2) Exam Revision Quizzes Attempt a couple of the quizzes Did you get any of the questions wrong ? Which ones ?

Task (5 mins) Using the board, write down what the formula in Excel would be for the following. You can help each :  Add together A1 through A10  Minus B5 from A5  Multiply C6 by D7  Find the lowest value between D5 and H5 As a group  Find the highest value between D5 and H5  Determine the average value of C2- F2 What should you do to the data to make it meaningful ? When could you use the MIN function at work ?

Session outline Lesson Aims and Objectives  Format data in a spreadsheet  Manipulate data to extract required data  Create and format Word documents You will learn how to:  Structure and present data in a table  Format data  Sort and filter data  Apply formulas  Formatting fonts and backgrounds  Inserting images, bullet points and tables  Printing in various formats 10:45 – 11:00 Break

FUNDAMENTALS OF EXCEL Excel

Starting a Spreadsheet Tables of information can sometimes be difficult to understand. What things do you think you should do to make the spreadsheet understandable ? For example: Use titles that make it clear what the table is about.

Starting a Spreadsheet Tables of information can sometimes be difficult to understand. To make your tables clear and easy to read:  Use titles that make it clear what the table is about.  Make sure column headings are meaningful and displayed in full.  Check column alignment. This can cause problems if you have a right-aligned column next to one that is left aligned.  Use the date function to insert the date into the page footer.  Switch on grid lines.  Hide columns that contain unnecessary information.  Use landscape orientation and adjust the margins to fit everything onto one page.

Excel task Make sure the data is clear and easy to understand.  YOU must be able to READ ALL OF THE TEXT  Must be formatted – date, currency or number of decimal places.  If the data is about money = Currency.  Font style to make the headings standout  Shading and borders for headings How could this layout be improved ?

Data types Apply “Currency” data type to monetary data How many d.p for currency ?

Setting the data format How would you do it ?

Sorting and filtering Sorting Ascending and Descending When ? Largest or smallest When ? Filtering Select data Sort and filter – creates a drop down menu

Excel Sorting Make sure you sort the whole table – NOT just the single column When you are asked to filter e.g. use the filter function - do not just delete the non matching data

Custom Sorting

Sorting and Filtering Open the spreadsheet called Sorting Example on LearnZone 1. Format the data to make it meaningful 2. Sort the data A-Z on ‘produce’ 3. Filter so that only ‘carrots’ are shown 4. ‘Price’ over £1 (hint – use greater than function) 5. Filter showing ‘number sold’ and ‘price’ over £1 Take a screen shot of each stage and paste into a word document Extension – Using conditional formatting to change any sales over £30 to green and sales = < £5.40 to red. Insert a chart Using the matrix mark yours and a partners work and record the score 10 mins 5 mins What things were completed well and what was forgotten or not undertaken ?

FORMULAS Excel

Formulas

A formula allows you to perform a calculation on the data in the spreadsheet. What calculations might need to be performed on data ? 1.Add 2.Subtract 3.Multiply 4.Divide 5.Average 6.Minimum 7.Maximum At Level 2 – you will be expected to be able to use Vlookup and IF functions

To use a formula All formulas start with = (equals sign) =SUM(A1:A3)  Adds all the numbers in a range of cells.  Syntax  =SUM(number1,number2,...) =SUM(A3-A2)  Subtracts number held in A2 from A3 What does this do ?

To use a formula All formulas start with = (equals sign) Multiplication: Division =SUM(A2/A3) FormulaDescription (Result) =SUM(A2*A3)Multiplies the numbers in the first two cells =PRODUCT(A2:A4)Multiplies all the numbers in the range =PRODUCT(A2:A4,2)Multiplies all the numbers in the range, and 2

To use a formula All formulas start with = (equals sign) Average: =AVERAGE(B2:B10) Minimum: =MIN(B2:B10) Maximum: =MAX(B2:B10) Count : =COUNT(A1:c20)

Copying a formula First enter your Formula and press enter Select the corner of the cell and the cursor will change to a thin black cursor. Drag down to copy

Showing formulas We will be asked to show your formulas and these need to be on one page. Formulas tab Make sure all of the formula can be seen. Print – Settings – Landscape – Fit to one page.

Setting print area and inserting comments Print area Page layout Print area Set Print area – note landscape for excel Inserting comments Right click on a cell From the drop down – insert comments

Formula Task 2a - Worksheet You are working as a volunteer for the registered charity The Retired Greyhound Trust as a data entry clerk. You have been asked to create a spreadsheet that will hold customers orders from the Greyhound Trust mail order catalogue. Refer to worksheet Extension- Reformat the spreadsheet to improve layout and usability Using the matrix mark yours and a partners work and record the score 15 mins 5 mins

Exam practice Practice exams All exam files are located on :  LearnZone  MyZone  FS ICT  Supplementary Session Feb 2013  BBQ food.xls  ChipIt.xls  RentalsL2.xls Work comparison matrix Areas of improvement 30 mins

Recap Lesson Aims and Objectives  Format data in a spreadsheet  Manipulate data to extract required data You will learned how to:  Structure and present data in a table  Format data  Sort and filter data  Apply formulas to your data