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Yr9 Spreadsheets Set 2

CONTENTS ......................................................................................................................... 1 WORKSHEET 1: ORIENTATION ...................................................................................... 2 WORKSHEET 2: SPREADSHEETS.................................................................................... 3 WORKSHEET 3: SPREADSHEET FORMATTING ............................................................ 4 WORKSHEET 4: FORMULAE (1) ..................................................................................... 5 WORKSHEET 5: FORMULAE (2) ..................................................................................... 5 WORKSHEET 6: GRAPHS ................................................................................................. 7 WORKSHEET 7: PERFORMING CALCULATIONS MARK SHEET .............................. 9 PROJECT 1 - FAMILY BUDGET ...................................................................................... 10 PROJECT 2 - CHAMPIONS LEAGUE ............................................................................ 11

Yr 9 Spreadsheets Set 2

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


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 2

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.

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.


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.


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.

Ctrl+ PgDn Ctrl+End

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 2

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).


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 2

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. 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 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.

with data points connected by lines without markers), with the X-axis showing the number

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 2

Hulme Hall Grammar School

Page 5

Worksheet 5: Formulae (2)

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

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 2

Hulme Hall Grammar School

Page 6

Worksheet 6: 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 2

Hulme Hall Grammar School

Page 7

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 2

Hulme Hall Grammar School

Page 8

Worksheet 7: 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 2

Hulme Hall Grammar School

Page 9


You are going to create a simple spreadsheet that will help a family keep check of its expenditure. This will be for the first 6 months of the year.

Entering Headings
Enter the data as shown in the screenshot. Note: After typing in the month January, you can get the More complex functions =IF($E$1>=25, "", IF($E$1<1,"NO LECTURES", spreadsheet to enter the can be built up using IF($E$1=21, "", IF(OR(AND($E$1>=13, $E$1<=20), other months for you. nested IF, AND and OR AND($E$1>=22, $E$1<=24)), "ERTS:1.18(Qu)", Select the cell B3. You statements "IEt:1.7(Qu)")))) will notice that in the bottom right hand corner of the cell there is a black square. This is called the Fill handle. Drag on this fill handle across. Stop when the tool tip says June and then release the mouse button.

Improving the Display

Select the cells A1 to H1 and click on the Merge and Centre icon. Increase the text size to 16 and apply a fill colour of light green using the Fill Colour icon. Now select the cells A3 to A9 and then hold the Control key down whilst selecting the cells B3 to G3. Make the text bold and apply a gold fill colour. Select the two TOTAL headings and made the text bold and the fill colour light purple. Finally, select cells B3 to H3 and right align the text using the Right Align icon

Adding the Data

Enter the data as shown here. Note: you can use the fill handle to copy the Fuel and Mortgage figures for January into the other months if you do not want to type all the figures in manually. Select the cells B4 to H11 and change the format to currency by clicking on the Currency icon.

Adding Formulas
Yr 9 Spreadsheets Set 2 Hulme Hall Grammar School Page 10

Select cell H4. You want to add up all the food expenditure for the six months. You need to add together cells B4 to G4. There are two ways of doing this. You could but in the formula: =B4+C4+D4+E4+F4+G4 or you could use the SUM formula which is quicker. (SUM in Maths means Add.) This would be: =SUM(B4:G4). The SUM formula can be put in automatically. Select cell H4 and then click on the Autosum icon. Excel guesses correctly what cells you want to add up. Now simply press Enter to confirm your formula. The result of the calculation in entered into cell H4 (1,265.34). Now using the fill handle in cell H4, drag down of the other items to replicate the formula for Clothing, Fuel, etc. Try clicking into cell H5. You will see that the formula is =SUM(B5:G5). Excel has automatically changed the formula to what you want. Check that this has happened in the other copied formulas. Now select the cell B11 and put in a formula that will add up all the expenditure for January. Replicate this formula for the other months and also for the TOTAL. Finally, select cell I3, type in the text, AVERAGE make the text bold, right aligned and add a light purple fill. Now select cell I4 and put in the formula for working out the average expenditure on Food. This will be: =AVERAGE(B4:G4). Replicate this formula down for the other items of expenditure. Finish off by making any other changes to the format of the spreadsheet. In the final version below, the totals and averages have been given a light orange fill and the final total of totals and averages have been made bold and had their text size increased to 12. If you do this you may find that the display in cells H11 and I11 changes to a set of Hash signs (# # # #). This is because the columns are now not wide enough to get the numbers in. You can widen them by moving to Drag here to the column headers and dragging in the line between widen column I. two headers. The final spreadsheet has also had its title merged and centred with cell I1 so that it now covers the Average column as well.

Yr 9 Spreadsheets Set 2

Hulme Hall Grammar School

Page 11


You are going to create a spreadsheet which will keep a record of the matches played in one of the stages of the Champions Cup. Start by loading the spreadsheet, Excel. Start by entering the following headings without altering any column widths. You are now going to copy these teams to row 2. Select the cells B3 to B8 and click on the Copy icon. Now right click on cell C2 and select Paste Special. Select the Transpose option and click on OK. Finally, press Escape to get rid of the dotted lines around the cells you selected. Now select the cells B3 to B8 and then hold the Control key down whilst you select the cells C2 to H2. Make all these headings bold. Next, select cells A1 to B2 and change the font size to 16 and make the text bold. From the menu select Format, Cells. Click on the Alignment tab as shown in the screenshot on the right, set Horizontal and Vertical to Centre and select Wrap Text and Merge Cells. The text will overflow the cells. Widen the rows and columns to fit in the Manchester Utd heading in B5 and the Champion League title. The teams do not fit neatly into the cells in row 2.You could widen the columns but you are going to rotate the headings instead. Select cells C2 to H2. Select Format, Cells from the menu. The Alignment tab should already be selected. In the Orientation box, drag

Yr 9 Spreadsheets Set 2

Hulme Hall Grammar School

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the red dot anticlockwise until the box below shows 60. Deepen row 2 and widen columns, if necessary. Next select cells A3 to A8 and change the orientation of the word Team and make the text size 16. Now add some colour. Shade the team names gold, the title pale blue and the cells C3, D4, E5, F6, G7 and H8 pale blue also. (Select cell C3 and then with control held down, select the other cells and then shade them all in at the same time. Next, select cells C3 to H8 and click on the Borders icon and select the full border option.

Your spreadsheet should now look like the screenshot on the bottom of the previous page.

Adding Test Data

Here are the results of the first two sets of matches: Manchester Utd 1 Juventus 1 Monaco 2 3 2 0 Barcelona 1 Real Madrid 1 Barcelona Inter Milan 4 2 Manchester Utd Monaco Juventus

Real Madrid 2 Inter Milan 1

Points are awarded as follows:

Win 3 points, Draw 1 point, Loss 0 points.

Each result is entered into the table twice. The first result - Manchester Utd 3 Barcelona 1 is entered as follows. Reading across the row for Manchester Utd, enter a 3 in the column for Barcelona. Then in the row for Barcelona, enter a 0 in the column for Manchester Utd. Enter the other results into the table. Once the results have been entered, centre the results in the table both horizontally and vertically and make the text size 16. Your table should now look like the screenshot at the bottom of the page.

Yr 9 Spreadsheets Set 2

Hulme Hall Grammar School

Page 13

You are going to transfer the figures from the Champions League results table that you created in the first worksheet into a new table which will show who is in the lead. Mark the team names in cells B3 to B8, click on the Copy icon. Select cell B12 and then paste the team names by clicking on the Paste icon. In cells C11 to G11, type the headings: Won Drawn Lost and Points. Shade all the new cells gold and make the text bold.

Adding the Points

First work out how many wins Juventus have had. This will involve a formula being put into C12. The formula to use is the COUNTIF function and the formula would be: =COUNTIF(C3:H3,3) The range C3:H3 tells the spreadsheet where to look. The 3 at the end of the formula tells the spreadsheet what to look for. Thus this formula counts how many 3s can be found in the cells C3 to H3. The answer appearing in cell C12 will be 0. This formula can be replicated down into cells C13 to C17. You can now work out the formula to work out how many draws Juventus have had and put it in cell D12. This will be the same formula as in C12 except you are now looking for 1s so the formula will be: =COUNTIF(C3:H3,1) Replicate this formula for the other teams and then work out the formula for the number of losses Juventus have had, put it in cell E12 and replicate it for the other teams. You can now work out a formula for the points awarded to Juventus. This will be Number of wins multiplied by 3 plus number of draws multiplied by 1. The formula in cell F12 would therefore be =C12*3+D12*1. Enter this formula and then replicate it for the other teams. Now, in the results grid complete the entry of results. As you do this, the league table below will automatically update itself as each result is entered.

Sorting the Teams in Order of Points

Finally, you need to sort the spreadsheet so that it is in order with the team having most of the points at the top.

Yr 9 Spreadsheets Set 2

Hulme Hall Grammar School

Page 14