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A spreadsheet model is used to explore different possible answers. These models are often financial,
mathematical or scientific. It is sometimes called a ‘what if’ scenario or ‘what if’ modelling. It lets you
change data in the spreadsheet to see what will happen to the results. It is useful to know how to build
a simple spreadsheet model and edit the data within the model, or even change the model itself, to
produce different results.
Year 10 Term 1 - Week 6 to 8
Ajiro Tech | 1
The contents of a
spreadsheet cell
can be:
a number
text (label)
a formula
starts with an
= sign
Create a spreadsheet to
multiply any two
numbers together and
display the result
SPREADSHEET BASICS
A spreadsheet is a two-
dimensional table
split into rows and columns
INSERT CELLS, ROWS AND COLUMNS
DELETE CELLS, ROWS AND COLUMNS NOTE
Remember that a
column holds up the
roof and you can see
a row of houses.
To insert a cell into a spreadsheet, click the right
mouse button on the spreadsheet where you
wish to insert the cell. From the drop-down
menu select Insert or...........
To delete a cell from a spreadsheet, click the
right mouse button on the cell you wish to
delete. From the drop-down menu select
Delete or.....
TASK 1
Ajiro Tech | 2
Designed and Presented by Ajiro Ndi
Note
If you have created the spreadsheet as shown,
you should be able to change the contents of cells
A2 and A3 to multiply any two numbers together.
The changing of cells to see the results
is called modelling
You must show the contents of all cells
fully in your spreadsheet printouts so
that your method and results can be
seen.
Ajiro Tech | 3
Operation Operator Example What does this do?
Add + =A2+B2 Takes contents of cell A2 and adds contents of B2
Subtract - =A2-B2 Takes contents of cell A2 and subtracts from it contents of B2
Multiply * =A2*B2 Takes contents of cell A2 and multiplies by contents of B2
Divide / =A2/B2 Takes contents of cell A2 and divides by contents of B2
Indices (powers) ^ =A2^2
Takes the contents of cell A2 squared (multiplies A2 by itself) – for example if A2
contained the number 3 then this would be 3 which is 3*3 which is 9
Arithmetic operators are placed in a formula and can be used to add, subtract, multiply, divide and calculate indices
(powers) of a number. Each of these operators has a symbol used within the spreadsheet
2
While functions like SUM, PRODUCT or POWER could
also be used to perform these tasks, using arithmetic
operators provides the most efficient method.
Note
Create a spreadsheet that looks like this:
Ajiro Tech | 5
When you are given multiple calculations like this you need to
decide which calculations to perform first: 7 + (6 × 5 + 3)
Task 3: On paper (do not use a calculator or computer) try to
calculate the answer - Show your workings
Ajiro Tech | 6
2
Designed and Presented by Ajiro Ndi
B Brackets first
I
Indices (i.e powers and
square roots, etc.)
DM
Division and Multiplication
(left to right)
AS
Addition and Subtraction
(left to right)
The order in which we perform these calculations can lead to different answers.
Computers and most calculators perform the calculations according to a given set
of rules, known as the order of operations. These rules, in order, are:
do things in Brackets first
All Indices (powers and roots, sometimes called exponents) second
Divide and Multiply third
Add and Subtract fourth
otherwise just go left to right.
You should do the part in the brackets first, so (6 × 52
+ 3), starting with the indices, so 52 is 5*5 which is 25, leaving the bracket as (6 ×
25 + 3). Next within the bracket we multiply, so 6 × 25 = 150, leaving the brackets
as (150 + 3). Add these together to get 153.
Now back to the calculation, 7 + (6 × 52
+ 3), we know that the brackets work out
to 153 so 7 + 153 = 160. Is that the same answer that you first calculated? Divide and Multiply rank equally (and go left to right). Add and Subtract rank equally (and
go left to right). After you have done B and I, just go from left to right doing any D or M as
you find them. Then go from left to right doing any A or S as you find them.
Designed and Presented by Ajiro Ndi
RELATIVE REFERENCING
method of addressing cells where the reference to a
cell changes when the formula is copied to another cell
or values change when they are replicated. e.g. =B3+B4
e.g. 2: Copying a formula from B1 (=A1) to B2 adjusts it
to =A2, simplifying calculations across multiple cells
automatically.
ABSOLUTE REFERENCING
remains constant, no matter where it is copied or
moved within the spreadsheet. When used it locks the
reference to a specific cell or range of cells, so that
when copied the formula to another cell, the
reference does not change. you use the dollar sign ($)
to create an absolute reference e.g. $B$3+
Ajiro Tech | 8
Designed and Presented by Ajiro Ndi
Create a spreadsheet to display the times table for any
number you choose to enter. Print your spreadsheet, showing
values and formulae.
Hint: For this task, you need to design and create the data model to calculate and display the times table for any number that you choose.
You must therefore have a single cell that contains the number to use for all the calculations. In this model you can place a simple number,
such as 2 you are not expected to use 2 , in cell A1, so that you can easily tell if you have made a mistake with your formulae later on. Type
the label ‘Times Table’ in cell B1.
You are going to create the times table in cells A3 to B12. The cells in column A hold the number to multiply by and the cells in column B
hold formulae to calculate the answer. Move the cursor into cell A3 and enter the number 1, then move into cell A4 and enter the number
2. Rather than repeating this process another eight times for the numbers 3 to 10, highlight cells A3 and A4, as shown here. Move the cursor
to the drag handle in the bottom right corner of these cells.
Ajiro Tech | 9
Designed and Presented by Ajiro Ndi
When you are asked to ‘create a data model that looks like this’, make sure
that you copy the model in the question exactly as shown. Do not try to make
improvements or use other features (such as colour and formatting) unless asked
to do so. This is very important. Do not insert rows or columns, or remove rows or
columns containing blank spaces, unless instructed to do so.
When you type data into a spreadsheet (or any other form of document) you must
make sure that the data that you have entered is identical to the original source
document or question. Do not rush the data entry and check carefully that it
has been entered with 100 per cent accuracy. This is even more important when
working in a spreadsheet because one error, for example a mistyped number or
decimal point in the wrong place, could cause all of the data in the spreadsheet
to be incorrect. Care must also be taken when entering a formula, as one small
error is likely to stop the spreadsheet working as it is expected to.
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MERGE CELLS AND WRAP TEXT
Merge cells combines two or more
cells to create a new, larger cell. This is
a great way to create a label that spans
several columns.
Wrap text allows you to display the
contents of a cell on multiple lines,
instead of one long line. This is
particularly useful when you have
lengthy text in a cell that you want to
display without it spilling over into
adjacent cell
We have already met simple
mathematical operators, but to
refresh:
For addition use the + symbol.
For subtraction use the -
symbol.
For multiplication use the *
symbol.
For division use the / symbol.
For indices use the ^ symbol.
NAMED CELLS AND RANGES
a named cell and a named range are
tools that allow you to assign a name
to a specific cell or range of cells. This
makes it easier to refer to these cells
in formulas and functions, improving
readability and manageability in your
spreadsheets.
TASK 5 Open the spreadsheet saved in Task 2. Change the text in cell A1 to Please enter two numbers in cells B2 and B3.
Merge cells A1 and B1 and wrap the text in this merged cell. Save your spreadsheet.
USE FORMULAE
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NAMED CELL
A named cell refers to a single cell that has been given a
name. For example, you can name cell D1 as "AT_Total".
Instead of using the cell reference D1 in your formulas,
you can use the name "AT_Total".
NAMED RANGE
A named range refers to a range of cells that has been
given a name. For example, you can name the range B1
to B10 as "Ajiro_Tech". Instead of using the range
reference B1 to B10 in your formulas, you can use the
name "Ajiro_Tech".
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Designed and Presented by Ajiro Ndi
FORMULAE
Written statements by the user that instruct Excel to
perform specific calculations or operations on the
data within a spreadsheet. They consist of a
combination of cell references, constants, operators,
and functions. Formulas begin with an equal sign (=)
and can range from simple arithmetic operations
(=B1+B2) to complex functions and conditional logic.
By using formulas, users can automate calculations,
analyze data, and derive meaningful insights from
their data sets.
FUNCTIONS
Predefined formula that performs a specific calculation
or operation using the values provided as arguments.
Functions simplify complex calculations and data analysis
by reducing the need to write long and complex formulas
manually.
Components of a Function
Function Name: The name that identifies the function,
such as SUM, AVERAGE, IF, VLOOKUP, etc.
Parentheses: Functions always include parentheses ()
which enclose the arguments.
Arguments: The values or cell references that the
function uses to perform its calculation. Arguments are
separated by commas.
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Designed and Presented by Ajiro Ndi
NAMED CELL
A named cell refers to a single cell that has been given a
name. For example, you can name cell D1 as "AT_Total".
Instead of using the cell reference D1 in your formulas,
you can use the name "AT_Total".
NAMED RANGE
A named range refers to a range of cells that has been
given a name. For example, you can name the range B1
to B10 as "Ajiro_Tech". Instead of using the range
reference B1 to B10 in your formulas, you can use the
name "Ajiro_Tech".
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Designed and Presented by Ajiro Ndi
SUM AND AUTOSUM
The SUM function is one of the most commonly used functions
in Excel. It adds all the numbers in a specified range of cells.
=SUM(number1, [number2], ...)
The AutoSum function is a quick way to use the SUM function
without having to type the formula manually. It is a feature
that automatically detects the range to sum and inserts the
SUM function for you.
AVERAGE
statistical function that calculates the arithmetic mean of a
group of numbers. This function is useful for determining the
central value of a data set.
=AVERAGE(number1, [number2], ...)
MAX
used to find the largest number in a set of values. It ignores
empty cells, text, and logical values like TRUE and FALSE. This
function is particularly useful when you need to identify the
highest value in a range of numbers.
=MAX(number1, [number2], ...)
MIN
used to find the smallest number in a set of values. It can be
applied to a range of cells, individual cell references, or a
combination of both. The function is particularly useful when
you need to identify the minimum value in a dataset
=MIN(number1, [number2], ...)
Ajiro Tech | 15
Designed and Presented by Ajiro Ndi
Copy this spreadsheet model and
calculate:
the total number of hours worked
by all of these five people
the average number of hours
worked per person
the maximum number of hours
worked by any of these five people
the minimum number of hours
worked by any of these five people.
Ajiro Tech | 16
Designed and Presented by Ajiro Ndi
INT
In mathematics, an integer is the word used to describe a
whole number (with no decimals or fractions). In Excel, the INT
function takes the whole number part of a number and ignores
all digits after the decimal point.
ROUND
used to round a number to a specified number of digits. It can
round numbers to the right or left of the decimal point, making
it useful for controlling the precision of numerical values in
your worksheets
Semilore Marquis-Onibuje did an extra four hours work. Change the
spreadsheet that you created in Task 6 to show the new figures. The
manager Ajiro Ndi wants to see the average number of hours worked
displayed as:
an integer value
rounded to the nearest whole hour.
Print two copies of the spreadsheet showing these values.
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ROUNDUP
used to round a number up, away from zero, to a specified
number of decimal places.
=ROUNDUP(number, num_digits)
number: The number you want to round up.
num_digits: The number of decimal places to which you want
to round the number. It can be positive, zero, or negative:
Positive: Rounds up to the specified number of decimal places.
Zero: Rounds up to the nearest integer.
Negative: Rounds up to the left of the decimal point.
E.g.1: Round up to a specified number of decimal places:
=ROUNDUP(3.14159, 2)
E.g.2: Round up to the nearest integer:
=ROUNDUP(3.14159, 0)
ROUNDDOWN
used to round a number down towards zero, to a specified number
of decimal places. This function ensures that the value is always
rounded down, regardless of the number's decimal part.
=ROUNDDOWN(number, num_digits)
number: The number you want to round down.
num_digits: The number of decimal places to which you want to
round down. It can be:
A positive integer, for rounding to the specified number of decimal
places.
Zero, for rounding to the nearest whole number.
A negative integer, for rounding down to the left of the decimal
point.
E.g.1: Rounding Down to Decimal Places
=ROUNDDOWN(5.678, 2)
E.g.2: Rounding Down to the Nearest Whole Number
=ROUNDDOWN(5.678, 0)
Designed and Presented by Ajiro Ndi
COUNT
tatistical function that counts the number of cells in a range
that contain numbers. It is useful for quickly determining how
many numerical entries are in a given set of data
COUNTA
The COUNTA function works in a similar way to the COUNT
function. Rather than counting just the number of numeric
values, this function counts the number of numeric or text
values displayed in the cells. It will not count any blank
cells within the range. Note: There is no count function for
just text values in Excel
Ajiro Tech | 19
Place a formula in cell B12 to count the number of workers that still have
jobs to be finished for the project. Place a formula in cell B13 to count the
number of workers on the project.
Designed and Presented by Ajiro Ndi
COUNTIF
The COUNTIF function is used to count the number of cells
within a range that meet a single condition. This function is
very useful for quickly tallying the number of times a specific
criterion is met within a dataset.
=COUNTIF(range, criteria)
COUNTIFS
The COUNTIFS function is used to count the number of cells
that meet one or more criteria across multiple ranges. It allows
you to apply multiple conditions and is very useful for data
analysis.
=COUNTIFS(criteria_range1, criteria1, [criteria_range2,
criteria2], ...)
Ajiro Tech | 20
The lists some workers on another project and lists each worker’s job.
Place formulae in cells F4 to F8 to count how many of each type of worker
are employed on the project. Place a formula in cell F11 to count the
number of employees with less than five years’ experience. Place a formula
in cell F12 to count the number of employees with ten or more years’
experience
returns one value if a condition is true and another value if it's false.
It's used to make decisions within formulas
=IF(logical_test, value_if_true, value_if_false)
An IF function contains a pair of brackets and, within the brackets,
three parts, each separated by a comma. An example of an IF
function is:
=IF(A1=5,A2*0.05,"No discount")
The first part is a condition; in this example, it is testing to see if cell
A1
contains the number 5. The second part is what to do if the condition
is met, and the third part is what to do if it is not met. If the condition
is met, a number or label could be placed in the cell, or a reference
made to another cell, or even a calculation performed. The same
range of options applies if a condition is not met. In this example, if
the condition is met, the result of multiplying the contents of cell A2
by the number 0.05 is displayed in this cell. If the condition is not met
this cell will display the text ‘No discount’.
Open the file that you saved in Task 9.
Add a new label ‘Category’ into cell D2. Place formulae in cells D3 to D21
to display ‘Very experienced’ for employees with ten or more years’
experience, otherwise to display ‘Not experienced’.
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Nested functions means having one function inside another one.
Sometimes nested functions could contain several functions within
each other. If the nested functions include a number of IF
statements, be careful to work in a logical order. Work from smallest
to largest or vice versa (depending on the question).
=IF(condition1, value_if_true1, IF(condition2, value_if_true2,
IF(condition3, value_if_true3, value_if_false3)))
Do not start with middle values; this will give incorrect results.
Open the file that you saved in Task 10.
Change the formulae in cells D3 to D21 to display ‘Not
Experienced’ if they have less than five years’ experience,
‘Experienced’ if they have five or more years’ experience
and ‘Very Experienced’ for employees with ten or more
years’ experience.
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SUMIF works in a similar way to COUNTIF. It compares each
value in a range of cells and, if the value matches the given
condition, it adds the value in another related cell to form a
running total.
=SUMIF(range, criteria, [sum_range])
Open the file that you saved in Task 11.
Insert the label ‘Total experience for:’ in cell E15, the label
‘Programmer’ in cell E16 and ‘Engineer’ in cell E17.
Insert a formula in cell F16 that uses both absolute and
relative referencing to calculate the number of years’
experience for the programmers. Insert a formula in cell F17
that uses both absolute and relative referencing to
calculate the number of years’ experience for the engineers.
Ajiro Tech | 23
The AVERAGEIF calculates the average of numbers in a range that
meet a specified condition or criteria. It combines the capabilities
of the IF function (to check conditions) and the AVERAGE function
(to calculate averages).
=AVERAGEIF(range, criteria, [average_range])
LOOKUP
LOOKUP is used to look up a value using data in the first row or the first column of a
range of cells and returns a relative value. For our purposes, this is probably the
least useful of the three formulae.
=LOOKUP(lookup_value, lookup_vector, [result_vector])
lookup_value: The value you want to search for.
lookup_vector: The range of cells that contains the value you want to search for.
result_vector: The range of cells that contains the value to return.
HLOOKUP
HLOOKUP is a function that performs a horizontal look up of data. This should be
used when the values that you wish to compare your data with are stored in a
single row. The values to be looked up are stored in the rows below these cells.
=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
lookup_value: The value you want to search for in the top row of the table or array.
table_array: The table or array of data where the lookup will be performed. The
function searches for the lookup_value in the top row of this array.
row_index_num: The row number in the table_array from which to retrieve the
value. The top row is 1, the second row is 2, and so on.
range_lookup: A logical value that specifies whether you want an exact match or an
approximate match. Use TRUE/1 for an approximate match or FALSE/0 for an exact
match. If omitted, TRUE is assumed.
Ajiro Tech | 24
Create this file.
Insert formulae in the Description column to look up and display the
JobTitle using the JobCode as the look-up value.
The term ‘look up’, as used in questions, means to look up from a list. It does not mean that you should use the LOOKUP function, as
there are three variations of the LOOKUP function that can be used within Excel. These are: LOOKUP, HLOOKUP and VLOOKUP.
VLOOKUP
VLOOKUP is a function that performs a vertical look up of data. This
should be used when the values that you wish to compare your data with
are stored in a single column. The values to be looked up are stored in the
columns to the right of these cells. The look up data can be stored either
in the same file or in a different file.
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
lookup_value: The value you want to search for in the first column of the
table or array.
table_array: The table or array of data where the lookup will be
performed. The function searches for the lookup_value in the first column
of this array.
col_index_num: The column number in the table_array from which to
retrieve the value. The first column is 1, the second column is 2, and so on.
range_lookup: A logical value that specifies whether you want an exact
match or an approximate match. Use TRUE/1 for an approximate match
or FALSE/0 for an exact match. If omitted, TRUE is assumed.
Ajiro Tech | 25
Create the file year10 tasks
Insert formulae in the CurrentTask column to look up the client, using
the TaskCode for the look up value and the file year10client. Make sure
that you use both absolute and relative referencing within your
function.
Experiment with these settings. Change the value in cell B10 to 5.2. See the
result of this change. Now change the exact match condition from False to
True in cell C10. See the result of this change. Try other numbers, like 5.9 in
B10, to see what happens.
XLOOKUP
XLOOKUP is a function in Excel that can be used to perform either a
horizontal or a vertical look up of data. This is similar to HLOOKUP and VLOOKUP,
but is more powerful and flexible than either of these. It will also reference data
stored in rows/columns before the lookup value. It therefore allows backward
referencing within an array. The values to be looked up can be stored to either the
right or left or above or below the lookup array. The look up data can be stored
either in the same file or in a different file
Note: XLOOKUP and the following task can only be attempted with the latest
versions of Excel
=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found],
[match_mode], [search_mode])
Ajiro Tech | 26
Create the file year10 tasks
Insert formulae in the CurrentTask column to look up the client, using
the TaskCode for the look up value and the file year10client1. Make sure
that you use both absolute and relative referencing within your
function.
match_mode: Specifies the type of match:
0 (default): Exact match. If not found, return an
error.
-1: Exact match or the next smaller item.
1: Exact match or the next larger item.
2: A wildcard match where * matches any sequence
of characters and ? matches any single character.
search_mode: (Optional) Specifies the search mode:
1 (default): Search from first to last.
-1: Search from last to first.
2: Binary search in ascending order.
-2: Binary search in descending order.
lookup_value: The value you want to
search for.
lookup_array: The range or array to
search within.
return_array: The range or array that
contains the value to return.
if_not_found: The value to return if
no match is found.
Designed and Presented by Ajiro Ndi
SEARCH AND SELECT DATA
Searching for data means getting Excel to search through data held in a spreadsheet to extract only rows (or columns)
where the data matches your search criteria.
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SEARCH USING TEXT FILTERS
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SEARCH USING NUMBER FILTERS
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SEARCH USING TWO OR MORE CRITERIA
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Ajiro Tech | 30
SEARCH USING WILDCARDS
A wildcard is a character that is used as a substitute for other characters. The * (asterisk) character
is often used to show a number of characters (including 0), while the ? (question mark) is often
used to show a single character. Excel uses these wildcard characters but AutoFilter also contains
other features that simplify some of these searches.
Designed and Presented by Ajiro Ndi
Ajiro Tech | 31
SORT DATA
Before you try to sort any data, make sure that you select all of the data for
each item to be sorted. One common error is to select and sort on a single
column. If you were to do this, the integrity of the data would be lost. you can
sort choosing ascending or descending order.
Create the file year10salary
Sort the data into ascending order of
surname, then ascending order of forename
Original data Sorted correctly with all
data selected
Sorted with only the name column selected
(this is an example of lost data integrity–the
correct test scores no longer match the students)
DISPLAY EITHER FORMULAE OR VALUES
to change the view from values to formulae or vice versa,
select the Formulas tab, in the FormulaAuditing section,
select the Show Formulas icon
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SELECT DATA FOR DISPLAY
ADJUST ROWS AND COLUMNS
Adjust row height/column width
Earlier you learned how to expand column widths using the
drag handle to make sure that all data in the spreadsheet is
visible. Row heights can be adjusted in exactly the same way.
Hide a row/column
The row can be hidden from
view by selecting the Hide
option
Ajiro Tech | 32
Create this file clothing
Merge cells A1 to C1 and set the text height of this cell to 36
point. Merge cells A3 to C3.
Set all other text to 14 points high. Format the spreadsheet
to look like this:
Print your spreadsheet so that it fits on a single A4 portrait
page. Save the spreadsheet as year10task17
In this task you will learn the following
Wrap text within a cell
(This skill is useful when you are required to fit everything on a
single page width)
Enhance a spreadsheet
This includes; Bold, italic (sloping) or underline
Background colour, Font colour, Pattern Fill, Text orientation,
Borders and gridlines (Gridlines are often added to the whole
spreadsheet but can be
used as borders to some cells to give emphasis, as in this task.)
Designed and Presented by Ajiro Ndi
Ajiro Tech | 33
Formatting cells containing numbers changes the way a cell
is displayed but does not change the values held within it.
Create a spreadsheet model that looks like this.
Place a formula in cell C2 that multiplies the contents of cell
A2 by the contents of cell B2. Format cell A2 as an integer.
Format cell A2 to 0 decimal place
Create the file year10costs
Format cells A1, D1, D3 and G3 so that the font is bold and 14 point.
Format all numeric cells in row 2 into their respective currencies to three decimal
places.
Format all numeric cells in columns C and D into pounds sterling with two decimal
places.
Format the cells E5 to E15 into Euros with two decimal places.
Format the cells F5 to F15 into Japanese Yen with zero decimal places.
Format all cells between G5 and G15 into percentage values with no decimal places.
Designed and Presented by Ajiro Ndi
Ajiro Tech | 34
Conditional formatting is used to change the display format (usually the font
or background colour within a cell), depending on the contents of the cell.
There are many different methods for completing this: using rules that you
apply (rather than the spreadsheet’s default settings) is the recommended
method and will enable you to attempt anything that may be asked at IGCSE
level.
Open the file that you saved in Task 11. Format the cells in column D so that:
if they contain the text ‘Not Experienced’ they are coloured with a red background
if they contain ‘Experienced’ add an amber (orange) background
if they contain ‘Very Experienced’ add a green background.
Apply appropriate foreground colours to this text.
You may need to change the page orientation from portrait to
landscape, especially when displaying the formulae that you
have used.
Display gridlines for printing
You may be required to display gridlines for the whole
spreadsheet, rather than just borders to specific cells
(as seen earlier). If borders were set for specific cells
these will also appear, usually slightly thicker than the
gridlines, when printed)
Display row and column headings for printing
You may be required to display row and column
headings when printing.
Ajiro Tech | 35
When preparing your spreadsheet for
printing, you can adjust the layout of the
spreadsheet on the printed page/s before you
print. To do this, select the File tab and then
Print from the drop-down menu. The print
preview will be shown to you along with
options to change the Page Setup and Printer
Properties.
Advice
This window can be used as another way of
changing the page orientation.
If you need to make adjustments most can be
made using the Page Setup link, which opens the
Page Setup window.
Designed and Presented by Ajiro Ndi
You can change the number of pages wide or tall in the
printout. Use the Fit to: radio button in the Scaling
section and select the number of pages.
If you set a printout to a single page wide, ensure
that all the formulae/values and labels can be seen
clearly. If the font size is so small that it is not clearly
readable, you may not get recognition of your work
for that section. When you have changed the page
settings, click on OK . If the question asks for
two pages wide and does not say how many pages tall,
just set the width and clear the tall box. Do not set
this manually to 1 as, if this is a formulae print, the
font is likely to be so small it would be unreadable.
Advice
This window can be used as another way of
changing the page orientation.
If you need to make adjustments most can be
made using the Page Setup link, which opens the
Page Setup window.
Ajiro Tech | 36
Designed and Presented by Ajiro Ndi
If you are required to print a specified part of the
spreadsheet, first highlight that part only. Then select
the File tab and then Print from the drop-down menu.
In the Settings section use the top button, select from
the drop-down menu the option for Print Selection.
Do not forget to submit printouts showing the formulae used; check
that you have worked through the section on displaying formulae
near the start of the chapter. You can use screenshots to show how
you achieved your results. Make sure that all printouts contain your
name, candidate and Centre number.
IMPORTANT
Ajiro Tech | 37
Save your work regularly. As recommended before, it is a
good idea to save different versions, at all times each with a
different version number. If you make a mistake and corrupt
a file, you can always go back and redo a small part of the
task without losing too much time. When printing your
spreadsheets, make sure that you have adjusted all column
widths and row heights to ensure that your printouts show
all:
labels in full
formulae in full
data in full.
To print, select the File tab followed by
Print from the menu. Check your work
to make sure that all the all
data/formulae are fully visible before you
select the Print button.
You may be required to export your spreadsheet data into
different formats. In Excel, this is done by selecting the File
tab followed by Export. If you select Change File Type it will
allow you to export the data into common text formats
like .txt (text format) and .csv (comma separated values).
Although other export features exist, these should be
sufficient for most tasks.
THANK YOU
www.youtube.com/@ajirotech
ajirotech@gmail.com

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IGCSE ICT (0417/0983) - Spreadsheets - Ajiro Tech

  • 1. A spreadsheet model is used to explore different possible answers. These models are often financial, mathematical or scientific. It is sometimes called a ‘what if’ scenario or ‘what if’ modelling. It lets you change data in the spreadsheet to see what will happen to the results. It is useful to know how to build a simple spreadsheet model and edit the data within the model, or even change the model itself, to produce different results. Year 10 Term 1 - Week 6 to 8 Ajiro Tech | 1
  • 2. The contents of a spreadsheet cell can be: a number text (label) a formula starts with an = sign Create a spreadsheet to multiply any two numbers together and display the result SPREADSHEET BASICS A spreadsheet is a two- dimensional table split into rows and columns INSERT CELLS, ROWS AND COLUMNS DELETE CELLS, ROWS AND COLUMNS NOTE Remember that a column holds up the roof and you can see a row of houses. To insert a cell into a spreadsheet, click the right mouse button on the spreadsheet where you wish to insert the cell. From the drop-down menu select Insert or........... To delete a cell from a spreadsheet, click the right mouse button on the cell you wish to delete. From the drop-down menu select Delete or..... TASK 1 Ajiro Tech | 2 Designed and Presented by Ajiro Ndi
  • 3. Note If you have created the spreadsheet as shown, you should be able to change the contents of cells A2 and A3 to multiply any two numbers together. The changing of cells to see the results is called modelling You must show the contents of all cells fully in your spreadsheet printouts so that your method and results can be seen. Ajiro Tech | 3
  • 4. Operation Operator Example What does this do? Add + =A2+B2 Takes contents of cell A2 and adds contents of B2 Subtract - =A2-B2 Takes contents of cell A2 and subtracts from it contents of B2 Multiply * =A2*B2 Takes contents of cell A2 and multiplies by contents of B2 Divide / =A2/B2 Takes contents of cell A2 and divides by contents of B2 Indices (powers) ^ =A2^2 Takes the contents of cell A2 squared (multiplies A2 by itself) – for example if A2 contained the number 3 then this would be 3 which is 3*3 which is 9 Arithmetic operators are placed in a formula and can be used to add, subtract, multiply, divide and calculate indices (powers) of a number. Each of these operators has a symbol used within the spreadsheet 2
  • 5. While functions like SUM, PRODUCT or POWER could also be used to perform these tasks, using arithmetic operators provides the most efficient method. Note Create a spreadsheet that looks like this: Ajiro Tech | 5
  • 6. When you are given multiple calculations like this you need to decide which calculations to perform first: 7 + (6 × 5 + 3) Task 3: On paper (do not use a calculator or computer) try to calculate the answer - Show your workings Ajiro Tech | 6 2 Designed and Presented by Ajiro Ndi
  • 7. B Brackets first I Indices (i.e powers and square roots, etc.) DM Division and Multiplication (left to right) AS Addition and Subtraction (left to right) The order in which we perform these calculations can lead to different answers. Computers and most calculators perform the calculations according to a given set of rules, known as the order of operations. These rules, in order, are: do things in Brackets first All Indices (powers and roots, sometimes called exponents) second Divide and Multiply third Add and Subtract fourth otherwise just go left to right. You should do the part in the brackets first, so (6 × 52 + 3), starting with the indices, so 52 is 5*5 which is 25, leaving the bracket as (6 × 25 + 3). Next within the bracket we multiply, so 6 × 25 = 150, leaving the brackets as (150 + 3). Add these together to get 153. Now back to the calculation, 7 + (6 × 52 + 3), we know that the brackets work out to 153 so 7 + 153 = 160. Is that the same answer that you first calculated? Divide and Multiply rank equally (and go left to right). Add and Subtract rank equally (and go left to right). After you have done B and I, just go from left to right doing any D or M as you find them. Then go from left to right doing any A or S as you find them. Designed and Presented by Ajiro Ndi
  • 8. RELATIVE REFERENCING method of addressing cells where the reference to a cell changes when the formula is copied to another cell or values change when they are replicated. e.g. =B3+B4 e.g. 2: Copying a formula from B1 (=A1) to B2 adjusts it to =A2, simplifying calculations across multiple cells automatically. ABSOLUTE REFERENCING remains constant, no matter where it is copied or moved within the spreadsheet. When used it locks the reference to a specific cell or range of cells, so that when copied the formula to another cell, the reference does not change. you use the dollar sign ($) to create an absolute reference e.g. $B$3+ Ajiro Tech | 8 Designed and Presented by Ajiro Ndi
  • 9. Create a spreadsheet to display the times table for any number you choose to enter. Print your spreadsheet, showing values and formulae. Hint: For this task, you need to design and create the data model to calculate and display the times table for any number that you choose. You must therefore have a single cell that contains the number to use for all the calculations. In this model you can place a simple number, such as 2 you are not expected to use 2 , in cell A1, so that you can easily tell if you have made a mistake with your formulae later on. Type the label ‘Times Table’ in cell B1. You are going to create the times table in cells A3 to B12. The cells in column A hold the number to multiply by and the cells in column B hold formulae to calculate the answer. Move the cursor into cell A3 and enter the number 1, then move into cell A4 and enter the number 2. Rather than repeating this process another eight times for the numbers 3 to 10, highlight cells A3 and A4, as shown here. Move the cursor to the drag handle in the bottom right corner of these cells. Ajiro Tech | 9 Designed and Presented by Ajiro Ndi
  • 10. When you are asked to ‘create a data model that looks like this’, make sure that you copy the model in the question exactly as shown. Do not try to make improvements or use other features (such as colour and formatting) unless asked to do so. This is very important. Do not insert rows or columns, or remove rows or columns containing blank spaces, unless instructed to do so. When you type data into a spreadsheet (or any other form of document) you must make sure that the data that you have entered is identical to the original source document or question. Do not rush the data entry and check carefully that it has been entered with 100 per cent accuracy. This is even more important when working in a spreadsheet because one error, for example a mistyped number or decimal point in the wrong place, could cause all of the data in the spreadsheet to be incorrect. Care must also be taken when entering a formula, as one small error is likely to stop the spreadsheet working as it is expected to. Ajiro Tech | 10
  • 11. MERGE CELLS AND WRAP TEXT Merge cells combines two or more cells to create a new, larger cell. This is a great way to create a label that spans several columns. Wrap text allows you to display the contents of a cell on multiple lines, instead of one long line. This is particularly useful when you have lengthy text in a cell that you want to display without it spilling over into adjacent cell We have already met simple mathematical operators, but to refresh: For addition use the + symbol. For subtraction use the - symbol. For multiplication use the * symbol. For division use the / symbol. For indices use the ^ symbol. NAMED CELLS AND RANGES a named cell and a named range are tools that allow you to assign a name to a specific cell or range of cells. This makes it easier to refer to these cells in formulas and functions, improving readability and manageability in your spreadsheets. TASK 5 Open the spreadsheet saved in Task 2. Change the text in cell A1 to Please enter two numbers in cells B2 and B3. Merge cells A1 and B1 and wrap the text in this merged cell. Save your spreadsheet. USE FORMULAE Ajiro Tech | 11
  • 12. NAMED CELL A named cell refers to a single cell that has been given a name. For example, you can name cell D1 as "AT_Total". Instead of using the cell reference D1 in your formulas, you can use the name "AT_Total". NAMED RANGE A named range refers to a range of cells that has been given a name. For example, you can name the range B1 to B10 as "Ajiro_Tech". Instead of using the range reference B1 to B10 in your formulas, you can use the name "Ajiro_Tech". Ajiro Tech | 12 Designed and Presented by Ajiro Ndi
  • 13. FORMULAE Written statements by the user that instruct Excel to perform specific calculations or operations on the data within a spreadsheet. They consist of a combination of cell references, constants, operators, and functions. Formulas begin with an equal sign (=) and can range from simple arithmetic operations (=B1+B2) to complex functions and conditional logic. By using formulas, users can automate calculations, analyze data, and derive meaningful insights from their data sets. FUNCTIONS Predefined formula that performs a specific calculation or operation using the values provided as arguments. Functions simplify complex calculations and data analysis by reducing the need to write long and complex formulas manually. Components of a Function Function Name: The name that identifies the function, such as SUM, AVERAGE, IF, VLOOKUP, etc. Parentheses: Functions always include parentheses () which enclose the arguments. Arguments: The values or cell references that the function uses to perform its calculation. Arguments are separated by commas. Ajiro Tech | 13 Designed and Presented by Ajiro Ndi
  • 14. NAMED CELL A named cell refers to a single cell that has been given a name. For example, you can name cell D1 as "AT_Total". Instead of using the cell reference D1 in your formulas, you can use the name "AT_Total". NAMED RANGE A named range refers to a range of cells that has been given a name. For example, you can name the range B1 to B10 as "Ajiro_Tech". Instead of using the range reference B1 to B10 in your formulas, you can use the name "Ajiro_Tech". Ajiro Tech | 14 Designed and Presented by Ajiro Ndi
  • 15. SUM AND AUTOSUM The SUM function is one of the most commonly used functions in Excel. It adds all the numbers in a specified range of cells. =SUM(number1, [number2], ...) The AutoSum function is a quick way to use the SUM function without having to type the formula manually. It is a feature that automatically detects the range to sum and inserts the SUM function for you. AVERAGE statistical function that calculates the arithmetic mean of a group of numbers. This function is useful for determining the central value of a data set. =AVERAGE(number1, [number2], ...) MAX used to find the largest number in a set of values. It ignores empty cells, text, and logical values like TRUE and FALSE. This function is particularly useful when you need to identify the highest value in a range of numbers. =MAX(number1, [number2], ...) MIN used to find the smallest number in a set of values. It can be applied to a range of cells, individual cell references, or a combination of both. The function is particularly useful when you need to identify the minimum value in a dataset =MIN(number1, [number2], ...) Ajiro Tech | 15 Designed and Presented by Ajiro Ndi
  • 16. Copy this spreadsheet model and calculate: the total number of hours worked by all of these five people the average number of hours worked per person the maximum number of hours worked by any of these five people the minimum number of hours worked by any of these five people. Ajiro Tech | 16 Designed and Presented by Ajiro Ndi
  • 17. INT In mathematics, an integer is the word used to describe a whole number (with no decimals or fractions). In Excel, the INT function takes the whole number part of a number and ignores all digits after the decimal point. ROUND used to round a number to a specified number of digits. It can round numbers to the right or left of the decimal point, making it useful for controlling the precision of numerical values in your worksheets Semilore Marquis-Onibuje did an extra four hours work. Change the spreadsheet that you created in Task 6 to show the new figures. The manager Ajiro Ndi wants to see the average number of hours worked displayed as: an integer value rounded to the nearest whole hour. Print two copies of the spreadsheet showing these values. Ajiro Tech | 17
  • 18. Ajiro Tech | 18 ROUNDUP used to round a number up, away from zero, to a specified number of decimal places. =ROUNDUP(number, num_digits) number: The number you want to round up. num_digits: The number of decimal places to which you want to round the number. It can be positive, zero, or negative: Positive: Rounds up to the specified number of decimal places. Zero: Rounds up to the nearest integer. Negative: Rounds up to the left of the decimal point. E.g.1: Round up to a specified number of decimal places: =ROUNDUP(3.14159, 2) E.g.2: Round up to the nearest integer: =ROUNDUP(3.14159, 0) ROUNDDOWN used to round a number down towards zero, to a specified number of decimal places. This function ensures that the value is always rounded down, regardless of the number's decimal part. =ROUNDDOWN(number, num_digits) number: The number you want to round down. num_digits: The number of decimal places to which you want to round down. It can be: A positive integer, for rounding to the specified number of decimal places. Zero, for rounding to the nearest whole number. A negative integer, for rounding down to the left of the decimal point. E.g.1: Rounding Down to Decimal Places =ROUNDDOWN(5.678, 2) E.g.2: Rounding Down to the Nearest Whole Number =ROUNDDOWN(5.678, 0) Designed and Presented by Ajiro Ndi
  • 19. COUNT tatistical function that counts the number of cells in a range that contain numbers. It is useful for quickly determining how many numerical entries are in a given set of data COUNTA The COUNTA function works in a similar way to the COUNT function. Rather than counting just the number of numeric values, this function counts the number of numeric or text values displayed in the cells. It will not count any blank cells within the range. Note: There is no count function for just text values in Excel Ajiro Tech | 19 Place a formula in cell B12 to count the number of workers that still have jobs to be finished for the project. Place a formula in cell B13 to count the number of workers on the project. Designed and Presented by Ajiro Ndi
  • 20. COUNTIF The COUNTIF function is used to count the number of cells within a range that meet a single condition. This function is very useful for quickly tallying the number of times a specific criterion is met within a dataset. =COUNTIF(range, criteria) COUNTIFS The COUNTIFS function is used to count the number of cells that meet one or more criteria across multiple ranges. It allows you to apply multiple conditions and is very useful for data analysis. =COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2], ...) Ajiro Tech | 20 The lists some workers on another project and lists each worker’s job. Place formulae in cells F4 to F8 to count how many of each type of worker are employed on the project. Place a formula in cell F11 to count the number of employees with less than five years’ experience. Place a formula in cell F12 to count the number of employees with ten or more years’ experience
  • 21. returns one value if a condition is true and another value if it's false. It's used to make decisions within formulas =IF(logical_test, value_if_true, value_if_false) An IF function contains a pair of brackets and, within the brackets, three parts, each separated by a comma. An example of an IF function is: =IF(A1=5,A2*0.05,"No discount") The first part is a condition; in this example, it is testing to see if cell A1 contains the number 5. The second part is what to do if the condition is met, and the third part is what to do if it is not met. If the condition is met, a number or label could be placed in the cell, or a reference made to another cell, or even a calculation performed. The same range of options applies if a condition is not met. In this example, if the condition is met, the result of multiplying the contents of cell A2 by the number 0.05 is displayed in this cell. If the condition is not met this cell will display the text ‘No discount’. Open the file that you saved in Task 9. Add a new label ‘Category’ into cell D2. Place formulae in cells D3 to D21 to display ‘Very experienced’ for employees with ten or more years’ experience, otherwise to display ‘Not experienced’. Ajiro Tech | 21
  • 22. Nested functions means having one function inside another one. Sometimes nested functions could contain several functions within each other. If the nested functions include a number of IF statements, be careful to work in a logical order. Work from smallest to largest or vice versa (depending on the question). =IF(condition1, value_if_true1, IF(condition2, value_if_true2, IF(condition3, value_if_true3, value_if_false3))) Do not start with middle values; this will give incorrect results. Open the file that you saved in Task 10. Change the formulae in cells D3 to D21 to display ‘Not Experienced’ if they have less than five years’ experience, ‘Experienced’ if they have five or more years’ experience and ‘Very Experienced’ for employees with ten or more years’ experience. Ajiro Tech | 22
  • 23. SUMIF works in a similar way to COUNTIF. It compares each value in a range of cells and, if the value matches the given condition, it adds the value in another related cell to form a running total. =SUMIF(range, criteria, [sum_range]) Open the file that you saved in Task 11. Insert the label ‘Total experience for:’ in cell E15, the label ‘Programmer’ in cell E16 and ‘Engineer’ in cell E17. Insert a formula in cell F16 that uses both absolute and relative referencing to calculate the number of years’ experience for the programmers. Insert a formula in cell F17 that uses both absolute and relative referencing to calculate the number of years’ experience for the engineers. Ajiro Tech | 23 The AVERAGEIF calculates the average of numbers in a range that meet a specified condition or criteria. It combines the capabilities of the IF function (to check conditions) and the AVERAGE function (to calculate averages). =AVERAGEIF(range, criteria, [average_range])
  • 24. LOOKUP LOOKUP is used to look up a value using data in the first row or the first column of a range of cells and returns a relative value. For our purposes, this is probably the least useful of the three formulae. =LOOKUP(lookup_value, lookup_vector, [result_vector]) lookup_value: The value you want to search for. lookup_vector: The range of cells that contains the value you want to search for. result_vector: The range of cells that contains the value to return. HLOOKUP HLOOKUP is a function that performs a horizontal look up of data. This should be used when the values that you wish to compare your data with are stored in a single row. The values to be looked up are stored in the rows below these cells. =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]) lookup_value: The value you want to search for in the top row of the table or array. table_array: The table or array of data where the lookup will be performed. The function searches for the lookup_value in the top row of this array. row_index_num: The row number in the table_array from which to retrieve the value. The top row is 1, the second row is 2, and so on. range_lookup: A logical value that specifies whether you want an exact match or an approximate match. Use TRUE/1 for an approximate match or FALSE/0 for an exact match. If omitted, TRUE is assumed. Ajiro Tech | 24 Create this file. Insert formulae in the Description column to look up and display the JobTitle using the JobCode as the look-up value. The term ‘look up’, as used in questions, means to look up from a list. It does not mean that you should use the LOOKUP function, as there are three variations of the LOOKUP function that can be used within Excel. These are: LOOKUP, HLOOKUP and VLOOKUP.
  • 25. VLOOKUP VLOOKUP is a function that performs a vertical look up of data. This should be used when the values that you wish to compare your data with are stored in a single column. The values to be looked up are stored in the columns to the right of these cells. The look up data can be stored either in the same file or in a different file. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) lookup_value: The value you want to search for in the first column of the table or array. table_array: The table or array of data where the lookup will be performed. The function searches for the lookup_value in the first column of this array. col_index_num: The column number in the table_array from which to retrieve the value. The first column is 1, the second column is 2, and so on. range_lookup: A logical value that specifies whether you want an exact match or an approximate match. Use TRUE/1 for an approximate match or FALSE/0 for an exact match. If omitted, TRUE is assumed. Ajiro Tech | 25 Create the file year10 tasks Insert formulae in the CurrentTask column to look up the client, using the TaskCode for the look up value and the file year10client. Make sure that you use both absolute and relative referencing within your function. Experiment with these settings. Change the value in cell B10 to 5.2. See the result of this change. Now change the exact match condition from False to True in cell C10. See the result of this change. Try other numbers, like 5.9 in B10, to see what happens.
  • 26. XLOOKUP XLOOKUP is a function in Excel that can be used to perform either a horizontal or a vertical look up of data. This is similar to HLOOKUP and VLOOKUP, but is more powerful and flexible than either of these. It will also reference data stored in rows/columns before the lookup value. It therefore allows backward referencing within an array. The values to be looked up can be stored to either the right or left or above or below the lookup array. The look up data can be stored either in the same file or in a different file Note: XLOOKUP and the following task can only be attempted with the latest versions of Excel =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode]) Ajiro Tech | 26 Create the file year10 tasks Insert formulae in the CurrentTask column to look up the client, using the TaskCode for the look up value and the file year10client1. Make sure that you use both absolute and relative referencing within your function. match_mode: Specifies the type of match: 0 (default): Exact match. If not found, return an error. -1: Exact match or the next smaller item. 1: Exact match or the next larger item. 2: A wildcard match where * matches any sequence of characters and ? matches any single character. search_mode: (Optional) Specifies the search mode: 1 (default): Search from first to last. -1: Search from last to first. 2: Binary search in ascending order. -2: Binary search in descending order. lookup_value: The value you want to search for. lookup_array: The range or array to search within. return_array: The range or array that contains the value to return. if_not_found: The value to return if no match is found. Designed and Presented by Ajiro Ndi
  • 27. SEARCH AND SELECT DATA Searching for data means getting Excel to search through data held in a spreadsheet to extract only rows (or columns) where the data matches your search criteria. Ajiro Tech | 27 SEARCH USING TEXT FILTERS
  • 28. Ajiro Tech | 28 SEARCH USING NUMBER FILTERS Designed and Presented by Ajiro Ndi
  • 29. Ajiro Tech | 29 SEARCH USING TWO OR MORE CRITERIA Designed and Presented by Ajiro Ndi
  • 30. Ajiro Tech | 30 SEARCH USING WILDCARDS A wildcard is a character that is used as a substitute for other characters. The * (asterisk) character is often used to show a number of characters (including 0), while the ? (question mark) is often used to show a single character. Excel uses these wildcard characters but AutoFilter also contains other features that simplify some of these searches. Designed and Presented by Ajiro Ndi
  • 31. Ajiro Tech | 31 SORT DATA Before you try to sort any data, make sure that you select all of the data for each item to be sorted. One common error is to select and sort on a single column. If you were to do this, the integrity of the data would be lost. you can sort choosing ascending or descending order. Create the file year10salary Sort the data into ascending order of surname, then ascending order of forename Original data Sorted correctly with all data selected Sorted with only the name column selected (this is an example of lost data integrity–the correct test scores no longer match the students)
  • 32. DISPLAY EITHER FORMULAE OR VALUES to change the view from values to formulae or vice versa, select the Formulas tab, in the FormulaAuditing section, select the Show Formulas icon Ajiro Tech | 31 SELECT DATA FOR DISPLAY ADJUST ROWS AND COLUMNS Adjust row height/column width Earlier you learned how to expand column widths using the drag handle to make sure that all data in the spreadsheet is visible. Row heights can be adjusted in exactly the same way. Hide a row/column The row can be hidden from view by selecting the Hide option
  • 33. Ajiro Tech | 32 Create this file clothing Merge cells A1 to C1 and set the text height of this cell to 36 point. Merge cells A3 to C3. Set all other text to 14 points high. Format the spreadsheet to look like this: Print your spreadsheet so that it fits on a single A4 portrait page. Save the spreadsheet as year10task17 In this task you will learn the following Wrap text within a cell (This skill is useful when you are required to fit everything on a single page width) Enhance a spreadsheet This includes; Bold, italic (sloping) or underline Background colour, Font colour, Pattern Fill, Text orientation, Borders and gridlines (Gridlines are often added to the whole spreadsheet but can be used as borders to some cells to give emphasis, as in this task.) Designed and Presented by Ajiro Ndi
  • 34. Ajiro Tech | 33 Formatting cells containing numbers changes the way a cell is displayed but does not change the values held within it. Create a spreadsheet model that looks like this. Place a formula in cell C2 that multiplies the contents of cell A2 by the contents of cell B2. Format cell A2 as an integer. Format cell A2 to 0 decimal place Create the file year10costs Format cells A1, D1, D3 and G3 so that the font is bold and 14 point. Format all numeric cells in row 2 into their respective currencies to three decimal places. Format all numeric cells in columns C and D into pounds sterling with two decimal places. Format the cells E5 to E15 into Euros with two decimal places. Format the cells F5 to F15 into Japanese Yen with zero decimal places. Format all cells between G5 and G15 into percentage values with no decimal places. Designed and Presented by Ajiro Ndi
  • 35. Ajiro Tech | 34 Conditional formatting is used to change the display format (usually the font or background colour within a cell), depending on the contents of the cell. There are many different methods for completing this: using rules that you apply (rather than the spreadsheet’s default settings) is the recommended method and will enable you to attempt anything that may be asked at IGCSE level. Open the file that you saved in Task 11. Format the cells in column D so that: if they contain the text ‘Not Experienced’ they are coloured with a red background if they contain ‘Experienced’ add an amber (orange) background if they contain ‘Very Experienced’ add a green background. Apply appropriate foreground colours to this text. You may need to change the page orientation from portrait to landscape, especially when displaying the formulae that you have used. Display gridlines for printing You may be required to display gridlines for the whole spreadsheet, rather than just borders to specific cells (as seen earlier). If borders were set for specific cells these will also appear, usually slightly thicker than the gridlines, when printed) Display row and column headings for printing You may be required to display row and column headings when printing.
  • 36. Ajiro Tech | 35 When preparing your spreadsheet for printing, you can adjust the layout of the spreadsheet on the printed page/s before you print. To do this, select the File tab and then Print from the drop-down menu. The print preview will be shown to you along with options to change the Page Setup and Printer Properties. Advice This window can be used as another way of changing the page orientation. If you need to make adjustments most can be made using the Page Setup link, which opens the Page Setup window. Designed and Presented by Ajiro Ndi
  • 37. You can change the number of pages wide or tall in the printout. Use the Fit to: radio button in the Scaling section and select the number of pages. If you set a printout to a single page wide, ensure that all the formulae/values and labels can be seen clearly. If the font size is so small that it is not clearly readable, you may not get recognition of your work for that section. When you have changed the page settings, click on OK . If the question asks for two pages wide and does not say how many pages tall, just set the width and clear the tall box. Do not set this manually to 1 as, if this is a formulae print, the font is likely to be so small it would be unreadable. Advice This window can be used as another way of changing the page orientation. If you need to make adjustments most can be made using the Page Setup link, which opens the Page Setup window. Ajiro Tech | 36 Designed and Presented by Ajiro Ndi
  • 38. If you are required to print a specified part of the spreadsheet, first highlight that part only. Then select the File tab and then Print from the drop-down menu. In the Settings section use the top button, select from the drop-down menu the option for Print Selection. Do not forget to submit printouts showing the formulae used; check that you have worked through the section on displaying formulae near the start of the chapter. You can use screenshots to show how you achieved your results. Make sure that all printouts contain your name, candidate and Centre number. IMPORTANT Ajiro Tech | 37 Save your work regularly. As recommended before, it is a good idea to save different versions, at all times each with a different version number. If you make a mistake and corrupt a file, you can always go back and redo a small part of the task without losing too much time. When printing your spreadsheets, make sure that you have adjusted all column widths and row heights to ensure that your printouts show all: labels in full formulae in full data in full. To print, select the File tab followed by Print from the menu. Check your work to make sure that all the all data/formulae are fully visible before you select the Print button. You may be required to export your spreadsheet data into different formats. In Excel, this is done by selecting the File tab followed by Export. If you select Change File Type it will allow you to export the data into common text formats like .txt (text format) and .csv (comma separated values). Although other export features exist, these should be sufficient for most tasks.