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Emilia Holmes Unit 42: Spreadsheet Modelling

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Emilia Holmes 20230893 BTEC Extended Diploma IT 2012-2013 Unit 42: Spreadsheet Modelling P9

Emilia Holmes Unit 42: Spreadsheet Modelling

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Page 5-6.......................................................................................How to start up and login Page 7-10............................................................................................How to load up Excel Page 11-17...................................................................How to load the BCC Spreadsheet Page 18-24.................................................................................How to use the Main Menu Page 25How to add new sales data (How to edit cover prices and other values) Page 26-28.How to change existing data Page 29-30.How to move around the spreadsheet (How to navigate between the worksheets) Page 31...How to interpret income results Page 32How to interpret expenses results Page 33-34.....How to export a spreadsheet Page 35-36........How to save a spreadsheet Page 37.............How to make predictions and future sales and income Page 38-39...How to produce and read and understand graphs Page 40.....How to read graphs from the data on the Spreadsheet Page 41.How to print a spreadsheet a worksheet or a graph Page 42Troubleshooting. Page 43.Index

Contents

Page 3-4..................................................Minimum spec needed to run the Spreadsheet

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Minimum spec needed to run the Spreadsheet

This picture above is showing what the requirements are to run Microsoft Office 2013, if you have this software then these are the minimum spec needed to run that piece of software.

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The specific requirements which are needed to run Excel, in the software package Microsoft Office 2013, are in the image below.

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How to start up and login


Start up

When you want to start up your computer, you should see an icon like this (image below.

This button can be different colours, but it always looks like this. Locate this on your desktop computer/laptop and just press this button. This will start up your desktop computer/laptop.

Login
If you have created a log in for your computer/laptop, it should appear on your screen like this (image below), when the desktop computer/laptop has started up.

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It can appear different, for example the name can be different and the image can be different. But, it will appear on your screen like the image above. You will need to enter your password to access the files and everything on your machine. Once you have done this, your home screen should come up.

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How to Load up Excel

Step 1 When you are on your home screen it should look the image below.
Although, you may have a background image compared to the one below.

Step 2 Click on the start button in the bottom left corner, it should look like this

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Step 3 When you have the menu up at the side, you want to click on All

Programs. The image shown below is showing you where the All Programs button is.

Step 4 Click on the button All Programs, and it should take you to a different menu which looks like this (image below)

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Step 5 You will have to find where your Microsoft Office folder is located. It
should look like this (image below)

Step 6 Once you have found the folder, you will need to click it. It should open the
file and show you all the different programs you have. You will need to click this (look at the image below) to open up Excel.

Emilia Holmes Unit 42: Spreadsheet Modelling like this. (image below)

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Step 7 Once you have clicked Microsoft Excel, it should come up on your screen

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You can load up the BCC spreadsheet by either two ways. These are the ways in which you can load up the spreadsheet: 1. You can load up the spreadsheet either locating the spreadsheet in your files then double clicking on the spreadsheet 2. Or you can either load up Excel then open it up through Excel. Below are two step by step guides on how to open up the BCC spreadsheet.

How to load the BCC Spreadsheet

First way to load up the BCC spreadsheet: Step 1 Make sure youre on your home screen so it looks like the image below.

Continued on the next page..

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Emilia Holmes Unit 42: Spreadsheet Modelling in the left hand corner (see the image below)

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Step 2 Once you have your home screen on the monitor, click on the start button

Step 3 When you have done Step 2, you should see a button called Documents.
This will takes you to all the files that you have saved. If you cant find the button, the image below shows you where it is. Click on this button and carry on with the next steps

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Emilia Holmes Unit 42: Spreadsheet Modelling documents, like the image below.

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Step 4 Once you have clicked on Documents it should come up with your

Or it could come up with a small window, like the image below and all you have to do is maximise the box. The button which you click is highlighted in the image below.

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Step 5 Locate where the BCC spreadsheet is and highlight the document.

Step 6 Double click on the document and the BCC spreadsheet should load up
and look like this on your monitor. (see image below)

On the next page you will find the second way on how to open the BCC spreadsheet..

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Second way to load up the BCC spreadsheet:


You would follow the steps on How to load up excel and then after you have done all the steps which are on those pages, then does the steps below to open up the BCC spreadsheet.

Step 1 Locate the Office button at the top left hand corner of the Excel
spreadsheet (see the image below)

Step 2 Once you have clicked on the Office button, it should come up with a
menu that looks like this below. You would locate the button which says Open, it is highlighted in the image below.

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Step 3 Once you have clicked the Open button, it should come up with a box.
This is where you would locate the BCC spreadsheet. In the image below, it shows what the box looks like and it is highlighting the BCC spreadsheet.

Step 4 You can either double click on the document, which is highlighted in the
image above, or you can click Open which is highlighted in the image below.

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Step 5 Once you have either double clicked or clicked the Open button, it
should come up with the BCC spreadsheet and you monitor should look like the image below.

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How to use the Main Menu


Go to Sales button

When you are on the main menu, you will see some buttons. All these buttons do different things. Below it shows what happens when you click each button.

When you click on the Go to Sales button, it should take you to the worksheet called sales. The screenshot below is showing which button is the Go to Sales button.

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When you click on the Go to Sales page, it should take you to this worksheet and it should look like the image below.

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Go to Expenses button
When you click on the Go to Expenses button, it should take you to the worksheet called expenses. The screenshot below is showing which button is the Go to Expenses button.

When you click on the Go to Expenses page, it should take you to this worksheet and it should look like the image below.

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Go to Income button
When you click on the Go to Income button, it should take you to the worksheet called income. The screenshot below is showing which button is the Go to Income button.

When you click on the Go to Income page, it should take you to this worksheet and it should look like the image below.

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Create a Pie Chart on Sales button


When you click on the Create a Pie Chart on Sales button, it should take you to the page called Sales, and it should also come up with a Pie Chart, with the information which is on the page Sales. The screenshot below is showing which button is the Create a Pie Chart on Sales button.

The screenshot below is showing what it should look like when you click this button.

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Create a Line Graph for Sales button


When you click on the Create a Line Graph for Sales button it should come up with a Line Graph, with the information which is on the page Sales. The screenshot below is showing which button is the Create a Line Graph for

Sales button.

The screenshot below is showing what it should look like when you click this button.

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Create a Bar Chart for Expenses button


When you click on the Create a Bar Chart for Expenses button it should come up with a Bar Chart, with the information which is on the page Expenses. The screenshot below is showing which button is the Create a Bar Chart for

Expenses button.

The screenshot below is showing what it should look like when you click this button.

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How to add New Sales Data (How to edit cover prices and other values)

To enter new sales data you have to manually enter the data yourself. But you can only enter a number between 0 and 10. When you change the cover price of the comics, the data on income should change, as the price has either gone up or down.

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How to change existing data

The screenshot above is showing my Sales Spreadsheet, if you want to change existing data on the Spreadsheet, you can simply just type it in. But there is a limit on what you can input.

For example, I have changed some data above to the number 30,0000. The Spreadsheet will not allow that high of a number. This message will appear if the number is higher than 20,000. It will ask you to either retry to enter the number in which you want or to cancel. This is to stop any errors.

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The screenshot above is showing when you change data. I changed a sales figure from 8700 to 9800. You can see that this made a change by the screenshot below with the figures.

This is the income for Comic A in April before I changed any data on my Sales Spreadsheet.

This screenshot is showing the change in the figure, after I changed the sales data from 8700 to 9800.

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You can also change the percentages on the Expenses page. This is shown in the image below.

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How to move around the spreadsheet (How to navigate between the worksheets)

The image above is showing my Main Menu. From here you can navigate yourself around the spreadsheet. For example, if you want to go to the Sales page, just click on the Go to Sales and it should take you to a spreadsheet which looks like the image below.

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You can also navigate around the spreadsheet by the little buttons at the bottom of excel. They should look like this (see screenshot below)

This is what they look like when you zoom in. (see screenshot below)

You can navigate yourself by just clicking each tab; they will take you to a different spreadsheet

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How to interpret income results

These figures above depend on the different figures which are on your sales page. This means that if you change the sales data e.g. the cover price, depending on what BCC have sold, then all these figures will change and the figures on the Expenses spreadsheet will change as well.

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How to interpret expenses results

The screenshot above is showing the expenses spreadsheet. This shows all the expenses for BCC, but the expenses page is dependent on the income. It depends on how many comics BCC sells, which interprets their profit and expenses. The formula below is showing that if the income changes then the data on the expenses page will change with it to calculate how much profit BCC will actually make.

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How to export a spreadsheet

You would export a spreadsheet by first off; go to your spreadsheet you wish to export. Then click File then Save As, when you do this, this box should show up.

You then go to the little bar which is at the bottom of the box, and this menu bar should show up. You can then export the spreadsheet to anything you want. I am going to export this spreadsheet into a Web Page. You would then click Save and it will save the exported spreadsheet into the file in which you have chosen.

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The screenshot above is showing the exported spreadsheet in the file, where I saved it. You can then open the spreadsheet and it should look like this in web page form.

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How do I save a spreadsheet?

If you want to save your spreadsheet, the screenshots below will show you have to do it step by step. Firstly, you want to open up your spreadsheet then click File, it should look like the screenshot below.

You would thi nk click Save As which is here.

You will then have to choose how you want to save your spreadsheet. For example, if you have a spreadsheet which has macros, and buttons. You will need to choose

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the option of Macros. If you dont, you can just save as usual. This should be called Excel Workbook. But if you have a spreadsheet which has macros and buttons you will need your save your spreadsheet differently, or else your macros and button will not work when you come to open your spreadsheet the next time. You will need to click on the option on save, (see the screenshot below) and choose the option Excel MacroEnabled Workbook.

Then you will click save, to wherever you wish to save the spreadsheet.

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How to make predictions and future sales and income


Sales Trend over the year
680,000.00 660,000.00 640,000.00 620,000.00 600,000.00 580,000.00 560,000.00 July October August September November December January May April June February March Series1 Linear (Series1) Total Monthly Sales

Sales Month

This is a Line Graph for the sales of BCC. You can predict future sales from the line graph; you can do this by looking at the trend line. You can follow the trend line and it should give you an estimate of what the next sales will be for the next year.

The bar chart above shows the total income, you can predict what the total income could be for each comic as the highest income could be from Comic E as that seems the most popular. However, Comic J could be eventually dropping and not a lot of income from that comic. 37

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How to produce and read and understand graphs


Sales Trend over the year
680,000.00 Total Monthly Sales 660,000.00 640,000.00 620,000.00 600,000.00 580,000.00 560,000.00 July October August September November December January April June May February March

This is showing the different types of graphs in which you can have.

Series1 Linear (Series1)

Sales Month

For example the graph above is a line graph over time. You would use this type of graph to predict the income for the next year or the next month. The trend line would help you do this, as it shows whether the sales are slowly going downwards, or that they are picking up.

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Breakdown of Expenses
Printers and Paper Costs 10% 10% 5% 25% 30% Retailer Costs Author/translator fees Editing / Proofreading costs Publisher Fee 20% Distribution Costs

The pie chart above shows the breakdown of expenses. This means how much of the income is going into all the different processes of making the comics and distributing them. The bigger the piece of pie, the higher the amount is. You can see this more because of the percentage, which gives a more understanding of where most of the income is going. Like most of the income is going into Retailer costs.

Total Income of comics over a year


1,600,000.00 1,400,000.00 Total Income 1,200,000.00 1,000,000.00 800,000.00 600,000.00 400,000.00 200,000.00 0.00 A B C D E F G H I J ComicComicComicComicComicComicComicComicComicComic Name of comics Series1

The bar chart above is showing that the higher the bar, the more income each comic is going. In the bar chart above is showing Comic E has the highest income and Comic J has the lowest income.

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How to read graphs from the data on the Spreadsheet

The highlighted boxes show the information which I inputted to create the line graph below. As you can see the total income for April is the first point here on the graph. You can see that the green boxes are all on the side, and the months are all down the bottom.

Sales Trend over the year


680,000.00 Total Monthly Sales 660,000.00 640,000.00 620,000.00 600,000.00 580,000.00 560,000.00 July October August September November December January May April June February March Series1 Linear (Series1)

Sales Month

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To print off a spreadsheet or a graph, you would first have to go to File and Print. It should look like the image below.

How to print a spreadsheet a worksheet or a graph

You can change your orientation by clicking this button, this should either ask you whether you want it portrait or landscape, and you can choose which ever you wish your worksheet or graph to print as. You can also click on how many copies you want of the graph/spreadsheet. Once you have done that you click on Print (see the screenshot below)

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Troubleshooting

How do I undo something I have deleted by mistake? If you have accidently deleted something which you didnt mean to you can easily just undo what you have done. You should see a button which looks like the one below in the top left of Excel. You would click the highlighted button to undo.

If you wish to redo what you have undo, you would click the button which is highlighted below this text.

I loaded up the spreadsheet but non of the command buttons on the menu work what could I have done wrong? If you have loaded up your spreadsheet, and the commands button on the menu are not working you have not saved the spreadsheet as Excel Macros-Enabled Workbook. To do this, go to page 36 in this manual to find out how you would save it as a macro-enabled workbook. How do I change the print layout from Portrait to Landscape? You can see how to change this by going to page 41. It will tell you have to change it to portrait or landscape when you want to print out your spreadsheet.

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Index

Page 3-4..................................................Minimum spec needed to run the Spreadsheet Page 5-6.......................................................................................How to start up and login Page 7-10............................................................................................How to load up Excel Page 11-17...................................................................How to load the BCC Spreadsheet Page 18-24.................................................................................How to use the Main Menu Page 25How to add new sales data (How to edit cover prices and other values) Page 26-28.How to change existing data Page 29-30.How to move around the spreadsheet (How to navigate between the worksheets) Page 31...How to interpret income results Page 32How to interpret expenses results Page 33-34.....How to export a spreadsheet Page 35-36........How to save a spreadsheet Page 37.............How to make predictions and future sales and income Page 38-39...How to produce and read and understand graphs Page 40.....How to read graphs from the data on the Spreadsheet Page 41.How to print a spreadsheet a worksheet or a graph Page 42Troubleshooting. Page 43.Index

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