INVENTORY LIST STEPS FOR SHEET 1 Open Office Calc
Assignment: Create an inventory workbook with the following 3 sheets:
Step by Step Guide for SHEET I:
· Press Start / Program / Open Office / Calc
· Choose File / New / Spreadsheet to create an empty spreadsheet.
· Save it as an excel spreadsheet by choosing file / save as / change then "save as type" to Microsoft Excel 97/2000/XP and enter a filename. (When it says there could be problems, so you might not want to do this, say "yes" you do want to save as excel.)
· Right click on the word "sheet1" at the bottom of the screen.
· Choose Rename sheet
· Type "Simple List" and then enter.
Enter : Column Headings: Item#, Item, Category, Quantity, Unit Value, Total Value, % of Total Value of All Items, More than 1, Sentence about item. (You can also add any other columns you want to add, such as a comment at the end.) - so that it looks like the following: (Tip: copy the columns names to word, convert text to table at commas, then copy from word to excel.)
· Only fill in Item, Category, Quantity and Unit Value. Everything else will be calculated.
· Item – Short item description.
· Category - A category code you create to group your items. At least two items must have the same category, and you need at least 2 categories.
· Quantity - only numbers (Add a comment or unit type column if you want to include a unit description.)
· Unit Value - the value of only one unit.You can just guess.
· Highlight all the heading cells in row 1, but do this by highlighting the individual cells, not the row. Choose Format / Cells from the menu. Choose the font tab. Choose a bold italic font style.
· Then, Choose the border tab and click on the heavy line picture and then click on the little box that has a border around everything, so all the lines in the "text" box are filled. If you make a mistake and put a line where you don't want it, just click on the line again to make it disappear.
· Then, Choose the backgrounds tab and click on any color you like to set the background color for the selected cells. If you make a mistake and put a background in the wrong cell, just choose the no color box.
· Your spreadsheet should now look like:
Note: If you want to create a macro so that you can format the heading this way whenever you want: see excelMacros.htm
· Highlight the first value. Hold the shift key down and highlight the last values, so that all the values are highlighted. Choose format / cell / number and then choose currency
· Click on the number 1 to highlight the first row. Click on the center button.
· Click on the letter D to highlight the quantity column. Click on the center button.
· Click on the box between A & 1 to highlight the entire spreadsheet.
· Choose Format / Cells and then hit the alignment tab.
· Hit the "wrap text" button until it is checked.
· Highlight rows 2 - 21 by placing your cursor on the # 2 and then hold the shift key and click the number 21. You want all the rows selected, not just a few cells.
· Data / Sort and then choose Category or column C in "Sort by" and Item# or column A in "Then By". When you press okay, you will see all your items in a different order, but the same quantities should be next to them. If it is wrong, immediately choose Edit / Undo and try again. Be sure the entire rows are highlighted before you sort.
· Place your cursor below the last quantity. Press the sum button (which looks like a Greek S ∑ ) and then press Enter. (You will find the ∑ approximately right over the B label for column B.)
· Highlight that cell
· Choose format / cells
· Choose borders
· Hit the double line tool
· Click on the line above the box so it looks like this:
· Click OK
· Copy that cell to the one under the last total value.
13. Calculate the average and minimum for quantity, unit value and total value:
14. Under "More than 1", use an if statement to show "yes" if the quantity is more than one and "no" otherwise. (Do not just type in yes and no into the cells, and be sure at least one turns out to be yes and another no.)
15. Under "Sentence about item", create a concatenation of "I have " + quantity + " of " + long description.
16. Calculate the % of the total value of all items by dividing the total value for the row by the total value for all items. Use one formula for all the rows by properly setting the $ in the formula.
17. Format the page header and footer.
· Choose Format / Page and then the header tab
· Click on the edit button
· Enter "INVENTORY LIST FOR " and your name in the middle.
· Click on the right box and then click on the date picture (which looks like a calendar)
· It will look like:
· Accept it with OK.
· Choose Format / Page and then the footer tab
· Click on the edit button
· Below the footer, just down arrow to choose the page 1 of ? format.
· Click the format / print ranges and then click edit. Define the column headings by clicking on the box after "Rows to repeat at top". Click on a heading cell (such as the category word) and then hit enter. Your Rows to Repeat at top box will then look like:
· Click the row number 2 to highlight the entire row 2.
· Choose windows / freeze.
· Scroll down to be sure that row one does not move.
Your spreadsheet should look like this at the top (with your own items):
And like this at the bottom: